XERA User Guide - v6.7

XERA User Guide - v6.7

User Guide

Version 6.7

June

2 3

, 2016

iCONECT Contact Information

Sales t.

855.915.8888

e.

[email protected]

Training t.

855.915.8888

e.

[email protected]

Technical Support t.

519.645.6190

e.

[email protected]

Visit the iCONECT website at www.iconect.com for sales, training, and technical support information.

Contents

Chapter   1.

  Introduction

Welcome   to   XERA    6

Overview   of   XERA    7

Customizing   the   Dashboard    17

Project   Collaboration    25

Chapter   2.

  Categorizing   Documents

Introduction    38

Overview    39

About   Folders    48

Creating   a   Folder    49

Charting   Data   with   iVIEW

®

  Data   Visualizer    58

Viewing   Related   Data   Using   Clusters    72

Mass   Actions    79

Chapter   3.

  Searching   Best   Practices

Overview    92

Building   a   Query   —   Step   by   Step    93

Searching   Documents   for   Empty   Fields    101

Search   Operators   and   Query   Strings    102

Appendix   –   Database   Stop   or   Noise   Words   and   Reserved   Words    109

Chapter   4.

  Searching   Documents

Introduction    114

Searching   for   Relevant   Documents    115

Searching   using   Quick   Search    116

Facets    117

Custom   Searches    122

Xmplar:   Searching   for   Related   Documents    140

Word   Marking   and   Keyword   Searches    144

Chapter   5.

  Reviewing   Documents

Introduction    152

Overview    153

Batch   Review    161

Predictive   Review    163

Reviewing   Images    165

Viewing   a   Native   File    172

Reviewing   E ‐ mail   Relationships    177

Editing   a   Document    180

Contents

Posting   a   Comment   to   a   Document    182

Coding   a   Document    185

Reviewing   Related   Documents    187

Reviewing   Document   History    195

Chapter   6.

  Troubleshooting

Introduction    198

Your   XERA   Version    199

Using   the   Knowledge   Base    199

Internet   Explorer   Settings    199

Java   Updates    200

Disabling   Optional   Toolbars   and   Add ‐ Ons    201

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1

 

Introduction

Welcome to XERA

XERA

®

  enables   you   to   review   document   collections   quickly   and   efficiently,   through   easy   collaboration   and   immediate   communication   to   project   members   using   embedded   communication   tools   as   well   as   flexible   Dashboard   tiles   that   convey   meaningful   project   details.

 

XERA’s   innovative   navigational   techniques   and   highly ‐ usable   display   simplifies   the   review   process   for   you:   easily   organize,   review,   code,   and   produce   relevant   documents   for   your   project.

This   chapter   covers   the   following   topics:

Š

“Overview   of   XERA”   on   page   7

Š

“Customizing   the   Dashboard”   on   page   17

Š

“Project   Collaboration”   on   page   25

New Features in this Version

XERA 6.7

Š

View   XERA   on   the   Go:  

When   accessing   XERA   on   a   mobile   device,   XERA   automatically   detects   the size   of   your   device   and   scales   the   application   to   your   screen.

  For   more   information   on   XERA   func ‐ tionality   while   using   a   mobile   device,   see  

“Accessing   XERA   on   a   Mobile   Device”   on   page   9

.

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Overview of XERA

XERA   allows   you   to   find   relevant   documents,   organize   the   results,   and   then   code   documents   all   within   an   easily   navigable   interface.

 

XERA   provides   the   following:

Š

Instant   global   collaboration   with   built ‐ in   communication   tools:

  XERA   provides   global   access   to   all   your   case ‐ critical   documents,   as   well   as   project   collaboration   features   such   as   comments   and   mes ‐ sages   so   that   you   can   communicate   and   share   project   material   in   real ‐ time.

  See  

“Project   Collabora ‐ tion”   on   page   25

.

Š

E ‐ Discovery   and   Project   Materials   Support

Š

E ‐ Mail   Databases:

  E ‐ mail   attachments   can   be   stored   as   separate   records   so   you   can   search,   folder,   review,   and   print   e ‐ mail   attachments.

 

Š

Native   Files:  

In   addition   to   processing   document   metadata,   extracting   the   full   text,   and   creating   a   TIFF   image,   your   administrator   can   also   provide   the   original   document   in   its   native   format.

 

XERA   also   provides   methods   for   viewing   files   without   the   native   program.

  See  

“Viewing   Native  

Files   in   their   Native   Program”   on   page   175 .

Š

TIFF   Images:  

View   images   and   document   data   in   the   same   view,   and   annotate   and   print   images.

 

See

  “Reviewing   Images”   on   page   165

.

 

Š

Document   Review:

  Create   document   batches   for   reviewers;   use   the   Coding   tab   to   easily   classify   documents.

 

Š

Searches   and   Faceted   Search:  

Refine   searches   using   pre ‐ defined   facets,   and   use   traditional   search   techniques   beginning   with   basic   searches,   then   progressing   to   advanced   queries   that   can   include   searching   specific   fields   and   folders.

  See

  “Searching   Documents”   on   page   113 .

Š

Folders:  

Create   color ‐ coded   folders   with   meaningful   names   to   organize   documents.

  Folder   search   results,   individual   documents,   or   a   document   range.

  See

  “Categorizing   Documents”   on   page   37 .

Š

Visual   Summary   of   Data:  

Discover   data   trends,   track   review   progress,   and   search   significant   graphed   data   using   the   iVIEW   interactive   charts.

  See

  “Charting   Data   with   iVIEW®   Data   Visual ‐ izer”   on   page   58

.

Š

E ‐ mail   Analytics:  

Target   and   identify   significant   e ‐ mail   communication   and   domains   using   6  

Degrees

®

 ‐  Relationship   Visualizer.

  See  

“Reviewing   E ‐ mail   Relationships”   on   page   177

.

Š

Advanced   Analytics:

  View   and   assess   e ‐ mail   threads,   near ‐ duplicates,   and   conceptually   similar   documents   using   the   Related   tab,   and   compare   near ‐ duplicate   documents   to   pinpoint   docu ‐ ment   differences.

  (Only   available   with   the   Analytics   add ‐ on   module.)   See  

“Reviewing   Related  

Documents”   on   page   187

.

Š

Document   Tracking:  

Review   action   history   for   the   current   document,   such   as   edits,   or   document   inclusion   in   a   report   or   a   production   through   the   Document   History   tab.

  See

  “Reviewing   Docu ‐ ments”   on   page   151 .

Chapter   1.

  Introduction  

 

|

   7  

End User Computer Requirements

This   section   lists   the   end   user   computer   requirements   for   XERA.

System Requirements

Š

Windows   Vista   SP2   or   Windows   7.

  Minimum   computer   screen   resolution:   1280x768.

  For   more   infor ‐ mation   on   viewing   XERA   in   a   smaller   browser   window,   see

  “Accessing   XERA   on   a   Mobile   Device”   on   page   9 .

Š

Dual   core   processor   with   3   GB   of   RAM.

  If   there   is   heavy   usage   of   native   file   review   or   Document  

Compare,   then   consider   increasing   RAM   for   faster   review.

The   following   table   lists   supported   browsers   and   specific   browser   limitations.

Browser

Internet

8 ‐ 11

  Explorer  

Recommendations   and   Limitations

Internet   Explorer   8:  

As   IE8   is   an   older   browser,   performance   may   be   slower,   interface   elements   may   not   display   as   expected.

  iVIEW   and   the   HTML5   version   of   the   Viewer   are   not   available.

Internet   Explorer   11:

  Editing   in   Text   View   may   cause   Internet   Explorer   to   crash   (this   is   a   known   issue   Microsoft   issue   with   Internet   Explorer   11).

Chrome   v19   or   higher  

and  

Microsoft   Edge

If   you   plan   to   print   from   XERA   (which   requires   Java),   or   use   6   Degrees  ‐ 

Relationship   Visualizer,   then   consider   using   another   browser.

 

Firefox   v12   or   higher Viewer   can   be   used.

  See   the   note   below.

 

Safari   5.1

  or   higher Viewer   can   be   used.

  See   the   note   below.

 

NOTE

The   Viewer   tab   is   available   in   all   browsers,   but   printing   and   Document   Compare   features   are   only   available   in   Internet   Explorer.

Š

Microsoft   Silverlight   5.

  Required   for   6   Degrees  ‐  Relationship   Visualizer

®

.

Š

Network   connection:   DSL   or   Cable,   recommended   minimum   1.5

  Mb/s.

Resolution Information

The   XERA   application   automatically   detects   the   size   of   screen   that   is   in   use,   and   will   scale   its   size   for   your   screen.

  The   detected   screen   size   (in   pixels)   determines   the   content   that   is   displayed   as   follows:

Š

Smartphone   screen   display:

  Width   of   767   px   and   less

Š

Tablet   screen   display:

  Width   of   768   to   1279   px

Š

Desktop   screen   display:  

Width   of   1280   px   and   above

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Accessing XERA on a Mobile Device

You   can   access   XERA   on   your   mobile   device   –   a   smartphone   or   a   tablet   –   to   stay   connected   to   project   tasks,   correspondence,   and   key   project   review.

If   you   are   accessing   XERA   on   a   mobile   device,   you   will   only   be   able   to   view   the   items   on   your   Dash ‐ board,   which   includes   the   Projects   tile,   Messages   and   Notifications*,   Project   Members,   as   well   as   any   iVIEW*,   Photos,   Document,   and   Video   tiles.

  When   accessing   XERA   on   a   smartphone,   the   following   additional   items   are   limited   (as   indicated   by   asterisks):

Š

Messages   about   a   posted   comment   a   comment   do   not   contain   a   View   Document   reference   link.

Š

An   iVIEW   tile   displays   the   graph   as   an   image   only;   the   data   in   it   cannot   be   selected   to   go   to   another   view.

 

Š

Printing   is   unavailable   (on   all   mobile   devices).

To   have   standard   access   to   XERA   on   a   smartphone,   click   the  

Request   Desktop   Site

  link   on   the   login   page   before   you   log   in   to   XERA.

TIP

You   can   pin   the   XERA   website   to   your   home   screen.

  Since   the   methods   to   do   this   depend   on   the   device   or   browser   that   you   use,   please   refer   to   your   device’s   docu ‐ mentation   or   help   for   more   information   on   how   do   to   this.

 

Setting up XERA for Use

To   set   up   XERA   for   use,   you   will   need   to   do   the   following:

Š

Download   and   enable   the   version   of   Java   that   is   supported   for   XERA.

  See  

“Java   Updates”   on   page  

200

.

!

CAUTION

Using   an   unsupported   version   of   Java   can   cause   issues   with   printing   and   image   quality.

Š

Disable   all   Google   and   Yahoo   toolbars   and   any   other   optional   toolbars   and   add ‐ ons.

  These   toolbars   can   slow   down   browser   response   times,   which   affects   performance.

Š

Make   the   XERA   website   a   trusted   site.

Š

Disable   the   SmartScreen   Filter   and   Pop ‐ up   Blocker   for   the   XERA   website.

 

Š

Review   your   Tabbed   Browser   settings.

NOTE

Refer   to   the   Troubleshooting   chapter   for   more   information   on   changing   browser   settings.

Logging in to XERA

To   log   in   to   XERA:

1.

Obtain   your   user   name,   password,   and   XERA   website   address   from   your   administrator.

2.

Open   an   Internet   Explorer   browser   window   and   enter   your   XERA   website   address.

 

3.

If   you   are   using   a   smartphone   and   require   standard   access   to   XERA   functionality,   ensure   that   you   click   the  

Request   Desktop   Site

  link   before   you   log   in.

  (The   next   time   you   log   in   to   XERA,   you   can   switch   to   the   mobile   version   of   XERA   by   clicking  

Request   Mobile   Site

.)

Chapter   1.

  Introduction  

 

|

   9  

4.

Enter   your   user   name   and   password,   and   if   necessary,   select   the   language   in   which   you   want   to   view   the   interface.

  Click

  Log   In

.

5.

If   you   are   prompted   to   enter   a   new   password,   you   will   need   to   log   out   and   then   log   in   again   using   your   new   8 ‐ character   password   that   contains   at   least   one   uppercase   character   and   one   number.

 

Views and Navigation

XERA   is   designed   in   a   panelled   view   format   so   that   the   information   you   need   most   often   is   front   and   center.

 

Once   you   log   in   to   XERA,   there   are   three   main   screens:

Š

Dashboard:  

the   Dashboard   is   composed   of   two   parts:   system ‐ level   tiles   including   Projects   and   Mes ‐ sages   (formerly   My   Dashboard),   and   other   tiles   that   are   specific   to   the   open   database   (formerly   the  

Project   Dashboard).

  You   can   change   the   Dashboard   to   match   the   way   you   work.

  See  

“Customizing   the   Dashboard”   on   page   17

.

Š

Table   View  

(2 ‐ panelled   view):   Review   records   in   grid   format   (one   document   per   row),   or   preview   document   thumbnails   before   organizing   or   coding.

  The   side   panel   provides   you   options   for   organiz ‐ ing   and   filtering   the   records.

NOTE

If   you   are   using   an   iPad,   you   will   not   be   able   to   view   Table   View.

Š

Document   View  

(3 ‐ panelled   view):   Review   documents   one   at   a   time   in   the   centre   of   this   screen.

  The   left   panel   shows   the   listing   of   records,   and   the   right   panel   is   used   for   coding,   comments,   and   review ‐ ing   the   document’s   history.

Š

Related   Document   Views:  

Review   similar   documents   that   you   have   selected   in   the   Related   tab   of   Document   View.

  There   are   2   Related   Document   Views,   which   are   quite   similar   to   Document  

View.

  These   views   only   contain   the   records   that   you   have   selected   to   view   in   the   Related   tab,   and   can   include   Document   Compare   functionality   (the   last   view   shown).

  Note   that   the   details   displayed   on   the   Related   tab   are   from   the   Analytics   module,   and   may   not   be   included   in   your  

XERA   system.

  FIGURE   1.1

XERA   NAVIGATION

Once   you   are   in   a   project,   the   Dashboard   and   Views   are   easily   accessible   using   the   left   and   right   arrows   found   on   every   screen.

  Click   either   arrow   to   move   between   Table   View   and   Document   View,   or   use   the  

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breadcrumbs   along   the   top   of   the   screen.

  For   more   information   on   breadcrumbs,   see  

“Navigation   using   Breadcrumbs”   on   page   11 .

NOTE

If   you   are   using   an   iPad,   you   will   need   to   tap   an   arrow   to   move   between   screens.

Project   communication   tools   are   also   easily   accessible   from   any   view   in   XERA;   you   can   create   a   Task   or   a   Message   at   any   point   in   your   review   process.

  See  

“Corresponding   with   Team   Members”   on   page   25  

and  

“Managing   Tasks”   on   page   31  

for   more   information.

 

Remembered Selections

As   you   work   in   XERA,   selections   that   you   make   –   such   as   a   document   group   (if   applicable),   a   saved   field   view,   changed   column   width   in   Table   View,   a   pinned   tab   in   Document   View,   and   other   selections   are   remembered.

  The   next   time   you   open   the   database   in   XERA,   these   same   selections   will   open   for   you,   making   it   easier   to   repeat   your   tasks   in   XERA.

Navigation using Breadcrumbs

The   breadcrumbs   along   the   top   of   each   screen   allow   you   to   open   the   Dashboard   or   Views,   and   typi ‐ cally   provide   additional   information   about   what   was   being   viewed.

  For   example,   if   you   have   run   a   search   in   Table   View,   the   breadcrumb   displays   the   active   search   information.

  FIGURE   1.2

BREADCRUMB   LOCATION

The   following   table   describes   the   breadcrumb   links   that   may   be   shown:

Clicking   this

Dashboard

  breadcrumb...

Returns   you   to....

The   left   side   of   the   Dashboard,   which   contains   the  

Projects   to   which   you   have   access.

Client ‐ Project ‐ Database   name The   customized   Dashboard,   which   contains   tiles   for   the   open   database.

Table   View   or   Search

The   search   criteria   will   display   when   you   are   in   a   search   result   set.

  Hovering   over   the   displayed   search   text   will   display   the   full   search   syntax   for   the   search.

Note:

If   there   are   more   than   three   active   searches,   then   the   next   criteria   will   display  

Table   View   with   all   documents   displayed,   or  

Table   View   showing   the   results   of   the   active   search.

as:  

Batch   name   (for   example,   MDX ‐ QT ‐ 0001) An   open   Batches   tile   (in   the   Dashboard).

  This   link   will   only   be   seen   if   you   have   checked   out   a   batch.

Chapter   1.

  Introduction  

 

|

   11  

Clicking   this   breadcrumb...

Document   1   of   179,   Record   1  

or

(no   active   document   group)

Document   Group   1   of   128,   Record   1

(in   an   active   document   group)

Note:

Once   you   navigate   away   from   Document  

View,   the   native   file   name/imagelink   you   were   viewing   displays.

Returns   you   to....

Document   View,   displaying   the   document   shown   in   the   navigation   boxes   (Document/Record   boxes)

For   information   on   using   the   navigation   boxes,   see  

“Viewing   a   Specific   Record”   on   page   154 .

  If   you   are   viewing   a   document   set,   the   first   number   in   the   selected   set   is   shown.

ET:   Email   Threads   review

ND:   Near   Duplicate   review

SFC:   Same   Field   Content   review

SC:   Similar   Concept   review

Related

The in  

  the  

  View, applicable list  

  displayed of  

 

  displaying panel   on items  

  the that  

  document

 

  the you  

  documents

Related   tab.

number   is   the selected.

 

  selected first  

Document   Name   vs.

  ND:   Document   1   of   2,  

Record   87

(For   example,   Agreement.doc

  vs.

  ND:   Document  

1   of   2,   Record   87)

Related   View,   Document   Compare:   displays   the   selected   documents   side ‐ by ‐ side.

  in   the document  

 

Once   the   text   on   the   breadcrumb   bar   exceeds   the   length   of   the   bar,   the   display   changes   so   that   only   the   icons   are   shown.

  Hovering   over   an   icon   will   expand   that   section   momentarily   so   that   you   can   review   the   database   or   collection   location.

Navigation using Keyboard Shortcuts (and other shortcuts)

You   can   review   the   keyboard   shortcuts   available   in   your   current   view   by   clicking   the  

Keyboard   Short ‐ cuts

  icon   on   the   toolbar.

 

  FIGURE   1.3

KEYBOARD   SHORTCUT   LOCATION   ON   TOOLBAR

The   following   shortcuts   are   global;   they   are   available   in   all   views   and   dashboards   in   XERA:

Š

CTRL

+

ALT

+

A:  

Navigate   to   the   previous   screen   (View   or   Dashboard)

Š

CTRL

+

ALT

+

D:  

Navigate   to   the   next   screen   (View   or   Dashboard)

Š

Esc:

  Close   an   open   window.

  This   applies   to   any   window   that   contains   an   ‘x’   in   the   upper   right   corner.

NOTE

For   annotation   tool   shortcuts   and   image   review   shortcuts,   see  

“Annotating   and  

Redacting   Images”   on   page   169

  and  

“Reviewing   Images”   on   page   165 .

Maximizing Screen Display

While   using   XERA,   you   can   collapse   specific   parts   of   the   interface   to   maximize   the   central   screen   dis ‐ play.

  These   options   to   collapse   interface   elements   may   be   more   important   to   you   if   you   are   using   a   mobile   device   to   access   XERA.

  You   can   maximize   screen   display   as   follows:

Hiding the Logo

You   can   maximize   your   work   area   by   clicking   the   Minimize   button   (circled   in   the   image).

  This   button   allows   you   to   hide   the   logo   (if   shown).

  This   setting   will   be   remembered   the   next   time   you   log   in   to   XERA.

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Click   the   button   again   to   expand   the   display   at   the   top   of   the   page.

Expanding and Collapsing Panels

To   view   more   of   the   central   screen   in   Table   View   and   Document   View,   you   can   collapse   the   side   panels   and   then   expand   them   again   when   needed.

  Click   the   double ‐ arrow   icon   located   at   the   top   of   a   panel   to   expand   or   collapse   when   needed.

 

Changing your Password or User Profile

From   the   XERA   toolbar,   you   can   change   your   password,   user   profile,   or   log   out.

  Click   on   your   username   to   open   the   menu.

To   change   your   user   information:

1.

From   the   Profile   menu,   select  

User   Information

.

The   User   Information   dialog   box   opens.

  FIGURE   1.4

USER   INFORMATION   DIALOG   BOX

2.

Edit   any   profile   information   in   the   User   Information   box   and   click  

Submit

.

To   change   your   password:

1.

From   the   Profile   menu,   select  

Change   Password

.

The   Change   Password   dialog   box   opens.

  FIGURE   1.5

CHANGE   PASSWORD   DIALOG   BOX

2.

Do   the   following:

a.

Enter   your   current   password   in   the  

Old   Password

  box.

b.

Enter   the   new   password   in   the  

New   Password

  box.

  (The   password   must   be   at   least   8   characters   and   contain   an   uppercase,   lowercase   .)

c.

Enter   the   new   password   again   in   the  

Confirm   Password

  box.

3.

Click  

Submit

.

Chapter   1.

  Introduction  

 

|

   13  

Opening a Project

Once   you   log   in   to   XERA,   you   will   see   the  

Dashboard

,   which   initially   shows   all   your   projects   and   mes ‐ sages.

  FIGURE   1.6

MY   DASHBOARD

1.

Do  

one

  of   the   following:

Š

Click  

My   Projects

  to   view   the   databases   to   which   you   are   assigned,  

or

Š

Once   you   have   clicked   on  

My   Projects,

  use   the   search   bar   above   the   projects   list   to   enter   the   name   of   the   database.

  As   you   enter   text,   the   listing   updates   to   display   the   databases   that   con ‐ tain   that   text.

TIP

From   here,   databases   can   be   added   to   the   Favorites   list.

  See  

“Adding   a   Data ‐ base   to   Favorites”   on   page   16

.

2.

Select   the   database   as   follows:

Š

For   a   Document   Group   database,   select   the   database   name.

Document   Group   databases   are   identified   by   a   group   icon.

 

Š

For   a   database   with   a   Custom   View,   select   the   arrow   beside   the   database   name,   and   then   do   the   following   as   necessary:  

• If   you   have   access   to   the   full   database   and   want   to   view   all   records,   then   select  

Full   Database

.

• If   you   have   access   to   a   custom   view   only,   only   the   custom   view   name   will   display   beneath   the   database   name.

  Select   this   name   to   open   the   custom   view.

The   full   Dashboard   opens.

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  FIGURE   1.7

THE   FULL   DASHBOARD

3.

When   the   full   Dashboard   opens,   you   may   be   able   to   do   the   following:

Š

Review   Tasks   and   Comments   for   the

“Project   Collaboration”   on   page   25

.

 

  project.

  For   more   information   on   Tasks   and   Comments,   see  

Š

Quickly   determine   who   is   online   (logged   in)   by   reviewing   the   list   of   project   members:   online   members   have   a   green   icon   beside   their   name.

  Send   a   message   or   a   task   to   a   project   member   by   clicking   on   a   project   member’s   name   in   the   Project   Members   tile.

  For   more   information,   see  

“Creating   a   Message”   on   page   25

  and  

“Creating   a   Task”   on   page   31

.

Š

Review   iVIEW   graphs.

  (For   graphs   that   you   have   saved   to   the   Dashboard.

  See

  “Charting   Data   with   iVIEW®   Data   Visualizer”   on   page   58 .)

Š

Review   transcripts   for   the   project,   and   open   a   specific   transcript   in   Case   Notebook   or   Magnum  

(optional).

  See

  “Viewing   a   Transcript”   on   page   35

.

Š

View   and   manage   Batches   for   the   project.

  If   no   batches   have   been   assigned   to   you   (or   if   you   do   not   have   an   active   batch),   then   this   tile   will   be   empty.

  For   more   information   on   Batches,   see  

“Batch   Review”   on   page   161

.

Š

Directly   open   documents   within   a   folder,   or   documents   that   have   a   specific   coding   tag.

 

NOTE

Clicking   a   folder   listed   on   the   tile   will   open   those   records   in   Table   View.

  (Or,   retrieve   content   from   multiple   folders   using   keyboard   shortcuts.

  See  

“Viewing  

Content   from   Multiple   Folders”   on   page   55

.)

Š

Add   a   record   to   the   database.

  This   functionality   may   be   limited   to   advanced   users   or   client   administrators.

  See  

“Adding   a   Record”   on   page   36

.

Š

Use   specific   project   tools   (reports,   productions,   etc.)   to   manage   project   tasks,   if   this   has   been   set   up   by   your   administrator.

4.

To   start   your   review   (and   go   to   Table   View)   click   the   right   arrow   button.

Chapter   1.

  Introduction  

 

|

   15  

NOTE

The   arrow   will   not   fully   appear   until   you   move   your   mouse   to   the   location   of   the   arrow   (center   of   the   screen).

 

Adding a Database to Favorites

The   My   Projects   list   contains   recently   opened   databases   in   the   Recent   list,   but   you   can   also   bookmark   a   database   so   that   it   can   be   quickly   selected   in   the   Favorites   list.

  If   necessary,   you   can   add   32   databases   to   the   Favorites   list.

 

  FIGURE   1.8

PROJECT   LIST

To   add   a   database   to   the   Favorites   list:

1.

Do   one   of   the   following:  

Š

If   the   database   is   in   your that   you   want   to   add.

  Recent   list,   click  

Add   to   Favorites

  (the   black   star)   beside   the   database  

NOTE

If   you   already   have   32   databases,   a   message   displays   indicating   that   the   first ‐ added   database   (the   oldest   one   in   the   list)   will   be   replaced   by   the   new   addition.

Š

If   the   database   is   not   in   your   Recent   list,   click   to   open   My   Projects,   and   then   locate   the   database.

 

Click  

Add   to   Favorites

  (the   black   star).

The   database   moves   to   the   Favorites   list,   and   is   highlighted   with   a   gold   star.

To   remove   a   database   from   the   Favorites   list:

1.

In   the   My   Projects   list,   click  

Remove   from   Favorites

  (the   gold   star)   beside   the   database   that   you   want   to   remove.

The   database   moves   to   the   Recent   list,   and   is   placed   according   to   the   order   it   was   last   opened.

Clearing the Recent List

If   your   Recent   list   becomes   cluttered   with   databases   that   you   no   longer   need   to   access,   you   can   remove   them   from   your   Recent   list.

To   clear   the   Recent   list,   hover   over   the   Recent   bar   and   then   click  

Clear

.

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Customizing the Dashboard

The   Dashboard   can   be   the   centralized   hub   for   all   project   related   data:   add   relevant   documents   and   notes,   website   links   and   YouTube   videos   as   tiles   to   the   Dashboard.

  This   hub   of   project   activity   can   be   highly   collaborative,   as   any   of   these   tiles   can   be   shared   with   other   project   members.

 

You   can   customize   the   Dashboard   –   as   long   as   you   have   permission   to   do   so   –   using  

A

,   Manage   Tiles,   which   allows   you   to   manage   the   tiles   on   your   Dashboard:   you   can   add   or   hide   tiles   using   this   button.

  FIGURE   1.9

TILE   OPTIONS   ON   THE   DASHBOARD

Adding a Tile to your Dashboard

If   enabled   by   your   administrator,   you   may   be   able   to   add   tiles   to   your   Dashboard.

  The   following   types   of   tiles   are   available   once   you   open   a   database:

1

2

3

4

5

Photos   tile.

  Add   one   or   more   images   to   this   tile.

  When   you   have   multiple   images,   the   tile   will   display   each   of   these   images   in   a   slide   show   format   so   that   each   image   can   be   seen.

Documents   tile.

 

Add   multiple   documents   to   a   tile   for   easy   reference.

  These   files   can   be   downloaded   by   you   or   other   project   members   (if   you   share   the   tile).

Video   tile.

 

Add   a   YouTube   video   to   your   Dashboard.

  The   video   can   be   played   and   paused   at   any   time.

Website   tile.

  Link   to   a   website   page.

Folder   Panel   tile.

 

Add   a   panel   to   your   tile   to   enable   quick   access   to   key   folders.

 

1.

Click  

Manage   Tiles  

,   and   then   select   the   tile   icon   that   you   want   to   add   to   your   Dashboard.

NOTE

Depending   on   how   the   database   is   set   up,   you   may   see   only   certain   types   of   tiles   on   your   Dashboard.

 

Chapter   1.

  Introduction  

 

|

   17  

2.

Click   and   drag   the   icon   into   the   spot   where   you   want   to   add   the   new   tile.

The   tile   is   added   to   the   Dashboard,   and   you   can   now   add   applicable   data   to   it.

  See   the   next   sections   for   configuring   the   tile.

Configuring and Managing your Tiles

When   you   have   added   a   tile   to   the   Dashboard,   you   will   need   to   add   data   to   it.

  The   following   image   shows   the   tile   options   that   display   when   you   hover   over   the   right   corner   of   the   tile,   and   the   following   table   describes   how   these   options   enable   you   to   manage   the   tiles   on   the   Dashboard.

NOTE

The   title   and   options   on   the   Photos   tile   is   hidden   until   you   hover   over   the   bottom   of   the   tile,   allowing   for   a   larger   view   of   the   image.

 

Remove   the   tile.

 

Remove   the   tile   and   its   contents   from   your   Dashboard.

  Depending   on   your   permissions,   you   may   not   see   this   icon   or   be   able   to   delete   the   tile.

Hide   the   tile.

 

Places   the   tile   into   My   Hidden   Tiles   so   that   it   is   not   displayed   on   your   Dashboard.

  For   more   information,   see  

“Hiding   a   Tile”   on   page   23 .

Share   the   tile.

 

Share   the   tile   and   its   contents   with   one   or   more   project   members.

  For   more   information,   see  

“Sharing   a   Tile”   on   page   21 .

 

Options.

  The   tile   type   dictates   what   options   are   available:   for   Document   and   Photo   tiles,   the   name   of   the   tile   can   be   changed.

  For   Video   and   Website   tiles,   the   URL   can   be   changed.

Configure a Photos or Documents Tile

Using   Windows   Explorer   (or   a   similar   file   structure),   navigate   to   the   images   or   documents   that   you   want   to   add   to   the   tile.

  Select   one   or   more   images   or   documents,   and   then   click   and   drag   them   into   the   appropriate   tile.

  (Note   that   you   can   also   add   images   to   a   Documents   tile.)

You   can   add   png,   jpg,   gif,   tiff,   bmp,   and   tga   files   to   the   Photos   tile.

In   the   Documents   tile,   you   can   add   most   types   of   documents   to   share   files   and   reference   materials   with   other   users.

  However,   remember   that   you   (or   others)   will   need   to   have   the   native   application   to   view   the   file   after   downloading.

  By   default,   you   can   add   up   to   4MB,   and   a   maximum   of   16   files   at   one   time   (the   upload   file   size   can   be   changed   by   your   administrator   if   required).

NOTE

In   order   to   upload   files   using   Internet   Explorer,   you   must   use   Internet   Explorer   10   or   higher   (however   not   Edge),   or   use   an   alternate   browser.

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To   rename   a   Photos   or   Documents   Tile:

1.

Click  

Options

  and   then   enter   the   new   name   for   the   tile   in   the  

Title

  field.

  The   tile   name   can   be   up   to  

150   characters.

2.

Click  

Save

.

Configure a Video Tile

You   can   add   Youtube   videos   only   to   an   XERA   video   tile.

  Note   that   since   this   process   embeds   the   video   link   in   XERA,   not   all   YouTube   videos   can   be   played   in   XERA.

1.

Once   you   have   located   the   video   on   YouTube,   ensure   you   click   the  

Share

  button   to   identify   the   cor ‐ rect   URL   to   use   for   the   tile.

2.

In   the  

URL  

field,   enter   the   full   URL   of   the   YouTube   video   (for   example,   http://youtu.be/Qsy7kJyizoc   rather   than   https://www.youtube.com/watch?v=Qsy7kJyizoc),   and   then   click  

Save

.

The   video   image   displays   in   the   tile,   along   with   the   play   icon.

Configure a Website Tile

You   can   add   an   linked   image   of   the   website   to   the   Website   tile.

  If   the   website   has   frequent   or   real ‐ time   updates,   you   will   see   an   updated   image   when   the   database   is   opened   again.

1.

Enter   the   full   URL   in   the  

Website   URL

  field   (for   example,   http://www.iconect.com/),   and   then   click  

Save

.

The   website   image   loads   and   displays   in   the   tile,   and   the   website   name   displays   as   the   tile   title.

Configure a Folder Panel Tile

If   enabled,   you   may   be   able   to   display   a   panel   from   either   Table   View   or   Document   View,   which   allows   you   to   quickly   open   the   documents   in   that   folder   from   the   Dashboard.

1.

Select   the   panel   that   contains   the   folders   (or   tags)   you   want   to   display   from   the  

Panel  

list,   and   then   click  

Save

.

The   folders   display   in   the   tile,   and   the   Panel   name   displays   as   the   tile   title.

Changing the Time Display on the Date & Time Tile

If   the   Date   &   Time   tile   is   displayed   on   the   Dashboard,   you   can   change   the   time   display   to   show   the  

24 ‐ hour   clock.

To   change   the   time   display:

1.

Click  

Options

  and   check  

Use   24 ‐ Hour   Clock

.

 

2.

Click  

Save

.

The   time   displays   in   24 ‐ hour   format.

Chapter   1.

  Introduction  

 

|

   19  

Downloading or Deleting a Document (Documents tile)

In   some   Documents   tiles,   you   may   be   able   to   download   and/or   delete   a   document.

 

1.

In   a   Documents   tile,   select   the   document.

  FIGURE   1.10

SELECTED   DOCUMENT   IN   THE   DOCUMENTS   TILE

The   Delete   and   Download   buttons   display.

2.

Do   one   of   the   following   as   necessary:

Š

To   download   or   open   the   file   the   file,   click  

Download

.

 

You   are   prompted   to   open   or   save   the   file.

 

Š

To   delete   the   file,   click  

Delete

.

!

CAUTION

If   this   tile   has   been   shared   with   other   project   members,   note   that   this   will   delete   the   document   from   all   displayed   locations.

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Sharing a Tile

To   facilitate   project   collaboration,   you   may   be   able   to   share   a   tile   and   its   contents   with   other   members   in   the   project.

  When   you   share   a   tile,   you   can   also   assign   the   type   of   access   other   members   will   have   to   this   tile,   as   follows:

Š

Modify:  

other   people   can   add   or   remove   items   from   the   tile,   or   change   the   information   displayed   on   the   tile.

 

Š

Share:

  other   people   can   share   the   tile.

Š

Required:

  the   tile   cannot   be   hidden.

 

To   share   a   tile:

1.

Click  

Share

.

 

The   Share   options   display,   along   with   the   list   of   users   who   have   this   tile,   and   the   type   of   access   they   already   have.

  FIGURE   1.11

SHARE   OPTIONS

2.

Select   the   names   of   the   project   members   with   whom   you   want   to   share   the   tile   from   the  

Share   with  

list.

TIP

To   share   a   tile   with   all   project   members,   select   ALL   PROJECT   MEMBERS.

3.

To   select   the   type   of   access   that   shared   users   will   have,   click  

More   Options

  and   check   specific   per ‐ missions   for   the   tile,   and   then   click  

Share

.

NOTE

Project   members   who   cannot   modify   this   tile   (but   could   have   other   permissions)   have   the   text   (Read   Only)   after   their   name.

 

Once   you   have   shared   the   tile,   it   will   be   added   to   their   Dashboard.

Sharing a Folder Panel Tile

A   Folder   Panel   tile   can   be   shared   like   any   other   tile,   however,   your   administrator   might   need   to   grant   access   to   the   panel   for   other   users.

  If   the   user   does   not   have   permission   to   view   that   panel,   the   text  

Tile   configuration   is   required

  will   be   shown   on   the   face   of   the   tile.

 

Chapter   1.

  Introduction  

 

|

   21  

Reorganizing Tiles

Once   you   have   added   some   tiles   to   the   Dashboard,   you   may   want   to   move   a   tile   to   another   location   on   the   Dashboard,   or   group   sets   of   tiles   together.

To   move   a   tile:

1.

In   the   title   of   the   tile,   click   and   hold   the   tile   (so   that   it   doesn’t   expand),   then   drag   the   tile   to   its   new   location.

 

A   grey   line   beneath   the   tile   displays   the   location   where   it   will   be   dropped.

2.

Once   the   line   is   highlighted,   release   the   tile   to   its   new   location.

The   Dashboard   display   updates   and   the   tile   displays   in   the   new   location.

 

Grouping Tiles

You   can   create   groups   of  

database

  tiles   to   further   organize   your   Dashboard:   groups   can   be   created   to   the   left   or   right   of   your   currently   displayed   tile.

  If   you   choose   to   add   a   certain   type   of   tile   –   such   as   a  

Manager   tile   (such   as   Production   Manager   and   Report   Manager)   into   a   group,   you   also   have   the   option   to   move   all   tiles   of   that   type   to   the   same   group.

 

The   following   image   provides   a   small   snapshot   of   how   a   tile   group   is   displayed   on   the   Dashboard:   a   line   separates   the   group,   and   a   title   (shown   circled   in   the   following   image)   can   be   added   to   the   group   to   personalize   and   identify   the   type   of   group.

  FIGURE   1.12

TILE   GROUP   ON   THE   DASHBOARD

To   organize   tiles   into   a   group:

1.

In   the   title   of   the   tile,   click   and   hold   the   tile   (so   that   it   doesn’t   expand),   then   drag   the   tile   as   follows:

Š

To   add   a   tile

Dashboard.

 

  group   to   the   right,   drag   the   tile   past   the   line   that   displays   on   the   right   side   of   the  

Š

To   add   a   tile   group   beside   the   system   tiles,   drag   the   tile   over   the   line   that   separates   the   System   and   Database   tiles.

NOTE

System   tiles   cannot   be   moved.

2.

Once   a   larger   grey   line   displays,   release   the   tile   over   the   line.

If   you   have   selected   a   tile   of   a   certain   type   (such   as   a   Manager   tile   or   a   Documents   tile),   a   notifica ‐ tion   opens,   asking   if   you   want   to   move   all   tiles   to   the   group.

  Note   that   only   the   tiles   that   are   dis ‐ played   on   your   Dashboard   will   be   moved   to   the   new   group   (hidden   tiles   of   the   same   type   are   not   moved).

3.

Add   other   tiles   to   the   same   group   (or   create   a   new   group)   in   a   similar   manner.

4.

To   add   a   title   to   the   tile   group,   click   above   the   first   tile   in   the   group.

 

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5.

Once   the   cursor   displays,   enter   the   name   for   the   group.

 

TIP

The   title   can   contain   approximately   40   characters.

R

ELATED

T

ASKS

Š

“Hiding   a   Tile   Group”   on   page   24

Hiding a Tile

If   you   do   not   need   a   tile,   you   can   hide   a   tile,   and   easily   drag   it   back   in   to   the   Dashboard   again   when   needed.

  (Note   that   your   administrator   might   have   restricted   this   ability   for   certain   tiles.)

To   hide   a   tile:

1.

Do  

one

  of   the   following,   as   illustrated   in   the   following   image.

  FIGURE   1.13

OPTIONS   FOR   HIDING   A   TILE

a.

Click  

Hide   Tile

 

or

b.

Click   and   hold   the   tile   title   until   you   see   the   text  

Hide   Tile  

instead   of   the   Manage   Tiles   icon.

  Click   and   drag   the   tile   to   the   Manage   Tiles   area   until   the   box   around   the   text   is   red.

  Then   drop   the   tile   onto  

Manage   Tiles

.

 

The   tile   displays   in   the  

My   Hidden   Tiles

  section.

 

  FIGURE   1.14

HIDDEN   TILES   SECTION

To   display   the   tile   again:

1.

From   the  

My   Hidden   Tiles   section

,   do   one   of   the   following   as   necessary:

Š To   add   the   tile   to   the   end   of   the   Dashboard,   click   the   tile.

 

Š To   add   the   tile   to   a   specific   location,   drag   and   drop   it   in   the   desired   location.

Chapter   1.

  Introduction  

 

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   23  

To   delete   a   hidden   tile:

1.

From   the  

My   Hidden   Tiles   section

,   click   the   red  

x

  on   the   tile   that   you   want   to   remove.

A   confirmation   message   displays.

2.

Click  

OK  

to   delete   the   tile.

Hiding a Tile Group

In   addition   to   hiding   a   tile,   you   can   also   hide   a   group   of   tiles   if   necessary,   however   note   the   following:

Š

Once   a   group   is   hidden,   it   cannot   be   restored;   only   individual   tiles   can   be   re ‐ added   to   the   Dash ‐ board.

Š

Tiles   that   cannot   be   hidden   will   remain   on   your   Dashboard,   and   will   no   longer   be   associated   with   the   hidden   group.

To   hide   a   tile   group:

1.

Click   the  

X

  in   the   title   bar   (above   the   group   of   tiles).

The   Dashboard   updates   and   the   tile   group   is   added   to   the   My   Hidden   Tiles   section.

 

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Project Collaboration

Use   the   Dashboard   to   review   project   status,   communicate   with   team   members,   and   monitor   your   project   tasks.

  The   following   tiles   may   be   available   to   facilitate   project   collaboration   with   other   team   members:

Š

Messages   and   Notifications  

Š

Comments  

Š

Tasks  

Š

Case   Notebook   or   Magnum   transcript   listings   (optional   integrations   that   may   not   be   included   in   your   XERA   system)

Corresponding with Team Members

At   any   time   you   can   communicate   key   project   information   to   other   team   members   through   messages.

 

Messages   sent   to   you   are   found   on   the   My   Messages   and   Notifications   tile,   located   on   the   Dashboard.

 

This   tile   can   include   an   announcement,   message   sent   to   you   from   other   team   members,   or   a   notifica ‐ tion   that   a   comment   has   been   posted   or   task   has   been   assigned   to   you.

 

  FIGURE   1.15

MY   MESSAGES   AND   NOTIFICATIONS   TILE

Creating a Message

You   can   send   a   message   from   anywhere   using   the   Communication   icon   on   the   toolbar,   or   send   it   directly   from   the   Dashboard.

To   send   a   message   to   a   team   member:

1.

Do   the   following   as   necessary:

Š

From   the   toolbar,  

Create   a   Message

.

click   the   Communication   icon   and   select  

Š

To   send   a   message   from   the   Dashboard,   click   on   the   name   of   the   person   you   want   to   send   the   message   to,   and   then   select  

Create   a   Message

.

The   Create   a   Message   box   opens.

Chapter   1.

  Introduction  

 

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   25  

  FIGURE   1.16

  CREATE   A   MESSAGE   DIALOG   BOX

2.

Enter   the   title   of   the   message   in   the  

Subject

  field.

3.

Enter   the   message   text   in   the  

Body

  field.

4.

Enter   the   name   of   the   team   member   to   which   the   message   will   be   sent.

  If   you   want   to   send   the   message   to   all   project   members,   then   type  

ALL   PROJECT   MEMBERS

.

  If   you   are   creating   a   message   from   the   Project   Members   tile,   then   the   name   that   you   selected   is   already   listed.

5.

To   send   this   message   as   an   e ‐ mail   to   the   team   member’s   Inbox,   select   the  

Send   Email  

check   box.

6.

Click

  Post

.

Reviewing a Message or Notification

Project   Collaboration   notification   –   new   task,   message,   announcement,   and   comment   notification   –   is   shown   on   the   XERA   toolbar,   along   with   an   audible   notification   sound.

  An   indicator   displays   the   number   of   new   messages,   announcements,   or   notifications.

  You   will   receive   notification   about   a   new   item   even   if   you   are   working   in   a   different   project.

 

  FIGURE   1.17

NEW   TASK   AND   MESSAGE   NOTIFICATION

The   following   table   lists   other   notifications   that   may   also   display   on   the   toolbar:

Completed   Productions   and   Mass   Actions:

  If   you   have   run   a   production,   or   another   person   has   chosen   to   notify   you   about   a   completed   production,   you   will   see   a   system ‐ generated   notification.

  These   notifications   also   display   to   indicate   a   Mass   Action   that   you   have   run   has   completed.

Predictive   Review:  

If   Predictive   Review   is   enabled   and   you   are   set   up   to   receive   notification,   you   will   be   notified   about   the   project   status   and   iteration   availability.

Index   Synchronization:

  If   enabled   by   your   administrator,   you   will   receive   notification   about   various   index   statuses:   if   an   index   is   not   synchronized,   this   means   that   all   data   may   not   be   displayed.

  You   could   see   one   of   the   following   icons   displayed   on   the   XERA   toolbar:

  Data   is   being   synchronized   to   the   index.

  This   may   include   newly   imported   data,   or   data   synchronization   into   an   index   (Text,   iVIEW,   Metrics,   or   Cluster   index).

  The   index   that   is   synchronizing   will   be   listed   when   you   click   on   the   icon.

  The   index   no   longer   exists,   so   searching   may   be   unavailable.

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To   review   a   message   or   notification:

1.

In   the  

My   Messages   and   Notifications

  tile   in   the   Dashboard,   click   the   numbers   along   the   top   of   the   tile   to   review   multiple   items.

NOTE

If   you   have   multiple   new   items,   announcements   will   be   listed   first,   followed   by   the   order   in   which   they   were   received.

  The   newest   messages/notifications   are   listed   first   and   their   unread   status   is   indicated   by   a   white   box.

 

2.

To   view   a   comment   or   task,   do   the   following   as   necessary:

Š

To   view   a   document   reference   from   a   Comments   message,   click  

View   Document   Reference

you   are   viewing   a   comment   on   a   document   from   another   database,   then   you   are   prompted   to   confirm   and   proceed.

  You   will   be   brought   to   the   document   that   contains   the   comment.

.

  If  

Š

To   view   a   task,   click  

View   Task   Reference

.

  You   will   be   brought   to   the   Tasks   tile   so   that   you   can   review   this   task.

3.

To   reply   to   a   message,   do   the   following   as   necessary:

a.

Click  

Reply

.

 

The   Reply   box   opens.

  FIGURE   1.18

REPLY   WITH   A   MESSAGE   DIALOG   BOX

b.

Enter   a   reply   in   the  

Body  

of   the   message.

c.

Enter   the   name   of   the   person   to   send   the   message   to   in   the  

Send   To  

field.

  (The   field   contains   the   original   sender’s   name,   but   you   can   add   additional   names   if   necessary.)

d.

To   send   this   message   as   an   e ‐ mail   to   the   team   member’s   Inbox,   select   the  

Send   Email  

check   box.

e.

Click  

Post

.

4.

To   delete   a   message,   click  

Delete

.

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   27  

Reviewing Comments

Comments   are   shown   in   the   middle   tile   of   the   Dashboard,   and   are   created   when   reviewing   documents   in   Document   View.

  Comments   are   linked   to   a   specific   document   that   is   displayed   in   Document   View.

 

  FIGURE   1.19

THE   COMMENTS   TILE   ON   THE   DASHBOARD

1.

When   you   have   a   new   Comment,   the   text   indicates   that   new   Comments   have   been   added.

  Click   the  

Comments  

text   or   icon   (shown   in   red   in   the   image   above).

  The   Comments   tile   expands.

2.

Do   the   following   as   necessary:

Š

To   view   other   comments,   click   another   number   along   the   top   of   the   Comments   pane.

Š

To   go   to   the   document   that   contains   the   comment,   click  

View   Document   Reference

.

  If   a   team   member   has   highlighted   text   and   posted   a   comment   to   it,   you   will   be   taken   directly   to   that   high ‐ lighted   text.

NOTE

If   you   view   a   new   comments   notification   while   in   an   active   search,   and   then   click   View   Document   Reference,   you   will   receive   an   error   message   if   the   docu ‐ ment   is   not   within   the   collection   of   documents   you   are   currently   viewing.

3.

Click   the  

Comments

  icon   again   to   minimize   the   tile   if   necessary.

TIP

For   information   about   adding   a   comment   while   reviewing,   see

  “Posting   a   Comment   to   a   Document”   on   page   182

.

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Creating an Announcement

Rather   than   sending   a   message   to   team   members,   you   can   choose   to   create   an   announcement.

  An   announcement   displays   in   the   Messages   and   Notifications   tile,   and   has   an   expiry   date,   after   which   it   will   no   longer   be   the   front   view   on   the   tile   (and,   if   multiple   announcements   have   been   sent,   the   new ‐ est   announcement   is   the   one   that   displays).

  You   may   want   to   use   announcements   to   send   a   message   to   all   users   on   the   system   (for   example,   about   upcoming   system   maintenance),   or   to   a   group   of   users.

To   create   an   announcement:

1.

Do   the   following   as   necessary:

Š

From   the   toolbar,   click  

ate   an   Announcement

.

the   Communication   icon   and   select  

Cre ‐

The   Create   an   Announcement   box   opens.

  FIGURE   1.20

CREATE   AN   ANNOUNCEMENT   DIALOG   BOX

2.

Enter   the   title   of   the   announcement   in   the  

Subject

  field.

3.

Enter   the   announcement   text   in   the  

Body

  field.

4.

Enter   the   name   of   the   team   member   to   which   the   message   will   be   sent.

  If   you   want   to   send   the   message   to   all   project   members,   then   type  

ALL   PROJECT   MEMBERS

.

  If   you   are   creating   a   message   from   the   Project   Members   tile,   then   the   name   that   you   selected   is   already   listed.

Š

If   you   are   creating   an   announcement   without   an   open   database,   you   might   see   the   text   ALL  

ACCESSIBLE   USERS,   allowing   you   to   send   the   message   will   be   sent   to   all   users   in   projects   you   can   access.

5.

Set   an   expiry   date   for   the   announcement.

  If   you   keep   the   current   date,   the   announcement   will   expire   at   midnight.

6.

To   send   this   as   an   e ‐ mail   to   the   team   member’s   Inbox,   select   the  

Send   Email  

check   box.

7.

Click

  Post

.

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Reviewing an Announcement

Announcements   are   displayed   on   the   face   of   the   My   Messages   and   Notifications   tile   (when   minimized   on   the   Dashboard,   and   until   expiry),   and   listed   first   in   the   tile,   before   any   other   messages   or   notifica ‐ tions.

  FIGURE   1.21

AN   ANNOUNCEMENT   ON   THE   FACE   OF   THE   TILE

1.

To   dismiss   the   announcement,   click  

Dismiss

.

 

The   announcement   remains,   but   will   no   longer   display   on   the   face   of   the   tile.

2.

Once   you   have   dismissed   an   announcement,   you   can   choose   to   delete   the   announcement   if   required.

  Click  

Delete

.

 

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Managing Tasks

The   Tasks   tile   on   the   Dashboard   gives   an   overview   of   all   of   your   tasks,   enabling   you   to   stay   on   track   for   your   project.

  Like   Messages,   Tasks   can   be   created   from   anywhere   in   XERA   as   the   Communication   icon   is   always   available   on   the   XERA   toolbar.

  Tasks   can   also   be   sent   to   Outlook,   as   a   Calendar   item.

  FIGURE   1.22

  TASKS   TILE   ON   THE   DASHBOARD

The   overview   of   your   task   status   is   shown   on   the   Task   tile,   and   shows   the   total   number   of   Incomplete   and   Completed   Tasks.

  The   task   listing   is   as   follows:

Š

New   Tasks:  

Tasks   that   are   not   complete,   but   that   have   been   created   in   the   last   7   days.

  These   are   tasks   that   you   have   not   yet   read   within   the   past   7   days.

Š

Incomplete   Tasks:  

Tasks   are   not   complete.

  These   tasks   are   tasks   that   you   are   still   working   on.

Š

Completed   Tasks:

  Tasks   that   have   been   marked   as   Complete.

Š

Tasks   Due   Today:

  Tasks   that   have   a   due   date   of   the   current   date.

Creating a Task

You   can   create   a   task   from   any   view   in   XERA,   from   the   toolbar.

  If   you   are   in   a   database   while   creating   the   task,   the   task   will   only   be   shown   when   you   open   that   database.

To   create   a   task   from   any   screen:

1.

Do   one   of   the   following   as   necessary:

Š

From   the   toolbar,

ate   a   Task

.

  click   the   Communication   icon   and   select  

Cre ‐

Š

From   the   Dashboard,   click   the   name   of   the   user   you   want   to   assign   the   task   to,   and   then   select  

Create   a   Task

.

The   Create   a   Task   dialog   box   opens.

Chapter   1.

  Introduction  

 

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  FIGURE   1.23

  CREATE   A   TASK   DIALOG   BOX

2.

Enter   the   title   of   the   task   in   the  

Subject

  field.

3.

Enter   the   details   of   the   task   in   the  

Instructions

  field.

4.

Enter   the   name   of   the   team   member   to   which   the   task   will   be   assigned   in   the  

Assign   To

  field   (or   select   the   name   from   the   list).

  If   you   are   creating   a   task   directly   from   the   Dashboard,   then   the   name   that   you   selected   when   creating   the   task   is   already   listed.

5.

If   Outlook   is   the   e ‐ mail   application   and   you   want   to   send   the   task   information   to   Outlook,   check   the  

Send   Email

  box.

 

NOTE

The   task   is   sent   to   the   user’s   e ‐ mail   as   an   Outlook   calendar   item,   scheduled   for   9 ‐

10am   on   the   task’s   due   date.

6.

Click   the   Calendar   icon   in   the  

Due   Date

  field   to   open   the   calendar,   and   select   the   due   date   from   the   calendar.

TIP

Use   the   left ‐  and   right ‐ arrows   to   scroll   through   the   months.

7.

Select   a   priority   for   the   task   from   the  

Priority

  list.

NOTE

If   you   do   not   select   a   priority   for   the   task,   the   priority   will   be   set   to   High.

8.

Click

  Post

.

Reviewing Tasks

You   can   review   and   manage   tasks   that   have   been   assigned   to   you   through   the  

Tasks  

tile.

 

To   review   a   task:

1.

In   the   Dashboard,   click   the  

Tasks

  icon   in   the   Tasks   tile.

  The   Tasks   tile   opens.

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  FIGURE   1.24

TASKS   TILE

2.

Do   the   following   as   necessary:

Š

Click   the   numbers   along   the   top   of   the   Tasks   pane   to   review   other   tasks.

NOTE

If   you   have   multiple   new   tasks,   they   will   be   listed   in   the   order   they   were   received;   the   newest   tasks   are   listed   as   the   last   tasks.

Š

If   you   have   finished   a   task,   click  

Mark   as   Completed

.

 

To   add   the   task   to   your   Outlook   Calendar:

NOTE

The   task   is   sent   as   a   calendar   item,   scheduled   for   9 ‐ 10am   on   its   due   date.

  You   will   need   to   set   the   task   to   complete   in   XERA   to   ensure   that   it   is   marked   as   Complete.

 

1.

From   the   Tasks   tile,   select   the   task   that   you   want   to   add   to   your   Outlook   task   list.

2.

Click  

Add   to   Outlook   Calendar

.

 

A   message   entitled   New   task   received:   ‘subject   name’   is   sent   to   your   Outlook   mailbox,   sent   by   your   user   name.

  FIGURE   1.25

MESSAGE   RECEIVED   IN   OUTLOOK

3.

In   Outlook,   open   the   e ‐ mail   message   and   right ‐ click   on   the  

XERATask.vcs

 

file   to   open   the   file   and   add   it   to   your   calendar.

4.

Click  

Save

  to   add   the   task   to   your   calendar.

Chapter   1.

  Introduction  

 

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Managing Messages and Notifications

Clicking   on   a   new   message   or   notification   brings   you   directly   to   the  

My   Messages   and   Notifications

  tile,   where   you   will   see   the   most   recent   message   or   notification   that   has   been   sent   to   you.

 

  FIGURE   1.26

NOTIFICATION   AND   MESSAGE   MANAGEMENT

1

2

Unread   messages   or   notifications   are   indicated   by   a   light   purple   box.

Tip:

To   view   new   items   sent   to   you   while   you   are   in   the   tile,   click  

Refresh  

.

All   items   added   to   the   tile   are   identified   by   Type.

  Items   displayed   here   include   announcements   and   messages   (which   can   include   a   message   about   a   comment   posted   to   a   document).

  Notifications   include   tasks   and   system ‐ generated   messages   (such   as   a   finished   production).

A.

  To   manage   notifications:

1.

In   the  

My   Messages   and   Notifications

  tile,   hover   over   the   bottom   right   corner   of   the   tile   to   display   the   Options   icon   (as   shown   in   the   image   above),   and   then   do   the   following   as   necessary:

Š

To   mark   the   notification   as   read,   select  

Mark   all   Notifications   as   Read

.

Š

To   delete   all   notifications,   select  

Delete   All   Notifications

.

To   manage   messages   (but   not   announcements*):

1.

In   the  

My   Messages   and   Notifications

  tile,   hover   over   the   bottom   right   corner   of   the   tile   to   display   the   Options   icon,   and   then   do   the   following   as   necessary:

Š

To   change   the   status   of   the   message   to   viewed,   select  

Mark   all   Messages   as   Read

.

Š

To   delete   all   messages,   select  

Delete   All   Messages

.

*Announcements   cannot   be   marked   as   ‘read’   or   deleted   with   other   messages.

  Instead,   they   can   be   deleted   individually   by   clicking   the  

Delete

  button   in   the   specific   announcement.

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Viewing a Transcript

If   Case   Notebook   or   Magnum   transcripts   have   been   integrated   into   XERA,   you   will   have   one   point   of   access   to   all   of   your   case   information;   you   will   see   a   Case   Notebook   or   Magnum   tile   with   a   transcript   list   on   the   Dashboard  

Case   Notebook   requires   Case   Notebook   v3.5.1

  software   installed   on   your   computer.

  Magnum   requires   internet   access.

  For   detailed   information   on   transcript   review,   refer   to   your   Case   Notebook   or   Mag ‐ num   documentation.

NOTE

If   you   are   using   Case   Notebook,   ensure   you   are   accessing   XERA   with   Internet  

Explorer;   transcripts   will   not   be   displayed   nor   accessible   if   you   are   using   another   browser.

The   following   image   shows   a   transcript   tile   on   the   Dashboard,   and   the   table   beneath   it   describes   how   to   view   and   filter   the   transcript   list.

 

A

B

View   a   transcript.

 

Once   a   transcript   is   selected,   a  

View  

icon   displays.

  Click  

View

  to   open   the   transcript   in   the   transcript   application.

Case   Notebook:  

Case   Notebook   software   opens   and   displays   the   selected   transcript.

  (Note the   Transcripts   listing   [the   left   pane]   will   always   highlight   the   first   transcript   in   the   list.)

  that  

Note:

If   this   is   the   first   time   using   Case   Notebook   in   XERA,   you   will   see   a   User   Name/Password   page.

 

Once   you   have   entered   your   Case   Notebook   credentials   and   click  

Log   In

,   the   transcript   list   dis ‐ plays.

Magnum:

  The   Magnum   host   site   opens   in   a   new   browser   window.

Filter   the   transcript   list.

  If   you   have   many   transcripts,   you   can   click   a  

Filter

  icon   to   quickly   find   the   applicable   transcript:   enter   the   text   by   which   you   want   to   filter,   and   then   click  

Filter

.

To   view   all   transcripts   again,   open   the   filter,   and   then   click  

Clear

.

Chapter   1.

  Introduction  

 

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Adding a Record

If   enabled   for   your   database,   you   may   see   a   Record   tile,   which   will   allow   you   to   add   a   record   to   the   database.

 

To   add   a   record:

1.

Ensure   that   you   are   not   in   an   active   batch,   document   group,   or   custom   view.

  You   cannot   add   a   record   in   one   of   these   views.

2.

Click   in   the   Record   tile   to   expand   it.

 

The   fields   that   require   completion   are   displayed.

3.

Enter   the   applicable   data   in   one   or   more   fields:

Š

If   you   can   add   a   native   file,   click added,   and   then   click  

Open

.

 

 

Upload   a   Native   File

.

  Navigate   to   the   document   that   needs   to   be  

4.

When   you   are   finished,   click  

Save

.

When   you   navigate   to   Table   View   and   Document   View,   you   will   see   that   the   data   has   been   added   as   the   last   record   in   the   document   collection.

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2  

Categorizing

 

Documents

Introduction

Before   documents   are   coded,   you   can   search   for   and   preview   a   document,   chart   data   to   visually   review   and   determine   categorization   requirements   (with   iVIEW®   Data   Visualizer),   and   organize   the   documents   using   folders.

  Then   you   can   retrieve   documents   from   the   folders   for   easy   coding.

 

NOTE

If   you   are   viewing   XERA   on   an   iPad,   Table   View   is   not   available.

This   chapter   covers   the   following   topics:

Š

“Overview”   on   page   39

Š

“Customizing   the   View   (Creating   a   Field   Template)”   on   page   42

Š

“Previewing   Documents”   on   page   45

Š

“About   Folders”   on   page   48

Š

“Creating   a   Folder”   on   page   49

Š

“Adding   a   Document   to   a   Folder”   on   page   51

Š

“Removing   Documents   from   a   Folder”   on   page   54

Š

“Viewing   Folder   Contents”   on   page   55

Š

“Taking   a   Data   Sample”   on   page   56

Š

“Charting   Data   with   iVIEW®   Data   Visualizer”   on   page   58

Š

“Viewing   Related   Data   Using   Clusters”   on   page   72

Š

“Mass   Actions”   on   page   79

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Overview

In   Table   View,   you   can   quickly   scan,   search,   and   sort   documents   (sort   in   ascending/descending   order   by   clicking   a   column   heading),   and   focus   your   research   by   only   displaying   key   fields.

  The   number   of   results   are   shown   in   the   top   left   for   easy   review.

 

  FIGURE   2.1

CATEGORIZATION   SCREEN   (TABLE   VIEW)

A

B

Table   View.

  Review   the   results   of   a   search   and   sort   listed   documents.

  For   more   information   on   sorting,   see

  “Sorting”   on   page   46 .

Tip:

You   can   change   the   number   of   displayed   fields   using   the   Tool   button   on   the   Table   View   toolbar.

 

See  

“Customizing   the   View   (Creating   a   Field   Template)”   on   page   42

.

 

• To   select   all   documents,   check   the   selection   check   box   heading.

  Once   you   check   some   records,   the   selection   check   box   turns   blue,   indicating   that   not   all   records   have   been   selected   in   Table   View.

If   you   are   in   a   Document   Groups   database,   you   will   see   the   Document   Group   listing   above   the   Table  

View   toolbar   (in   Figure   2.1,   this   is   Attachments).

  When   a   group   is   chosen,   parent   documents   are   indicated   by   an   arrow,   and   child   documents   may   be   indicated   by   a   circle   or   identified   by   file   type   (see  

“Customizing   the   View   (Creating   a   Field   Template)”   on   page   42 )

  and   are   indented   from   the   parent   document.

Tip:

To   expand   document   groups,   click  

Expand   All

  .

  To   select   all   parent   and   child   documents   in   the   grid,   check   the   check   box   column   heading   after   clicking   Expand   All.

Search,   Preview,   and   Categorize.

 

Use   the   Quick   Search   box   and   the   Facet   tab   to   search   for   relevant   documents,   view   thumbnails   of   the   documents,   and   then   categorize   (folder)   the   documents   so   that   they   can   be   easily   retrieved   when   you   move   to   coding.

  For   more   information   on   adding   documents   to   a   folder,   see  

“Adding   a   Document   to   a   Folder”   on   page   51

.

Detailed   information   about   searching   is   found   in

  “Searching   Documents”   on   page   113

.

1.

iVIEW:

  Use   graphs   to   visually   display   and   then   search   for   important   data   in   the   database.

  For   more   information,   see

  “Charting   Data   with   iVIEW®   Data   Visualizer”   on   page   58 .

2.

Search   for   specific   words   within   a   field   (column)   by   clicking  

Filters

.

  For   more   information,   see  

“Filters”   on   page   119 .

3.

Thumbnail   Preview:  

Take   a   quick   look   at   selected   documents   as   thumbnail   images.

  For   more   information,   see

  “Previewing   Documents”   on   page   45 .

Xmplar  

(circled   in   the   image)

:  

Create   a   custom   document   to   retrieve   conceptually   related   documents.

  For   more   information,   see  

“Xmplar:   Searching   for   Related   Documents”   on   page   140 .

Chapter   2.

  Categorizing   Documents  

 

|

   39  

C Global   Actions.

 

Edit,   find/replace,   export,   code,   and   print   documents   while   in   Table   View.

  If   analytics   are   active,   then   you   might   also   be   able   to   generate   clusters   of   concepts   for   the   database.

  For   more   information,   see  

“Mass   Actions”   on   page   79

.

Table View Result Set and Navigation

In   Table   View,   the   first   three   columns   –   the   Row   ID,   check   box,   and   the   Rec   #   fields   –   are   static   so   that   key   reference   details   are   shown   first,   regardless   of   how   far   you   scroll   to   the   right.

  (These   fields   can   be   changed.

  See

  “Customizing   the   View   (Creating   a   Field   Template)”   on   page   42  

for   more   information.)   If   you   are   in   an   active   document   group,   then   you   will   also   see   a   column   that   displays   parent/child   rela ‐ tionship.

 

TIP

Row   ID   information   is   used   when   foldering   documents   in   a   range.

  For   more   infor ‐ mation,   see

  “Adding   or   Removing   a   Document   Range”   on   page   53

.

The   number   of   records   shown   in   the   table   is   dependent   on   your   browser   display,   however   the   mini ‐ mum   number   shown   is   10   and   the   maximum   is   50.

  You   can   page   through   the   records   by   clicking   the   navigation   buttons   at   the   bottom   of   the   screen;   the   number   of   sets   indicate   how   many   sets   are   listed   in   the   view,   and   the   View   listing   shows   the   range   of   record   numbers   in   the   current   set.

Viewing a Specific Record

To   go   to   a   specific   record   in   the   collection,   enter   the   record   number   in   the  

Rec#

  box   and   click  

Go

.

 

  FIGURE   2.2

NAVIGATION   TO   A   SPECIFIC   RECORD

The   Table   View   results   update,   and   the   record   number   is   highlighted   in   the   grid.

TIP

If   you   enter   another   record   number,   you   are   taken   to   the   new   record   and   your   pre ‐ vious   selection   is   retained.

  This   enables   you   to   quickly   folder   all   selections,   or   take   the   documents   to   Document   View.

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Taking   one   or   more   documents   to   Document   View

When   you   move   to   Document   View,   you   will   see   all   documents   that   were   shown   in   Table   View:   this   could   be   the   whole   document   collection,   or   results   from   a   search   unless   you   have   specifically   selected   some   documents.

  For   example,   if   a   search   returned   50   records,   and   you   then   moved   to   Document  

View,   you   will   only   see   those   50   records.

Š

To   review   just   one   document,   double ‐ click   on   the   record.

Š

To   review   more   than   one   document,   check   the   check   boxes   beside   the   documents   you   want   to   review   and   then   click   the   right   arrow   along   the   side   of   the   screen.

Š

To   select   a   range   of   documents,   press  

Shift

+click   and   select   the   first   document,   ensuring   that   you   do   not   select   the   check   box   column.

  Then   select   the   final   row   for   that   document   range.

  All   the   rows   in   between   will   be   selected.

 

TIP

To   remove   a   document   within   that   range,   press

  Ctrl

+click   and   select   that   docu ‐ ment.

Once   you   check   one   or   more   records,   the   selection   check   box   turns   blue,   indicating   that   not   all   records   have   been   selected   in   Table   View.

Once   you   are   in   Document   View,   and   if   you   are   in   an   active   document   group,   parents ‐ children   are   automatically   displayed   in   the   Document  

List.

 

For   example,   if   you   chose   to   bring   an   e ‐ mail   attachment   to   Document  

View,   then   the   e ‐ mail   and   its   attachment   show   in   the   Document   List,   and   the  

Retrieve   Groups

child   are   shown.

 

  icon     is   active   indicating   that   the   parent   and  

To   clear   the   selected   documents:

1.

Click   the   left   arrow   to   return   to   Table   View.

 

2.

Press   and   hold  

CTRL  

and   then   click   the   check   box   column   to   check   all   documents,   and   then   click   again   to   clear   all   selected   documents.

 

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Customizing the View (Creating a Field Template)

You   can   change   the   fields   displayed   in   Table   View   so   that   the   most   relevant   fields   (columns)   in   the   grid   are   displayed   first.

  You   can   save   a   new   view   in   the   following   ways:

  FIGURE   2.3

VIEWS   AND   TEMPLATES

1.

Simply   save   the   view:  

the   view   is   retained   for   the   next   time   that   you   open   the   database,   and   it   becomes   your   default   view   (indicated   by   the   text   Current   View).

 

If   you   do   not   save   this   view   as   a   template,   any   changes   to   this   view   (either   by   saving   another   view,   or   using   a   template)   will   always   replace   the   current   view.

  Consider   saving   any   frequently   used   views   as   a   template.

2.

Save   the   view   as   a   template:

  once   a   view   has   been   saved   as   a   template,   it   can   be   selected   at   any   time   from   the   View   Template   list.

Š

Public   templates   are   indicated   by   a   green only   to   you)   are   indicated   by   a   red   icon.

  icon;   personal   templates   (created   by   you   and   available  

To   change   the   displayed   fields:

1.

Click  

Customize   Table   View

     (along   the   top   of   the   displayed   fields).

 

The   Change   Table   View   Display   section   opens.

  FIGURE   2.4

CHANGE   TABLE   VIEW   DISPLAY   DIALOG   BOX

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2.

Do   the   following   as   necessary:

Š

To   remove   columns   from   your   view, column   to   the  

Excluded

  Column.

  use   the   arrow   buttons   to   move   the   fields   from   the  

Selected

 

Š

To   change   the   fields   that   display   first   (the   fixed   columns),   select   the   field   and   then   check   the  

Static  

check   box.

  (By   default,  

Rec   #

  is   the   first   fixed   column.)   You   can   select   a   maximum   of   three   fields.

• Items   listed   in   parentheses,   like   (Rec   #),   are   virtual   fields   that   can   also   be   removed   from   the   document   list.

  The  

File   Type   Icon

  field   will   display   an   icon   corresponding   to   the   file   type   listed   in   a   specific   field   (generally   the   attachment   field),   if   enabled   for   the   database.

 

Š

To   change   the   order   in   which   the   columns   are   displayed,   select   the   field,   and   then   click   the   Up ‐  or   Down ‐ arrow   to   move   the   field   up   or   down   in   the   list.

 

TIP

Use   the   double   arrow   buttons   to   move   all   fields   from   one   column   to   another   as   necessary.

3.

Click  

Save

.

The   updated   grid   is   shown,   and   the   template   list   displays   the   text   Current   View.

About the Field Icons

Icons   beside   each   field   name   indicate   the   type   of   field   that   is   displayed,   as   follows:

 

Numeric   field.

 

Fields   that   are   numeric,   such   as   a   Control   ID,   Bates   value,   etc.

 

Date   field.

 

Fields   that   contain   dates,   such   as   Sent   Date,   Document   Date,   etc.

 

Limited   text   or   Full   Text   (OCR)   field.

  This   includes   fields   like   To,   From,   Subject   Lines,   and   the   field   that   contains   the   metadata  ‐  or   full   text  ‐  to   review.

Saving a View as a Template

You   can   save   the   fields   that   you   want   to   view   in   a   template,   and   save   multiple   templates   to   meet   dif ‐ ferent   display   requirements.

  To   make   a   template   available   for   all   users,   you   can   save   it   as   a   public   tem ‐ plate.

  However,   note   that   depending   on   your   settings,   you   might   not   be   able   to   delete   a   public   template.

NOTE

A   current   (active)   saved   view   will   automatically   display   when   you   re ‐ open   the   database.

To   save   a   custom   view   as   a   template:

1.

Once   you   have   selected   the   fields   that   you   want   displayed,   click   the  

Save

  button   on   the   Table   View   toolbar.

 

  FIGURE   2.5

SAVE   TABLE   VIEW   TEMPLATE

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2.

Enter   a   name   for   the   template.

  By   default   the   saved   template   is   public.

  To   make   the   template   per ‐ sonal   (available   only   to   you),   select   the  

Personal

  check   box.

  (Once   saved,   personal   templates   are   indicated   by   a   red   icon.)

3.

Click  

Save

.

To   use   a   saved   template:

1.

In   Table   View,   open   the   Custom   Settings   list   and   select   a   template   from   the   list.

The   fields   for   that   template   are   shown.

  As   seen   in   the   image,   personal   templates   are   indicated   by   a   red   icon;   public   templates   are   green.

To   delete   a   saved   template:

1.

In   Table   View,   select   the   Custom   Settings   list.

 

2.

Select   the   template   name   and   click  

Delete

 

You   are   prompted   to   confirm   this   action.

3.

Click  

Yes

  to   delete   the   template.

.

Changing the Column Width

In   addition   to   saving   specific   views,   you   can   expand   columns   so   that   the   information   you   need   can   be   easily   seen.

 

To   adjust   the   width   of   a   column:

Hover   over   the   column   line   and   click   and   drag   it   to   its   new   location.

 

Once   you’ve   adjusted   the   columns   to   suit   your   needs,   this   setting   will   be   remembered   for   the   next   time   you   open   the   database,   making   it   easy   to   pick   up   where   you   left   off.

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Previewing Documents

When   you   search   for   documents,   you   can   take   a   quick   peek   at   the   documents   in   thumbnail   format.

  In   this   view,   you   can   preview   of   the   first   page   of   the   selected   records,   enabling   you   to   make   a   decision   on   how   to   classify   or   review   the   document.

To   preview   one   or   more   documents:

1.

In   the   Table   View   grid,   select   the   documents   that   you   want   to   preview,   and   then   click  

Thumbnail  

Preview

  .

Thumbnail   images   for   each   document   in   the   set   display.

A

The   following   table   describes   how   the   documents   are   previewed.

B

Thumbnail   display.

  Only   the   first   page   of   the   document   is   previewed.

 

• A   mix   of   images   and   native   files   can   be   displayed   (as   illustrated   above).

  If   image   and   native   file   fields   are   active,   then   the   first   field   that   contains   the   image   is   displayed.

  (This   can   be   changed   by   switching   field   order.

  See  

“Customizing   the   View   (Creating   a   Field   Template)”   on   page   42

.)

• Annotations   or   redactions   that   have   been   saved   on   the   first   page   will   be   displayed   (if   you   have   permission   to   view   annotations/redactions).

Note:

Documents   that   do   not   have   an   associated   image   are   indicated   by   a   dark   grey   page   and   a   default   image   icon.

• Document   groups   are   indicated   by   alternating   grey/themed   colors.

  In   this   image,   MDXX00103   and  

Distribution   Agreement   are   the   e ‐ mail   and   its   attachment.

  If   enabled,   attachments   are   indicated   by   a   paper   clip   icon,   just   as   they   are   in   the   grid.

Document   selection.

  Selected   documents   are   indicated   by   a   darker   purple   border   (or   a   border   in   the   color   of   the   XERA   theme).

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Once   you   have   previewed   the   documents,   you   can   do   the   following:

Š

Return   to   the   grid   by   clicking   the  

Grid   View

    (circled   in   the   above   image).

Š

Review   one   of   the   documents   in   Document   View   selecting   and   then   double ‐ clicking   it.

Š

Review   multiple   documents   in   Document   View   by   clicking   the   right   arrow.

Š

Add   the   selected   documents   to   a   folder   by   dragging   the   files   into   the   folder.

  See

  “Adding   a   Document   to   a   Folder”   on   page   51 .

Sorting

You   can   sort   up   to   3   fields   in   Table   View,   allowing   you   to   easily   view   relevant   documents.

  Text   fields   are   sorted   from   a ‐ z;   numeric   fields   are   sorted   from   lowest   to   highest   number,   and   empty   fields   are   listed   first.

Sorted   fields   are   listed   on   the   Search   pane   so   that   you   can   quickly   review   the   fields   that   are   sorted,   and   remove   the   sorted   listing   when   necessary.

  Sorted   fields   can   be   saved   with   search   criteria,   and   mass   printing   while   a   sort   is   applied   will   print   the   documents   in   the   sorted   order.

TIP

Sorting   can   be   a   quick   way   of   managing   documents   returned   from   searches   or   fil ‐ ters.

  For   more   information   on   search   methods,   see

  “Searching   for   Relevant   Docu ‐ ments”   on   page   115 .

 

Multiple Field Sorting

Sorting   by   two   or   three   fields   will   re ‐ order   the   data   collection,   treating   the   first   sort   as   most   important:   data   is   sorted   primarily   by   this   field,   then   the   second   field,   and   so   on   as   follows:

Š

First   sort:   text   field   1  ‐  empty   fields   first,   a ‐ z   order

Š

Second   sort:   text   field   2  ‐  empty   fields   first,   a ‐ z   order   based   on   the   results   in   text   field   1,  

then  

on   text   field   2.

  This   can   mean   that   field   2   results   may   not   be   a ‐ z   because   field   1   takes   precedence.

TIP

You   can   always   change   the   order   of   multiple   sorted   fields   to   rearrange   priority.

  If  

Score   has   also   been   applied,   you   can   change   its   order   too   to   rearrange   its   applied   priority.

To   sort   by   a   field:

1.

  In   Table   View,   click   on   the   column   name   that   you   want   to   sort.

 

Sorting   starts.

  When   sorting   has   finished,   the   sorted   field   is   listed   in   the   Search   pane.

 

  FIGURE   2.6

SORTED   COLUMN   LISTED   ON   THE   SEARCH   PANE

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To   change   the   order   of   an   applied   sort:

1.

Do   the   following   as   necessary:

Š

To   change   the   order

Search   pane,   click  

Reverse   Sort   Order

  (the   up ‐  or   down ‐ arrow   icon)   for   that   field.

 

  of   an   applied   sort   in   one   column,   in   the  

Š

To   change   the   order   of   the   sorted   columns,   in   the   Search   pane,   click   and   drag   the   sorted   column   to   its   new   position.

  Once   you   see   a   colored   line   in   the   correct   location   (as   shown   in   the   image),   you   can   drop   the   column   box.

To   remove   an   applied   sort:

1.

In   the  

Search

  pane,   do   one   of   the   following.

 

Š

To   remove   an   individual beside   the   applied   sort.

 

  sort,   select   the   search   term   that   you   want   to   remove,   and   click   the  

x

 

Š

To   remove   multiple   sorted   fields,   click   the  

x  

beside   all   the   applied   sorts   that   you   want   to   remove.

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About Folders

Folders   are   containers   to   store   documents   in;   documents   can   be   added   to   any   number   of   folders   to   assist   with   organizing   your   document   review.

  Folders   may   already   be   created   for   you   by   your   adminis ‐ trator,   and   some   foldering   capability   (such   as   create   folder,   add/remove   documents)   may   be   restricted   by   your   administrator.

 

The   following   image   shows   the   Folders   tab   with   three   Panels.

  FIGURE   2.7

FOLDERS   TAB,   TAB   EXPANDED

B

C

A

The   folder   icons   on   the   Folders   tab   allow   you   to   do   the   following:

• Add   documents   to   a   new   folder,   multiple   existing   folders,   remove   documents   from   folders.

 

• Create   a   folder,   edit   details   for   a   folder,   and   delete   a   folder   (deleting   does   not   delete   the   documents   that   were   in   the   folder).

 

• Create   a   statistical   sample.

  For   more   information,   see

  “Taking   a   Data   Sample”   on   page   56

.

Panels   are   set   up   for   folder   organization.

  An   arrow   beside   the   folder   icon   indicates   that   the   folder   contains   subfolders.

  Click   the   arrow   to   expand   the   tree   and   see   the   subfolders.

 

Personal   folder.

 

Any   personal   folders   created   by   you   are   indicated   by   a   person   icon,   in   the   color   that   you   selected   for   the   folder.

 

6   Degrees  ‐  Relationship   Visualizer   folder.

 

Folders   that   show   e ‐ mail   associations   foldered   from   6   Degrees  ‐  Relationship   Visualizer.

  For   more   information   on   this,   see  

“Reviewing   E ‐ mail   Relationships”   on   page   177

.

 

 

  Review   folder.

 

This   indicates   that   the   folder   is   used   for   review   purposes   only.

  Review   folders   are   set   up   by   your   Administrator   and   cannot   be   deleted.

TIP

Refresh   the   folder   listing   by   clicking  

Refresh  

  along   the   top   of   the   tab.

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Creating a Folder

XERA   gives   you   the   flexibility   to   create   a   folder   structure   first   (then   add   documents   later),   or   select   documents   first   and   then   create   a   folder   for   those   documents.

 

NOTE

Depending   on   your   settings,   you   may   be   able   to   create   a   folder   in   Table   View   and   in   Document   View   (on   the   Coding   tab):   panels   for   both   Views   may   be   displayed.

To   create   a   folder:

1.

In   Table   View,   select   the  

Folders

 

tab.

  Any   existing   folders   are   shown   in   the   Folder   pane.

2.

Click  

Create   Folder

  .

The   New   Folder   section   opens.

  FIGURE   2.8

NEW   FOLDER   SECTION

3.

Enter   the   name   of   the   folder   in   the  

Folder   Name

 

box.

4.

Enter   a   description   for   the   folder   in   the  

Description

  box   (optional).

  The   folder   description   is   shown   as   a   tooltip   when   you   hover   over   the   folder   name,   and   folder   names   that   contain   a   description   are   shown   in   italic   text.

 

NOTE

The   maximum   number   of   characters   is   1024.

5.

Do   the   following   as   necessary:

Š

To   create   a   top ‐ level

Folder   Panel

 

field.

  folder   on   a   Panel,   click   the   Panel   name.

  The   Panel   name   is   added   to   the  

Š

To   add   this   folder   to   another   folder,   click   the   folder   name   only.

  The   panel   and   folder   names   are   added   to   the  

Folder   Panel

 

and  

Parent   Folder  

fields.

 

Š

To   make   the   folder   personal   (so   that   only   you   can   see   it),   check   the  

Personal   Folder  

check   box.

Š

To   select   a   different   color   for   the   folder,   click   the   yellow   box   to   display   the   color   selector,   and   then   choose   a   color.

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6.

Do   the   following   as   necessary:

Š

To   save   the   new   folder,   click  

Save

.

Š

To   add   documents   to   the   new   folder,   click  

Save   &   Add

  and   then   continue   with   the   steps   in   “Add ‐ ing   Documents   to   the   New   Folder”   on   page   50 .

Adding Documents to the New Folder

1.

To   add   the   document(s)   to   multiple   folders,   click   on   the   folder   name   to   add   it   to   the  

Folder   Name

 

field.

 

NOTE

If   you   are   in   a   document   group,   full   groups   (e ‐ mail   and   its   attachments)   will   be   automatically   foldered.

  If   you   do   not   want   to   include   full   groups,   then   ensure   that  

Include   Document   Groups  

is   disabled.

  This   setting   is   retained   for   the   next   time   you   log   in   to   XERA.

2.

Select   the   documents   you   want   to   add,   as   follows:

Š

If   you   are   in   a   search   and   want   to   add   the   current   search displayed   in   Table   View),   select  

Current   Search   Results

.

  result   (that   is,   the   documents   currently  

NOTE

If   you   are   adding   documents   from   a   search,   remember   that   the   documents   foldered   are   the   document   numbers,   not   the   record   numbers.

  See

  “Adding   or  

Removing   a   Document   Range”   on   page   53

.

Š

If   you   are   not   in   a   search   and   want   to   add   all   documents,   select  

All   Documents

.

Š

If   you   selected   documents   before   To   add   documents   that   you   have   selected   in   Table   View,   select  

Selected   Documents

.

Š

To   add   mix   of   documents,   select  

Documents   in   Range

,   and   then   enter   the   range   in   the   field   below   separated   by   commas   or   dashes   (for   example,   1,   2,   5 ‐ 9).

3.

Click  

Add

.

Editing a Folder

After   you   have   created   a   folder,   you   can   edit   its   name,   description,   or   color   to   suit   your   needs.

To   edit   a   folder:

1.

In   Table   View,   select   the  

Folders

  tab.

2.

Click  

Edit   Folder

.

The   Edit   Folder   section   opens.

3.

Select   the   folder   that   you   need   to   edit,   and   make   your   changes   to   the   folder   name,   description,   or   color   as   necessary.

4.

Click  

Save

.

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Adding a Document to a Folder

Before   you   begin,   decide   how   you   want   to   organize   your   documents,   and   then   create   folders   accord ‐ ingly.

  You   can   add   a   single   document   or   multiple   documents   to   one   or   more   folders   using   the   Folders   tab,   or   use   Drag   &   Drop   to   quickly   add   documents   to   one   folder.

  Alternatively,   if   no   folders   meet   your   needs,   you   can   create   a   folder   and   immediately   add   documents   to   the   new   folder.

  See   “Adding   Docu ‐ ments   to   the   New   Folder”   on   page   50 .

To   add   a   document   to   a   folder:

1.

In   Table   View,   do   the   following   as   necessary:  

Š

Run   a   search.

Š

In   the   grid,   or   in   Thumbnail   Preview,   select   the   document   (or   documents)   that   you   want   to   add   to   a   folder.

To   add   documents   using   drag   &   drop:

1.

Once   the   document   (or   documents)   are   selected,   and   do   the   following   as   necessary:

Š

To   move folder.

  documents   in   a   standard   database,   drag   and   drop   the   documents   to   the   applicable  

Š

To   move   document   groups,   press   and   hold  

G

,   and   then   drag   and   drop   the   documents   to   the   applicable   folder.

As   you   drag   the   documents   to   the   Folders   tab,   an   icon   indicating   the   number   of   selected   documents  

(or   selected   groups)   displays.

 

  FIGURE   2.9

DRAG   &   DROP   DOCUMENTS;   DRAG   &   DROP   DOCUMENT   GROUPS

To   add   documents   to   multiple   folders:

1.

Once   the   document   (or   documents)   are   selected,   select   the  

Folders

  tab,   and   then   click  

Add   to  

Folder

 

.

 

The   Add   to   Folder   section   opens.

 

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  FIGURE   2.10

ADDING   A   DOCUMENT   TO   A   FOLDER

2.

Do   the   following   as   necessary:

Š

To   add field.

  the   document   to   one   folder,   select   the   folder.

  The   folder   is   added   to   the  

Folder   Name

 

Š

To   add   the   document   to   multiple   folders,   select   the   folders.

  The   folders   are   added   to   the  

Folder  

Name

 

field.

 

NOTE

  If   you   are   in   a   document   group,   full   groups   (e ‐ mail   and   its   attachments)   will   be   automatically   foldered.

  If   you   do   not   want   to   include   full   groups,   then   ensure   that  

Include   Document   Groups  

is   disabled.

  This   setting   is   retained   for   the   next   time   you   log   in   to   XERA.

3.

Select   the   documents   you   want   to   add,   as   follows:

Š

If   you   are   in   a   search   and   want   to   add   the   current   search displayed   in   Table   View),   select  

Current   Search   Results

.

  result   (that   is,   the   documents   currently  

NOTE

If   you   are   in   an   active   document   group,   full   groups   are   automatically   added   to   the   folder.

Š

If   you   are   not   in   a   search   and   want   to   add   all   documents,   select  

All   Documents

.

Š

To   add   documents   that   you   have   selected   in   Table   View,   select  

Selected   Documents

.

Š

To   add   mix   of   documents,   select  

Documents   in   Range

,   and   then   enter   the   range   in   the   field   below   separated   by   commas   or   dashes   (for   example,   1,   2,   5 ‐ 9).

NOTE

If   you   are   adding   documents   from   a   search,   remember   that   the   documents   foldered   are   the   document   numbers,   not   the   record   numbers.

  See

  “Adding   or  

Removing   a   Document   Range”   on   page   53

.

4.

Click

  Confirm

.

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Adding or Removing a Document Range

When   adding   or   removing   a   document   range   to   a   folder,   remember   that   document   numbers   (not   record   numbers)   are   used,   so   you   will   need   to   ensure   that   you   are   foldering   the   correct   documents.

 

Figure   2.11

  shows   an   example   of   documents   sorted   by   the   ‘To’   column.

  FIGURE   2.11

RECORD   NUMBER   EXAMPLE

Using

  Figure   2.11

  as   the   example,   if   you   wanted   to   folder   all   documents   to   [email protected],   you   would   need   to   enter   Document   Range   1 ‐ 4.

 

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Removing Documents from a Folder

Like   adding   documents   to   a   folder,   you   have   many   options   for   removing   documents   from   one   or   multi ‐ ple   folders.

 

To   remove   documents   from   a   folder:

1.

Click   on   a   folder   to   retrieve   the   documents   (optional.

  If   you   are   removing   documents   from   multiple   folders,   then   this   step   does   not   apply.).

 

The   list   of   documents   displays   in   the   Table   View.

2.

In   the  

Folders

  tab,   click  

Remove   from   Folder

 

The   Remove   from   Folder   section   opens.

.

3.

Do   the   following   as   necessary:

Š

Click   on   the   folder   that   contains   the   documents   that   you   just   retrieved,  

or

Š

Click   on   one   or   more   folders   from   which   the   documents   will   be   removed.

The   folder   names   you   have   selected   are   added   to   the  

Folder   Name

  box.

4.

Do  

one

  of   the   following:

Š

To   remove

Results.

  all   documents   from   the   folder,   select  

Current   Search  

NOTE

If   you   are   in   an   active   document   group,   full   groups   are   automati ‐ cally   added   to   the   folder.

Š

To   remove   specific   documents   from   the   folder,   place   a   check   beside   the   documents   that   you   want   to   remove   in   Table   View,   and   then   select  

Selected   Documents

.

Š

To   remove   a   mix   of   documents   from   the   folder,   select  

Documents   in   Range

,   and   then   enter   the   range   in   the   field   below   separated   by   commas   or   dashes   (for   example,   1,   2,   5 ‐ 9).

NOTE

If   you   are   in   a   document   groups   database   and   want   to   remove   full   document   groups   (for   example,   e ‐ mails   and   attachments)   for   selected   documents   or   a   document   range,   then   ensure   you   have  

Include   Document   Groups  

enabled.

NOTE

If   you   are   removing   documents   from   a   search,   remember   that   the   documents   removed   are   the   document   numbers,   not   the   record   numbers.

  See

  “Adding   or  

Removing   a   Document   Range”   on   page   53

.

5.

Click  

Confirm

.

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Viewing Folder Contents

You   can   view   documents   from   a   single   folder   or   from   multiple   folders.

  Documents   are   retrieved   through   a   search:   a   folder   is   selected   and   the   search   results   are   the   documents   within   that   folder.

To   view   the   contents   of   one   folder:  

Š

Click   the   name   of   the   folder   that   you   want   to   view.

  The   folder   is   added   to   the   Search   area   and   the   contents   of   the   folder   are   displayed   in   the   grid.

Viewing Content from Multiple Folders

Since   folder   content   retrieval   is   a   search,   contents   retrieved   from   multiple   folders   use   the   selected   search   operator   (found   in   the   Quick   Search   box   on   the   Search   tab).

 

The   following   table   describes   how   contents   are   retrieved   from   multiple   folders   with   each   search   oper ‐ ator.

Search   Operator

Single   Search   (default   operator)

AND

Search   Results

Returns   documents   from   the   last   selected   folder   (this   is   an   single   search;   the   previous   folder   would   have   been   removed   from   the   search   criteria.)

Returns   only   documents   that   are   in   common   in   each   folder.

  If   no   documents   are   in   common,   then   no   documents   will   be   retrieved.

Returns   all   documents   found   in   any   of   the   folders.

OR

To   select   and   search   multiple   folders:

Š

To   run   an   AND   search,   press  

Ctrl  

and   then   click   to   select   the   folders   that   you   want   to   search.

Š

To   run   an   OR   search,   press  

Alt

  and   then   click   to   select   the   folders   you   want   to   search.

TIP

If   folder   tiles   have   been   set   up   on   the   Dashboard,   you   can   use   these   shortcuts   to   view   the   contents   of   multiple   folders.

  FIGURE   2.12

MULTIPLE   FOLDER   (OR   CLUSTER)   SEARCH   SHOWN   IN   THE   SEARCH   AREA

TIP

To   review   the   syntax   used   to   run   the   search,   hover   over   the   folder   search   item.

  The   search   syntax   displays   in   the   tip   that   opens.

Alternatively,   you   can   use   the   following   other   two   methods   to   retrieve   content   from   multiple   folders:

Š

Custom   search   to   search   specific   multiple   folders,   and   refine   your   search   requirements.

  For   more   information,   see  

“Using   the   Search   Form   to   Build   a   Query”   on   page   124 .

Š

Enter   folder   search   syntax   directly   into   the   Quick   Search   box.

  For   information   on   folder   search   syn ‐ tax,   see

  “Search   Operators   and   Query   Strings”   on   page   102

  and

  “Folder   Syntax   with   AND,   OR,   or  

NOT”   on   page   108 .

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Refining Content Retrieval from Multiple Folders

To   change   the   way   that   content   has   been   retrieved   from   multiple   folders,   you   can   do   the   following:

Š

To   change   the   search   operator,   in   the   Quick   Search   box,   click   the   Search  

Operator   icon,   and   select   another   operator   from   the   list.

 

Š

To   refine   your   search,   review   the   list   in   the  

Search

  area.

  Searches   are   listed   beneath   the   Quick   Search   box.

 

  FIGURE   2.13

OR   SEARCH   WITH   FOLDERS   FROM   THE   GENERAL   PANEL   AND   A   CLUSTER   FROM   THE   CLUSTERS   TAB

Taking a Data Sample

You   can   create   a   statistical   sample   of   data   at   any   point   in   your   review   workflow.

  Sampling   can   be   used   to   gain   a   general   understanding   of   the   data,   to   judge   the   number   of   responsive   documents   within   a   folder,   or   to   perform   a   quality   check   on   the   identification   of   privileged   documents,   or   even   to   deter ‐ mine   how   often   a   search   term   produces   relevant   results.

 

TIP

Once   you   have   created   a   sample,   you   can   export   the   required   fields   from   the   sam ‐ ple   folder   to   show   that   the   set   of   documents   have   been   reviewed.

Sample   Components

Your   sample   consists   of   the   following:

Š

Sample   size:

  The   population   size   selected   for   the   sample.

  Increasing   the   confidence   level   increases   the   sample   size.

Š

Confidence   level:  

The   level   of   confidence   in   the   sample.

  If   you   use   a   confidence   level   of   95%,   you   should   expect   5%   to   be   incorrect.

Š

Confidence   interval:  

The   acceptable   margin   of   error   for   the   sample.

  A   lower   margin   of   error   requires   a   large   sample   size   (as   a   larger   sample   size   normalizes   response   inconsistencies).

To   take   a   data   sample:

1.

In   the  

Folders

  tab,   click  

Create   Statistical   Sample

 

The   Create   Statistical   Sample   section   opens.

.

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2.

Create   the   folder   that   will   contain   the   sample   as   follows:

a.

Enter   the   name   of   the   folder   in   the  

Folder   Name

 

box.

b.

Enter   a   description   for   the   statistical   folder   (optional)   in   the  

Description

  box.

  The   folder   description   is   shown   as   a   tooltip   when   you   hover   over   the   folder   name,   and   folder   names   that   contain   a   description   are   shown   in   italic   text.

NOTE

The   maximum   number   of   characters   is   1024.

c.

Do  

one

  of   the   following   as   necessary:

• To   create   the   folder   on   a   panel,   click   the   panel   name.

  The   panel   is   added   to   the  

Folder   Panel

  field.

• To   add   the   folder   to   another   folder,   click   the   folder   name   only.

  The   panel   and   folder   names   are   added   to   the  

Folder   Panel  

and  

Parent   Folder

  fields.

d.

To   make   the   folder   personal   (so   that   only   you   can   see   it),   select   the  

Personal   Folder  

check   box.

3.

Click  

Next

.

4.

In   the  

Sample   Source

  section,   select   the   source   that   you   want   to   take   the   sample   from   as   follows:

Š

  To   sample   the   entire   database,   choose  

Entire   Database

.

Š

To   sample   a   folder,   choose  

Folder

  and   then   select   the   folder   and   then   click  

Close

.

5.

Click  

Next

.

6.

In   the  

Confidence

  section,   do   the   following:

a.

To   set   the   confidence   level,   move   the  

Confidence   Level  

slider   to   the   appropriate   location.

b.

To   set   the   margin   of   error,   move   the  

Confidence   Interval

 

slider   to   the   appropriate   location.

 

NOTE

The   sample   size   decreases   as   the   margin   of   error   increases.

7.

Click  

Save

.

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Charting Data with iVIEW

®

Data Visualizer

Charting   data   enables   quick   identification   of   important   dates,   documents,   and   custodians   in   the   docu ‐ ment   collection;   you   can   also   use   iVIEW   Data   Visualizer   to   quickly   map   out   how   many   documents   are   contained   in   each   folder   in   the   database,   or   add   a   metric   dimension   to   a   standard   graph   to   calculate   numeric   data   such   as   total   file   size,   average   page   count,   or   visually   review   conceptual   clusters   in   the   database   (if   created).

  With   iVIEW   Data   Visualizer   (hereafter   referred   to   as   iVIEW),   you   can   focus   on   data   relevant   to   your   investigation,   and   then   choose   the   best   graph   to   showcase   the   data   in   insightful   ways.

Data   displayed   in   the   Table   View   grid   is   the   starting   point   for   your   graph:   choose   between   graph   styles,   different   fields   (set   up   by   your   administrator),   and   date   ranges   to   display   and   then   assess   key   data   in   the   collection.

 

You   can   choose   from   the   following   graph   types   to   display   your   data   in   the   best   possible   way:

Š

Column   Graph,   Stacked   Column   Graph,   Percentage   Stacked   Column   Graph

Š

Bar   Graph,   Stacked   Bar   Graph,   Percentage   Stacked   Bar   Graph

Š

Pie   Graph

Š

Line   Graph.

  The   line   graph   option   will   not   display   if   only   Limited/Full   text   fields   are   available   for   selection.

Graph   Example

To   create   a   graph   of   the   number   of   e ‐ mails   that   each   Custodian   sent,   along   with   the   total   size   of   attachments,   you   could   select   the   following   for   your   graph:

Š

Plotted   data   (primary   selection):

  Custodian

Š

By:  

Sent   Date

Š

Š

Date   Format:  

Yearly

Applied   Metric:  

Sum   of   File   Size   field.

 

The   graph   will   display   this   data   first  ‐  in   this   example,   total   file   size   by   date.

  However,   the   following   image   shows   the   graph’s   primary   selection,   which   displays   when   you   click  

Switch   Metrics

.

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  FIGURE   2.14

COLUMN   GRAPH   SHOWING   DOCUMENTS   SENT   BY   CUSTODIAN   (METRICS   SWITCHED)

A.

 

Dates   in   a   graph   are   initially   displayed   by   year,   unless   you’ve   specifically   chosen   another   date   for ‐ mat.

  You   can   click   the   date   to   drill   down   to   monthly   and   weekly   dates.

  Gaps   in   numeric   data   and   dates   are   indicated   by   an  

axis   break

,   as   shown   in   this   inset.

For   other   examples   of   ways   to   display   your   data,   see

  “Graph   Examples”   on   page   70 .

Before Starting

If   you   are   working   in   a   large   database   that   contains   many   unique   items,   consider   adding   documents   to   folders   before   creating   a   graph.

  If   you   do   not,   the   graph   may   only   display   a   maximum   of   500   items,   but   you   will   receive   a   yellow   warning   indicating   that   not   all   items   have   been   included   in   the   graph.

To   chart   data:

1.

In   Table   View,   click   the   graph   type   that   you   want   to   create.

  (Once   you   have   mapped   the   data,   you   can   change   any   of   the   parameters  ‐  including   the   graph   type  ‐  as   necessary.)

The   iVIEW   section   opens.

NOTE

Once   you   have   created   an   iVIEW   graph   in   your   session,   you   may   not   see   the  

Choose   a   Type   section.

  If   you   do   not,   click   the   left   arrow   (or   Previous)   to   return   to   that   section.

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2.

Select   one   of   the   following   as   necessary:

Š

To   view   data   or   folders   from   Table   View,   select  

Field,   Folder,   or   Coding

.

Š

To   view   reviewed   data,   select  

Folder/Coding   History

.

3.

Click   the   right   arrow   to   go   to   the   iVIEW   Settings   section.

  FIGURE   2.15

IVIEW   SETTINGS   SECTION

4.

Select   the   data   that   you   want   to   view   from   the   first   list.

  Data   available   for   selection   includes   fields   that   your   administrator   has   set   up,   and   a   Folder,   Coding   Object,   or   Cluster   option.

Š

For   example,   to   review   key   e ‐ mail   correspondence   by   custodian,   select   Custodian   from   the   list.

Š

To   review   the   location   of   specific   documents,   select  

Folder(s)/Coding   Object(s)/Cluster(s)

.

 

Select   a   panel,   and   then   check   the   applicable   boxes   to   select   one   or   more   folders   from   the   list.

 

Repeat   to   select   folders   on   another   panel,   or   click  

Close

  when   you   have   finished.

NOTE

Empty   folders   will   not   be   displayed   in   the   graph.

5.

Select   the   field   by   which   the   data   will   be   numerically   spread   from   the  

By

  list.

Š

If   you   range.

  have   selected   a   date   field   for   the   By   section,   then   select   a  

Date   Format

  to   choose   a   date  

TIP

Choose   a   broad   date   range   to   start;   you   can   refine   the   date   range   when   the   graph   is   displayed.

6.

To   display   each   mapped   result   by   an   additional   metric,   such   as   file   size   or   page   count,   in   the  

Apply   a  

Metric  

section   do   the   following:

a.

Select   a   numeric   field   by   which   the   data   will   be   calculated.

b.

Select   a   calculation   that   will   be   applied   to   the   numeric   data.

7.

Click  

Go

.

The   graph   opens   in   the   iVIEW   tab.

  If   you   have   applied   a   metric   to   your   graph,   the   graph   will   display   this   data   first,   as   shown   in   the   following   image.

  You   can   click  

Switch   Metrics

  to   view   the   data   by   your   first   selection   (in   the   following   example,   the   Custodian   field).

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  FIGURE   2.16

PIE   GRAPH   WITH   CUSTODIAN   AS   THE   PRIMARY   SELECTION

Once   the   graph   is   created,   you   can   do   the   following:

A

B

C

D

Change   the   Graph

.

  In   the   iVIEW   tab,   you   can   change   the   graph   type,   the   data,   and   the   graph’s   labels.

 

See

  “Changing   a   Graph”   on   page   65

  and

  “Customizing   a   Graph”   on   page   66

.

Save   the   Graph

.

  See

  “Saving   a   Graph”   on   page   66

.

  Once   one   or   more   graphs   have   been   saved,   you   can   retrieve   it   from   the   iVIEW   Templates   list.

Save   the   graph   as   a   tile   on   the   Dashboard.

  See

  “Saving   a   Graph   to   the   Dashboard”   on   page   67

.

Flexible   Content   Display.

  Click   on   a   legend   item   to   enable   or   disable   it   in   the   graph.

  If   you   have   more   than   200   unique   data   items,   only   the   first   200   will   be   enabled   in   the   graph.

• When   you   have   many   unique   data   items,   numbers   at   the   bottom   of   the   legend   indicate   how   many   legend   sections   there   are.

  Use   the   down ‐  and   up ‐ arrows   to   scroll   through   additional   content.

• Change   sorted   legend   items   (pie   graph   only):   Pie   graphs   display   data   alphabetically.

  You   can   re ‐ sort   the   display   by   selecting  

A ‐ Z   Sort

.

• Enable   or   disable   all   legend   items   by   clicking   .

  The   label  ‐  and   display  ‐  for   this   icon   changes   (as   illustrated   in   the   image   above)   depending   on   whether   the   whole   data   set   was   graphed.

• If   you   have   disabled   legend   items,   a   pie   chart   will   refresh   to   display   the   data   as   part   of   the   whole,   which   leaves   a   space   for   the   disabled   legend   items.

  You   can   click  

Toggle   Pie

  so   that   the   graph   displayed   does   not   include   the   disabled   legend   item(s).

 

• Hover   over   an   item   in   the   graph   to   review   the   plotted   data   value   and   its   number,   and   applied   metrics   (if   applicable).

• Switch   Metrics.

  In   graphs   that   have   an   applied   metric   (indicated   by   the   subtitle   of   the   graph),   you   can   click  

Switch   Metrics

    to   view   the   graphic   results   of   the   values   from   the   primary   field.

Zooming   and   Panning

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If   your   graph   contains   a   substantial   amount   of   data,   you   may   need   to   zoom   in   to   a   particular   section   to   adequately   review   the   data.

 

Š

Click   and   drag   your   mouse   on   a   section   of   the   data   to   zoom   into   the   graph.

Š

Once   zoomed   in,   you   can   review   data   to   the   left   or   right   of   your   current   display   (pan):   click   and   drag   your   mouse   in   the   direction   you   want   to   view.

 

Š

To   exit   zoom   mode,   click  

Reset   zoom

.

Searches and Graph Data

Running   a   search   or   filtering   in   the   Table   View   grid   will   not   automatically   refresh   the   displayed   graph:   when   a   search   is   run,   you   can   either   update   the   graph   with   the   new   data,   or   choose   to   ignore   it.

  If   you   dismiss   the   message,   a  

Refresh

  button   will   display   on   the   toolbar   (circled   in   the   image   above)   enabling   you   to   revert   this   change   if   necessary.

NOTE

If   you   are   filtering   data   in   a   Mosaic   Graph,   note   that   you   will   always   see   the   parent   cluster   displayed   first,   even   if   you   have   refreshed   the   view   to   display   data   for   a   sub ‐ cluster

Legend Items in a Different Format (Brackets and Capitalization)

Your   graph   may   contain   text   that   is   shown   in   brackets.

  The   brackets   indicate   that   changes   have   been   made   to   the   database   structure   or   permissions   (which   could   be   more   common   when   viewing   data   using   a   long   time   period)   or   the   data   does   not   exist,   as   follows:

Š

(Empty):

  The   selected   field   contains   no   data.

  (This   does   not   apply   to   folders;   you   will   not   see   folders   that   do   not   contain   documents.)

Š

(User   Not   Found):

  The   user   has   been   deleted   and   no   longer   exists.

  (When   a   user   is   deleted,   any   data   associated   with   that   user   is   also   removed.)

Š

(Folder   Not   Found):  

The   folder   has   been   deleted   or   you   do   not   have   permission   to   view   the   folder.

Š

SYSTEM:  

Any   foldering   done   by   XERA.

  This   applies   to   Predictive   Review   projects   only.

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Viewing Metrics

The   second   type   of   graph   that   you   may   be   able   to   create   (if   set   up   by   your   administrator)   is   a   Metrics   graph   that   displays   folder   and   coding   history   to   track   document   review   status   using   iVIEW   graphs,   with   flexible   date   options   (including   dynamic   dates)   to   meet   your   report   needs.

  Foldering   actions   in   XERA   are   recorded   in   UTC   format,   which   may   offset   the   date   for   metrics   graphs.

  (Metrics   graphs   displayed   by   a   ‘by   Date’   option   include   a   UTC   label   for   easy   reference.)

TIP

Once   you   have   set   up   a   metrics   graph   to   meet   your   review   needs,   you   can   add   it   to   the   Dashboard   so   that   the   data   can   be   easily   referenced   without   going   to   Table  

View.

To   view   metrics:

1.

In   Table   View,   click   the   graph   type   that   you   want   to   create.

  (Once   you   have   mapped   the   data,   you   can   change   any   of   the   parameters  ‐  including   the   graph   type  ‐  as   necessary.)

The   iVIEW   section   opens.

NOTE

Once   you   have   created   an   iVIEW   graph   in   your   session,   you   may   not   see   the  

Choose   a   Type   section.

  If   you   do   not,   click   the   left   arrow   (or   Previous)   to   return   to   that   section.

2.

To   review   the   number   of   documents   that   have   been   coded,   select  

Folder/Coding   History

.

3.

Select   from   one   of   the   following   options:

Š

To   easily   review   the   folders   that   contain those   folders,   select  

User   by   Folder

.

  documents,   and   the   users   that   added   documents   to  

Š

To   review   when   the   majority   of   documents   were   coded,   select  

User   by   Date

.

TIP

You   can   refine   the   date   range   when   the   graph   is   displayed.

Š

To   review   how   many   documents   users   have   added   to   folders,   select  

Folder   by   User

.

Š

To   review   the   number   of   documents   coded   by   date,   select  

Folder   by   Date

.

4.

To   focus   on   a   specific   date   or   user,   click  

More   Options

.

  (By   default,   the   previous   day’s   date   and   today’s   date   are   selected.)

The   additional   options   section   opens.

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  FIGURE   2.17

ADDITIONAL   FILTERING   OPTIONS

5.

Do   the   following   as   necessary:

Š

To   automatically   update   the   graph   with   new   data,   select   a   dynamic   date   option  ‐  Current

Current   Month,   etc.

 ‐  and   use   the   range   selectors   (if   required)   to   target   a   specific   date.

  Week,  

TIP

You   can   save   this   graph   to   the   Dashboard   to   obtain   up ‐ to ‐ date   project   metrics.

Š

To   customize   the   date   range,   select  

Custom   Range

  and   then   enter   the   date   range   in   the  

From  

and  

To

  fields.

 

Š

To   narrow   the   display   to   specific   folders,   click   in   the  

Folder(s)/Coding   Object(s)

  field.

  Select   a   panel,   and   then   check   the   applicable   boxes   to   select   one   or   more   folders   from   the   list.

  Repeat   to   select   folders   on   another   panel.

 

Š

To   review   status   for   specific   users   only,   click   in   the  

Users  

field   and   select   one   or   more   users   from   the   list.

 

6.

When   you   are   finished,   click  

Go

.

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Changing a Graph

Once   a   graph   has   been   created,   you   can   switch   the   graph   type,   the   data   you   are   viewing,   or   how   the   data   is   plotted   in   the   graph   (including   refining   a   date   range).

To   change   graph   parameters:

1.

Click  

iVIEW   Settings

.

 

The   iVIEW   Settings   section   opens.

  FIGURE   2.18

IVIEW   SETTINGS   SECTION

2.

Do   the   following   as   necessary:

Š

If   enabled,   change   the   type   of   data   for   your   graph   by   clicking   the   left   arrow.

  Select   another type   for   the   graph.

  and   then   click   the   right   arrow   to   return   to   the   iVIEW   Settings   section.

  data  

Š

To   select   another   graph,   click   another   chart   type.

Š

To   change   the   data   for   the   graph,   choose   another   field   from   either   list,   or   click  

Switch   Field  

Selection

    to   flip   the   x ‐  and   y ‐ axis   data   selections.

  (If   your   line   graph   includes   a   date   or   numeric   field,   you   will   not   be   able   to   switch   the   data   selections.)

NOTE

When   you   select   another   item   from   the   list,   the   graph   icon   displays   a   black   line,   indicating   the   axis   on   which   the   data   will   be   plotted.

Š

To   change   or   apply   a   metric,   click  

More   Options

  and   select   a   numeric   field,   and   then   select   a   cal ‐ culation   that   will   be   applied   to   that   numeric   data.

 

3.

Click  

Go

.

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Refining the Date Range

Since   data   within   the   collection   could   be   concentrated   in   a   small   date   range,   the   default   date   is   the   broadest   (yearly).

  Once   the   data   is   graphed,   you   can   drill   down   to   a   specific   date   or   date   range.

  Once   chosen,   that   specific   date   will   be   available   until   another   date   format   is   selected   for   another   graph.

To   refine   the   date   range:

1.

In   your   iVIEW   graph,   click   on   an   underlined   date.

The   graph   updates   to   display   that   date   range.

  If   the   graph   displays   the   date   by   year   and   you   have   clicked   on   the   year   2000,   the   graph   will   display   the   date   by   2000 ‐ 01,   2000 ‐ 02,   etc.

 

2.

Do   the   following   as   necessary:

Š

To   target   a   specific   date,   click   on   an   underlined   date.

 

Š

Click   the  

Back  

button   to   return   to   the   previous   date   range.

Š

Click  

Save  

to   save   the   graph   with   the   refined   date   range.

  See

  “Saving   a   Graph”   on   page   66 .

NOTE

If   you   save   these   changes   to   a   tile,   only   the   refined   date   will   display   on   the   tile.

Customizing a Graph

You   can   change   the   title,   x ‐  and   y ‐ axis   labels,   and   the   legend   of   the   graph.

  Once   changed,   these   labels   are   saved   only   when   you   save   a   graph;   if   you   customize   the   graph   in   any   way   without   saving,   the   updated   labels   will   not   be   saved.

To   customize   or   change   data   labels:

1.

Double ‐ click   on   the   label   that   you   want   to   change.

 

If   you   have   chosen   the   title,   the   label   is   active   and   you   can   add   or   edit   the   subtitle.

  For   a   metrics   graph  ‐  folder/coding   history  ‐  the   subtitle   is   the   selected   date   range.

  In   a   graph   with   an   applied   metric,   the   subtitle   is   the   selected   metric,   for   example,   Sum   of   File   Size.

2.

Type   the   new   text,   and   then   click   outside   of   the   label   to   save   it.

  The   character   limits   for   labels   are:

Š

Title   and   subtitle:   30   characters

Š x   and   y   axis   titles:   60   characters

Š

Legend:   30   characters

Saving a Graph

Any   graph   that   you   create   can   be   saved   in   the   iVIEW   tab;   you   can   share   the   graph   with   other   project   members   by   saving   it   as   a   public   graph,   or   save   it   for   your   use   only.

 

The   saved   graph   retains   any   disabled   legend   items,   and   any   new   legend   items   that   could   created   when   new   data   is   added   to   the   database,   will   be   disabled   by   default.

To   save   the   displayed   graph:

1.

Click  

Save   Current   View   as   Template

  and   enter   the   name   for   the   template.

2.

To   make   the   graph   available   for   yourself   only,   check  

Personal

.

NOTE

Once   saved,   personal   graphs   are   indicated   by   a   red   icon.

3.

Click  

Save

.

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Saving a Graph to the Dashboard

You   can   save   the   displayed   graph   as   a   tile   on   the   Dashboard   to   provide   a   summary   of   key   data   or   review   status.

  The   saved   graph   is   static;   changes   made   to   the   graph   after   it   has   been   saved   will   not   be   saved   to   the   tile   (unless   you   re ‐ save   the   graph   to   the   Dashboard).

You   can   add   a   maximum   of   64   tiles   to   the   Dashboard,   however   each   graph   placed   on   the   Dashboard   requires   loading   time.

  Because   of   this,   we   recommend   adding   no   more   than   10   graphs   to   the   Dash ‐ board.

NOTE

The   tile   will   only   display   on   your   Dashboard,   until   you   choose   to   share   the   tile   with   other   project   members.

  For   more   information   on   sharing   tiles,   see

  “Sharing   a   Tile”   on   page   21 .

To   save   the   graph   as   a   tile:

1.

In   the   iVIEW   tab,   click   the  

Save   as   Tile

  button.

The   Tile   Name   box   opens.

2.

Enter   a   unique   name   for   the   tile;   this   is   the   name   that   will   display   as   the   title   for   the   tile.

Š

If   you   have   already   filtered   the   document   collection   (for ing   documents   in   a   folder),   then   the   title   name   will   also   include   the   text  

(Filtered   View),

  indicat ‐ ing   that   the   graph   shows   data   results   from   that   search.

  example,   through   a   search   or   by   view ‐

TIP

If   the   graph   uses   a   dynamic   date,   consider   adding   the   date   focus   to   the   tile   name   for   easy   reference.

3.

Click  

Save

.

NOTE

iVIEW   tiles   are   displayed   on   the   Dashboard   in   the   order   they   were   created.

 

Once   the   graph   is   saved   as   an   iVIEW   tile,   you   can   click   on   the   tile   to   fully   expand   it   to   review   graph   details,   and   then   enable   or   disable   items   in   the   legend   to   suit   your   review   needs.

  These   legend   changes   are   saved   to   the   tile,   allowing   you   to   customize   the   graph   when   needed.

 

From   the   tile,   you   can   also   select   data   for   review.

  See   the   next   section,

  “Selecting   iVIEW   Data   from   the  

Dashboard”   on   page   68  

for   more   information.

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Selecting iVIEW Data from the Dashboard

Once   an   iVIEW   tile   is   expanded   on   the   Dashboard,   you   can   review   the   documents   that   contain   this   data   as   follows:

Š

To   view   the   full   graph,   click  

Open   in   iVIEW

  .

NOTE

If   you   are   in   an   active   search   or   any   other   type   of   filter   that   changes   the   docu ‐ ments   displayed   in   Table   View   (such   as   a   document   group   or   field   template),   it   will   be   removed   when   you   open   the   graph   in   iVIEW.

  You   will   receive   a   message   indicating   this   when   you   click   Go.

Š

To   view   the   selected   documents   in   Document   View,   ensure   the   tile   is   expanded   and   then   click   to   select   a   value   on   the   graph   or   press  

Shift+click

  to   select   multiple   values   on   the   graph.

  Select  

View

  from   the   list,   and   then   click  

Go

.

Š

To   view   specific   data   in   Table   View,   ensure   the   tile   is   expanded   and   then   click   to   select   a   value   on   the   graph   or   press  

Shift+click

  to   select   multiple   values   on   the   graph,   and   then   do   one   of   the   following:

Š

To   view   the   filtered   results   in   Table   View,   select  

Filter

  from   the   list,   and   then   click  

Go

.

Š

To   add   the   documents   that   contain   these   values   to   a   folder,   select

  Folder

  from   the   list,   and   then   click  

Go

.

Viewing the Documents from a Graph

Once   you   have   created   your   graph,   you   can   click   on   any   of   the   values   and   review   the   documents   that   contain   the   data   you   have   selected.

  These   documents   can   be   reviewed   in   Table   View   or   in   Document  

View.

  Alternately,   you   can   choose   to   add   the   documents   to   a   folder.

 

To   retrieve   documents:

1.

Click   on   a   value   in   the   graph.

  If   necessary,   click   and   drag   to   zoom   in   on   specific   values   shown   in   the   graph.

The   search   criteria   opens   at   the   top   of   the   iVIEW   page.

  FIGURE   2.19

JOSH   SMITH   DATA   SELECTED

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2.

Do  

one

  of   the   following:

Š

To   view   the   data   in   Table   View:  

• Change   the   search   operator   (circled   in   the   image)  

only   if   you   want   to   view   multiple   data   items.

  The   operator   is   used   to   distinguish   how   the   data   items   are   returned   to   you:   either   as   an   AND   (all),   or   OR.

• Ensure  

Filter

  is   selected   in   the   list   and   click  

Go

.

The   iVIEW   search   is   added   to   any   existing   searches   that   are   displayed   in   the   Search   area   in   Table  

View.

  iVIEW   searches   are   indicated   by   a   filter   icon.

  For   more   details,   see  

“More   about   iVIEW   searches”   on   page   69

.

Š

To   view   the   documents   in   Document   View,   select  

View

  from   the   list,   and   then   click  

Go

.

Š

To   add   the   documents   to   a   folder,   select

  Folder

  from   the   list,   and   then   click  

Go

.

Table   View   refreshes   with   the   results.

  The   Create   a   Folder   section   displays   on   the   left   side,   enabling   you   to   create   the   folder   to   which   you   will   add   the   documents.

  For   detailed   instructions   on   this,   see   “Adding   Documents   to   the   New   Folder”   on   page   50 .

More about iVIEW searches

If   you   have   selected   multiple   data   items   in   a   graph   (aside   from   a   Pie   graph   or   Mosaic   graph*),   all   of   the   filtered   search   criteria   are   listed   in   the   Search   area   in   Table   View   (as   shown   in   the   following   image).

 

  FIGURE   2.20

MULTIPLE   DATA   ITEMS

You   can   remove   one   or   all   filtered   criteria   by   clicking   the   applicable   x   button.

  Alternatively,   you   can   change   the   filter   into   a   search.

  See

  “Converting   a   Filter   to   a   Search”   on   page   121 .

*Since   Pie   graphs   and   Mosaic   graphs   display   one   dimension   of   data,   these   searches   are   displayed   as   one   item   only;   these   searches   are   indicated   by   a   filter   icon.

 

Printing or Downloading a Graph

Any   displayed   graph   can   be   printed   or   saved   (downloaded)   in   image   format   (png),   enabling   you   to   share   the   displayed   data   with   others.

  The   displayed   graph   is   arranged   to   fully   print   or   display   on   a   standard   page.

To   print   or   download   a   graph:

1.

Click   the  

Print

  button,   and   then   choose   one   of   the   following:

Š

To   print   the   graph,   select  

Print

.

Š

To   download   the   graph   (save   it   in   png   format),   select  

Download

.

  Save   the   file   to   a   location   of   your   choosing.

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Graph Examples

Email Dates by Custodian

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Coding Status by Custodian

Coding Status by Custodian, displayed by Total Page Count

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Viewing Related Data Using Clusters

You   can   quickly   determine   prevalent   concepts   and   themes   by   generating   clusters:   this   organizes   the   documents   into   groups   based   on   their   conceptual   content.

  Clusters   for   the   selected   documents   dis ‐ play   on   a   panel   on   the   Clusters   tab,   allowing   you   to   quickly   review   the   data.

  Once   clusters   are   created,   you   can   review   the   documents   in   the   same   way   you   would   from   a   folder:   you   can   review   the   docu ‐ ments   in   each   cluster,   and   visually   display   these   relationships   in   iVIEW.

Process   Overview

The   following   image   gives   an   overview   of   the   two   main   processes   for   generating   and   reviewing   clus ‐ ters   in   Table   View.

  The   database   used   for   cluster   creation   is   a   database   containing   1634   documents;   the   fictional   documents   are   loosely   based   on   the   USADA   case   against   Lance   Armstrong   (in   this   data ‐ base,   ‘Sword   Weaklegs’).

  FIGURE   2.21

CLUSTER   CREATION   AND   REVIEW

1.

  Use   Mass   Action   to   generate   clusters.

 

When   selecting   the   settings   for   clusters,   you   can   create   a   new   panel   on   which   the   clusters   will   be   displayed.

2.

  Review   the   results   on   the   Clusters   panel.

  Clusters   are   listed   by   size,   from   largest   to   smallest.

  Once   the   clusters   are   displayed,   you   can   choose   to   rename   a   cluster   if   necessary,   or   review   clusters   in   an   iVIEW   graph.

About   Cluster   Creation

You   can   choose   to   create   clusters   for   a   database,   or   for   a   folder   or   other   selected   documents   within   a   database.

  The   cluster   process   maps   the   selected   documents,   determines   their   closeness   to   each   other   and   their   central   concepts,   and   then   returns   this   information   to   you   in   clusters.

  Generating   clusters   for   some   of   the   same   documents   and   new   documents   will   return   different   (and   possibly   completely   dif ‐ ferent)   clusters,   as   the   data   is   reassessed   and   re ‐ mapped   for   the   new   relationships.

Creating Clusters

There   are   three   settings   that   affect   the   depth   of   conceptual   relationships   –   or   clusters   –   that   are   gen ‐ erated,   as   follows:

Š

Generality:

  this   setting   affects   how   many   clusters   are   created   at   each   level.

  A   low   generality   setting  

(that   is,   very   specific   at   0.1)   will   typically   create   more   clusters   of   a   smaller   size.

Š

Minimum   Coherence:

  sets   the   display   for   the   relatedness   (or   tightness)   of   the   concepts   within   each   cluster:   0.1

  is   the   loosest   relationship,   while   1.0

  means   that   the   documents   are   very   closely   related.

Š

Maximum   Hierarchy   Depth:

  the   permitted   level   of   concepts   displayed   on   the   panel.

  This   setting   is   dependent   on   minimum   coherence:   if   the   minimum   coherence   is   low,   then   the   cluster   might   not   contain   many   sub ‐ clusters,   as   sub ‐ clusters   are   not   built   if   the   minimum   coherence   is   met.

  For   more   information   on   depth   and   coherence,   see  

“More   about   Depth   and   Coherence”   on   page   73 .

Creating   clusters   for   the   database   is   an   iterative   process:   once   you   have   generated   clusters,   you   may   need   to   refine   your   settings   to   display   more   or   less   information.

TIP

Since   these   settings   are   not   retained,   consider   adding   these   details   in   the   panel   name.

 

More   about   Depth   and   Coherence

Coherence   settings   affect   the   level   of   clusters   that   can   be   displayed   on   a   Cluster   panel:   a   low   (or   loose)   coherence   setting   means   that   broader   clusters   containing   documents   with   general   concepts   are   cre ‐ ated,   and   therefore   not   many   cluster   levels.

  A   high   (or   tight)   coherence   setting   creates   tight,   specific   clusters   of   closely   related   documents,   allowing   for   many   more   levels   of   clusters.

  The   following   image   shows   clusters   created   on   the   same   document   set,   with   a   loose   coherence   setting   (0.1)   and   tight   coherence   setting   (1.0)   –   both   using   the   Maximum   Hierarchy   Depth   of   10.

 

  FIGURE   2.22

CLUSTERS   WITH   LOW   AND   HIGH   COHERENCE   SETTINGS

In   the   image,   Low   Coherence   displays   all   clusters,   while   the   clusters   in   High   Coherence   are   a   subset   of   clusters,   and   the   same   conceptual   information   is   pointed   out.

  Although   these   clusters   are   only   one   additional   level   deep,   the   higher   coherence   setting   shows   how   concepts   are   displayed   in   finer   detail.

 

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To   create   clusters:

1.

Click   the  

Mass   Action

  button.

The   Mass   Action   section   opens.

2.

In   the   Select   Documents   section,   select   the   data   range   that   you   want   to   change:

Š

Selected   Documents:  

The   documents   you have   selected   less   than   all   the   documents.

  have   selected.

  This   option   is   only   enabled   when   you  

Š

Unselected   Documents:  

The   documents   that   are   not   selected.

Š

Current   Search   Results:  

The   documents   in   your   current   set.

  For   example,   if   you   have   run   a   search   or   retrieved   documents   from   a   folder,   then   this   number   will   be   all   of   those   returned   doc ‐ uments   rather   than   the   entire   database.

 

Š

All   Documents:  

Data   from   the   entire   database.

3.

In   the   Choose   Actions   section,   select  

Cluster

  and   then   click  

Next

.

 

  FIGURE   2.23

CLUSTER   SETTINGS

4.

Do   one   of   the   following   as   necessary:

Š

To   create   a   new   cluster   panel,   enter   a   unique   name   in   the  

Name

  field   (maximum   64

Note   that   this   will   be   the   only   field   displayed   if   no   cluster   panels   have   been   set   up.

  characters).

 

Š

To   use   an   existing   cluster   panel,   select   the   panel   from   the  

Panel

  list.

NOTE

If   you   are   reusing   a   cluster   panel,   note   that   all   existing   clusters   will   be   removed   and   replaced   with   new   clusters.

5.

If   necessary,   change   the   cluster   settings   as   follows:

Š

To   change   the   number   of   sub ‐ clusters   that   could   be   created,   change  

Generality

.

Š

To   change   the   closeness   (or   relatedness)   for   each   cluster,   change  

Minimum   Coherence

.

Š

To   change   the   maximum   level   of   clusters   that   might   be   displayed,   change  

Maximum   Hierarchy  

Depth

.

  (Depth   will   be   greater   if   you   have   very   tight   and   specific   Minimum   Coherence   and   Gener ‐ ality   settings.)

6.

Click  

Go

.

The   arrow   in   the   Mass   Action   button   flashes   while   the   action   is   in   progress.

  Once   it   completes,   the   notification   icon   displays   in   the   breadcrumb   bar.

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7.

Click  

Refresh

 

 

on   the  

Clusters

  tab   to   display   the   panel   and   its   clusters.

  From   here,   you   can   do   the   following   with   clusters:

Š

To   review   cluster   information   in   a   standard   graph,   see  

“Charting   Data   with   iVIEW®   Data   Visual ‐ izer”   on   page   58

.

Š

  Create   a   Mosaic   graph   for   clusters.

  See   the   next   section   for   more   information.

Š Review   the   documents   in   each   cluster   by   clicking   on   one   of   the   cluster   names.

  Once   you’ve   opened   the   documents   in   a   cluster,   the   cluster   displays   in   the   Search   area.

  FIGURE   2.24

CLUSTER   SEARCH

Modifying Cluster Panels and Clusters

Once   you   have   refined   the   clusters   to   meet   your   workflow   needs,   you   may   want   to   rename   or   delete   cluster   panels   or   clusters   for   further   review   ease.

  (These   options   are   controlled   by   your   Administra ‐ tor.)  

Renaming or Deleting a Cluster Panel

Each   Cluster   panel   contains   a   menu   beside   the   Cluster   panel   name,   as   shown   in   the   following   image.

  If   you   have   the   appropriate   permissions,   you   may   be   able   to   modify   the   cluster   panel   in   some   way.

  (Or   you   can   choose   to   view   the   clusters   in   graph   format)   .

  The   following   image   shows   this   menu.

  FIGURE   2.25

CLUSTER   MENU

To   rename   a   Cluster   panel:

1.

In   the   Clusters   tab,   click   the   menu   icon   on   the   applicable   Cluster   panel,   and   then   select  

Rename

  from   the   menu.

The   name   of   the   cluster   panel   can   now   be   edited.

2.

Once   you   have   updated   the   name,   click   outside   of   the   panel   to   save   it.

To   delete   a   Cluster   panel:

1.

In   the   Clusters   tab,   click   the   menu   icon   beside   the   Cluster   panel   you   want   to   delete,   and   then   select  

Delete

  from   the   menu.

You   are   prompted   to   delete   the   panel.

2.

Press  

Shift  

and   click  

Yes  

to   proceed   with   the   deletion.

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Renaming a Cluster (Edit)

Cluster   folders   display   a   maximum   of   three   words   conveying   the   concepts   that   are   contained   within   the   cluster.

  However,   the   cluster   name   can   be   changed   if   necessary.

To   rename   a   cluster:

1.

In   the   Clusters   tab,   click  

Edit   Cluster  

The   Edit   area   opens.

.

2.

Click   the   cluster   that   you   want   to   rename.

  The   Cluster   name   is   added   to   the  

Cluster   Name

  field.

3.

Type   in   the   new   name   for   the   cluster.

4.

Click  

Save

.

Deleting a Cluster

To   delete   a   cluster:

1.

In   the   Clusters   tab,   click  

Delete   Cluster

 

The   Cluster   selection   area   opens.

2.

Select   the   cluster   that   you   want   to   delete.

3.

Click  

Delete

.

.

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Creating a Mosaic Graph

If   you   want   to   view   cluster   details   in   a   hierarchical,   nested   format,   then   use   the   Mosaic   graph:   this   graph   displays   all   clusters   as   a   set   of   nested   rectangles   that   correspond   to   cluster   and   sub ‐ cluster   size.

NOTE

An   iVIEW   index   must   be   active   in   order   to   access   and   use   the   Mosaic   Graph.

To   display   cluster   data   using   a   Mosaic   graph:

1.

In   Table   View,   do  

one

  of   the   following:

a.

Click   the   menu   beside   the   Cluster   panel   name,   and   select  

View

,  

or

b.

Click   the  

iVIEW   Mosaic   Graph

 

The   iVIEW   section   opens.

  icon.

i. Select   the   cluster   panel   that   contains   the   clusters   you   want   to   view   from   the  

Cluster  

list.

ii. Click  

Go

.

The   graph   opens   in   the   iVIEW   tab.

A

B

C

Graph   title.

 

The   graph’s   title   is   the   Cluster   panel   name,   and   the   title   cannot   be   changed.

  When   you   open   a   parent   cluster,   the   title   refreshes,   adding  

>

  and   the   name   of   the   sub ‐ cluster   that   you   are   viewing.

  In   the   image   above,   clicking  

B

  would   display   Default   Clusters  

>

  Weaklegs,   team,   sword.

Cluster   title.

 

Parent   clusters   are   displayed   by   name   and   the   number   of   documents   contained   within   the   cluster;   each   cluster   has   a   unique   color.

  The   rectangles   in   each   cluster   indicate   the   number   of   sub ‐ clusters.

The   smallest   clusters   are   shown   in   the   right   corner.

  The   title   for   these   clusters   will   only   display   if   it   can   be   fit   within   the   rectangle.

  Hovering   over   the   rectangle   will   display   the   cluster   title.

NOTE

Generating   the   graph   with   the   same   data   will   change   the   colors   displayed   for   each   cluster.

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To   open   a   parent   cluster   that   has   sub ‐ clusters:

1.

Click   on   the   cluster   name.

 

The   graph   refreshes   to   display   the   next   level   of   clusters.

2.

To   return   to   the   original   display,   do   one   of   the   following:

Š

Click  

Zoom   Out

  (located   in   the   top   right   corner   of   the   graph),   or

Š

Press  

Shift+

click.

TIP

To   immediately   view   documents   from   a   cluster   in   Document   View,   double ‐ click   on   a   cluster.

  For   other   document   viewing   options,   see   “Viewing   the   Documents   from   a  

Mosaic   Graph”   on   page   78 .

Viewing the Documents from a Mosaic Graph

Once   you   have   created   your   graph,   you   can   click   on   any   of   the   clusters   to   review   the   documents   within   the   selected   cluster.

  These   documents   can   be   reviewed   in   Table   View   or   in   Document   View.

  Alter ‐ nately,   you   can   choose   to   add   the   documents   to   a   folder.

 

To   retrieve   documents:

1.

Press  

Ctrl+

click   on   the   cluster   or   sub ‐ cluster   that   you   want   to   view.

  If   you   are   using   a   Mac,   press  

CMD

+click.

The   search   criteria   opens   at   the   top   of   the   iVIEW   page.

2.

Do  

one

  of   the   following:

Š

To   view   the   data   in   Table   View:  

• Change   the   search   operator   (circled   in   the   image)  

only   if   you   want   to   view   multiple   data   items.

  The   operator   is   used   to   specify   how   the   data   items   are   returned   to   you:   either   as   an  

AND   (all),   or   OR.

• Ensure  

Filter

  is   selected   in   the   list   and   click  

Go

.

The   search   is   added   to   any   existing   searches   that   are   displayed   in   the   Search   area   in   Table   View.

 

For   more   details,   see

  “More   about   iVIEW   searches”   on   page   69

.

Š

To   view   documents   from   multiple   clusters   in   Document   View,   select  

View

  from   the   list,   and   then   click  

Go

.

 

Table   View   refreshes   with   the   results,   and   the   Search   area   displays   the   cluster   search   criteria   in   the   same   way   as   multiple   folder   search   criteria   is   displayed.

Š

To   add   the   documents   to   a   folder,   select

  Folder

  from   the   list,   and   then   click  

Go

.

Table   View   refreshes   with   the   results.

  The   Create   a   Folder   section   displays   on   the   left   side,   enabling   you   to   create   the   folder   to   which   you   will   add   the   documents.

  For   detailed   instructions   on   this,   see

  “Adding   Documents   to   the   New   Folder”   on   page   50 .

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Mass Actions

XERA   enables   you   to   make   global   changes   to   your   data,   if   enabled   by   your   Administrator.

  Mass   Action   capability   in   Table   View   enables   you   to   modify   data,   or   perform   other   mass   functions   to   the   entire   database   or   to   selected   records.

  Specifically,   you   can   do   the   following:

Š

Edit:  

In   a   specified   field,   replace   specific   data,   add   data,   or   copy   data   from   another   field.

  You   can   edit   up   to   3   fields.

 

Š

Find/Replace:

  Find   content   in   one   field   and   replace   or   add   it   with   other   data,   or   data   from   another   field.

  You   can   find/replace   a   maximum   of   3   fields.

 

Š

Print:  

Print   a   field   that   contains   images.

  You   can   choose   to   print   any   annotations   or   redactions   that   have   been   placed   on   these   images.

 

Š

Export:

  Export   data   from   the   database   to   a   delimited   format   of   your   choice.

 

Š

Code:  

Assign   the   same   review   designation   to   multiple   documents.

 

Š

Cluster:  

Generate   a   listing   of   concepts   (clusters)   in   the   database.

  This   option   is   only   available   if   you   have   analytics,   and   have   created   an   Analytic   Index   with   the   Conceptual   Analysis   feature.

  For   more   information   on   this   action,   see  

“Viewing   Related   Data   Using   Clusters”   on   page   72 .

Š

Productions:  

Use   a   template   to   produce   selected   documents   or   export   specific   content.

  (This   type   of   template  ‐  a   Mass   Action   template  ‐  is   created   in   Production   Manager,   and   might   be   available   for   use.)

Once   a   mass   action   has   completed,   a   notification   icon   displays   on   the   toolbar.

  You   can   click   the   icon   to   view   the   completion   message   in   the   My   Messages   and   Notifications   tile.

 

NOTE

The   notification   displays   until   you   open   it,   even   if   you   are   in   another   database.

 

This   allows   you   to   receive   instant   notification   while   you   are   using   XERA.

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Edit and Find/Replace

If   you   are   performing   these   actions   on   a   large   set   of   data,   consider   performing   these   actions   during   non ‐ peak   hours,   as   these   actions   may   impact   system   performance.

To   edit   or   find/replace   data:

1.

Click   the  

Mass   Action

  button.

 

The   Mass   Action   section   opens.

  FIGURE   2.26

MASS   ACTION   SELECTION   PAGE

2.

In   the   Select   Documents   section,   select   the   data   range   that   you   want   to   change:

Š

Selected   Documents:  

The   documents   you have   selected   less   than   all   the   documents.

  have   selected.

  This   option   is   only   enabled   when   you  

Š

Unselected   Documents:  

The   documents   that   are   not   selected.

Š

Current   Search   Results:  

The   documents   in   your   current   set.

  For   example,   if   you   have   run   a   search   or   retrieved   documents   from   a   folder,   then   this   number   will   be   all   of   those   returned   doc ‐ uments   rather   than   the   entire   database.

 

Š

All   Documents:  

Data   from   the   entire   database.

3.

In   the   Choose   Actions   section,   select  

Edit

  or  

Find/Replace

  and   then   click  

Next

.

 

4.

Select   the   applicable   options   as   described   in   the   following   table.

  Edit   and   Find/Replace   actions   can   be   skipped   for   fields   that   do   not   contain   any   data.

  To   skip   empty   fields,   check   the  

Ignore   Empty  

Fields

  check   box.

I   want   to...

Edit

Add

Add

 

Copy

 

  all

 

  data data data data

 

 

  to to

  to

 

  in

  a

 

  a   field field selected another  

  field field

Mass   Action  

Selection

Edit

Option   to   Select

Replace   with   Text*

Replace   With   Field   Value*

Insert   at   Beginning   >   Text

Edit   >   Insert   at   Beginning/Insert   at   End   >   Field   Value

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I   want   to...

Mass   Action  

Selection

Option   to   Select

Find   and   replace   value

Find   and   add

Replace   value   with   data   from   another   field

Replace   entire   field   value   with   data   from   another   field

Find/Replace

 ‐  can   match   case   and   whole   words

Replace

Insert   at

Replace

Replace

 

 

 

  with

With

 

 

Text*

Beginning/Append

Entire

>

 

  Field

Field  

  Value

With   >  

  to   End

Field  

  >   Text

Value

Find   and   add   to   another   field Insert   at   Beginning/Append   to   End   >   Field   Value

*   Note:  

Ensure   that   the   data   that   you   want   to   insert/update   is   not   over   2000   characters.

  Data   over   2000   characters   is   not   inserted.

TIP

You   can   optimize   edit   and   find/replace   actions   by   building   upon   actions   in   one   field   if   necessary.

  For   example,   copy   specific   data   to   one   field   and   add   that   same   data   to   two   other   fields   if   required.

 

1.

To   perform   actions   on   other   fields,   click  

Add   Another   Field

.

  A   new   Edit   or   Find/Replace   page   opens.

  Choose   the   applicable   options   as   shown   in   the   table   above.

2.

When   you   are   finished,   click  

Go

.

A   message   displays   indicating   the   number   of   documents   that   are   affected.

  You   are   prompted   to   confirm.

3.

Press  

Shift+   Yes

,   or   click/press   and   hold  

Yes  

to   proceed.

Once   the   action   completes,   the   notification   icon   displays   in   the   breadcrumb   bar,   and   you   will   receive   an   email   about   its   completion.

Image Printing

In   Table   View,   you   can   print   images,   along   with   any   annotations   and   redactions.

  Additionally,   you   can   choose   to   arrange   (sort)   the   images   in   the   order   in   which   you   want   them   viewed;   the   sort   order   is   retained   when   you   print   the   images.

NOTE

The   printing   process   detects   and   uses   the   smallest   margin   size   available   for   the   printer   you   have   set   up.

To   print:

1.

In   Table   View,   display   the   documents   that   contain   the   images   that   you   want   to   print   (if   applicable).

 

For   example,   if   the   documents   you   want   to   print   are   in   a   folder,   then   click   on   the   folder   name   to   retrieve   the   documents.

NOTE

Ensure   that   all   images   display   (that   is,   there   are   no   broken   imagelinks).

  If   they   do   not,   contact   your   administrator.

2.

Click   the  

Mass   Action

  button.

 

The   Mass   Actions   section   opens.

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  FIGURE   2.27

MASS   ACTION   SELECTION   PAGE

3.

In   the   Select   Documents   section,   select   the   data   range   that   you   want   to   change:

Š

Selected   Documents:  

Print   the   images   for   the   documents   you enabled   when   you   have   selected   less   than   all   the   documents.

  have   selected.This

  option   is   only  

Š

Unselected   Documents:  

Print   the   images   for   the   documents   that   are   not   selected.

Š

Current   Search   Results:  

Print   the   images   for   the   documents   retrieved   from   a   search   and   cur ‐ rently   displayed   in   the   view.

Š

All   Documents:  

Print   images   for   all   the   documents   in   the   database.

4.

In   the   Choose   Actions   section,   select  

Print

  and   then   click  

Next

.

The   Print   page   opens.

  FIGURE   2.28

PRINT   OPTIONS   PAGE

5.

Select   the   field   that   contains   the   images   you   want   to   print   from   the  

Select   Field

  list.

6.

To   include   a   sheet   that   contains   the   record   number   (which   will   be   placed   before   each   image),   check   the  

Add   Slipsheets

  check   box.

7.

Check   the   box   beside   each   annotation   type   that   you   want   to   print,   and   then   click  

Go

.

 

TIP

To   print   translucent   redactions,   ensure   the  

Semi ‐ Transparent   Redaction

  check   box   is   checked.

 

8.

A   message   displays   with   the   number   of   pages   that   will   be   printed.

  Press  

Shift+   Yes

,   or   click/press   and   hold  

Yes  

to   proceed,   or   No   to   cancel   the   print   job.

Once   printing   completes,   a   notification   displays,   indicating   that   printing   has   finished.

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NOTE

If   you   log   out   of   XERA,   your   print   job   will   be   stopped   at   the   last   document   printed   upon   log   out.

Exporting Data

XERA   enables   you   to   export   document   data   (such   as   key   document   information   retrieved   from   a   search)   directly   from   Table   View   using   Mass   Action   export   functionality.

  The   extracted   data   is   saved   to   a   delimited   format   of   your   choice.

To   export   data:

1.

In   Table   View,   display   the   documents   that   contain   the   data   that   you   want   to   export.

 

2.

Click   the  

Mass   Action

    button.

The   Mass   Actions   section   opens.

  FIGURE   2.29

MASS   ACTION   SELECTION   PAGE

3.

In   the   Select   Documents   section,   select   the   data   range   that   you   want   to   export:

Š

Selected   Documents:  

The   documents   you have   selected   less   than   all   the   documents.

  have   selected.

  This   option   is   only   enabled   when   you  

Š

Unselected   Documents:  

The   documents   that   are   not   selected.

Š

Current   Search   Results:  

The   documents   in   your   current   set.

  For   example,   if   you   have   run   a   search   or   retrieved   documents   from   a   folder,   then   this   number   will   be   all   of   those   returned   doc ‐ uments   rather   than   the   entire   database.

 

Š

All   Documents:  

Data   from   the   entire   database.

4.

In   the   Choose   Actions   section,   ensure   that  

Export

  is   selected,   and   then   click  

Next

.

 

The   export   page   opens.

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  FIGURE   2.30

EXPORT   OPTIONS

5.

Do   the   following   as   necessary:  

Š

To   include   the   field   labels,   ensure   the  

Include   Field   Headers  

check   box   is   selected.

Š

Select   the   type   of   delimiter   that   will   separate   the   field   names   from   the  

Delimited   Type

  list.

  If   you   choose  

Custom

,   you   can   select   different   comma,   quote,   and   new   line   characters   from   the   respective   lists.

Š

Select   and   move   the   fields   that   contain   the   data   that   you   want   to   extract   from   the   database.

6.

When   you   are   finished,   click  

Go

.

A   message   displays   indicating   the   number   of   documents   that   are   affected.

  You   are   prompted   to   con ‐ firm.

7.

Press  

Shift+   Yes

,   or   click/press   and   hold  

Yes  

to   proceed.

Once   the   export   completes,   the   notification   icon   displays   in   the   breadcrumb   bar,   and   you   will   receive   an   email   about   its   completion.

8.

Once   the   export   finishes,   you   can   click   the  

Status

  tab,   and   then   click   the  

Download  

button   to   down ‐ load   and   save   the   exported   files   to   a   location   of   your   choice.

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Coding Documents

If   enabled   by   your   administrator,   you   may   be   able   to   bulk   code   documents.

  If   the   panel   that   you   select   also   contains   editing   functionality   (a   list   or   field),   then   you   may   also   be   able   to   edit   multiple   docu ‐ ments.

To   code   multiple   documents:

1.

In   Table   View,   display   the   documents   that   contain   the   data   that   you   want   to   code.

 

2.

Click   the  

Mass   Action

  button.

 

The   Mass   Actions   screen   opens.

  FIGURE   2.31

MASS   ACTION   SELECTION   PAGE

3.

In   the   Select   Documents   section,   select   the   data   range   that   you   want   to   code:

Š

Selected   Documents:  

The   documents   you have   selected   less   than   all   the   documents.

  have   selected.

  This   option   is   only   enabled   when   you  

Š

Unselected   Documents:  

The   documents   that   are   not   selected.

Š

Current   Search   Results:  

The   documents   in   your   current   set.

  For   example,   if   you   have   run   a   search   or   retrieved   documents   from   a   folder,   then   this   number   will   be   all   of   those   returned   doc ‐ uments   rather   than   the   entire   database.

 

Š

All   Documents:  

Data   from   the   entire   database.

4.

Click  

Next

.

The   Panels   section   opens.

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5.

Select   the   panel   that   contains   the   designation   from   the  

Panels

  list,   and   then   do   the   following   as   necessary:

Š

To   code   the   documents,   select   one   or   more   coding   designations.

NOTE

A   blue   box   beside   a   designation   simply   indicates   that   the   box   is   a   check   box;   it   does   not   mean   that   some   of   the   selected   documents   have   a   different   coding   designation.

Š

To   edit   the   documents,   check   the   check   box   beside   the   editable   box,   and   then   enter   text   or   select   an   item   from   the   list   (as   applicable).

NOTE

If   you   are   in   document   group   mode,   or   in   an   active   document   group,   and   you   have   selected   current   search   results,   full   groups   are   automatically   coded.

  For   other   document   selections,   you   can   enable  

Include   Document   Groups  

if   neces ‐ sary.

  FIGURE   2.32

CODING   IN   AN   ACTIVE   DOCUMENT   GROUP,   INCLUDE   DOCUMENT   GROUPS   DISABLED

NOTE

Although   you   can   select   coding   designations   from   multiple   panels,   only   the   current   panel’s   designations   are   retained.

6.

Click  

Go

  to   apply   the   coding   designations.

  If   coding   requirements   have   been   set   up,   you   will   be   prompted   to   code   before   you   can   click   Go.

  See  

“Required   Coding”   on   page   87

  for   more   information.

A   message   displays   indicating   the   number   of   documents   that   are   affected.

  You   are   prompted   to   con ‐ firm.

7.

Press  

Shift+   Yes

,   or   click/press   and   hold  

Yes  

to   proceed.

Once   the   designations   have   been   applied,   the   notification   icon   displays   in   the   breadcrumb   bar,   and   you   will   receive   an   email   about   its   completion.

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Required Coding

Your   review   might   require   you   to   select   a   specific   coding   selection   before   you   click   Go.

  This   may   mean   selecting   an   item   in   a   group,   or   entering   data.

  You   will   receive   a   prompt   about   coding   the   document,   or   entering   data   into   a   field   before   you   can   proceed.

  As   shown   in   the   following   image,   a   yellow   bar   dis ‐ plays   along   with   a   message   to   prompt   you   where   coding   is   required.

  FIGURE   2.33

CODING   REQUIREMENTS

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Producing Documents

If   enabled   by   your   administrator,   you   may   be   able   to   produce   files   based   on   the   settings   in   a   produc ‐ tion   template:   the   settings   in   this   template   can   range   from   a   simple   extraction   or   conversion   of   native   files   to   PDF   format,   or   more   substantial   settings   that   allow   for   a   large ‐ scale   image   production.

To   produce   documents:

1.

In   Table   View,   display   the   documents   that   contain   the   data   that   you   want   to   produce.

2.

Click   the  

Mass   Action

  button.

 

The   Mass   Actions   screen   opens.

  FIGURE   2.34

MASS   ACTION   SELECTION   PAGE

3.

In   the   Select   Documents   section,   select   the   range   of   documents   that   you   want   to   produce:

Š

Selected   Documents:  

The   documents   you have   selected   less   than   all   the   documents.

  have   selected.

  This   option   is   only   enabled   when   you  

Š

Unselected   Documents:  

The   documents   that   are   not   selected.

Š

Current   Search   Results:  

The   documents   in   your   current   set.

  For   example,   if   you   have   run   a   search   or   retrieved   documents   from   a   folder,   then   this   number   will   be   all   of   those   returned   doc ‐ uments   rather   than   the   entire   database.

 

Š

All   Documents:  

Data   from   the   entire   database.

4.

If   necessary,   select   a   production   template   from   the   list,   and   then   click  

Run

.

NOTE

The   template   you   select   could   be   an   image ‐ based   production,   a   mixed   production,   or   an   export   of   data   into   .dat

  format.

  You   may   want   to   consult   your   project   man ‐ ager   or   administrator   to   confirm   production   settings   before   running   it.

The   mass   action   notification   displays,   indicating   that   the   production   has   started.

5.

Click   on   the  

Status

  tab   to   review   mass   action   progress.

Once   the   production   completes,   the   notification   icon   displays   in   the   breadcrumb   bar,   and   you   will   receive   an   email   about   its   completion.

6.

Once   the   production   finishes,   you   can   click   the  

Status

  tab,   and   then   click   the  

Download  

button   to   download   and   save   the   packaged   files   to   a   location   of   your   choice.

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Reviewing Mass Action Status

Any   mass   action   that   you   have   run   will   be   listed   in   the   Status   tab   (while   a   full   listing   of   all   actions   taken   on   each   document   is   listed   in   the   History   tab   in   Document   View).

 

  FIGURE   2.35

MASS   ACTION   STATUS   TAB

A

B

You   can   monitor   the   progress   of   a   mass   action   through   the  

Status

  tab   if   necessary.

Each   action   is   assigned   a   unique   ID,   which   is   referenced   in   the   mass   action   email   notification   you   receive   (if   external   email   notification   has   been   set   up   for   you).

For   the   following   mass   actions,   a   button   might   display   in   the  

Action

  column,   as   follows:

Download:  

once   a   production   or   export you   easy   access   to   the   generated   files.

  has   finished,   a   Download

 

button   will   display,   providing  

Undo:

  for   Find/Replace   or   Edit   actions,   you   may   be   able   to   revert   the   changes   that   you’ve   made.

 

See

  “Undoing   a   Find/Replace   or   Edit   Action”   on   page   89

  for   more   information.

Cancel:  

while   a   mass   action   is   in   progress,   a   Cancel   button   displays,   enabling   you   to   cancel   the   action.

Undoing a Find/Replace or Edit Action

Global   edits   or   find/replace   actions   are   set   up   to   be   undone   for   up   to   7   days   (although   this   setting   can   be   changed   by   your   administrator).

To   undo   Find/Replace   or   Edits:

1.

In   Mass   Actions,   click   the  

Status

  tab.

2.

Select   a  

Find/Replace

  or  

Edit

  action   that   you   want   to   revert,   and   then   click   the  

Undo  

button.

A   confirmation   box   displays.

3.

Click  

Yes

  to   proceed   with   the   change.

In   the   Status   tab,   the   status   for   the   action   will   change   to   Undoing   and   then   to   Undone.

  You   will   receive   an   email   about   its   completion.

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Deleting an Action

You   can   delete   one   or   more   mass   actions   that   are   listed   in   the   Status   tab.

To   delete   an   action:

1.

From   the  

Status

  tab,   select   one   or   more   actions   that   you   want   to   delete.(Hold  

Ctrl+Shift

  to   select   multiple   actions   from   the   list.)

2.

Click  

Delete

.

A   confirmation   message   displays.

3.

Click  

Yes  

to   proceed   with   the   deletion.

The   action   is   removed   from   the   list.

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3  

Searching

 

Best

 

Practices

Overview

Keyword   searches,   combined   searches,   filters,   and   faceted   searches   can   assist   you   in   finding   important   documents   in   the   collection.

  This   chapter   provides   best   practices   and   step ‐ by ‐ step   instructions   for   building   an   effective   and   accurate   search   query   to   meet   those   goals.

 

This   chapter   covers   the   following   topics:

Š

“Building   a   Query   —   Step   by   Step”   on   page   93

Š

“Searching   Documents   for   Empty   Fields”   on   page   101

 

Š

“Search   Operators   and   Query   Strings”   on   page   102

 

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Building a Query

Step by Step

When   you   and   your   team   are   faced   with   the   challenge   of   identifying   documents   that   contain   specific   content,   you   are   typically   provided   with   a   list   of   search   terms.

  Don’t   jump   right   into   XERA   just   yet   —   first   organize   and   clarify   your   search   following   the   steps   documented   here.

TIP

Use   another   program   to   work   on   the   search   syntax   as   you   follow   these   steps.

  When   you   have   finalized   the   search   syntax,   copy   the   query   into   XERA.

  However,   note   that   some   programs   might   not   transfer   the   exact   syntax   over.

Example Scenario

Margaret   Henderson   is   suing   Medexx   (her   former   employer),   claiming   that   she   did   not   receive   stock   options   owed   to   her   as   part   of   the   profit   sharing   program.

  The   employer   is   counter ‐ suing,   claiming   that   Margaret   Henderson   breached   her   confidentiality   agreement.

  Margaret   Henderson   was   employed   from   Jan.

  15,   2000   to   Mar.

  3,   2004.

 

Step 1: Group Your Search Terms into Categories

Group   your   search   terms   into   three   categories:

Š

Concepts,   subjects,   and   issues

Š

Names   (people,   companies,   departments)

Š

Dates

The   following   table   lists   these   categories   and   provides   search   terms   for   the   example   scenario.

 

Category

Concepts,   subjects,   issues

Names

Dates

Search   Terms

stock   options,   warrants,   shares,   profit   sharing,   stock   bonus,   confidentiality,   NDA

Margaret   Henderson,   [email protected]

Jan.

  15,   2000   to   Mar.

  3,   2004

TIP

Include   possible   variations   of   search   terms.

Chapter   3.

  Searching   Best   Practices  

 

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   93  

Step 2: Create Short Queries Using Identified Search Terms

In   each   category   from   step   1,   create   groups   of   short   queries,   as   they   produce   more   accurate   results   and   faster   processing.

  Short   queries   can   later   be   combined   in   the  

Search   History

  section   in   the   Custom   form   to   create   a   more   complex   search.

 

The   following   table   lists   the   categories   and   gives   search   query   examples   for   the   identified   search   terms.

 

Category Search   Terms

Concepts,   subjects,   issues stock   options,   warrants,   shares,   profit   sharing,   stock   bonus,   confidentiality,   NDA

Names

Dates

Margaret   Henderson,   [email protected]

Jan.

  15,   2000   to   Mar.

  3,   2004

Search   Query

stocks   OR   warrants   OR   shares

‘profit   sharing’   OR   ‘stock   bonus’ confidentiality   OR   NDA

‘Margaret   Henderson’ [email protected]

(‘Document   Date’   >=   01/15/2000   AND  

‘Document   Date’<=   03/03/2004)

NOTE

Field   names   can   be   mixed   case   and   include   spaces.

  If   there   is   a   space   in   the   field   name,   then   single   quotes   are   required   around   the   field   name,   as   in   the   Dates   example   above.

Step 3: Optimize Your Queries and Check Your Syntax

TIP

Optimize   your   queries   and   eliminate   inaccuracies   by   verifying   that   you   are   follow ‐ ing   the   best   practices   and   syntax   guidelines   listed   below.

 

If   you   are   not   familiar   with   iCONECT   search   syntax,   then   you   may   wish   to   first   review   the  

“Search   Opera ‐ tors   and   Query   Strings”   on   page   102

  to   become   familiar   with   available   search   options.

Use parentheses to group terms

Use   parentheses   to   group   search   terms   to   ensure   that   the   search   terms   are   grouped   and   executed   in   the   order   you   expect.

 

C

ORRECT

:

 

‘Margaret   Henderson’   AND   (NDA   OR   confidentiality)

A

VOID

:

 

‘Margaret   Henderson’   AND   NDA   OR   confidentiality

Avoid wildcards at the start or middle of a word

Use   wildcards   only   at   the   end   of   a   word.

  Performing   a   search   that   uses   a   wildcard   at   the   start   or   middle   of   a   word   is   an   intensive   operation   and   may   slow   down   searching.

 

C

ORRECT

:  

 

(will   search   phonetic   variations   such   as   smith,   smythe,   etc.)

A

VOID

:  

sm*th

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Eliminate redundancies

Use   wildcards   to   capture   singular,   plural,   and   related   words   that   have   the   same   root.

C

ORRECT

:

 

(employ*   OR   staff)   AND   (NDA)

A

VOID

:  

(employee   OR   employees   OR   employer   OR   staff)   AND   (NDA)

Use quotes for phrases

Use   single   or   double   quotes   if   you   want   to   search   for   an   exact   phrase.

C

ORRECT

:  

‘profit   sharing’

A

VOID

:  

profit   sharing

Phrase searches and stop/noise words

Stop   words   and   Noise   words   are   not   searched.

  However,   in   a   phrase   search,   a   stop   word   or   a   noise   word   will   result   in   the   following:

Š

In   a   phrase   search,   they   act   as   a   wildcard.

  E.g.,   a   search   for   ‘limit   and   liability’   will   return   ‘limit   and   liability’,   ‘limit   legal   liability’,   ‘limit   company   liability’.

Š

Noise   words   are   highlighted   in   a   phrase   search   hit.

  (SQL)

Š

Stop   words   are   highlighted   in   a   phrase   search   hit,   unless   the   stop   word   is   at   the   start   or   end   of   the   phrase.

  (Oracle)

Use quotes when searching for numbers

Be   careful   when   searching   for   numbers.

  Previous   searches   are   identified   by   a   number   in   the   Search  

History   section   (in   the   Custom   form),   so   if   you   specify   a   number   it   reruns   the   corresponding   previous   search   (e.g.,   reruns   saved   search   number   1).

  To   avoid   this,   put   quotes   around   numbers   (i.e.,   make   it   a   phrase).

C

ORRECT

:  

‘001’   WITHIN   Invoice   

(will   search   the   Invoice   field   for   number   001)

A

VOID

:

 

invoice   001

  

(will   search   for   documents   containing   ‘invoice’   or   that   match   the   criteria   in   search   1)

NOTE

If   you   are   searching   in   a   SQL   database,   you   cannot   perform   a   keyword   search   on   numeric   fields.

Use proper spacing with the “=” search

Ensure   there   is   a   space   on   either   side   of   the   equal   sign.

C

ORRECT

:  

Author   =   ‘John   Smith’

I

NCORRECT

:  

Author=‘John   Smith’

Case sensitivity with relational searches (< > =)

Ensure   that   the   search   criteria   matches   the   case   sensitivity   of   the   text   you   are   looking   for.

  With   rela ‐ tional   search   operators   you   may   get   unexpected   results   if   the   case   does   not   match.

 

NOTE

With   an   “=”   search,   the   search   term   is   case   sensitive   in   Oracle   databases.

Chapter   3.

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   95  

Avoid vague terms or use proximity options to focus the search

Be   specific   so   that   you   get   the   results   you’re   looking   for.

  For   example,   words   like   “minor”   or   “pitch”   have   multiple   and   diverse   meanings.

Similarly,   use   proximity   search   operators   (near,   adj)   to   ensure   that   search   terms   are   close   together   in   the   document   (e.g.,   in   the   same   sentence),   which   increases   your   chances   of   finding   relevant   docu ‐ ments.

C

ORRECT

:

  stock*   near5   option*

A

VOID

:  

option  

(the   word   option   alone   has   multiple   meanings)

NOTE

Proximity   searches   are   handled   differently   in   Oracle   and   SQL.

  For   details   on   these   differences,   see   “Proximity   Search”   on   page   107 .

Broaden phrases where appropriate to capture variations

Use   proximity   operators   so   you   don’t   need   to   specify   an   exact   phrase.

 

C

ORRECT

:

 

stock*   near20   bonus*

A

VOID

:  

stock   bonus’    

(this   would   not   return   “bonus   stock”   or   “stocks   in   the   bonus   plan”)

Truncate words

  Use   a   wildcard   to   truncate   words   and   therefore   capture   variations.

C

ORRECT

:  

financ*

  

(to   capture   “financial”   as   well   as   “financing”)  

A

VOID

:

 

fin*

 

  (would   find   unrelated   words,   such   as   “final”   or   “find”)

Include synonyms

Include   synonyms   of   a   search   word   and   even   other   languages,   where   applicable.

  To   capture   singular   and   plural   versions,   you   could   use   wildcards.

  However,   in   some   cases   it   is   better   to   specify   the   actual   singular   and   plural   word   so   that   you   do   not   find   words   that   have   the   same   root   but   different   meaning  

(e.g.,   stock*   could   return   “stocking”,   “stocked”,   etc.).

TIP

Use   a   Thesaurus   to   help   you   identify   synonyms.

C

ORRECT

:  

(stock   OR   stocks)   OR   (warrant   OR   warrants)   OR   (share   OR   shares)

A

VOID

:  

stock*

Search for multiple e-mail addresses

Use   a   wildcard   in   place   of   the   “@abc.com”   portion   of   an   e ‐ mail   address   in   case   the   user   has   multiple   e ‐ mail   addresses   through   different   service   providers.

  For   example,   “Margaret   Henderson”   might   have   a   work   address   (e.g.,   [email protected])   as   well   as   a   personal   address   (e.g.,   mhender ‐ [email protected]).

C

ORRECT

:  

mhenderson*

A

VOID

:

[email protected]

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Be aware of stop words and noise words

Stop   words   (in   Oracle)   and   noise   words   (in   SQL   Server)   are   common   or   short   words   that   are   intention ‐ ally   not   indexed   in   the   database   to   improve   efficiency,   so   these   words   cannot   be   searched.

  Avoid   the   use   of   stop   words   and   noise   words.

  For   a   list   of   stop   words,   see  

“Ranking   Search   Results”   on   page   133

.

 

For   a   list   of   noise   words,   see

  “SQL   Server   Noise   Words   and   Connector   Words”   on   page   110 .

C

ORRECT

:  

Work   near5   rule

A

VOID

:  

‘Work   to   rule’

NOTE

See   “Use   quotes   for   phrases”   on   page   95   for   additional   guidelines   regarding   stop   words   or   noise   words   in   phrases.

Be aware of reserved words (in Oracle only)

Reserved   words   are   words   that   have   special   meaning   in   Oracle   and   therefore   cannot   be   used   in   a   search   unless   it   is   in   quotes   (i.e.,   a   phrase   search)   and   it   is   not   also   a   stop   word.

 

For   example,   search   for   the   reserved   word   mdata   by   putting   it   in   quotes   (“mdata”).

  However,   if   mdata   was   a   stop   word,   the   search   would   not   return   any   results.

For   a   list   of   reserved   words,   see   “Oracle   Stop   Words   and   Reserved   Words”   on   page   109 .

Be aware of punctuation and search operators in search terms

Punctuation   is   not   indexed   and   can   cause   syntax   problems   because   some   punctuation   also   functions   as   a   search   operator.

  Below   are   the   general   guidelines   for   how   punctuation   and   search   operators   are   treated;   however,   always   test   your   search   criteria   to   verify   you   get   the   results   you   expect.

Apostrophes in a phrase search

Possessive   terms   such   as   “Albert’s”   can   be   included   in   a   phrase   search,   as   long   as   there   is   no   space   before   or   after   the   apostrophe.

  However,   as   with   other   punctuation,   the   apostrophe   is   ignored   although   it   will   be   highlighted   in   a   search   hit   when   used   within   a   phrase.

For   example   a   search   for   ‘Diane   and   Albert’s   Diner’   will   return   the   same   phrase   as   ‘Diane   and   Albert   s  

Diner’.

C

ORRECT

:  

‘Diane   and   Albert’s   Diner’

A

VOID

:

 

‘‘Diane   and   Alberts’   Diner’

  

(this   is   interpreted   as   ‘Diane   and   Alberts’   OR   Diner)

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Punctuation, excluding search operators

With   the   exception   of   the   &   symbol,   punctuation   is   ignored   when   searching   (treated   like   a   space),   but   will   be   highlighted   in   search   hits   if   properly   enclosed   in   a   phrase,   as   shown   in   the   following   examples.

 

In   Oracle   databases,   #,   $,   and   %   are   also   ignored.

E

XAMPLES

:

C

ORRECT

:  

‘Arthur   Dunn,   LLP’

A

VOID

:  

‘Arthur   Dunn’   adj0   LLP

  

(the   adj0   syntax   is   unnecessary)

Although   the   &   symbol   can   be   a   single   search   term,   it   would   typically   be   used   to   join   two   terms.

  If   this   is   the   case,   then   the   term   should   be   treated   as   a   phrase   search:

C

ORRECT

:

 

‘Arthur   &   Dunn’

 

  

(will   search   for   “Arthur   &   Dunn”)

A

VOID

:  

Arthur   &   Dunn     

(would   search   for:   all   instances   of   Arthur,   &,   Dunn   instead   of   exact   phrase)

NOTE

In   Oracle   databases,   a   search   for  

amp  

will   also   find   the   actual   word   “amp”   as   well   as   the   ampersand   symbol.

  In   SQL   databases,   the   <   character   is   treated   the   same   as   other   punctuation.

Search operators

Make   the   search   term   a   phrase   so   that   the   search   operator   does   not   interfere   with   the   intended   search.

  The   following   example   use   the   underscore   search   operatorsingle ‐ character   wildcard).

C

ORRECT

:  

Yearend_report.doc’

A

VOID

:

 

Yearend_report.doc

Searching for empty (null) fields

The   document   collection   may   contain   empty   fields,   and   zero ‐ filled   (empty)   date   fields.

  To   exclusively   search   for   empty   date   fields,   search   for   00/00/0000.

  Additional   searching   guidelines   for   can   be   found   in  

“Searching   Documents   for   Empty   Fields”   on   page   101 .

Example of Optimized Queries

Optimizations   include   searching   for   “Henderson”   rather   than   “Margaret   Henderson”   to   broaden   the   search.

  Similarly,   search   for   mhenderson*   to   capture   other   e ‐ mail   addresses.

 

Category

Concepts,   subjects,   issues

Search   Terms

stock   options,   warrants,   shares,   profit   sharing,   stock   bonus,   confidentiality,   NDA

Names

Dates

Margaret [email protected]

Jan.

  15,  

  Henderson,

2000   to   Mar.

 

 

3,   2004

Optimized   Queries

(stock   OR   stocks)   OR   (warrant   OR   warrants)   OR  

(share   OR   shares)

‘profit   sharing’   OR   (stock   near20   bonus) confidentiality   OR   NDA

Henderson mhenderson*

(‘Document   Date’   >=   01/15/2000   AND  

(‘Document   Date’   <=   03/03/2004)

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Step 4: Run Your Search, Check Results, and Fine-Tune

Searching   is   an   iterative   process.

  When   you   have   finalized   the   search   syntax,   enter   and   run   your   que ‐ ries   one   at   a   time   in   XERA.

  Check   the   search   results,   and   fine ‐ tune   your   search   as   needed.

  If   facets   are   included   in   the   database,   use   facets   to   refine   and   focus   your   search.

 

TIP

The   Search   History   section   displays   your   queries,   so   it’s   a   good   tool   for   reviewing   your   syntax.

 

Where   possible,   fine ‐ tune   your   search   by   limiting   your   query   to   specific   fields,   Bates   range,   date   range,   and/or   folders.

 

E

XAMPLE

:

To   narrow   your   search   for   ‘profit   sharing’   or   ‘stock   bonus’   to   official   agreements   (rather   than   any   casual   reference),   consider   limiting   those   queries   to   the   subject   field,   as   shown   below:

‘profit   sharing’  

WITHIN

  ‘Subject   Line’   OR   ‘stock   bonus’  

WITHIN  

‘Subject   Line’

Step 5: Combine Queries to Focus Your Search

Use   the  

Search   History

  section   in   the   Custom   form   to   combine   queries.

  The   technology   used   by   the  

Search   History   feature   to   combine   queries   minimizes   the   drain   on   system   resources,   resulting   in   faster   searching.

TIP

As   a   best   practice,   if   you   are   planning   to   run   multiple   searches   using   the   same   or   similar   search   criteria,   test   your   searches   to   verify   they   are   built   accurately   to   suit   your   data   and   the   type   of   results   you   require.

  Then   save   the   searches   as   a   template   for   easy   reuse.

Figure   3.1

   shows   the   Search   History   section   after   running   the   queries   for   our   example   scenario:

  FIGURE   3.1

SEARCH   QUERIES   IN   THE   SEARCH   HISTORY   SECTION

Chapter   3.

  Searching   Best   Practices  

 

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   99  

Combining Queries

Select   the   check   boxes   for   the   searches   you   want   to   combine,   then   select   the   operator   (AND,   OR),   and   then   click  

Quick   Search

.

TIP

Running   a   combined   search   from   Search   History   is   faster   than   entering   the   search   in   the   Search   box.

Combining Queries Using a Mix of AND/OR/NOT Operators

To   use   the   NOT   operator   or   more   than   one   operator,   run   the   search   in   the  

Search

box.

  However,   remember   that   searches   that   use   the   NOT   operator   are   more   intensive   and   may   take   longer   to   com ‐ plete.

In   this   example,   the   search   number   from   the  

Search   History  

section   is   the   criteria.

 

E

XAMPLE

:

(1   OR   2)   AND   7

(will   return   documents   that   meet   search   1   OR   2   conditions   AND   search   7   conditions)  

TIP

To   maintain   optimal   search   speed,   save   the   individual   searches   and   combine   them   as   needed.

  Do   not   save   or   rerun   the   combined   searches   (even   though   they   are   added   in   Search   History).

Step 6: Organize Search Results

Use   folders   to   group   search   results   for   easy   retrieval   later   on.

  For   example,   when   you   generate   search   results   that   you   want   to   save,   add   them   to   a   folder   by   using   the  

Add   to   Folder  

button   on   the   Folders   tab.

 

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Searching Documents for Empty Fields

Empty   fields   in   your   XERA   databases   have   no   value.

  To   capture   empty   fields   in   your   search   criteria,   you   can   use   the   Empty   Fields   search   option   in   the  

Custom

  search,   or   use   the   Empty   Fields   syntax.

 

!

CAUTION

If   you   are   working   on   a   SQL   Server   database,   a   NOT   search   on   a   Limited   Text   field   will   return   empty   fields.

Empty Date and Numeric Fields

Empty   numeric   and   date   fields   are   zero ‐ filled;   less   than   searches   can   retrieve   fields   that   are   empty.

 

For   date   search   details   (including   how   pre ‐ 1900   dates   are   searched),   see  

“Date   Range   or   Proximity  

Search”   on   page   128

.

Empty Limited Text Fields

When   searching   for   empty   Limited   Text   fields,   add   Empty   field   syntax.

 

E

XAMPLES

:

EquiSet  

IS

  E

MPTY

Author  

IS

  E

MPTY

Searches where Empty Field Syntax is not Required

The   following   searches   do   not   require   empty   field   syntax:

Š

WITHIN

  searches:   A   Within   search   is   treated   differently   than   an   Equals   search,   as   follows:

Š

(‘John   Smith’   WITHIN   Author)  

—   Returns   all   documents   where   the   Author   field   contains   the   phrase   ‘John   Smith’.

 

Š

NOT

 

(‘John   Smith’   WITHIN   Author)

  —   Returns   all   documents   in   the   database   except   documents   where   the   Author   field   contains   the   phrase   ‘John   Smith’.

  This   includes   documents   where   the  

Author   field   is   empty.

Š

NOT  

search:   a   not   search   excludes   all   documents   except   the   search   criteria   specified,   so   empty   fields   can   be   returned.

Document   level

Š

‘John   Smith’

  —   Returns   all   documents   that   contain   the   phrase   ‘John   Smith’.

 

Š

NOT   ‘John   Smith’  

—   Returns   all   documents   in   the   database   except   the   documents   that   contain   the   phrase   ‘John   Smith’.

Field   level

Š

NOT   (‘Document   Date’   >   2003/10/07)  

—   Returns   all   Document except   where   the   Document   Date   is   greater   than   2003/10/07.

  Date   fields   in   the   database  

Š

NOT   (Author   =   ‘John   Smith’)  

—   Returns   all   Author   fields   except   where   the   Author   is   John   Smith.

Š

Folder   searches:   folder   searches   are   done   at   the   document   level,   so   empty   fields   are   not   a   factor.

Š

|General|Hot   Documents|  

—   Returns   all   documents   in   the   Hot   Documents   folder.

 

Š

NOT

 

|General|Hot   Documents|

  —   Returns   all   documents   in   the   database   except   the   docu ‐ ments   found   in   the   Hot   Documents   folder.

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Search Operators and Query Strings

This   section   describes   the   search   operators   and   syntax   that   can   be   used   for   a   query   You   can   enter   a   query   directly   in   the  

Search   Builder

 

query   box   using   the   syntax   below.

  

Search   Operator

Wildcard

Multiple  

Phonetic

AND

  for

Characters

 

*

 

 

Description  

 

Use   at   the   end   of   a   word.

  E.g.,  

financ*

  to   return   finances,   financing,   etc.

Note:

It   is   recommended   that   you  

do   not  

use   a   wildcard   at   the   start   or   middle   of   a   word   because   that   requires   an   intensive   use   of   system   resources   and   may   slow   down   searching.

Use   in   a   word   to   replace   a   single   character.

  E.g.,

  sm_th

  to   return   smith   and   smyth  

(but   not   smythe)

Wildcard   for  

Single  

Characters

Phrase

_

Fuzzy  

Misspellings

Stem

OR

NOT

  Search

'

?

  '

Place   phrases   in   quotes.

  E.g.,  

'financial   report'

.

  (Single   or   double   quotes   can   be   used.)

Note:

Wildcards   and   other   operators   do   not   function   within   a   phrase.

  Those   char ‐ acters   are   ignored.

  E.g.,  

'financ*   report'

  will   not   find   all   variations   of   this   phrase   that   begin   with  

‘financ’

.

Use   at   the   start   of   a   word.

  E.g.,

  ?cats

  to   return   cats,   oats,   calc,   etc.

In   SQL   Server   you   can   use   this   character   at   any   place   within   the   word   to   return   misspellings   at   the   start,   middle,   or   end   of   the   word.

  E.g.,   recor?

  to   return   recor,   recora,   recorg.

 

^

~

In   Oracle:  

Finds   words   that   begin   with   the   same   root   as   the   search   word.

  E.g.,  

^sing

  returns   sing,   sang,   and   sung   as   well   as   singing   and   sings.

In   SQL   Server:  

Finds   suffix   variations.

  E.g.,  

^apply  

returns   apply,   applies,   applied,   etc.

  However,  

^sing  

returns   only   singing   and   sings   (not   sang   or   sung).

Use   at   the   start   of   a   word.

  E.g.,  

~Smith

  to   return   Smith,   Smythe,   etc.

AND

Use   between   words.

  E.g.,  

financial   AND   smith

  to   return   documents   containing  

“financial”   AND   “smith”.

OR

Use   between   words.

  E.g.,  

financial   OR   smith  

to   return   documents   containing  

“financial”   OR   “smith”.

NOT

Use   at   the   start   of   a   word.

  E.g.,  

NOT   smith  

to   return   the   entire   database   except   documents   containing   the   word   “smith”.

Can   also   be   used   to   indicate   “return  

abc

  but   not  

xyz

.”  

E.g.,

financial   NOT   smith  

to   return   documents   containing   “financial”   but   not   the   word   “smith”.

Note:

  Searches   that   use   the   NOT   operator   are   more   intensive   and   may   require   lon ‐ ger   to   complete.To

  determine   whether   documents   that   contain   empty   fields   will   be   included   in   the   search   result,   see

  “Searching   Documents   for   Empty  

Fields”   on   page   101

.

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Search   Operator  

Domain   Tally

(6   Degrees)  

Comments,   and  

Annotations

 

{   }

Description  

(cont’d)

Use   for   Comment   and   Annotation   searches   and   for   fields   included   in   6   Degrees   only.

 

For   Comments   searches,   use   the   curly   brackets   to   specify   the   type   of   comment   search   that   you   want   to   run,   as   follows:.

Search   for   words:

  value   WITHIN   {comments_body},   for   example:   ‘expert   review   required’   WITHIN   {comments_body}

Search   for   a   date:

  {comments_updated}   operator   m/dd/yyyy

Search   for   comments   posted   by   a   user:  

user   WITHIN   {comments_user}

Search   for   words   or   phrases   within   a   comment:  

use   square   brackets   to   enclose   the   search   and   return   multiple   items   within   a   comment.

  For   example,  

[

value  

WITHIN   {comments}   AND   value   WITHIN   {comments}

]

For   Annotation   searches,   use   the   curly   brackets   to   specify   the   type   of   annotation   you   want   to   find,   as   follows:

Search   for   a   specific   type   of   annotation:

  {annotation_type}   =   highlight.

 

Search   for   documents   that   had   an   annotation   or   redaction   in   the   past:

,   use  

{annotation_history}   =   annotated

Search   for   updated   annotations   within   a   specific   date   range:  

{annotation_updated}   operator   mm/dd/yyyy

Search   for   documents   that   do   not   contain   annotations:  

use  

NOT   (   {annotation_type}   =   any   )

Note:

You   can   use   the   Custom   form   to   easily   build,   refine,   and   combine   comment   or   annotation   search   criteria.

For   6   Degrees   searches,   use   the   curly   brackets,   and   specify   the   type   of   search   with  

DMT_field   name  

syntax.

  The   following   examples   show   how   to   query   using   this   syntax.

• {DMT_FROM}   =   [email protected]

  AND   {DMT_TO}   =   [email protected]

  to   return   documents   sent   from   [email protected]

  to   [email protected]

• {DMT_FROM}   =   *@medexxcorp.com

  AND   {DMT_TO}   =   all   to   return   documents   sent   from   medexxcorp.com

  domain   to   all   other   domains.

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Additional Search Operators

Search   Operator  

 

Wildcard

Multiple  

  for

Characters

 

*

?

Description  

 

Use   at   the   end   of   a   word.

  E.g.,  

financ*

  to   return   finances,   financing,   etc.

Note:

It   is   recommended   that   you  

do   not  

use   a   wildcard   at   the   beginning   or   mid ‐ dle   of   a   word   because   that   requires   an   intensive   use   of   system   resources   and   may   slow   down   searching.

Use   in   a   word   to   replace   a   single   character.

  E.g.,

  sm?th

  to   return   smith   and   smyth  

(but   not   smythe)

Wildcard   for  

Single  

Characters

Wildcard   for  

Single   Digits

Phrase

Fuzzy  

Misspellings

Stem   Search

Phonetic

Proximity  

Search

=

Use   in   a   span   of   numbers   to   replace   a   single   digit.

  E.g.,   1222=   to   return   12225   and   any   other   numeric   variant   for   the   last   digit.

%

  “

Place   phrases   in   quotes.

  E.g.,  

“financial   report”

.

  (Single   or   double   quotes   can   be   used.)

Note:

Wildcards   and   other   operators   do   not   function   within   a   phrase.

  Those   char ‐ acters   are   ignored.

  E.g.,  

“financ*   report”

  will   not   find   all   variations   of   this   phrase   that   begin   with  

‘financ’

.

You   can   use   this   character   at   any   place   within   the   word   to   return   misspellings   at   the   start,   middle,   or   end   of   the   word.

  E.g.,   recor%   to   return   recor,   recora,   recorg.

 

~

#

• Finds   suffix   variations.

  E.g.,  

~apply  

returns   apply,   applies,   applied,   etc.

 

However,  

^sing  

returns   only   singing   and   sings   (not   sang   or   sung).

Use   at   the   start   of   a   word.

  E.g.,  

#Smith

  to   return   Smith,   Smythe,   etc.

w/# pre/#

Specify   the   first   value,   followed   by   the   operator,   then   the   second   value   and,   optionally,   a   “WITHIN   field”   value.

  If   a    “WITHIN   field”   value   is   not   specified,   then  

“WITHIN   All”   is   assumed,   which   will   search   all   fields   in   the   database.

The   near   operator   finds   the   specified   words   in   any   order,   whereas   the   adj   operator   requires   that   the   words   appear  

after   the   operator,   and  

in   the   specified   order.

w/0

  and  

pre/0

  find   words   that   are   directly   beside   each   other   (e.g.,  

James   pre/0  

Rutherford

  finds   “James   Rutherford”).

If   combining   with   other   search   criteria,   place   brackets   around   the   entire   “w/”   or  

“pre/”   criteria   set.

 

Examples:

financial   w/5   report

5   words   of   each   other   in   any   field.

  Also,   for   this   and   the   other   examples,   this   includes   within   0   up   to   within   5   words,   not   just   words   that   are   exactly   5   words   apart.

 

  to   return   documents   where   financial   and   report   are   within  

financial   w/5   report   WITHIN   BODY  

to   return   documents   where   financial   and   report   are   within   5   words   of   each   other   in   the   BODY   field.

(financial   w/5   report   WITHIN   BODY)   AND   (DATE   >=   1980/01/01)

  to   return   documents   where   financial   and   report   are   within   5   words   of   each   other   in   the  

BODY   field,   and   the   Date   is   greater   than   1980/01/01.

In   SQL:  

any   occurrences   within   the   specified   proximity   are   highlighted.

Search   operators   are   also   available   for   field   searches,   proximity   searches,   etc.

  You   can   enter   these   operators   directly   into   the   Search   builder   box,   instead   of   using   the   Custom   form.

  Note   that   the   search   operator   text   is   case   sensitive   unless   noted   otherwise   in   the   Description   section   of   the   table.

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The   syntax   for   some   of   these   additional   search   operators   can   be   complex.

  It   may   be   simpler   to   start   with   the   search   form   to   enter   the   basic   query   and   then   revise   the   syntax   as   needed   in   the   Search   Builder   box   to   fine ‐ tune   the   search.

Search   Operator

  

Search

Edited  

  for  

Documents

modified modifieddate

Field

Field  

  Search

Equals

WITHIN

=

Description  

 

Enter  

modified

  (not   case   sensitive)   to   find   all   documents   that   have   been   edited.

Enter  

modifieddate

  (not   case   sensitive)   plus   a   date   range   to   find   all   documents   that   were   edited,   or   edited   within   a   specific   date   range.

 

E.g.:

• modified

• modifieddate   >=   07/15/2009

Use   between   the   search   word   and   the   field   name   (not   case   sensitive).

 

E.g.:

• financial   WITHIN   BODY   AND   report   WITHIN   BODY

Note:

The   WITHIN   operator   cannot   be   used   with   Numeric   fields.

  Note   that   if   you   are   using   this   operator   to   search   for   a   single   term   in   multiple   fields,   only   the   result   in   the   first   field   is   highlighted.

 

Use   between   field   name   and   the   search   word   to   find   documents   where   the   field   contains   only   the   exact   contents   specified   (case ‐ sensitive).

 

If   the   field   name   has   a   space,   use   quotes.

  Similarly,   if   the   contents   is   a   phrase,   use   quotes.

 

Ensure   there   is   a   space   on   either   side   of   the   equal   sign.

  E.g.:

• DocType   =   Excel

• ‘Document   Type’   =   ‘MS   Excel’

Tip:

Equals   searches   are   best   used   on   Date,   Numeric,   and   Limited   Text   fields.

Note:

• In   the   example   above,   if   the   DocType   field   contained   Microsoft   Excel,   it   would   not   be   a   match.

  The   field   contents   must   match   the   search   criteria   exactly   and   cannot   contain   extra   words.

 

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Search   Operator

  (cont’d)

Range   Search

see   example

Description

  in  

Calendar

Dates

Empty

Not  

Field

 

 

Field

Empty  

?

 

year?

month?

week?

day?

weekday?

IS

IS  

  EMPTY

NOT   EMPTY

Description  

(cont’d)

Use   Less   Than   or   Greater   Than   operators   (

<

,  

<=

,  

>

,  

>=

)   to   search   for   a   range   (e.g.,   Bates   ranges,   numeric   ranges,   or   date   ranges).

CAUTION:  

  Ensure   that   there   is   a   space   between   the   operator   and   the   range   (as   seen   in   the   examples   below),   otherwise   the   range   will   be   treated   as   ‘or’,   and   you   will   receive   unexpected   search   results.

Examples:

(   BEGDOC   <=   MD1000000   AND   BEGDOC   >=   MD0000001   )  

to   return   documents   with   a   Bates   number   in   the   range   MD0000001   to  

MD1000000.d

 

(   DOCDATE   >=   1980/01/01   AND   DOCDATE   <=   1984/12/31   )  

to   return   documents   in   the   DOCDATE   field   in   the   range  

1980/01/01   (Jan.

  1/80)   to   1984/12/31   (Dec.

  31/84).

Note:

• Enter   dates   in   the   same   format   they   are   displayed   in   Text   View.

  Or   click   the   Date   button   to   use   a   calendar   tool   to   select   a   date   (when   you   use   the   calendar   tool,   the   correct   format   is   used   automatically).

• Dates   before   1900   are   interpreted   as  

older

  than   zero   dates.

  To   find   documents   that   contain   pre ‐ 1900   dates,   search   for   <   0000/00/00  

(e.g.,  

Date   Field   <   0000/00/00

).

Specify   the   field   name   followed   by   the   time   period,   ?

  and   a   calendar   period.

 

Examples:

DOCDATE   =   year?2003

  to   return   documents   in   the   DOCDATE   field   with   the   year   2003.

Syntax   Examples:

• DOCDATE   =  

month?3

 

(months   are   1 ‐ 12)

• DOCDATE   =  

week?2

  (weeks   are   1 ‐ 52)

• DOCDATE   =  

day?8

 

(days   are   1 ‐ 31)

• DOCDATE   =  

weekday?6

  (days   are   1 ‐ 7;   Sunday   is   1)

Tip:

Time   period   ranges   can   be   specified   using   greater   than/less   than   operators.

The   field   name   followed   by   IS   EMPTY   (not   case   sensitive).

  E.g.:

• TITLE   IS   EMPTY

The   field   name   followed   by   IS   NOT   EMPTY   (not   case   sensitive).

  E.g.:

• TITLE   IS   NOT   EMPTY

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Search   Operator

  (cont’d)

Proximity  

Search

  near

or

adj

Folders   on   the   Folders   tab   or   Coding   tab,   and  

Clusters   on   the   Clusters   tab

Personal folder

 

|

|:

Description  

(cont’d)

Specify   the   first   value,   followed   by   the   near   or   adj   operator,   followed   by   the   second   value   and,   optionally,   a   “WITHIN   field”   value.

  If   a    “WITHIN   field”   value   is   not   specified,   then   “WITHIN   All”   is   assumed,   which   will   search   all   fields   in   the   database.

The   near   operator   finds   the   specified   words   in   any   order,   whereas   the   adj   operator   requires   that   the   words   appear  

after   the   operator,   and  

in   the   specified   order.

near0

  and  

adj0

  find   words   that   are   directly   beside   each   other   (e.g.,  

James   adj0   Rutherford

  finds   “James   Rutherford”).

If   combining   with   other   search   criteria,   place   brackets   around   the   entire  

“near”   or   “adj”   criteria   set.

 

Examples:

financial   near5   report   WITHIN   BODY  

to   return   documents   where   financial   and   report   are   within   5   words   of   each   other   in   the   BODY   field.

(financial   near5   report   WITHIN   BODY)   AND   (DATE   >=   1980/01/01)

  to   return   documents   where   financial   and   report   are   within   5   words   of   each   other   in   the   BODY   field,   and   the   Date   is   greater   than   1980/01/

01.

Oracle   and   SQL   handle   near   searches   differently,   as   follows:

financial   near5   report

  to   return   documents   where   financial   and   report   are   within   5   words   of   each   other   in   any   field.

  Also,   for   this   and   the   other   examples,   this   includes   within   0   up   to   within   5   words,   not   just   words   that   are   exactly   5   words   apart.

 

In   Oracle:

  only   the   first   occurrence   within   the   specified   proximity   is   highlighted.

In   SQL:  

any   occurrences   within   the   specified   proximity   are   highlighted.

Place   at   the   beginning   and   end   of   the   folder   name   to   return   all   documents   added   to   that   folder,   as   follows:

• For   public   folders   on   a   Panel:  

|Panel   name|parent   folder   name|child   folder   name|

Note:

There   can   be  

no   space

  on   either   side   of   the   operator   (if   there   is   a   space,   the   operator   is   interpreted   as   “OR”).

  Also   see

  “Additional  

Folder   Syntax   Rules”   on   page   108 .

Place   at   the   beginning   of   the   folder   name   to   return   all   documents   added   to   a   personal   folder,   as   follows:

|Panel   name|:personal   folder   name|   or

|Panel   name|parent   folder   name|:personal   child   folder|

Note:

There   can   be  

no   space

  on   either   side   of   the   operator   (if   there   is   a   space,   the   operator   is   interpreted   as   “OR”).

  Also   see

  “Additional  

Folder   Syntax   Rules”   on   page   108 .

 

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Folder Syntax with AND, OR, or NOT

As   shown   in   the   previous   table,   you   can   use   a   query   string   to   return   contents   from   one   or   more   fold ‐ ers.

  Folder   content   retrieval   using   AND,   OR,   or   NOT   will   return   different   content   results.

  The   following   examples   show   the   use   of  

AND   /   OR   /   NOT

  operators   in   a   folder   search,   and   the   contents   that   are   retrieved:

Š

+|General|Financial|

Returns   the   documents   found   in   the   Financial   folder   or   any   of   its   subfolders   (recursive   OR   search).

Š

|General|Financial|Tax   Reports   2005|

Returns   the   documents   found   in   the   subfolder   “Tax   Reports   2005”.

Š

|General|Financial|Tax   Reports   2005|

 

AND

 

|General|Hot   Documents|

Returns   the   documents   found   in   common   in   both   the   subfolder   “Tax   Reports   2005”   and   the   folder  

“Hot   Documents”.

Š

(   |General|Hot   Documents|   )   AND   (  

˄

|General|Financial|   )

Returns   the   documents   found   in   common   in   the   folder   “Hot   Documents”   and   in   the   Financial   folder   and   each   of   its   subfolders   (recursive   AND   search).

Š

|General|Financial|Tax   Reports   2005|

 

OR   |General|Hot   Documents|

Returns   the   documents   found   in   either   the   subfolder   “Tax   Reports   2005”   or   the   folder   “Hot  

Documents”.

Š

(   |General|Hot   Documents|   )   OR   (   +|General|Financial|   )

Returns   the   documents   found   in   the   folder   “Hot   Documents”   and   the   Financial   folder   and   all   of   its   subfolders   (recursive   search).

Š

NOT   |General|Financial|  

Returns   the   contents   of   the   entire   database   except   the   documents   in   the   Financial   folder.

NOTE

Remember   that   there   can   be   no   space   on   either   side   of   the   operator.

 

Additional Folder Syntax Rules

Š

If   there   is   a   space   at   the   beginning   or   end   of   the   folder   name,   the   entire   folder   name   must   be   sur ‐ rounded   by   quotes:

|"   parent   folder   name"|child   folder   name|

 

Š

If   the   folder   search   operator   (|)   is   in   the   folder   name,   the   operator   must   be   surrounded   by   quotes:

|par"|"ent   folder   name|child   folder   name|  

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Appendix – Database Stop or Noise Words and Reserved

Words

This   appendix   lists   stop   words,   noise   words   and   reserved   words.

 

NOTE

If   you   need   to   use   certain   stop   or   noise   words   in   your   search,   this   list   can   be   modi ‐ fied   at   the   database   level.

  Contact   your   administrator   for   more   information.

Oracle Stop Words and Reserved Words

Stop Words in Oracle Databases

Stop   words   are   words   that   are   not   indexed   and   therefore   not   searchable   using   full   text   searching.

  Con ‐ tact   your   administrator   if   you   have   questions   about   the   stop   words   lists.

 

NOTE

Contact   your   administrator   to   determine   which   stop   words   list   applies.

  This   list   is   subject   to   change,   and   is   dependent   on   the   version   of   Oracle   used   by   your   XERA   system.

Oracle 11g Stop Words

A,   B

C ‐ F

G,   H

I ‐ L

a, i,  

  all, can, had, if,  

 

 

  almost, could, has, in,  

 

  into, d,

 

 

  is, also, did, have,

 

  it,  

 

  although, do, its,  

  does, having,   he, just,   ll

 

 

  an, her,  

  and, either,   here,  

  any, for,   hers,

 

  are, from

  him, as,

 

  at, his,  

  be, how,

 

  because, however

  been,   both,   but,   by

M,   N

me,   might,   Mr,   Mrs,   Ms,   my,   no,   non,   nor,   not

O ‐ Q

of,   on,   one,   only,   onto,   or,   our,   ours

S,   T

U ‐ Z

s,   shall,   she,   should,   since,   so,   some,   still,   such,   t,   than,   that,   the,   their,   them,   then,   there,   therefore,   these,   they,   this,   those,   those,   though,   through,   thus,   to,   too until,   ve,   very,   was,   we,   were,   what,   when   where,   whether,   which,   while,   who,   whose,   why,   will,   with,   would,   yet,   you,   your,   yours

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Reserved Words in Oracle Databases

Reserved   words   are   words   that   are   also   search   operators   or   have   other   special   meaning   and   therefore   cannot   be   used   in   a   search   unless   it   is   in   quotes   (i.e.,   a   phrase   search)   and   it   is   not   also   a   stop   word.

 

For   example,   search   for   the   reserved   word   mdata   by   putting   it   in   quotes   (“mdata”).

  However,   if   mdata   was   a   stop   word,   the   search   would   not   return   any   results.

Oracle 11gR2 Reserved Words

The   reserved   words   are   listed   here:   about accum and bt btg bti btp equiv fuzzy haspath inpath mdata minus near not nt ntg nti ntp or pt rt sqe syn tr trsyn ttr within

SQL Server Noise Words and Connector Words

Noise   words   are   words   that   are   not   indexed   and   therefore   not   searchable   using   full   text   searching.

 

However,   words   on   this   list   can   be   made   searchable;   contact   your   administrator   for   more   information.

NOTE

Contact   your   administrator   if   you   have   questions   about   the   noise   words   list.

A,   B

C,   D

E,   F

G,   H

I ‐ L

a,   about,   after,   all,   also,   an,   and,   another,   any,   are,   as,   at,   be,   because,   been,   before,   being,   between,   both,   but,   by came, each, get, i,   if,

 

 

 

  can, even, got, in,  

 

 

  come, for, had,  

  from, he, indeed,  

 

  could, her, into,  

 

  is,

  did, further, here,

  it,  

 

  do hi, its,  

 

  furthermore him, just,  

  himself, like

  how,   however

M,   N

made,   many,   me,   might,   more,   moreover,   most,   much,   must,   my,   never,   not,   now

O ‐ Q

of,   on,   only,   or,   other,   our,   out,   over

S,   T

U ‐ Z

said,   same,   see,   she,   should,   since,   some,   still,   such,   take,   than,   that,   the,   their,   them,   then,   there,   therefore,   these,   they,   this,   those,   through,   thus,   to,   too under,   up,   very,   was,   way,   we,   well,   were   what,   when   where,   which,   while,   who,   will,   with,   would,   you,   your

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Connector Words

Connector   words   are   words   that   can   be   used   to   connect   search   terms   (for   example,   Henderson  

AND

 

Medexx),   and   therefore   cannot   be   used   in   a   search   unless   it   is   in   quotes   (i.e.,   a   phrase   search).

  Some   connector   words   are   also   noise   words.

The   common   connector   words   are:

Š and

Š or

Š not

Š to

Š contains

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4  

Searching

 

Documents

Introduction

After   opening   the   database   and   reviewing   project   information   on   the   Dashboard,   you   can   move   to  

Table   View.

  In   Table   View,   you   can   search   for   specific   documents   and   then   organize   the   results   of   those   searches   into   folders.

  This   chaptercovers   detailed   information   about   search   capabilities:   XERA   offers   basic   and   advanced   search   methods   and   features   to   assist   you   in   searching   for   and   finding   con ‐ tent.

 

This   chapter   covers   the   following   topics:

Š

“Searching   for   Relevant   Documents”   on   page   115

Š

“Searching   using   Quick   Search”   on   page   116

Š

“Facets”   on   page   117

Š

“Filters”   on   page   119

Š

“Custom   Searches”   on   page   122

Š

“Reviewing   the   Search   Results”   on   page   131

Š

“Ranking   Search   Results”   on   page   133

Š

“Saving   a   Search”   on   page   136

Š

“Xmplar:   Searching   for   Related   Documents”   on   page   140

Š

“Word   Marking   and   Keyword   Searches”   on   page   144

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Searching for Relevant Documents

In   XERA,   you   can   search   in   a   number   of   different   ways,   and   then   combine   these   search   methods   to   retrieve   relevant   documents:

Š

Quick   Search:  

Use   the   Quick   Search   box   to   run   basic   searches   (such   as   a   word   or   a   phrase).

  Searches   entered   here   are   single   searches   by   default,   but   you   can   change   the   search   operator   to   suit   your   needs.

  See

 

“Searching   using   Quick   Search”   on   page   116

.

Š

Facets:  

Once   you   have   run   a   search,   facet   values   for   that   search   result   are   updated.

  You   can   further   filter   documents   by   facet   values.

  See  

“Refining   your   Search   using   Facets”   on   page   118 .

 

Š

Filters:  

Quickly   search   for   data   in   a   particular   field   using   filters.

  See

  “Filters”   on   page   119

.

Š

Custom   searches:  

Use   the  

Custom

  search   form   to   perform   complex   searching,   retrieve   saved   searches,   and   searches   run   during   your   current   session.

  See

  “Custom   Searches”   on   page   122

.

Š

Xmplar   (Conceptual   Search):  

Retrieve   conceptually   similar   documents   by   building   and   using   a   cus ‐ tomized,   ideal   document.

  See  

“Xmplar:   Searching   for   Related   Documents”   on   page   140 .

Once   you   have   submitted   search   criteria,   you   can   easily   review   and   revise   your   search   terms   and   crite ‐ ria   since   these   items   are   listed   beneath   the   Quick   Search   box.

  The   search   results   are   also   ranked   in   the  

Table   View.

  See

  “Ranking   Search   Results”   on   page   133  

for   more   information.

Search Tips

The   basic   search   and   advanced   search   features   in   XERA   offer   you   powerful   ways   of   searching   for   the   data   you   need.

  Along   with   the   best   practices   found   in

  “Searching   Best   Practices”   on   page   91

,   keep   these   items   in   mind   when   searching:

Š

Start   with   short   queries

“Step   2:   Create   Short   Queries   Using   Identified   Search   Terms”   on   page   94

.

Š

Confirm   you   are   getting   expected   results,   then   combine   the   queries   in  

Search   History

  to   meet   more   specific   objectives.

Long   individual   queries   and   queries   that   contain   more   than   two   wildcards   are   resource   intensive   and   will   take   longer   to   complete   than   short   queries   that   have   been   combined   in  

Search   History

.

  An   individ ‐ ual   query   with   more   than   256   search   terms   is   not   permitted.

  See

  “Searching   Best   Practices”   on   page   91

  for   more   guidelines.

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Searching using Quick Search

You   can   use   the   Quick   Search   box   for   basic   searches.

  Once   you   have   run   a   basic   search,   use   facets   and   filters   to   refine   and   focus   your   search.

NOTE

By   default,   the   search   operator   is   the   single   search   operator,   however   your   admin ‐ istrator   can   specify   another   default   search   operator   for   you   or   for   specific   projects.

 

To   search   using   the   Search   box:

1.

In   the   Quick   Search   box,   enter   your   search   criteria,   and   then   click  

Perform  

Search

  (the   magnifying   glass   button)   to   run   the   search.

 

Your   search   criteria   can   be   as   specific   or   as   general   as   required.

  Standard   iCONECT   search   operators   and   syntax   can   be   used.

  See

  “Search   Operators   and   Query   Strings”   on   page   102  

for   more   information.

Once   the   results   are   returned,   the   search   term   is   shown   beneath   search   box,   and   the   Table   View   refreshes   to   display   the   set   of   documents   returned   with   your   search.

  Any   facets   are   also   updated   to   show   the   values   that   match   the   returned   results.

  For   more   information   on   using   facets   with   your   search,   see  

“Refining   your   Search   using   Facets”   on   page   118 .

NOTE

You   can   enter   up   to   32   individual   cumulative   (AND   or   OR)   search   queries.

  After   that   point,   you   will   need   to   remove   search   terms.

 

  FIGURE   4.1

VIEW   UPDATED   WITH   SEARCH   RESULTS

TIP

When   you   view   keyword   search   results   in   the   Document   View,   you   will   see   the   search   terms   highlighted   in   yellow   in   the   Viewer   tab   and   Text   View   (unless   the   same   terms   are   in   an   active   Word   Marking   list).

  In   Document   View,   these   search   terms   are   listed   in   the  

Search   Terms

  Word   Marking   list.

  For   more   information   about   Word  

Marking   lists,   see

  “Using   a   Word   Marking   List”   on   page   146

.

2.

To   build   upon   the   existing   search,   enter   additional   search   criteria.

  You   can   change   the   search   opera ‐ tor   by   selecting   it   from   the   list.

3.

To   review   search   hit   results,   click   the   right   arrow   go   to  

Document   View

.

  For   more   information   on   reviewing   the   results,   see

  “Reviewing   the   Search   Results”   on   page   131

.

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Facets

Facets   are   administrator ‐ defined   categories   that   are   built   upon   data   in   the   document   collection   to   help   focus   your   search.

  Facets   give   you   an   easy   way   to   find   information   without   complex   searches,   and   immediately   show   additional   insight   into   key   document   details   that   you   might   want   to   review,   such   as   domains,   e ‐ mail   senders,   relevant   dates,   document   types,   etc.

 

Facets   are   shown   as   follows:

  FIGURE   4.2

SEARCH   TAB   WITH   FACETS  

In   the   image   above,   there   are   3   facets:   From,   Document   Type,   and   Custodian.

  Each   facet   shows   addi ‐ tional   values   taken   from   the   facet   categories,   which   are   specific   fields   in   the   database.

  The   number   of   times   the   value   is   found   in   the   search   results   is   shown   by   the   facet   count.

  10   facet   values   are   shown   for   each   facet;   the   complete   facet   value   listing   can   be   viewed   by   clicking  

More

  at   the   bottom   of   the  

Facet   section.

  You   can   revert   to   the   listing   of   10   values   by   clicking  

Hide

  at   the   bottom   of   the   Facet   sec ‐ tion.

 

NOTE

Date   fields   converted   to   facets   are   organized   by   year,   and   listed   by   month.

 

Numeric   fields   converted   to   facets   are   grouped   into   a   range.

Once   a   search   has   been   run,   the   facet   values   are   updated   to   indicate   counts   that   are   within   the   search   results.

  These   selections   are   retained   as   you   continue   to   refine   your   searches.

  Facet   selections   are   automatically   saved   with   saved   searches,   however,   you   will   not   see   your   selections   listed   with   the   search   terms,   and   you   cannot   combine   saved   searches   that   contain   facets.

 

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Refining your Search using Facets

Use   facets   to   refine   your   results   and   locate   relevant   information.

  Any   facet   filters   that   you   apply   are   retained   as   you   continue   to   refine   your   search.

To   filter   search   results   using   facets:

1.

Once   you   have   run   a   search,   clear   the   check   box   beside   the   facets   or   facet   values   that   are   not   rele ‐ vant   and   then   click  

Update

.

  FIGURE   4.3

CLEARING   A   FACET   VALUE   TO   REFINE   THE   SEARCH

The   view   refreshes,   and   shows   the   reduced   collection.

  The   cleared   facet   values   are   shown   at   the   bot ‐ tom   of   the   list.

2.

You   can   reintroduce   a   facet   value   by   clicking   the   check   box   beside   a   cleared   value,   or   continue   to   refine   your   search   by   clearing   values   and   then   clicking  

Update

.

Hiding Facets on the Search Tab

Depending   on   the   documents   you   are   reviewing,   some   facets   may   be   more   relevant   to   the   collection   than   others.

  Be   aware   that   if   a   facet   is   hidden,   but   previously   included   in   a   saved   search,   the   re ‐ run   search   will   result   in   an   error.

 

To   remove   a   facet   from   the   search   tab:

1.

In   the  

Facet  

tab,   click   the  

Open   Facet   Manager  

button.

The   Manage   Facets   window   opens.

2.

From   the  

Selected  

box,   select   the   facet   that   you   do   not   want   to   view   into   the  

Excluded

  box   using   the   left   arrow   button.

TIP

To   select   more   than   one   facet,   use   Ctrl+click.

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  FIGURE   4.4

MOVING   A   SELECTED   FACET   TO   THE   EXCLUDED   LIST

3.

Click  

Save

.

The   Facet   tab   is   updated   and   the   selected   facets   are   shown.

Filters

To   focus   a   search   further,   you   can   quickly   filter   data   by   field   using   the   Filters   button.

  The   following   fil ‐ ter   searches   can   be   done:  

Š

Keyword   searches   in   a   specific   field   (text   and   numeric   fields).

 

NOTE

  A   filtered   keyword   search   displays   as:   keyword   WITHIN   ‘field’   search.

Š

Find   empty   fields,   a   specific   date,   or   a   date   range   (date   fields).

  If   you   are   familiar   with   search   syntax,   these   are   EMPTY,   EQUAL   TO   and   RANGE   searches.

NOTE

Filters   are  

added

  to   a   search;   a   filter   is   treated   as   an   AND   search   regardless   of   the   specified   search   operator.

  To   combine   a   filter   with   existing   criteria   in   a   different   way,   you   will   need   to   add   the   filter   to   the   Quick   Search   box.

  For   more   information   on   this,   see   “Converting   a   Filter   to   a   Search”   on   page   121 .

Filtered   fields   are   listed   on   the   Search   pane   so   that   you   can   quickly   review   the   fields   that   are   filtered,   and   remove   the   filters   when   necessary.

  Additionally,   filters   are   recorded   for   your   current   session   (in  

Search   History)   and   are   included   in   a   saved   search.

 

To   filter   by   field:

1.

Click  

Filters

  (located   above   the   grid).

The   Filters   bar   opens,   just   beneath   the   column   names.

  FIGURE   4.5

FILTERS   BAR   OPEN

2.

Click   in   the   applicable   filter   column,   and   then   do   the   following   as   necessary:

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Š

For   a   text   or   numeric   column,   enter   the   text   you   want   to   find.

  If   you   are   searching   multiple   text   and   numeric   fields,   press   Enter   after   entering   text   in   all   fields.

Š

For   a   date   column,   click   in   the   column.

 

The   date   filter   options   box   opens.

  Figure   4.6 Date   filter   options

• Select   a   date   filter   option   and   then   click  

OK

:

Empty   field:  

will   return   any   fields   that   contain   no   data.

  Selecting   this   option   will   not   return   zero ‐ filled   dates   (00/00/0000).

Equal   to:  

enter   the   date   in   MM/DD/YYYY   format,   or   click   the   calendar   icon   to   select   a   specific   date.

Range:  

enter   the   date   in   MM/DD/YYYY   format,   or   click   the   calendar   icon   in   the  

From

  and  

To

  fields   to   select   a   date   range.

The   grid   updates   with   the   results   of   your   search,   and   the   search   criteria   is   listed   in   the   Search   pane.

  FIGURE   4.7

KEYWORD   SEARCH   AND   FILTER   LISTED   IN   THE   SEARCH   PANE

TIP

Terms   from   keyword   filters   can   be   reviewed   in   Document   View   too,   but   results   may   be   different   between   the   Viewer   tab   and   Text   View.

  See  

“Search   Terms   List   and   Dis ‐ play   Differences   in   the   Viewer   and   Text   View”   on   page   144

.

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Converting a Filter to a Search

Filters   are   always   added   to   existing   search   criteria.

  If   you   want   to   change   how   a   filter   is   combined   with   existing   criteria,   you   can   add   the   filter   to   the   Quick   Search   bar   and   change   the   search   operator.

To   edit   a   filter:

1.

In   the  

Search

  tab,   select   the   filter   that   you   want   to   add   to   search,   and   then   click   and   drag   the   filter   up   to   the   Quick   Search   box.

The   filter   text   is   added   to   the   Quick   Search   box.

  FIGURE   4.8

FILTER   ADDED   TO   THE   QUICK   SEARCH   BOX

2.

Change   the   search   operator,   and   then   click  

Search

.

Removing a Filter

To   remove   a   filter   from   a   field:

1.

In   the   Search   tab,   click   the  

x

  beside   the   filter   you   want   to   remove,   and   then   click  

Remove

.

TIP

If   the   Filters   section   is   open,   you   can   clear   or   remove   the   filter   directly   in   the   grid.

 

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Custom Searches

To   create   complex   searches   or   searches   that   query   multiple   fields   at   one   time,   you   can   use   Custom   searching.

  The   searching   functionality   found   in   this   window   is   described   in   three   main   sections:

  FIGURE   4.9

THE   CUSTOM   SEARCH   FORM

A.

 

Search   Builder.

 

Enter   a   query   directly   into   the   Search   Builder   box.

B.

 

Quick   Search.

 

Terms   are   added   to   the   Search   Builder   once   you   click  

Add

.

1.

 

Retrieve   and   review   any   searches   that   have   been   saved,   and   searches   run   during   your   current   session.

  Note   that   the   searches   listed   here   are   the   same   as   the   listing   in   the   Saved   Searches   tab.

  For   more   information,   see

  “Running   a   Saved   Search”   on   page   137

.

C.

  Search   form.

 

The   individual   sections   are   used   for   specific   field   and   date   range   searches,   etc.

  Search   terms   are   added   to   the   Search   Builder   once   you   click  

Add

.

Using the Search Builder

If   you   are   not   familiar   with   search   syntax,   use   specific   search   options   located   beneath   the   Quick   Search   section   to   enter   criteria.

  XERA   will   add   the   appropriate   syntax   to   the   Search   Builder   query   box   where   you   can   review   the   query   before   running   the   search.

 

NOTE

The   following   steps   describe   the   general   process   for   using   this   section   to   build   a   simple   or   complex   search   query   using   the   search   form.

  For   detailed   information   on   individual   items   in   the   search   form,   refer   to   the   sections   that   follow   these   steps.

To   use   the   Search   Builder   in   custom   searching:  

1.

In   the   Search   area,   click  

Custom

.

 

The   Custom   Search   window   opens.

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2.

Click   the   section   that   you   want   to   use.

  The   heading   expands   for   the   section   you’ve   chosen.

  (In   the   following   image,   this   is   the   Date   Range   and   Proximity   options   section.)

  FIGURE   4.10

CUSTOM   SEARCH,   DATE   RANGE   SECTION   EXPANDED

3.

Enter   the   search   criteria,   and   then   click  

Add

.

  The   underlying   syntax   for   this   search   is   added   to   the  

Search   Builder   query   box.

 

4.

Do  

one

  of   the   following:

a.

To   execute   the   requested   field   search,   click  

Perform   Search

,   or  

b.

Click   another   section   and   select   AND/OR   to   add   additional   criteria   to   qualify   the   search.

  When   finished,   click  

Add

.

  The   underlying   syntax   is   again   added   to   the   existing   search   criteria.

TIP

Review   the   search   criteria   in   the   Search   Builder   query   box   and   make   final   adjust ‐ ments   before   you   run   the   search.

  For   example,   to   combine   the   two   sets   of   criteria   with   OR   instead   of   AND,   change   the   operator   in   the   query   box.

5.

Click  

Perform   Search

  to   run   the   query.

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Building a Quick Search

The   Quick   Search   section   in   the   Custom   window   enables   you   to   search   for   an   exact   phrase,   and   use  

AND/OR   searches   without   having   to   specify   the   operators.

  Text   entered   into   separate   fields   of   the  

Quick   Search   box   are   combined   using    by   default.

NOTE

The   Quick   Search   section   is  

not  

case ‐ sensitive.

To   build   a   quick   search   in   the   Quick   Search   section:

1.

Enter   the   search   words   (and   any   wildcard   characters,   if   necessary),   and   then   do  

one

  of   the   follow ‐ ing:

a.

If   you   are   finished   entering   the   search   words,   click  

Quick   Search

,  

or

b.

If   you   need   to   add   additional   search   words,   ensure   that   the   search   operator   meets   your   needs   and   then   click

Add  

to   add   existing   terms   to   the   search   builder   box,   and   then   enter   the   additional   words   in   the   Quick   Search   section.

  When   you   are   ready   to   search,   click  

Perform   Search

.

NOTE

If   needed,   edit   the   text   in   the   Search   builder   query   box   before   clicking   Perform  

Search.

E

XAMPLE

The   following   example   searches   for   documents   that   contain   the   words  

termination   AND   Margaret   AND  

Henderson

  as   well   as   either  

NDA   OR   confidential

.

  FIGURE   4.11

CUSTOM   QUICK   SEARCH   BOX

Words   entered   into   more   than   one   field   box   are   combined   using   OR   by   default.

  The   actual   query   string   in   the   example   is:  

((termination   AND   Margaret   AND   Henderson)   AND   (NDA   OR   confidential))

.

 

Using the Search Form to Build a Query

If   you   are   not   familiar   with   search   syntax,   use   specific   search   options   located   beneath   the   Quick   Search   section   to   enter   criteria.

  XERA   will   add   the   appropriate   syntax   to   the   Search   Builder   query   box   where   you   can   review   the   query   before   running   the   search.

 

To   build   a   query   using   the   Search   Form:

1.

In   the   Custom   Search   window,   select   the   section   that   you   want   to   use.

 

The   heading   expands   for   the   section   you’ve   chosen.

2.

Enter   the   search   criteria,   and   then   click  

Add

.

  The   underlying   syntax   for   this   search   is   added   to   the  

Search   Builder  

query   box.

 

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3.

Do  

one

  of   the   following:

a.

To   execute   the   requested   field   search,   click

  Perform   Search

,  

or

 

b.

Click   another   section   and   select   AND/OR   to   add   additional   criteria   to   qualify   the   search.

  When   finished,   click  

Add

.

  The   underlying   syntax   is   again   added   to   the   existing   search   criteria.

TIP

Review   the   search   criteria   in   the   Search   builder   query   box   and   make   final   adjust ‐ ments   before   you   execute   the   search.

  For   example,   to   combine   the   two   sets   of   cri ‐ teria   with   OR   instead   of   AND,   simply   change   the   operator   in   the   query   box.

c.

Click  

Perform   Search

  to   run   the   query.

Lookup List

The   Lookup   List   section   enables   you   to   retrieve   a   Lookup   List   item,   and   then   perform   a   field   search   to   retrieve   where   that   item   has   been   used.

To   use   a   Lookup   List   item:

1.

In   the   Lookup   List   section,   select   a   Lookup   List   from   the   drop ‐ down.

The   Lookup   List   terms   are   displayed.

2.

Select   one   or   more   items   to   add   to   your   search   and   click  

Insert   Selected

.

Dictionary Lookup

The   Dictionary   Lookup   section   enables   you   to:

Š

Identify   if   a   word   is   in   the   database   before   attempting   to   search   for   it.

Š

Build   a   query   based   on   matching   words   found   by   the   Dictionary   Lookup,   or   add   matching   words   to   an   existing   query.

NOTE

Dictionary   Lookup   returns   correct   search   results   for   Western   languages   only   (such   as   English,   French,   and   Spanish).

To   use   the   dictionary   lookup   in   your   query:

1.

Enter   a   word   or   partial   word,   ensure   the  

Dictionary   List

option   is   selected, and   click  

Update   List

.

 

The   Dictionary   Lookup   will   find   the   first   100   matching   words,   including   words   that   contain   the   word   or   partial   word   you   entered.

 

2.

TIP

If   the

  Find   More

  button   is   enabled,   you   can   click   it   to   retrieve   additional   matches.

In   the  

Matching   words

  box,   select   the   word   (or   words)   you   want   to   include   in   the   query

.

3.

If   you   have   selected   more   than   one   word,   choose   the   separator   that   will   join   the   matching   words.

For   example,   if   the   operator   is  

OR

  and   the   selected   matching   words   are  

FINANCE

  and  

FINANCING

,   the   query   becomes  

FINANCE   OR   FINANCING

.

4.

If   you   are   using   this   query   with   other   query   options,   then   ensure   that   you   have   selected   OR   or   AND   (just   beneath   the   Dictionary   Lookup   title)   to   further   filter   your   search   criteria.

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5.

To   add   the   words   to   the   Search   builder   query   box,   click  

Add

.

  The   query   is   created   based   on   the   selected   matching   words   and   any   other   search   criteria   specified.

Searching for Comments

Use   the   Comment   Search   section   to   quickly   retrieve   a   specific   comment   (or   comments)   in   the   data ‐ base.

  Once   the   search   has   completed,   you   can   open   the   documents   in   Document   View   to   review   the   results.

  For   information   on   reviewing   comment   search   results,   see  

“Reviewing   Comment   Search  

Results”   on   page   132

.

The   three   comment   search   criteria   can   be   combined,   or   used   with   other   search   criteria   for   focused   search   results.

  FIGURE   4.12

1.

To   search   for   one   or   more   words,   use  

Search   for   word(s)

.

NOTE

If   you   are   searching   for   an   email   address,   enter   the   full   address   (for   example,   [email protected]).

  Results   are   only   returned   for   fully   formed   email   addresses.

2.

To   search   for   comments   posted   within   a   specific   time   period,   use  

Narrow   to   a   date   range

.

  This   search   retrieves   comments   that   have   been   created   and   edited   within   the   specified   dates.

3.

To   search   for   comments   posted   by   a   specific   team   member,   use  

Comment   created   by

.

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Specific Fields Search

Use   the  

Additional   Field   Searching   Options

  section   to   search   for   criteria   that   may   be   found   in   a   spe ‐ cific   field,   including   Bates   fields,   or   empty   fields.

  The   following   table   gives   some   examples   of   how   these   options   can   be   used.

TIP

Remember   that   the   AND/OR   box   at   the   beginning   of   each   field   search   section   is   used   to   determine   how   the   added   criteria   will   be   combined   with   any   existing   crite ‐ ria   (if   present)   in   the  

Search   Builder

  query   box.

Field   Search

Words   in   specific   fields

*

Description   and   Tips

You   can   apply   a   similar   word   option   or   wildcard   (*)   to   this   search   by   specifying   the   relevant   operator.

  For   example,   use   the   Fuzzy   Misspellings   operator   (?):  

?rutherford

.

Note:

If   the   field   that   you   want   to   run   a   search   against   is   not   in   the   drop ‐ down   list,   contact   your   administrator   to   have   the   data   reindexed.

Bates   (image)   field   search

Use   this   option   to   find   a   particular   Bates   image   or   range.

Bates   range   search

When   combined   with   the   previous   Bates   (image)   search,   this   will   return   documents   where   the   Bates   number   is   between   MDX000150   and   MDX000650.

The   available   operators   are:

•   (>)   Less   than

 

(<=)   Less   than   or   equal   to

• (=)   Equal   to

•   (>=)   Greater   than   or   equal   to

• (>)   Greater   than

Empty   field   search

*

Use   to   find   fields   that   do   not   contain   any   data.

  This   is   a   quick   way   to   locate   records   that   have   not   yet   been   coded.

Note:

If   the   field   that   you   want   to   run   a   search   against   is   not   in   the   drop ‐ down   list,   contact   your   administrator   to   have   the   data   reindexed.

Not   empty   field   search

Use   this   option   to   search   for   fields   that   are   not   empty.

  Use   this   feature   to:

• Monitor   your   progress   in   completing   coded   fields   (e.g.,   identify   the   number   of   records   where   the   coded   fields   been   filled   in).

• Retrieve   records   for   review   where   the   coded   fields   have   been   completed.

If   the   field   that   you   want   to   run   a   search   against   is   not   in   the   drop ‐ down   list,   contact   your   administrator   to   have   the   data   reindexed.

*

  If   you   are   looking   for   data   in   a   specific   field,   you   can   use   Filters   for   these   searches.

  See  

“Filters”   on   page   119  

for   more   information.

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Date Range or Proximity Search

Use   the  

Date   Range   and   Proximity   Options

  to   search   date   fields,   or   closeness   of   specific   words.

  The   following   table   gives   some   examples   of   date   range   or   proximity   searches.

Remember   that   the   AND/OR   box   at   the   beginning   of   each   field   search   section   is   used   to   determine   how   the   added   criteria   will   be   combined   with   any   existing   criteria   (if   present)   in   the  

Search   Builder  

query   box.

Field

Date  

  Search

Range

*

Proximity   Search

Description   and   Tips

Use   this   option   to   search   a   date   field.

 

Enter   dates   in   the   same   format   they   are   displayed   in   Document   View.

  Alternatively,   you   can   click   the   Date   button   and   use   the   calendar   tool   to   select   the   date.

Dates   that   are   pre ‐ 1900   are   interpreted   as  

older

  than   zero   dates.

  To   find   documents   that   contain   pre ‐ 1900   dates,   search   for   <   0000/00/00   (e.g.,   Date   Field   <   0000/00/00).

The   available   operators   are:

• (<)   Less   than*

• (<=)   Less   than   or   equal   to

• (>=)   Greater   than   or   equal   to

• (>)   Greater   than

• (=)   Equal   to

*Documents   that   contain   empty   fields   are   included   in   the   search   result.

This   type   of   search   is   similar   to   an   “AND”   search   except   that   you   can   specify   how   close   together   the   two   words   must   be.

  The   result   is   typically   a   more   focused   search   than   a   basic   AND   search.

For   example,   to   find   documents   relating   to   “James   Rutherford's   insurance,”   search   for   instances   of   the   word  

rutherford

  that   are   within   5   words   (

Near   5

)   of   the   word  

insurance

:

You   can   use   the  

N

EAR

  or  

A

DJ

  operator   for   the   proximity   search:

Near:

  finds   specified   words   in   any   order.

  In   the   example   above   it   would   find

“Rutherford   insurance   policy”   or   “insurance   policy   for   James   Rutherford”

 

Adj:  

requires   that   the   words   appear   after   the   search   operator,   and   in   the   specified   order.

  In   the   example   above,   the   Adj   operator   would   find   “Rutherford   insurance   policy”   but  

not

  “insurance   policy   for   James   Rutherford”.

Tip:

You   can   apply   a   similar   word   option   or   wildcard   (*)   to   this   search   by   specifying   the   relevant   operator.

 

For   example,   use   the  

Fuzzy   Misspellings

  operator   (?):  

?rutherford

.

  See

  “Search  

Operators   and   Query   Strings”   on   page   102

.

*

  If   you   are   looking   for   a   date   range   in   a   specific   field,   you   can   use   Filters,   or   Calendar   Date   syntax.

  See  

“Filters”   on   page   119  

and  

“Calendar   Dates”   on   page   106

  for   more   information.

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Searching for Similar Words

Use   this   section   to   search   for   a   word,   partial   word,   or   phrase   using   “similar   word   options”   such   as  

Fuzzy   Misspellings.

TIP

For   a   partial   word   search,   use   the   wildcard   character   (*):   e.g.,  

finan*

The   search   options   are   described   in   more   detail   below:

Š

Fuzzy   Misspellings.

 

Look   for   misspelled   variations.

  OCR'd   documents   inevitably   contain   some   errors,   and   the   fuzzy   search   is   one   workaround   since   it   will   return   words   that   are   close   to   the   search   word   (e.g.,   if   you   search   for  

power

,   it   will   return   documents   containing  

puwer

,   etc.).

Š

Phonetic.

 

Look   for   any   word   that   sounds   the   same   as   the   search   word.

  This   option   is   especially   use ‐ ful   when   searching   for   names   where   you   know   the   pronunciation,   but   not   the   spelling   (e.g.,   specify  

Smith

  to   return   documents   containing  

Smith

,  

Smythe

,   or  

Smyth

).

 

Š

Stem   Search  

(in   Oracle).

 

Select  

Stem   Search

  to   find   words   that   begin   with   the   same   root   as   the   search   word.

  For   example,   a   search   for  

sing

  will   return   documents   containing  

sing

,  

sang

,  

sung

,  

sings

,   and  

singing

.

 

NOTE

Words   such   as   financial   and   financing   that   begin   the   same   may   not   be   consid ‐ ered   to   have   the   same   root   because   one   is   a   noun   and   the   other   is   a   verb.

  In   these   cases,   use   a   wildcard   to   expand   the   number   of   words   that   will   match  

(e.g.,   specify  

financ*

  and   select   stem   search   to   return   documents   containing  

financial

  and  

financing

).

Š

Stem   Search  

(SQL   Server).

 

Find   suffix   variations.

  For   example,   a   search   for   fish   will   return   documents   containing   fish,   fished,   fishing.

 

NOTE

A   search   for   sing   will   not   return   sang   or   sung   because   the   spelling   of   the   base   word   has   changed   (not   just   a   change   in   suffix).

Searching for Annotated, Redacted, or Edited Documents

This   section   allows   you   to   search   for   documents   that   were   last   edited   within   a   date   range   that   you   specify,   all   edited   documents,   or   documents   that   have   been   annotated   or   redacted.

  You   can   use   the   searches   individually,   or   build   the   query   using   all   three   options,   as   shown   below.

  FIGURE   4.13

ANNOTATED,   REDACTED,   OR   EDITED   OPTIONS   SECTION

1.

Search   for   edited   documents   in   the   following   date   range:  

Click   the

Date  

button   to   enter   the   date   in   the   correct   format.

  This   search   checks   any   edited   date.

For   example,   if   a   document   was   edited   July   20,   2011   and   again   in   September   2011,   and   you   specify   less ‐ than   July   31   as   the   date   range,   this   document   will   be   returned.

 

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The   search   operator   for   this   search   is  

MODIFIEDDATE

.

2.

Search   for   all   edited   documents:

  use   this   option   to   search   for   all   documents   that   have   been   edited.

 

The   search   operator   for   this   search   is  

MODIFIED

.

3.

  Search   for   all   annotations   and   redactions,   or   a   specific   type.

  For   annotation   search   syntax   for   this   – and   to   search   for   documents   that   previously   contained   annotations   or   redactions,   see  

“Search  

Operators   and   Query   Strings”   on   page   102

.

Limiting a Search to a Specific Folder

Use   the  

Limit   Search   to   Specific   Folders  

option   to   include   or   exclude   folders   from   your   search.

To   include   or   exclude   specific   folders:  

1.

Select   the   appropriate   operator   from   the   list   to   set   the   type   of   search.

  See  

“Choosing   the   Right  

Operator   for   the   Folder   Search”   on   page   131

.

2.

Select   the   Panel   and   then   the   folders   that   you   want   to   include   or   exclude.

 

NOTE

If   a   Panel   contains   no   folders,   it   is   not   listed.

If   the   selected   folder   contains   subfolders,   then

  Search   all   child   folders

  displays.

  FIGURE   4.14

Š

To   search  

LIMIT   SEARCH   TO   SPECIFIC   FOLDERS   SECTION a   folder   and   all   subfolders

child   folders

  check   box   are   selected.

  (that   is,   search   recursively),   ensure   the   folder   and  

Search   all  

NOTE

When   you   click   Add,   the   Search   Builder   displays   the   following   syntax:   

+|Panel  

Name|Folder   name|

Š

To   search   the   parent   folder   only,   clear   the  

Search   all   child   folders  

check   box.

3.

If   you   are   searching   multiple   folders,   change   the  

Folder   Separator

  operator   if   necessary   (by   default   it   is   OR.)   For   more   information   on   operators,   see  

“Choosing   the   Right   Operator   for   the   Folder  

Search”   on   page   131 .

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Choosing the Right Operator for the Folder Search

Selecting   AND,   OR,   or   NOT   determines   how   folders   are   included   or   excluded,   as   follows:

Š

AND:  

Only   the   selected   folders   are   searched,   and   only   documents   in   common   are   retrieved.

Š

OR:  

The   contents   of   the   selected   folders   are   returned   in   addition   to   the   search   results   from   the   rest   of   the   search   (if   applicable).

Š

NOT:

  The   selected   folders   are   excluded   from   the   search.

  Using   the   image   above   as   an   example,   you   can   select   NOT   Hot   Documents   to   retrieve   all   documents   that   are   not   in   the   Hot   Documents   folder.

Reviewing the Search Results

To   view   the   search   results,   you   will   need   to   move   to   Document   View.

  You   can   review   these   results   in   the   Viewer   tab   and   in   Text   View   (as   they   are   highlighted   in   yellow),   and   the   search   term   words   are   added   to   the   Search   Terms   Word   Marking   list.

 

The   number   of   hits   are   shown   in   the   toolbar,   and   you   can   use   the   navigation   arrows   (circled   in   the   image)   to   navigate   through   the   search   results.

NOTE

For   more   information   on   optimizing   this   search   with   Word   Marking   terms,   see  

“Items   on   the   Word   Marking   tab”   on   page   144 .

  FIGURE   4.15

SEARCH   HITS   IN   DOCUMENT   VIEW   (VIEWER   TAB)

NOTE

In   SQL,   the   @   symbol   is   a   special   character.

  Because   of   this,   search   hits   that   include   this   symbol,   such   as   email   addresses,   are   not   highlighted   in   Text   View.

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Reviewing Comment Search Results

Full   comment   search   results   are   displayed   in   Document   View,   and   you   can   review   these   results   on   the  

Comments   tab.

  Like   standard   keyword   results,   the   number   of   hits   are   shown   in   the   toolbar,   and   you   can   use   the   navigation   arrows   to   navigate   through   the   search   results.

 

  FIGURE   4.16

RESULTS   FROM   SEARCHING   COMMENTS

Removing Criteria from a Search

All   searches   (including   filters,   and   sorted   fields)   that   are   currently   applied   are   listed   beneath   the   Quick  

Search   box.

 

To   remove   search   terms   or   criteria   from   your   search:

1.

In   the  

Search

  area,   do  

one  

of   the   following:

Š

To   remove   an   individual   term,   select   the   search   term   that   you   want   to   remove,   and   click   the  

x

  beside   the   term.

 

The   selected   term   is   highlighted.

Š To   remove   all   search   terms,   click  

Remove   all

  (the   large   X   beside   the   Quick   Search   box).

NOTE

If   you   have   selected   a   term   that   you   do   not   want   to   remove,   then   click  

Cancel

.

2.

If   you   are   removing   one   term,   then   click  

Remove

.

The   table   view   refreshes   to   display   the   revised   search   results.

Cancelling a Search

You   can   cancel   a   long ‐ running   search   (e.g.,   if   search   criteria   is   too   vague,   or   there   are   an   unexpectedly   large   number   of   hits)   by   clicking   the  

x

  beside   the   search   term   that   is   in   progress.

 

  FIGURE   4.17

CANCEL   A   SEARCH

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Ranking Search Results

In   regular   databases   (or   databases   where   no   active   document   group   is   selected)   once   you   have   run   a   search,   the   score   (search   result   matches)   will   be   shown.

  Documents   are   ranked   based   on   whether   search   words   are   found   as   a   phrase,   the   proximity   of   search   words,   and   how   many   search   elements   are   found   in   the   document.

 

Scoring   is   calculated   for   word   searches   only   (not   Bates   or   Date   searches).

  This   includes  

Similar   Word  

Options

  searching,  

Specific   Fields

  searching,   and  

Proximity

  searching,   as   well   as   word   and   phrase   searching.

  When   scoring   is   applied,   the   Score   icon   displays   in   the   Search   area   and   on   the   breadcrumb   bar.

  FIGURE   4.18

SCORE   INDICATORS   IN   TABLE   VIEW

TIP

You   can   rank   (or   sort)   score   results   by   clicking   the  

Score

  column   heading   to   sort   by   highest   to   lowest   score   results.

If   the   active   View   does   not   include   the   (Score)   column,   you   will   not   see   it   in   the   Table   View   grid.

  If   you   can   modify   the   view,   you   can   re ‐ add   the   column   to   your   view.

  See

  “Customizing   the   View   (Creating   a  

Field   Template)”   on   page   42

  for   more   information.

Score and Sorting

When   Score   is   applied   with   sorted   fields,   the   sorted   fields   take   precedence   over   the   ranked   results.

  If   you   have   sorted   multiple   fields,   you   can   move   the   Score   Indicator   to   re ‐ rank   the   documents   by   Score.

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Scoring in Oracle

Documents   are   scored   in   three   categories   (described   below).

  Category   1   scores   are   more   heavily   weighted   than   Category   2   scores,   which   in   turn   are   more   heavily   weighted   than   Category   3   scores.

Category 1 – Matching Precise Phrase

When   all   search   words   in   a   query   are   found   as   an   exact   phrase,   the   document   receives   a   higher   score.

 

For   example,   if   you   search   for  

(Henderson)   AND   (Termination)

,   then   documents   that   contain   the   actual   phrase   “Henderson   Termination”   will   receive   a   higher   score   than   documents   where   the   words   are   not   together.

 

Category 2 – Proximity of Search Words

When   search   words   are   found   close   to   each   other   in   a   document,   the   document   receives   a   higher   score.

  Continuing   with   the  

(Henderson)   AND   (Termination)  

example,   a   document   where   the   words  

Henderson   and   Termination   are   found   in   the   same   sentence   will   receive   a   higher   score   than   a   docu ‐ ment   where   the   search   words   are   found   in   separate   sentences.

Category 3 – Number of Search Elements Found

When   more   elements   of   a   query   are   found,   the   document   receives   a   higher   score.

  For   example,   if   we   expanded   the   query   to

  (Henderson)   AND   (Termination   OR   Confidentiality)

,   there   are   three   words   that   could   be   found   but   only   two   are   required   for   a   match   (Henderson   and   either   Termination   or   Confiden ‐ tiality).

  Documents   that   contain   all   three   words   (Henderson,   Termination,   and   Confidentiality)   would   result   in   a   higher   score   than   documents   that   contain   either   “Henderson   and   Termination”   or   “Hender ‐ son   and   Confidentiality”).

 

Scoring in SQL

Scoring   takes   into   account   the   relative   rarity   of   the   search   terms   and   their   density   in   the   returned   doc ‐ ument.

  Infrequent   terms   count   more   heavily   than   common   terms,   so   hits   in   a   short   document   count   more   heavily   than   hits   in   a   long   document.

As   seen   in   the   following   image,   there   is   no   maximum   score   (scoring   is   not   ‘out   of   100’).

  FIGURE   4.19

SEARCH   RESULTS   WITH   SCORE

NOTE

No   value   in   the   Score   column   means   that   the   score   for   that   document   is   0   (indicat ‐ ing   that   there   are   very   few   occurrences   of   the   search   term   in   that   document).

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Combining and Rerunning Searches

Searches   run   during   your   current   session   are   listed   in   the  

Search   History

  section   of   the   Custom   form.

 

You   can   review   the   syntax   of   searches   that   have   been   run   during   your   session,   rerun   and   edit   specific   searches,   combine   searches   using   a   different   search   operator.

 

NOTE

Facets   are   not   saved   with   searches   listed   for   your   session,   but   they   can   be   saved   with   a   Saved   search.

To   combine   multiple   searches:

NOTE

Any   active   searches   and   filters   are   removed   once   you   run   a   search   from   Search  

History.

  Filters   can   be   re ‐ applied   once   you   have   run   your   combined   search.

1.

In   the  

Custom

  form,   click  

Search   History

.

 

The   searches   for   your   current   session   are   listed.

  FIGURE   4.20

SEARCH   HISTORY   LIST

2.

Select   the   search   terms   you   want   to   combine.

 

TIP

Using   the   Quick   Search   box,   you   can   specify   any   of   the   History   search   numbers   in   a   query   string.

  For   example,   enter   2   AND   3   in   the   Quick   Search   box   to   combine   the   search   results.

3.

To   edit   the   search   terms,   click  

Add

.

  The   search   criteria   is   added   to   the   Search   Builder,   allowing   you   to   edit   the   search.

  Click  

Perform   Search

.

4.

If   you   are   not   editing   the   search   terms,   choose   a   method   to   combine   the   search   terms:  

Š

AND:  

The   criteria   in  

all  

selected   searches   must   be   met.

 

Š

OR:  

The   criteria   in  

any

  of   the   selected   searches   can   be   met.

Š

NOT:  

This   can   be   selected   to   return   everything   except   for   the   results   of   a   combined   search.

5.

Click  

Perform   Search

.

The   result   of   the   combined   search   is   displayed   in   the   grid.

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Saving Search History Searches

When   you   save   a   selection   from  

Search   History

,   it   is   given   the   name   of   the   search   term.

  The   search   can   be   renamed   once   it   has   been   added   to   the   Saved   Search   section.

To   save   search   terms:

1.

In   the  

Search   History

  section,   select   one   or   more   search   terms   that   you   want   to   save   and   then   click  

Save.

2.

Select   one   of   the   following   from   the   Save   menu:

Š

To   make   the   search   personal,   select  

as   Private

.

Š

To   make   the   search   available   for   all   project   members,   select  

as   Public

.

 

Once   you   have   selected   the   save   option,   the   saved   search   is   added   to   the   Saved   Search   section.

Saving a Search

When   you   save   a   search,   it   is   automatically   added   to   the   following   locations:  

Š

Saved   Searches   tab,   and

Š

Saved   Search   section   of   the   Custom   form.

In   each   case,   your   search   criteria   is   saved   with   selected   facets,   search   criteria   with   sorted   fields,   and  

Xmplar   searches   so   that   other   people   on   your   team   can   retrieve   and   run   that   search   at   another   time.

Saved Searches

The   Saved   Searches   tab   lists   searches   that   you   have   saved,   as   well   as   public   searches   that   other   project   members   have   saved.

  Using   this   tab   to   scan   and   review   searches   makes   it   easier   to   re ‐ run   a   saved   search,   or   combine   it   with   other   searches   that   might   already   be   in   the   Search   area.

Once   you   have   saved   a   search,   you   can   learn   more   about   the   search   parameters   by   hovering   over   the   search   name,   as   shown   in   the   image   above.

  This   tip   also   includes   information   about   who   can   view   the   search,   displayed   beside   the   name   of   the   person   who   created   the   search,   as   follows:

Š

 

Public   Search.

 

This   is   a   search   that   is   shown   for   all   project   members,   created   by   you.

Š

Personal   Search.

 

This   is   a   personal   search,   created   by   you,   and   available   only   to   you.

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Saved Searches in the Custom Form

Any   search   that   you   save   is   also   saved   to   the   Custom   form   so   that   you   can   still   easily   retrieve   it   if   you   are   using   these   search   features.

  FIGURE   4.21

SAVED   SEARCH   LISTING

To   save   search   criteria:

1.

In   the   Search   area,   click  

Save  

The   Save   Search   section   opens.

.

2.

To   save   a  

new  

search,   do   the   following   as   necessary:

a.

Type   in   the   name   of   the   search   that   you   want   to   save   in   the  

Saved   Search   Name

  box.

b.

If   you   want   to   save   this   for   yourself   only,   check   the  

Personal  

box.

  If   the   Personal   box   is   not   checked,   this   search   will   be   avail ‐ able   for   all   project   members.

c.

Click  

Save

.

  If   you   are   replacing   an   existing   saved   search,   you   will   click  

Overwrite

.

Running a Saved Search

When   you   retrieve   and   run   a   saved   search,   it   is   added   to   any   existing   searches   in   your   current   session.

 

After   you   re ‐ run   a   search   that   contains   facets,   the   facet   selections   are   set   to   the   values   in   the   saved   search.

NOTE

If   you   do   not   want   to   add   the   saved   search   to   current   results,   make   sure   you   clear   returned   results   first.

  See

  “Removing   Criteria   from   a   Search”   on   page   132

.

To   run   a   saved   search   from   the   Saved   Searches   tab:

1.

Click   the  

Saved   Searches   tab.

The   Saved   Search   section   opens.

2.

Click   the  

Search

  icon   beside   the   search   that   you   want   to   run.

To   combine   a   saved   search   with   existing   search   criteria:

1.

Ensure   that   the   search   operator   is   set   to   AND   or   OR.

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2.

From   the  

Saved   Searches  

tab,   select   the   search   that   you   want   to   add   and   then   click   and   drag   the   search   into   the   search   box.

  FIGURE   4.22

DRAGGING   A   SAVED   SEARCH   INTO   THE   SEARCH   BOX

Once   added   to   the   search   box,   the   search   criteria   displays.

 

3.

Click  

Search

  to   run   the   search.

To   run   a   saved   search   from   the   Custom   form:

NOTE

Any   active   filters   are   removed   once   you   run   a   saved   search.

  This   filter   can   be   re ‐ applied   once   you   have   run   your   search.

1.

Select   the  

Saved   Search

  section   of   the  

Custom  

form.

The   Saved   Search   section   opens.

TIP

To   quickly   find   specific   search   criteria,   click   in   a   specific   column   to   sort   it   in   ascend ‐ ing   order.

2.

To   edit   the   search   terms,   do   the   following:  

Š

Select   one   or   more   searches,   and   then   click  

Add.

 

The   search   criteria   is   added   to   the   Search

Builder,   where   it   can   be   edited.

  Once   you   have   finished   editing,   click  

Perform   Search

.

 

3.

If   you   are   not   editing   the   search   terms,   do  

one

  of   the   following   as   necessary:

Š

To   re ‐ run   an   individual   search,   select   the   search,   and   then   click  

Quick   Search

.

 

Š

To   combine   searches   that   do   not   contain   facets,   select   searches   you   want   to   combine.

  Select  

AND

  or  

OR

,   and   then   click  

Quick   Search

.

NOTE

You   cannot   combine   searches   that   contain   facets.

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Renaming a Saved Search

When   you   choose   to   rename   a   saved   search,   the   search   name   is   cleared,   allowing   you   to   enter   a   new   name.

  Consider   making   a   note   of   the   name   before   renaming.

 

To   rename   a   saved   search:

1.

In   the  

Saved   Search

  section   of   the  

Custom

  form,   select   the   search   term   that   you   want   to   change.

2.

Click  

Rename

.

The   Search   Name   field   is   cleared   so   that   you   can   change   the   search   name.

  FIGURE   4.23

CLEARED   SEARCH   NAME   FIELD

3.

Enter   the   new   name   for   the   search   and   then   click   outside   of   the   field   to   save   the   new   name.

Deleting a Search

Unless   you   are   an   administrator,   you   can   only   delete   searches   that   you   created;   public   searches   cre ‐ ated   by   other   project   members   cannot   be   deleted.

To   delete   a   search:

1.

In   the  

Saved   Search   section   of   the   Custom   form

,   select   the   searches   you   want   to   remove.

2.

Click  

Delete

.

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Xmplar: Searching for Related Documents

Xmplar

® enables   you   and   other   team   members   to   create   an   ideal   document   to   return   all   conceptually   similar   documents.

  Creating   this   type   of   document   reduces   the   need   to   run   multiple   searches,   as   all   related   concepts   are   contained   within   a   single   document.

  When   in   use   with   Predictive   Review,   Xmplar   can   assist   in   training   XERA   with   relevant   examples   of   issues   within   the   database   to   return   more   accu ‐ rate   coding   predictions.

The   main   steps   for   creating   and   searching   for   conceptually   similar   documents   are   as   follows:

  FIGURE   4.24

XMPLAR   STOCK   AND   BONUS   DOCUMENT   AND   ITS   SECTIONS

1.

Create   a   document.

 

Create   a   document   that   contains   ideas   of   items   you   want   to   find,   or   that   pro ‐ vides   good   examples   of   concepts   that   match   an   Predictive   Review   issue.

 

Š

ID:  

tax.

The   number   used   to   identify   the   Xmplar   search   and   document.

  This   is   used   in   the   Search   syn ‐

Š

Created   By/Created   Date:  

The   user   who   created   the   Xmplar   document,   and   the   date   it   was   cre ‐ ated.

Š

Personal:  

Indicates   if   the   document   you   created   is   available   only   to   you.

  This   selection   cannot   be   changed.

  (Note   that   documents   created   for   a   Predictive   Review   project   are   always   public.)

2.

Add   sections   to   the   document.

 

Add   your   examples   and   ideas   to   the   document.

  Once   a   section   is   added,   you   can   enable   or   disable   each   section   for   specific   search   and   document   requirements.

 

Once   the   sections   have   been   created,   the   following   columns   are   updated   in   the   Xmplar   listing:

Š

Sync   Date:  

The   date   a   section   was   added,   activated,   or   deactivated.

Š

Count:

  The   number   of   all   sections   in   the   document.

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Creating an Xmplar Document

An   Xmplar   document   contains   sections   of   text   (paragraphs   and   sentences)   that   conveys   ideas   you   want   to   find.

  This   ideal   document   enables   you   to   retrieve   conceptually   similar   documents.

  Since   this   document   contains   sections   of   text,   you   create   it   in   Document   View,   and   copy   and   paste   key   issues   and   concepts   directly   into   the   Xmplar   document.

NOTE

You   can   create   a   maximum   of   32   sections   in   one   document.

To   create   a   document:

1.

In   Table   View,   click  

Xmplar

 

2.

Click  

New

.

 

The   New   Xmplar   section   opens.

.

  FIGURE   4.25

CREATING   A   NEW   XMPLAR

3.

Do   the   following   as   necessary:

a.

Type   a   descriptive   name   for   the   document   in   the  

Name

  column.

b.

If   you   are   creating   this   document   for   a   Predictive   Review   project,   then   click   in   the  

Associated  

Issue  

field   and   select   the   panel   and   folder   from   the   list.

 

NOTE

This   field   will   only   display   if   a   Predictive   Review   panel   is   enabled   for   your   use.

c.

Indicate   if   this   document   will   be   personal   by   checking   the  

Personal  

check   box.

  A   personal   docu ‐ ment   cannot   be   changed   to   a   public   one.

TIP

Keeping   a   document   public   allows   other   team   members   to   add   and   edit   the   document,   assisting   in   project   collaboration   and   review   consistency.

4.

In   Document   View,   select   the   relevant   text   in   Text   View   or   the   Viewer   tab   (up   to   a   maximum   of  

2000   characters),   and   then   click  

Xmplar

.

Xmplar   opens,   displaying   the   document   names.

  FIGURE   4.26

SELECTING   AN   XMPLAR   DOCUMENT

5.

Select   the   document   to   which   the   section   belongs.

The   section   is   added   to   the   document   and   enabled   by   default.

  You   can   return   to   Table   View   to   review   the   new   section.

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TIP

Consider   adding   sentences   or   paragraphs   that   convey   a   similar   idea.

6.

Add   as   many   sections   as   necessary   for   the   document.

  You   can   create   up   to   32   sections   in   your   doc ‐ ument.

NOTE

Created   sections   are   automatically   selected   in   the   document,   so   when   you   run   a   search   all   items   that   are   conceptually   similar   will   be   retrieved.

 

Xmplar Score and Predictive Review

If   you   are   using   Xmplar   for   Predictive   Review   only,   note   that   the  

Score

  selector   in   Xmplar   is   not   meant   for   the   Predictive   Review   project  ‐  it   is   just   applied   when   searching   for   similar   documents.

Disabling or Deleting a Section

Once   you   have   run   an   Xmplar   search,   you   can   refine   your   search   by   disabling   one   or   more   sections   in   your   document,   or   deleting   the   section   altogether.

To   disable   or   delete   a   section:

1.

In   Xmplar,   select   the   document   name   in   the   grid,   and   then   click  

Details

.

The   details   section   opens.

2.

Select   the   section   that   you   want   to   disable   or   delete,   and   then   do   the   following:

Š

To   disable   a   section,   clear   the   check   box   for   that   section.

Š

To   delete   a   section,   clear   the   check   box   for   that   section,   check   the   check   box,   and   then   click  

Delete

.

Editing an Xmplar Document

You   can   edit   an   Xmplar   document   name,   or   the   associated   issue   to   which   Predictive   Review   Xmplar   documents   are   linked.

 

To   edit   a   document:

1.

In   Xmplar,   select   the   document   name   in   the   grid,   and   then   click  

Edit

.

The   Edit   Xmplar   section   opens.

2.

Change   the   Xmplar   name   and/or   the   Associated   Issue   folder   as   necessary,   and   then   click  

Save

.

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Searching with Xmplar

Use   a   created,   ideal   Xmplar   document   to   retrieve   conceptually   similar   documents.

  When   you   create   an   Xmplar   document,   all   sections   in   your   document   are   automatically   selected   to   enable   the   broadest   conceptual   search.

  You   can   disable   specific   sections   to   focus   or   refine   your   searches   if   necessary.

To   search   using   an   Xmplar   document:

1.

In   the   Table   View   toolbar,   click  

Xmplar

  .

2.

In   this   grid,   select   the   document   that   contains   the   concepts   that   you   want   to   search.

3.

Click  

Details

  to   review   the   sections   in   your   document.

  Clear   section   check   boxes   if   necessary.

4.

Adjust   the   score   if   necessary   using   the  

Score

  slider,   and   then   click  

Find   Similar

.

NOTE

This   score   determines   how   closely   the   results   must   match   the   concept   to   be   included   in   the   result   set.

  To   reduce   the   result   set,   increase   the   Score.

The   grid   updates   with   the   results   of   your   search,   and   the   search   criteria   is   listed   in   the   Search   pane.

5.

Combine   the   Xmplar   search   results   with   a   standard   search   (see  

“Combining   and   Rerunning  

Searches”   on   page   135 ),

  or   refine   your   Xmplar   search   results   by   opening   Xmplar   and   disabling  

Xmplar   sections   as   necessary   (see

  “Disabling   or   Deleting   a   Section”   on   page   142 ).

TIP

It   is   best   to   use   Xmplar   to   re ‐ run   an   Xmplar   search;   saved   Xmplar   searches   retrieve   the   current   document   status   (that   is,   current   active   sections   and   crite ‐ ria),   rather   than   the   specific   criteria   that   was   captured   when   the   search   was   saved.

Xmplar Search Syntax

Once   an   Xmplar   search   has   run,   the   syntax   for   this   search   is   listed   in   the   Search   pane.

  This   syntax   is   for   reference   only;   it   cannot   be   entered   into   the   Quick   Search   box   to   initiate   an   Xmplar   search.

  Xmplar   searches   can   only   be   run   through   Xmplar.

The   syntax   refers   to   the   following:

FINDXMPLAR

 

documentnumber  

WITH

scorenumber

Š

Documentnumber

  is   the   Xmplar   document   number   selected   for   the   search.

Š

Scorenumber

  is   the   score   selected   for   the   search.

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Word Marking and Keyword Searches

The   Word   Marking   tab   displays   the   text   for   all   current   keyword   searches   and   Word   Marking   lists,   which   highlight   terms   or   phrases   created   by   you   or   by   your   administrator.

  This   comprehensive   tab   enables   you   to   quickly   assess   a   document,   and   enable   or   disable   terms   or   lists   to   target   a   specific   mix   of   words   or   phrases   for   focused   searching.

 

Items on the Word Marking tab

Word   Marking   highlights   words   or   phrases   from   active   word   lists,   as   well   as   active   keyword   searches   from   Table   View,   and   the   Viewer   tab   or   Text   View.

 

  FIGURE   4.27

SEARCH   TERMS   AND   LISTS   ON   THE   WORD   MARKING   TAB

The   list   order   –    Search   Terms,   Document   Search,   then   user ‐ defined   lists   –   is   the   order   in   which   the   highlights   and   counts   will   display.

  So,   if   another   list   has   the   same   term,   the   term   listed   first   displays   the   highlight   and   count.

Search   Terms   List   and   Display   Differences   in   the   Viewer   and   Text   View

Keyword   searches   from   Table   View   may   return   different   results   for   searches   within   a   particular   field.

 

(For   example   a   search   for   mhenderson*   WITHIN   To).

  Searching   a   particular   field   will   result   in   the   fol ‐ lowing   differences:

Š

Viewer   tab:  

All   words   that   meet   the   criteria   will   be   highlighted   (mhenderson   anywhere   in   the   docu ‐ ment).

Š

Text   View:  

Only   words   that   meet   the   criteria  

in   the   selected   field  

will   be   highlighted   (mhenderson   in   the   To   field).

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Creating and Using a Word Marking List

Word   Marking   highlights   user ‐ defined   or   administrator ‐ defined   word   lists,   enabling   quick   document   assessment.

  Your   administrator   might   create   a   word   list   of   privileged   names,   terms,   and   product   refer ‐ ences   so   that   you   can   quickly   recognize   if   a   document   is   privileged   and   code   it   appropriately.

  As   a   user,   you   can   create   your   own   personal   lists   to   highlight   terms   important   to   your   review.

  Since   these   lists   are   personal,   they   can   only   be   seen   and   used   by   you.

To   create   a   Word   Marking   list:

1.

In   Document   View,   select   the  

Word   Marking

  tab.

Any   existing   Word   Marking   lists   (and   search   results)   are   shown.

2.

Click  

Create   New   List

  .

The   Create   New   List   section   opens.

  FIGURE   4.28

CREATE   WORD   MARKING   LIST

3.

Enter   the   name   of   the   list   in   the  

List   Name

  field.

NOTE

The   name   can   be   up   to   50   characters   in   length,   but   cannot   include   special   charac ‐ ters.

4.

Enter   words,   terms,   or   phrases   that   you   want   to   include   in   your   list.

  Press   the   Enter   key   to   separate   individual   words,   terms   or   phrases.

 

5.

To   set   the   color   for   the   word   marking   terms,   select   a   color   by   clicking   the   color   selector   and   choos ‐ ing   a   color   from   the   list.

6.

Do   the   following   as   necessary:  

Š

To   set   the   color   for   the   background   (essentially   highlighting   the   text),   select  

Background

.

 

Š

To   set   the   color   for   the   text,   select  

Text

.

7.

Click  

Confirm

.

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Using a Word Marking List

When   a   word   list   is   created,   it   is   initially   active.

  However,   you   can   change   its   display   behavior   as   fol ‐ lows:

1.

Click   the   marker   beside   the   list   name.

The   list   and   Viewer   page   refreshes.

  Once   the   term   is   active,   the   number   of   times   that   term   is   found   in   the   displayed   document.

2.

To   remove   the   highlight   from   specific   terms   (or   hide   them   altogether),   click   the   marker   again   until   the   state   that   you   want   is   shown.

  See  

“Changing   the   Term   Display”   on   page   146 .

Changing the Term Display

Since   you   may   have   many   keyword   searches   and   active   word   lists,   you   can   choose   to   turn   off   specific   lists,   or   activate   navigation   for   other   lists,   while   you   are   reviewing.

 

The   icon   beside   the   list   and   term   denotes   term   behavior   in   the   displayed   document,   as   follows:

Displayed,   with   navigation   activated.

 

This   is   the   default   setting   for   Search   Terms   and   Document  

Search   lists.

  Word   Marking   lists   or   individual   terms   can   be   activated   for   navigation   by   changing   the   term’s   state.

 

In   the   toolbar,   this   is   marked   as  

Navigable

.*

Active   term.

 

The   term   is   highlighted   in   the   current   document.

In   the   toolbar,   this   is   marked   as  

Visible

.*

Disabled   term.

  The   term   is   not   highlighted   in   the   current   document.

 

Mixed.

 

This   icon   only   displays   at   the   list   level,   and   simply   indicates   that   not   all   terms   in   the   list   have   the   same   display   or   navigation   ability.

*   The   results   of   these   changes   are   also   listed   in   the  

Search   Hit   Details

,   which   opens   when   you   hover   over   the   search   hit   text   on   the   toolbar   tab   in   Viewer   or   Text   View.

  See  

“Searching   for   Keywords   in   Doc ‐ ument   View”   on   page   148  

for   more   information.

Editing a Word Marking List

You   can   edit   a   list   that   you   have   created.

  Administrator   lists   (and   Search   Term   lists)   cannot   be   modi ‐ fied,   but   like   other   lists,   they   can   be   made   inactive   for   your   session.

 

To   edit   a   Word   Marking   list:

1.

In   the  

Word   Marking

  tab,   select   the   list   that   you   want   to   edit.

The   selected   list   opens   for   editing.

2.

Edit   or   change   the   name,   terms,   or   color   as   necessary,   and   then   click  

Confirm

.

TIP

If   you   do   not   see   the   changes   immediately,   click  

Refresh  

.

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Printing a Word Marking List

While   in   Viewer,   you   can   print   the   search   results   from   active   word   marking   lists   for   a   specific   docu ‐ ment.

 

To   print   a   Word   Marking   list:

1.

Ensure   that   the  

Viewer

  tab   is   open.

2.

In   the  

Word   Marking

  tab,   click  

Print   List

.

The   Print   Preview   screen   opens,   displaying   the   active   word   marking   lists.

  FIGURE   4.29

3.

Click  

Print

.

PRINT   PREVIEW   SCREEN

Deleting a Word Marking List

To   delete   a   Word   Marking   list:

1.

In   the  

Word   Marking

  tab,   select   the   list   that   you   want   to   delete.

You   are   prompted   to   confirm   the   removal.

2.

Click  

OK

.

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Searching for Keywords in Document View

Once   you   bring   documents   retrieved   from   a   search   to   Document   View,   you   can   refine   your   search   in   the   Viewer   by   searching   for   keywords   in   the   current   document.

  This   is   a   different   search   from   the   gen ‐ eral   keyword   search   done   in   the   Quick   Search   box   in   Table   View,   since   this   search   only   returns   hits   in   the   displayed   document.

To   search   for   keywords:  

1.

Type   the   search   term   in   the   search   box.

 

Š

To   search   for   a   partial   word   (a   wildcard   search),   enter   text   and   insert priate   spot.

  For   example,   financ*   to   return   finances,   financing,   etc.

  an   asterisk*   at   the   appro ‐

Š

To   return   only   the   exact   term   that   you   enter,   click   the   Search   Option   icon  

Whole   Word   Only

.

and   select  

Match

Š

In   Text   View,   you   can   use   WITHIN   searches   to   narrow   your   keyword   search   to   a   particular   field.

 

2.

Press  

Enter  

to   start   the   search.

The   results   are   highlighted.

  FIGURE   4.30

HIGHLIGHTED   SEARCH   RESULTS

3.

Do   the   following   as   necessary:

Š

To   navigate   through   the   search the   Word   Marking   tab,   this   navigation   may   include   other   terms.

  See   “Search   Hit   Details”   on   page  

149   for   more   information.)

  results,   click   the   down ‐  or   up ‐ arrow.

  (Depending   on   active   lists   in  

As   you   navigate   through   each   search   result   the   current   result   is   highlighted   in   orange.

  All   other   results   are   yellow.

Š

To   clear   the   search   term,   click   the  

Clear   Search

  icon   .

TIP

The   current   search   is   retained   if   you   go   to   Text   View.

  Similarly,   a   document   search   run   in   Text   View   is   retained   if   you   go   to   the   Viewer   tab.

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Search Hit Details

The   Word   Marking   tab   and   the   Search   Hit   Details   box   provide   detailed   information   about   displayed   search   results.

  Hovering   over   the   Search   hit   text   on   the   Viewer   or   Text   View   toolbar   opens   the   Search  

Hit   Details   tip   that   lists   all   the   information   about   displayed   and   active   hits   in   the   document,   as   shown   in   the   following   image.

  FIGURE   4.31

SEARCH   HIT   DETAILS   TIP

In   the   above   image,   4   terms   can   be   reviewed   using   the   up ‐  and   down ‐ arrows,   since   only   the   Document  

Search   terms   are   activated   for   navigation.

  The   remaining   details   are   classified   as   follows:

Š

Total   Hits:

  The   number   of   total   hits   in   the   document:   visible,   hidden,   and   navigable.

  In   the   image   above,   this   is   a   combination   of   Document   Search,   Hot   Terms,   and   ‘agreement’   from   Sample   Review.

Š

Visible:  

The   number   of   hits   from   active   Word   Marking   terms.

Š

Hidden:

  The   number   of   hits   in   fields   that   are   not   displayed   in   Text   View   (which   can   be   a   result   of   a   customized   field   view).

  Note   that   this   only   applies   to   Text   View   (as   this   view   contains   multiple   fields).

As   described   in   “Changing   the   Term   Display”   on   page   146 ,   any   of   these   terms   can   be   disabled   if   a   more   focused   review   is   required.

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5  

Reviewing

 

Documents

Introduction

Use   Document   View   to   perform   an   in ‐ depth   review   of   documents:   review   the   metadata   and   native   files,   annotate   and   redact   images,   and   code   the   documents   within   this   screen.

 

This   chapter   covers   the   following   topics:

Š

“Overview”   on   page   153

Š

“Batch   Review”   on   page   161

Š

“Predictive   Review”   on   page   163

Š

“Reviewing   Images”   on   page   165

Š

“Viewing   a   Native   File”   on   page   172

Š

“Reviewing   E ‐ mail   Relationships”   on   page   177

Š

“Editing   a   Document”   on   page   180

Š

“Posting   a   Comment   to   a   Document”   on   page   182

Š

“Coding   a   Document”   on   page   185

Š

“Reviewing   Related   Documents”   on   page   187

Š

“Reviewing   Document   History”   on   page   195

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Overview

Document   View   provides   multiple   ways   of   reviewing   your   documents   all   within   one   screen,   regardless   of   your   review   workflow.

  Review   the   metadata   and   the   native   files,   annotate   and   redact   the   images,   and  

code   the   documents  

all   within   one   screen.

  FIGURE   5.1

DOCUMENT   VIEW

A

B

C

D

Document   View   (Reviewing   and   Redacting).

 

View   one   document   record   at   a   time.

  The   document   record   includes   text   scanned   or   extracted   from   the   document.

  If   no   native   file   or   image   is   available   for   the   document,   you   will   see   Text   View,   as   shown   in   Figure   5.1.

Use   the  

Viewer  

tab   to   review   the   native   file   (in   image   format),   or   switch   to   the

  Image  

tab   to   redact   or   annotate   images.

  If   it   has   been   set   up   for   you,   you   can   also   view   the   native   file   in   its   native   program   by   clicking   the   link   beneath   the   document   title.

Tip:

Review   the   history   of   document   actions   through   the  

History  

tab   (in   the   Review   section).

Review   Section.

  Use   the   Coding   tab   to   code   (or   review)   documents,   and   to   add   comments   to   a   specific   record.

  See

  “Coding   a   Document”   on   page   185

,   and  

“Posting   a   Comment   to   a   Document”   on   page   182 .

Note:

If   you   do   not   see   the   Coding   tab,   you   might   not   have   permission   to   view   panels.

  Contact   your   administrator   for   more   information.

Customizing   and   Changing   Text   View.

 

In   Text   View,   you   can   use   the   Text   View   toolbar   to   customize   the   displayed   fields   and   the   number   of   fields,   and   save   these   settings   as   a   template.

  You   can   also   adjust   the   font   size   of   the   record.

  See  

“Customizing   Text   View”   on   page   157

.

Document   List   Section.

 

The   grid   on   the   left   side   displays   record   information   for   the   native   file   or   image   when   you   are   in   the   Viewer   or   Image   tab.

  You   can   expand   any   displayed   column   to   view   more   field   information.

  The   column   stays   expanded   until   you   close   the   database.

Document   Grouping   and   Navigation.

 

If   you   are   in   an   active   group   in   a   Document   Groups   database,   you   can   use   the   following   buttons   to   assist   with   parent ‐ child   review   as   follows:

By   clicking   this   column   in   the   Document   List,   you   can   fully   expand   the   groups   to   see   document   relationships.

 

Navigate   from   parent   document   to   parent   document,   and   skip   the   attachments   in   between.

 

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NOTE

The   Document   List   and   Review   sections   can   be   completely   collapsed   so   that   you   can   edit   in   full ‐ screen   mode.

Document View Navigation

Result Set Navigation

Like   in   Table   View,   the   number   of   records   listed   in   the   Document   List   is   dependent   on   your   browser   display   (however,   the   minimum   number   shown   is   10,   the   maximum   is   50).

  You   can   page   through   the   image   or   native   file   records   by   clicking   the   navigation   buttons   at   the   bottom   of   the   list;   the   number   of   sets   indicate   how   many   sets   are   listed.

 

TIP

You   can   streamline   your   document   review   by   creating   a   customized   Document   List.

 

This   list   enables   you   to   specify   the   fields   that   you   want   to   view,   so   you   can   ensure   that   the   Viewer   tab   or   Image   tab   (or   even   the   Text   View   tab)   remains   active   during   your   review.

Alternatively,   you   can   navigate   by   image   or   native   file   by   clicking   arrows   beside   the   image   or   native   file   name   (found   at   the   top   of   the   screen).

Viewing a Specific Record

To   go   to   a   specific   record   in   the   collection,   enter   the   document   or   record   number   in   the   Document   or  

Record   navigation   box,   and   then   press   Enter.

 

NOTE

If   you   have   run   a   search,   the   document   number   may   be   different   from   the   record   number.

  Refer   to   the   Document   List   on   the   left   side   for   record   number   information.

  FIGURE   5.2

STANDARD   DATABASE:   DOCUMENT   AND   RECORD   NAVIGATION   BUTTONS   IN   THE   BREADCRUMB

In   a   document   groups   database,   the   breadcrumbs   are   slightly   different:   the   number   of   document   groups   are   shown,   and   you   can   enter   the   number   for   a   parent   document:   either   the   group   number   or   the   record   number.

  (You   cannot   navigate   by   child   documents   using   the   breadcrumbs.)

  FIGURE   5.3

ACTIVE   DOCUMENT   GROUP:   DOCUMENT   AND   RECORD   NAVIGATION   BUTTONS   IN   THE   BREADCRUMB  

The   Document   View   updates   to   display   the   selected   document.

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Viewing Images or Text Only

In   Document   View,   native   files   open   first   (when   set   up   in   your   database),   so   the   Viewer   tab   will   open   to   display   the   native   file.

  If   you   want   to   review   images   or   metadata   instead,   you   can  

pin  

the   Image   or  

Text   View   tab   by   clicking   the   pin   icon.

  Note   that   when   you   are   viewing   a   native   file   –   and   then   pin   the  

Image   tab,   the   image   from   the   native   field   will   automatically   display   in   the   Image   tab.

  FIGURE   5.4

PIN   A   TAB

The   tab   will   be   unpinned   if   you   manually   select   another   tab,   or   if   you   open   the   Viewer   or   Image   tab   in   a   new   window.

NOTE

Since   native   files   are   meant   to   open   first,   the   Viewer   tab   cannot   be   pinned.

Customizing the Document List

When   native   files   or   images   are   set   up   in   the   database,   a   native   file   and   an   image   link   View   (identified   by   the   native   file/image   field   name)   could   be   available   for   use,   enabling   you   to   review   native   files   and   images   respectively.

You   can   add   one   or   more   fields   to   your   Document   List   to   review   key   document   details   while   viewing   a   native   file   or   image.

  For   example,   you   could   add   a   To/From   field   and   Sent   Date   fields   to   see   key   e ‐ mail   details   while   you   review   native   files   (shown   in   the   following   image).

  Although   there   is   no   limit   to   the   number   of   fields   that   you   can   add,   you   can   only   view   the   content   of   two   or   three   fields   without   expanding   the   panel.

  FIGURE   5.5

DOCUMENT   LIST   WITH   A   SELECTED   CELL

A.

  Customized   Document   List.

 

When   you   create   a   custom   Document   List,   the   first   listed   field   dictates   the   tab   that   will   open:   a   native   file   field   will   open   the   Viewer   tab;   a   text ‐ only   field   will   open   Text   View,   etc.

  You   can   manually   select   another   field   in   the   list.

  See  

B

.

B.

  Current   display.

  The   lighter   color   indicates   that   this   field   is   currently   displayed   in   the   page   view.

  You   can   manually   change   this   selection   by   pressing   Ctrl   and   clicking   in   the   cell   that   contains   the   data   you   want   to   view.

  For   example,   if   your   list   has   multiple   image   fields,   clicking   in   the   specific   cell   will   open   the   selected   image   in   the   Image   tab.

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To   customize   the   Document   List:

1.

Beneath   the   Documents   tab,   click  

Customize   the   View  

The   View   Settings   box   opens.

.

  FIGURE   5.6

VIEW   SETTINGS   DIALOG   BOX

2.

Do   the   following   as   necessary:

Š

To   select   fields   to   add   to   your   view,   use   the   arrow   buttons   to   move   the   fields view   from   the  

Excluded

  column   to   the  

Selected  

Column.

  If   you   select   both   the   native   file   and   imagelink   fields,   the   field   that   is   listed   first   in   the   Selected   column   will   open.

  that   you   want   to  

• Items   listed   in   parentheses,   like  

(Rec   #)

,   are   virtual   fields   that   can   also   be   removed   from   the   document   list.

  The  

File   Type   Icon

  field   will   display   an   icon   corresponding   to   the   file   type   listed   in   a   specific   field   (generally   the   attachment   field),   if   enabled   for   the   database.

 

TIP

To   select   multiple   fields,   press  

Ctrl  

while   selecting   the   fields.

Š

To   change   the   order   in   which   the   fields   are   displayed,   select   the   field,   and   then   click   the   Up ‐  or  

Down ‐ arrow   to   move   it   up   or   down   in   the   list.

3.

Click  

Save

.

 

The   updated   list   is   shown.

  To   fully   view   the   contents   of   your   new   list,   click   the   Expand   arrows   at   the   top   of   the   pane.

NOTE

Views   apply   to   the   current   session   only.

  If   you   want   to   use   these   settings   the   next   time   you   open   the   database,   then   save   the   view   as   a   template.

  See

  “Saving   a   View   as   a   Template”   on   page   158 .

To   use   a   saved   template:

1.

In   the   Document   List   section,   select   the   View   list   and   select   a   template   from   the   list.

The   fields   for   that   template   are   shown.

  As   seen   in   the   image,   personal   templates   are   indicated   by   a   red   icon;   public   templates   are   green.

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NOTE

A   current   (active)   saved   view   will   automatically   display   when   you   re ‐ open   the   database.

To   delete   a   saved   template:

1.

In   the   Document   List   section,   select   the   View   list.

 

2.

Select   the   template   name   and   click  

Delete

 

You   are   prompted   to   confirm   this   action.

3.

Click  

Yes

  to   delete   the   template.

.

Changing the Column Width

In   addition   to   saving   specific   views,   you   can   expand   columns   in   the   Document   List,   or   in   the   lists   dis ‐ played   in   the   Related   tab   (if   enabled   for   you)   so   that   the   information   you   need   can   be   easily   seen.

 

To   adjust   the   width   of   a   column:

Hover   over   the   column   line   and   click   and   drag   it   to   its   new   location.

 

Once   you’ve   adjusted   the   columns   to   suit   your   needs,   this   setting   will   be   remembered   for   the   next   time   you   open   the   database,   making   it   easy   to   pick   up   where   you   left   off.

Customizing Text View

When   reviewing   metadata   in   Text   View,   you   can   change   the   fields   that   are   displayed   so   that   only   fields   relevant   to   your   review   are   displayed.

  You   can   save   a   new   view   in   the   following   ways:

1.

Simply   save   the   view:  

the   view   is   retained   for   the   next   time   that   you   open   the   database,   and   it   becomes   your   default   view   (indicated   by   the   text   Current   View).

 

If   you   do   not   save   this   view   as   a   template,   any   changes   to   this   view   (either   by   saving   another   view,   or   using   a   template)   will   always   replace   the   current   view.

  Consider   saving   any   frequently   used   views   as   a   template.

2.

Save   the   view   as   a   template:

  once   a   view   has   been   saved   as   a   template,   it   can   be   selected   at   any   time   from   the   View   Template   list.

Š

Public   templates   are   indicated   by   a   green only   to   you)   are   indicated   by   a   red   icon.

  icon;   personal   templates   (created   by   you   and   available  

To   change   the   displayed   fields:

1.

In   the  

Text   View

  tab,   click  

Customize   the   View  

The   Text   View   Settings   box   opens.

.

  (This   button   is   found   on   the   Text   View   toolbar.)  

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  FIGURE   5.7

VIEW   SETTINGS   DIALOG   BOX

2.

Do   the   following   as   necessary:

Š

To   select   fields   to   add   to   your   view,   use   the   arrow   buttons view   from   the  

Selected

  column   to   the  

Excluded  

Column.

  to   move   the   fields   that   you   want   to  

NOTE

To   select   multiple   fields,   press  

Ctrl

  while   selecting   the   fields.

Š

To   change   the   order   in   which   the   fields   are   displayed,   select   the   field,   and   then   click   the   Up ‐  or  

Down ‐ arrow   to   move   it   up   or   down   in   the   list.

3.

Click  

Save

.

 

The   updated   view   is   shown,   and   the   template   list   displays   the   text   Current   View

Saving a View as a Template

You   can   save   your   customized   field   display   as   a   template,   and   save   multiple   templates   to   meet   differ ‐ ent   display   requirements.

  To   make   a   template   available   for   all   users,   you   can   save   it   as   a   public   tem ‐ plate.

  However,   note   that   depending   on   your   settings,   you   might   not   be   able   to   delete   a   public   template.

To   save   a   custom   view   as   a   template:

1.

Once   you   have   selected   the   fields   that   you   want   displayed,   click   the  

Save

  button   on   the   Text   View   toolbar.

 

The   Template   Name   section   opens.

  FIGURE   5.8

SAVE   DOCUMENT   VIEW   TEMPLATE

2.

Enter   a   name   for   the   template.

  By   default   the   saved   template   is   public.

  To   make   the   template   per ‐ sonal   (available   only   to   you),   select   the  

Personal

  check   box.

  Once   saved,   personal   templates   are   indicated   by   a   red   icon.

3.

Click  

Save

.

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To   use   a   saved   template:

1.

In  

Text   View

,   select   the   View   list   and   select   a   template   from   the   list.

The   fields   for   that   template   are   shown.

  As   seen   in   the   image,   personal   tem ‐ plates   are   indicated   by   a   red   icon;   public   templates   are   green.

To   delete   a   saved   template:

1.

In   Document   View,   select   the   Custom   Settings   list.

 

2.

Select   the   template   name   and   click  

Delete

 

The   template   is   deleted.

.

Additional Text and Field Customization

You   can   change   the   text   view   display   for   your   current   session   using   other   tools   on   the   Text   View   tool ‐ bar.

  The   following   table   describes   these   options.

Change   Text   Size.

  Adjust   the   size   of   text   so   that   it   is   larger   or   smaller   than   the   default   size.

 

Hide   Empty   Fields.

  Hide   fields   that   do   not   contain   data.

Hide   Field   Names.

 

Hide   the   field   names   so   that   you   are   viewing   metadata   text   only.

 

Viewing Additional Text

When   a   field   contains   text   that   is   over   the   display   limit,   you   can   view   the   additional   field   content  

(which   may   be   multiple   pages)   by   clicking   the   arrow   displayed   at   the   bottom   of   the   field,   as   shown   in   the   following   image,   or   by   entering   a   specific   page   number.

  (In   this   image,   there   are   4   pages   of   text.)  

  FIGURE   5.9

FIELD   THAT   CONTAINS   MORE   TEXT

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NOTE

If   you   are   navigating   through   search   hits   (active   in   the   image   above,   as   indicated   by   the  

Navigable

  text   on   the   toolbar),   you   can   just   use   the   navigation   arrows   to   go   to   the   next   search   hit   on   the   next   page.

 

Opening an Image from Text View

If   the   image   numbers   (Bates   numbers)   in   Text   View   display   in   bright   blue   text   (as   shown   in   the   image   below),   then   you   can   click   on   an   image   number   to   open   that   page   in   the   Images   tab.

  Note   that   this   will   only   display   if   the   Imagelink   has   been   selected   in   the   Document   List.

  FIGURE   5.10

IMAGE   LINK   IN   TEXT   VIEW

Retrieving Documents for Review

There   are   several   ways   that   you   can   retrieve   documents   for   review,   redactions,   and   coding:

Š

Check   out   an   assigned   batch.

  See  

“Batch   Review”   on   page   161 .

Š

From   the   Dashboard,   click   on   a   folder   that   contains   documents   required   for   review.

  (This   only   applies   if   a   Panel   has   been   set   up   for   you   on   the   Dashboard.)

TIP

If   you   are   using   an   iPad,   selecting   one   of   these   folders   will   display   the   documents   from   that   folder   in   Document   View.

  You   can   clear   the   folder   search   by   clicking   the  

Clear   Search

  button   beside   the   image   name.

 

Š

Retrieve   specific   documents   from   Table   View   and   bring   them   over   to   Document   View.

  See  

“Taking   one   or   more   documents   to   Document   View”   on   page   41

.

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Batch Review

If   enabled   by   your   administrator,   you   can   review   batches   of   documents.

  Batches   are   documents   that   have   been   designated   for   batch   review.

  If   the   project   contains   batches,   you   will   see   a   Batches   tile   on   the   Dashboard.

  This   tile   will   be   empty   until   you   have   checked   out   a   batch.

  FIGURE   5.11

BATCHES   TILE,   EXPANDED

As   shown   in

  Figure   5.11,

  there   can   be   batches   that   are   assigned   to   you,   and   batches   that   are   available   to   all   project   members.

  When   you   check   out   a   batch,   the   batch   becomes   Active,   and   you   will   only   see   the   records   in   that   batch.

TIP

To   view   a   listing   of   all   batches,   including   the   completed   ones,   you   can   clear   the  

Hide   Completed   Batches

  check   box.

  The   setting   will   be   retained   for   your   current   session.

  (Note   that   this   option   might   not   be   available.)

Checking out a Batch

To   check   out   a   batch:

1.

From   the   Dashboard,   do   one   of   the   following   as   necessary:

Š

From  

My   Batches:  

Click   on   the   batch   and   click  

Check   out

.

 

Š

From  

Unassigned   Batches:

  Click   on   a   batch   that   has   a   status   of   Available   or   Incomplete   and   click  

Check   out

.

  (If   applicable,   use   the  

Next  

button   to   view   additional   batches   available   for   check   out.)

NOTE

If   there   is   an   Active   batch   already   listed   in   My   Batches,   you   will   only   be   able   to   acquire   the   batch   (as   only   one   batch   can   be   Active   at   one   time).

 

The   status   of   the   batch   becomes   Active.

2.

Click   the   right   arrow   to   go   to   Table   View.

 

The   batch   name   that   you   are   working   in   is   shown   in   the   toolbar   breadcrumbs;   it   is   shown   after   the   database   name.

 

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Checking in a Batch

When   you   have   finished   review,   or   if   you   need   to   pass   it   on   to   another   project   member   for   review,   you   will   need   to   check   in   the   batch.

 

To   check   in   a   batch:

1.

From   the   Dashboard,   click   on   the   batch   that   you   want   to   check   in.

You   are   prompted   to   select   an   option   for   batch   check   in.

2.

Do   the   following   as   necessary,   and   then   click  

Check   In

.

Š

If   you   are   finished   the   review,   select  

Complete

.

  All   doc ‐ uments   within   the   batch   must   be   reviewed   before   you   can   select  

Complete

.

Š

If   you   are   not   finished   the   review,   select  

Incomplete

.

 

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Predictive Review

If   enabled   by   your   administrator,   you   may   have   a   predictive   review   project   (or   documents)   set   up   for   manual   review.

  Predictive   Review   can   help   you   refine   the   focus   of   document   review,   and   identify   responsive   documents   in   the   document   collection.

 

Your   role   as   a   reviewer   is   to   assist   XERA   to   understand   the   classifications   for   a   document   by   coding   it.

 

XERA   will   learn   from   your   coding   (or   training)   and   will   then   apply   that   logic   to   documents   that   have   the   same   conceptual   meaning.

  Coding   the   documents   trains   the   system   to   identify  

concepts

  that   are   rele ‐ vant   to   the   case.

 

There   are   three   effective   ways   to   do   this:

Š

Code   a   document.

Š

Add   an   entire   document   to   an   example   folder   (if   example   folders   are   set   up   for   your   workflow).

Š

Add   a   highly   relevant   paragraph   of   a   document   to   an   Xmplar   (linking   it   to   a   Predictive   Review   issue).

For   detailed   information   and   examples   on   coding   for   Predictive   Review   in   XERA,   please   refer   to   the  

Coding   for   Predictive   Review  

document.

 

Reviewing Predictive Review Documents

Predictive   Review   documents   could   be   available   for   review   in   one   of   two   ways:

Š

Batch   Review,  

or

Š

Documents   in   an   Iterations   sub ‐ folder   on   the   Predictive   Review   panel

In   Document   View,   the   Predictive   Review   panel   is   distinguished   by   an   X   icon   in   the   same   color   as   the  

XERA   theme,   as   shown   in   the   following   image.

  FIGURE   5.12

PREDICTIVE   REVIEW   PANEL   IN   DOCUMENT   VIEW

Once   the   documents   are   open   in   Document   View,   you   review   each   document   singularly:   the   content   of   the   document   cannot   be   reviewed   in   relation   to   other   documents,   but   must   be   reviewed   for   its   own   conceptual   relevance   to   the   issues   set   up   for   Predictive   Review.

  When   one   iteration   has   been   com ‐ pleted,   the   next   iteration   of   documents   for   review   may   contain   XERA   coding   suggestions   (known   as  

Soft   Checks)   –   if   this   functionality   has   been   enabled   by   your   administrator.

  See   the   next   section   for   more   information.

NOTE

Tags   that   cannot   be   selected   are   indicated   by   an   arrow   (or   pointer)   mouse   icon,   rather   than   the   standard   hand   icon.

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Reviewing Documents with Soft Checks

Once   XERA   has   enough   data,   XERA   will   submit   suggestions   for   the   documents   in   review.

  Depending   on   the   iteration   that   you   are   reviewing,   you   may   see   the   following:

Š

Translucent   tag   and   Confidence   Indicator:  

Documents   that   meet   the   minimum   score   are   shown   as   a  

Soft   Check,   in   a   lighter   color   than   manually   reviewed   documents.

  The   Confidence   indicator   is   also   displayed.

Š

Confidence   indicator   only:

  Documents   that   score   less   than   the   minimum   score   (the   line   beneath   the   graph)   will   be   shown   with   Predictive   Review   feedback   only.

 

  The   following   image   shows   how   Soft   Checks   are   displayed   on   the   Predictive   Review   panel.

 

  FIGURE   5.13

SOFT   CHECKS   ON   THE   PREDICTIVE   REVIEW   PANEL

NOTE

If   you   are   in   a   document   groups   database,   note   that   you   can   code   single   docu ‐ ments,   not   full   groups.

To   accept   a   Soft   Check:

1.

Click   the   Reviewed   check   box   (or   the   status   check   box).

  Once   selected,   the   color   indicator   changes   to   the   full   color,   indicating   that   the   selection   has   been   accepted.

Š

If   you   need  

Check   state.

to   reverse   the   coding   decision,   click   the   original   selection   again   to   return   it   to   its   Soft  

NOTE

Alternatively,   if   the   coding   is   incorrect,   you   can   manually   select   another   coding   tag.

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Reviewing Images

Your   administrator   may   include   images   of   an   original   document   in   the   database   so   you   can   verify   doc ‐ ument   data   shown   in   Text   View   against   the   original   document.

  Typically   a   document   consists   of   more   than   one   page,   so   several   images   are   created   per   document.

 

The   images   are   linked   to   an   image   link   field,   shown   in   the   Document   List.

  Selecting   the   image   link   field   from   the   list   displays   the   associated   image(s)   in   the  

Image  

tab   of   Document   View.

 

  FIGURE   5.14

IMAGE   LINK

A

B

Once   you   have   selected   the   Image   link   field   from   the   Document   List,   the   image   for   that   record   will   be   shown   in   the   Image   tab.

 

Tip:

To   add   fields   to   the   Document   List,   see

  “Customizing   the   Document   List”   on   page   155 .

Note:

If   you   have   pinned   the   Image   tab   and   there   is   no   image   for   the   current   document,   then   the   image   for   the   native   file   will   display.

  For   more   information   on   pinning,   see

  “Viewing   Images   or  

Text   Only”   on   page   155 .

The   name   of   the   displayed   image   is   shown   at   the   top.

  To   navigate   to   the   next   image,   click   the   right ‐  and   left ‐ arrows   beside   the   image   name,   or   press  

Ctrl+Space

  on   your   keyboard.

  When   opening   another   page   of   a   document,   the   page   number   of   that   document   is   shown   to   identify   that   page’s   name   in   multi ‐ page   documents.

  (In   the   image   above,   MDX00462   is   the   first   page’s   number,   but   MDX00463  ‐  the   second   page  ‐  is   displayed.)

If   you   are   in   an   active   document   group   and   you   have   selected  

Navigate   by   Groups

,   you   will   navigate   from   parent   document   to   parent   document   when   you   click   the   right ‐  and   left ‐ arrows.

Note:

Alternatively,   you   can   page   through   the   images   for   that   document   using   the   up   and   down   arrows   on   the   Images   toolbar,   use   the   Page   Up/Page   Down   buttons   on   your   keyboard,   or   enter   a   page   number   in   the   page   indicator   box   to   go   to   a   specific   page   in   the   current   document.

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C

Image   sizing   tools   and   Annotation/Redaction   tools.

  (For   more   information   on   the   annotation   and   redaction   tools,   see  

“Annotating   and   Redacting   Images”   on   page   169 .)

  Full   Screen.

 

Collapses   the   left   panel   and   top   information   bar   so   that   the   Image   tab   takes   up   most   of   the   screen.

Thumbnails.

  When   you   click   this   icon,   the   thumbnails   of   the   pages   in   the   document   will   be   pinned   beside   the   image.

  Click   on   a   page   to   go   directly   to   that   page.

  This   list   stays   pinned   until   you   click   on   it   again   to   close   it.

Clicking   on  

Fit   to   Width

  displays   a   list   with   the   following   images.

  Once   an   item   is   selected,   it   is   retained   until   you   select   another   page   display   option.

  Fit   to   Width.

  Once   selected,   images   are   resized   so   that   they   are   centred   within   the   tab.

  

• tab.

 

  Fit   to   Height.

  Once   selected,   images   are   resized   so   that   the   page   length   can   be   seen   within   the  

Full   Page.

 

Once   selected,   images   are   resized   so   that   the   full   page   can   be   seen   within   the   tab.

   Zoom   Out/Zoom   In.

  Makes   the   image   smaller   or   larger   for   viewing   ease.

  When   you   zoom   in   or   out   three   times,   the   image   will   automatically   be   enhanced   for   easier   viewing.

 

Image   Rotation.

 

Rotates   all   pages   of   the   image   by   45   degrees,   clockwise   or   counterclockwise   as   selected.

  The   rotated   image   is   for   viewing   purposes   only,   and   is   not   saved   in   its   changed   orientation.

 

Annotations   and   redactions   will   retain   their   saved   positions   on   the   rotated   image.

TIP

View   annotation/redaction   history   by   hovering   over   a   specific   annotation   or   redac ‐ tion:   a   yellow   tip   shows   who   created   and   last   edited   the   annotation,   along   with   the   regional   date   and   time.

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Opening a Viewer in a new Window

To   quickly   review   images   and   text   side ‐ by ‐ side,   you   can   view   native   files   and   images   (if   both   are   included   in   your   database)   in   a   new   window.

  As   you   navigate   from   record   to   record,   the   native   file   or   image   stays   synchronized,   and   you   can   edit,   annotate   and

  redact

  images   just   as   you   would   as   if   it   was   in   the   same   window.

To   open   a   native   file   or   image   in   a   new   window:

1.

Select   the   native   file   link   or   image   link   from   the   Document   List.

The   native   file   or   image   displays   in   the   Viewer   or   Image   tab.

2.

Click   the  

Open   in   New   Window  

icon   .

The   native   file   or   image   opens   in   a   new   window.

  The   Image   Viewer   in   the   new   win ‐ dow   contains   the   Image   toolbar.

  For   more   information   on   annotating   and   redacting   images,   see

  “Annotating   and   Redacting   Images”   on   page   169

.

  FIGURE   5.15

OPENING   THE   VIEWER

While   the   Viewer   is   in   a   new   window,   the   applicable   tab   no   longer   shows   in   the   main   XERA   window.

 

For   example,   if   you   open   an   image   in   a   new   window,   the   Image   tab   will   not   be   shown   in   the   XERA   window.

NOTE

If   you   were   viewing   a   rotated   view   of   the   image,   you   will   need   to   re ‐ apply   Image  

Rotation   in   the   new   window.

3.

To   return   a   Viewer   back   to   Document   View,   click   the  

Close

  button   on   the   open   window.

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New Window Review Differences

Document   review   in   a   new   window   is   the   same   as   in   the   standard   XERA   browser   window,   with   the   fol ‐ lowing   exceptions:

Š

Document   searches   in   the   detached   viewer   are   not   synchronized   with   the   main   Word   Marking   tab   once   the   detached   Viewer   is   closed.

  Consider   using   document ‐ level   searching   in   Text   View   for   search   term   synchronicity   as   you   review   the   document   collection.

Š

Word   Marking   lists   can   be   used   in   the   detached   Viewer,   but   lists   cannot   be   created   or   edited.

  Addi ‐ tionally,   changes   in   term   display   are   not   synchronized   with   the   main   Word   Marking   tab   once   the   detached   Viewer   is   closed.

  For   more   information   on   Word   Marking   lists,   see

  “Items   on   the   Word  

Marking   tab”   on   page   144

.

Š

Image   rotation   is   not   retained   once   the   detached   Image   window   is   closed.

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Annotating and Redacting Images

If   the   Annotations   toolbar   is   in   the   Image   tab,   you   can   add,   edit   and   delete   annotations   and   redactions   on   images.

  Once   an   annotation   has   been   saved,   you   can   also   post   a   comment   to   it.

  See  

“Posting   a  

Comment   to   a   Document”   on   page   182 .

To   add   an   annotation   or   a   redaction:

1.

Open   the   image   or   native   file   you   want   to   annotate   or   redact.

2.

Click   the   appropriate   tool   on   the   toolbar,   and   then   click   in   the   image   or   native   file   to   use   that   tool   to  

add

  annotations   or   redactions.

NOTE

Annotation   tools   are   not   displayed   if   another   user   is   viewing   the   image,   or   if   anno ‐ tation   access   has   not   been   set   for   you.If

  another   user   has   the   image   open,   a   mes ‐ sage   appears   indicating   that   the   image   is   currently   locked   by   that   user.

When   you   hover   over   any   tool   icon,   its   name   –   and   keyboard   shortcut   –   displays.

  The   following   table   describes   each   of   these   tools   in   more   detail.

Redaction.

  Places   a   black   box   on   the   image.

  If   you   hover   over   the   tool,   you   can   select   a   standard   label   that   will   be   placed   on   top   of   the   redaction.

You   can   choose   Custom   to   enter   your   own   text   in   the   redaction.

  Once   you   create   custom   text,   you   can   re ‐ use   the   text   for   your   current   session.

Keyboard   shortcut:  

r

.

  Pressing   r   again   changes   the   redaction   color.

Inverse   Redaction.

  Places   a   box   on   the   image   so   that   you   can   easily   add   a   large   redaction   to   a   page.

  Once   the   redaction   is   drawn,   the   inside   of   your   drawn   redaction   will   display   and   the   rest   of   the   page   will   be   black,   inverting   the   standard   redaction   colors.

  Alternatively,   you   can   select   a   white   color,   which   will   leave   the   drawn   area   as   is,   and   the   turn   the   rest   of   the   page   white.

Tip:

To   temporarily   view   the   redacted   text,   click   and   hold   the   inverse   or   standard   redaction.

  Use   the   Hide   Annotations   button   to   review   all   redacted   images   at   semi   or   full   transparency.

Keyboard   shortcut:  

e

.

  Pressing   e   again   changes   the   inverse   redaction   color.

Highlight.

 

Places   a   yellow   highlight   on   the   image.If

  you   hover   over   the   tool,   you   can   select   a   different   highlight   color.

Keyboard   shortcut:  

h

.

  Pressing   h   again   selects   the   next   highlight   color.

Rectangle.

 

Places   a   rectangle   on   the   image.

 

Keyboard   shortcut:  

b

Text.

 

Places   a   text   box   on   the   image.

  If   you   hover   over   the   tool,   you   can   select   standard   text   that   will   be   placed   on   the   image   (and   change   the   text   color),   or   you   can   choose   Custom   to   enter   your   own   text   in   the   redaction.

  For   more   information,   see   “Creating   a   Custom   Text   Annotation”   on   page   170 .

Keyboard   shortcut:  

t

.

  Pressing   t   again   changes   the   background   color.

Hide   Annotations.

  Makes   all   redactions   and   annotations   gradually   and   temporarily   transparent   (to   see   the   underlying   image   content).

  Redactions   and   annotations   are   transparent   after   clicking   the   Hide   Annotations   button   twice:   the   first   click   makes   the   items   semi ‐ transparent.

 

Hide   Annotations   remains   on   as   you   navigate   from   image   to   image.

  A   black   border   around   the   icon   indicates   that   Hide   Annotations   is   on.

Note:

This   button   is   only   available   if   you   have   Display   and   Modify   access   rights   for   redactions   and   annotations.

  This   function   does   not   affect   productions;   you   can   still   burn   on   redac ‐ tions   in   the   production   set   and   the   redactions   will   not   be   transparent.

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TIP

Once   an   annotation   or   redaction   is   placed   (or   edited),   it   is   automatically   saved.

 

Saved   annotations   and   redactions   display   on   the   image,   and   also   display   in   the   thumbnail   view   of   the   images.

 

To   edit   an   annotation   or   redaction:

1.

Select   the   annotation/redaction   with   the  

Selection

  tool     (or   use   the   keyboard   shortcut:  

s

),   and   click   in   the   annotation   or   redaction   that   you   want   to   edit.

  To   select   multiple   annotations,   press  

CTRL+click   and   then   select   the   annotations   that   you   want.

A   square   appears   around   the   annotation   or   redaction   to   show   that   it   has   been   selected.

2.

Do   the   following   as   necessary:

Š

To   change   the   text   size,   weight,   or   color   select   the   appropriate are   shown   along   the   top   of   the   document   (see   the   image.)

  icons   that  

Š

To   change   the   color   of   a   highlight   or   to   change   the   color   of   a   redaction,   select   a   different   color;   this   is   shown   along   the   top   of   the   document.

 

Š

To   delete   the   annotation,   click  

Delete

  ,   or   use   the   Delete   key   on   your   keyboard.

Š

To   resize   the   annotation,   select   a   corner   and   click   and   drag   the   image   to   the   size   that   you   want.

Once   the   change   has   been   made,   the   annotation/redaction   is   automatically   saved.

 

NOTE

Remember   that   you   can   see   the   original   and   latest   annotation/redaction   history   by   hovering   over   the   annotation   or   redaction.

Creating a Custom Text Annotation

You   can   create   an   annotation   with   customized   text,   which   will   be   available   for   use   until   you   log   out.

 

(You   can   create   up   to   8   custom   text   items   for   your   use   until   you   log   out.)   Once   custom   text   has   been   created,   you   can   use   it   for   annotations   and   redactions.

 

To   create   a   custom   text   annotation:

1.

On   the  

Image

  tab,   hover   over   the  

Text

  button,   and   then   select  

Custom

  from   the   list.

a.

If   you   want   to   copy   and   then   paste   unformatted   text   into   the   annotation,   copy   the   text.

 

NOTE

If   you   are   using   Firefox,   you   cannot   copy   and   paste   text   into   an   annota ‐ tion.

2.

Click   on   the   image   and   do   the   following   as   necessary:

Š

Š

Type   the   text   for   the   custom   annotation,

 

or

Paste   the   text   into   the   custom   annotation.

When   you   select   the   Text   button   again,   the   custom   text   is   shown   last   in   the   list.

  This   custom   text   will   also   be   available   in   the   Redaction   list.

TIP

If   you   want   the   text   to   appear   on   multiple   lines,   press   Enter   where   necessary.

  The   custom   text   in   the   list   will   display   on   one   line,   but   the   tooltip   shows   that   the   text   is   on   multiple   lines.

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Printing an Image

You   can   print   or   generate   a   PDF   of   an   individual   document   –   and   include   any   annotations   and   redac ‐ tions   –   through   the   Image   tab.

 

NOTE

Batch   printing   and   productions   are   done   through   Production   Manager.

  For   more   information   on   printing   from   Production   Manager,   refer   to   the   XERA   Project   Man ‐ agement   Guide.

Before Printing

Š

Ensure   that   all   pages   that   you   want   to   print   display   (that   is,   there   are   no   broken   imagelinks).

  If   the   images   do   not   display,   contact   your   administrator.

Š

If   you   are   using   Internet   Explorer   and   planning   to   create   a   PDF,   ensure   that   you   are   not   using   the  

Image   tab   in   a   new   window,   as   the   PDF   option   is   not   available.

To   print   or   generate   a   PDF   of   an   image:

NOTE

Before   printing,   ensure   that   all   pages   that   you   want   to   print   display   (that   is,   there   are   no   broken   imagelinks).

  If   they   do   not,   contact   your   administrator.

1.

Open   the   image   you   want   to   print.

 

2.

On   the   Image   tab,   click  

Print

.

The   Print   menu   opens.

  FIGURE   5.16

PRINT   OPTIONS

3.

Select   the   print   and   annotation   options   that   you   want   and   then   do   the   following   as   necessary:

Š

To   print   the   image,   click  

Print

.

Š

To   create   a   PDF   of   the   image,   click  

PDF

.

  When   prompted,   you   can   open   or   save   the   PDF   file   to   a   location   of   your   choosing.

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Viewing a Native File

Native   file   records   (e.g.,   extracted   text   and/or   metadata   if   included   in   your   database)   can   be   searched,   foldered,   reviewed,   and   printed   just   like   any   other   record;   these   records   (or   attachments)   can   be   pro ‐ vided   in   native   format,   as   TIFF   images,   or   both.

  You   may   also   be   able   to   view   the   actual   native   file.

The   following   image   shows   the   three   different   ways   to   view   a   native   file   in   Document   View,   followed   by   a   description.

1

2

3

Viewer   tab:  

Uses   true   native   file   viewing   technology,   but   does   not   require   the   native   file   application.

 

The   displayed   file   may   not   render   exactly   as   it   appears   in   the   native   application.

Note:

While   using   the   Viewer,   keyword   and   phrase   search   results   (from   Table   View)   are   highlighted.

 

For   more   information,   see

 

“Searching   for   Keywords   in   Document   View”   on   page   148 .

Image   tab:

Converts   the   file   to   a   temporary   TIFF   image   and   displays   it   in   the   Image   tab.

  If   enabled,   you   can   annotate   the   native   file   using   the   Image   tab.

Note:

Annotations/redactions   are   applied   to   the   TIFF   image,   not   the   original   native   file.

  The   native   file   remains   in   its   original   state.

Launch   in   the   Native   Application:  

Click   the   native   file   link   to   download   and   view   the   file   in   the   native   application,   if   the   application   is   present   on   your   computer.

  See  

“Viewing   Native   Files   in   their   Native  

Program”   on   page   175

.

You   can   download   native   files,   and   modify   or   print   them   from   your   computer.

  However,   you   cannot   replace   the   original   native   files   with   the   modified   versions.

Buttons in the Viewer tab

There   are   two   versions   of   the   File   Viewer   available   for   use:   an   ActiveX   version,   or   an   HTML5   version   of   the   Viewer.

  If   you   are   using   the   HTML5   version   (that   is,   using   the   Viewer   tab   in   a   browser   other   than  

Internet   Explorer),   image   sizing   and   PDF   creation   is   also   available,   as   shown   in   the   image   above.

  Specif ‐ ically,   you   can   also   do   the   following:

Š

Zoom   and   rotate   a   document.

  For   more   information   on   using   these   buttons,   see

  “Reviewing   Images”   on   page   165 .

NOTE

Most   files   can   be   rotated   if   required.

  However   .xls,   .txt,   and   .pst

  files   cannot   be   rotated.

Š

Download   the   document   to   PDF   format   (the   Printer   icon).

 

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Viewing a Native File in the Viewer tab

When   the   native   file   is   open   in   the   Viewer   tab,   you   can   print,   view   hidden   information   in   Excel   or   Out ‐ look   files,   and   expand   the   size   of   the   viewer   to   suit   your   review   needs.

To   view   a   native   file   in   the   Viewer   tab:

1.

Select   a   native   file   link   from   the   source   document   list.

  The   file   opens   in   the   Viewer   tab.

 

Š

If   you   are   attempting   to   open   a   large   file,   you viewing   method),   by   clicking  

Cancel   File   Load

.

  can   cancel   the   loading   process   (and   use   another  

  FIGURE   5.17

FILE   LOADING   IN   THE   VIEWER   TAB

NOTE

While   the   file   is   loading   (indicated   by   a   %   as   shown   in   the   image   above),   search   hits,   word   marking,   and   linked   comments   are   not   displayed.

TIP

If   the   file   is   hard   to   read,   click  

Enable   Anti ‐ Aliasing

  to   smooth   jagged   text   and   improve   readability.

  This   setting   will   be   retained   for   your   session   unless   you   click   the   button   to   turn   off   anti ‐ aliasing.

  FIGURE   5.18

NATIVE   FILE   DISPLAYED   IN   THE   VIEWER   TAB

TIP

You   can   use  

Ctrl+Space

  on   your   keyboard   to   go   to   the   next   document.

To   print   or   download   a   native   file:

NOTE

If   you   are   printing   a   native   file   and   there   are   active   Word   Marking   or   Search   terms,   note   that   these   terms   will   be   printed   as   displayed   in   the   Viewer   tab.

  Consider   turn ‐ ing   off   active   lists   if   required   before   printing.

1.

On   the   Viewer   tab,   click  

Print

.

 

The   Print   menu   opens.

 

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2.

Do   the   following   as   necessary:

Š

If   a   Print   dialog   box   opens,   select   the   print   options   and   then   click  

OK

.

Š

If   a   drop ‐ down   opens   beneath   the   Print   icon,   do   the   following   as   necessary: i. To   include   any   Word   Marking   or   active   search   highlights   in   the   PDF,   ensure   that  

Include   High ‐ lights

  is   checked.

ii. Click  

PDF

.

  When   prompted,   you   can   open   or   save   the   PDF   file.

To   view   hidden   fields   in   an   Excel   file   or   header   information   in   an   Outlook*   file:

*Note   that   Outlook   header   information   can   only   be   viewed   in   the   ActiveX   version   of   the   File   Viewer.

1.

On   the   Viewer   tab,   click  

Show   Hidden   Data   .

  The   file   refreshes   in   the   Viewer   tab,   showing   the   hidden   data.

NOTE

This   button   remains   active,   allowing   you   to   view   hidden   data   in   other   files,   until   you   click   it   again   or   until   you   log   out   of   XERA.

To   copy   or   resize   the   file:

1.

Place   your   cursor   in   the   native   file,   and   right ‐ click   to   open   the   menu   options.

  Do   the   following   as   necessary:

Š

Copy:  

Highlight   the   text   that   you   want   to   copy   and   then   right ‐ click   and   select  

Copy

.

Š

Size:

  Includes   options   to  

Fit   to   Window

  and  

Fit   to   Window   Width

.

  The   default   is  

Full   Size

.

Reviewing Audio or Video Files in the Viewer tab

If   mp3   audio   or   mp4   video   files   are   included   in   your   review   set,   you   may   be   able   to   review   audio   and   video   files   in   the   Viewer   tab,   and   even   add   a   comment   to   a   significant   detail   in   the   audio   or   video   file.

 

For   additional   details   on   adding   a   comment,   see  

“Posting   a   Comment   to   a   Document”   on   page   182

.

To   review   audio   or   video   files:

1.

Select   a   native   file   link   from   the   Documents   list   (or   tab).

  The   file   opens   in   the   Viewer   tab.

  FIGURE   5.19

VIDEO   FILE   DISPLAY   IN   THE   VIEWER   TAB

2.

If   you   are   reviewing   many   audio   or   video   files,   you   can   use   the   following   buttons   that   display:

Autoplay.

  When   enabled,   audio   and   video   files   will   automatically   play   when   you   move   to   the   next   audio   or   video   file   in   the   document   list.

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Click   the   button   to   switch   the   view   between   audio   only   and   video   display.

  While   in   the   audio   screen,   you   can   use   the   following   additional   buttons:

Play/Pause:  

Use   the   play/pause   buttons   to   start   or   pause   the   media.

Volume/Mute:

  Use   the   +   and  ‐  buttons   to   adjust   the   volume,   or   click   the   volume   button   to   mute   the   audio.

Zoom   In/Zoom   Out:

  These   buttons   enable   you   to   expand   or   contract   the   time   increments,   allowing   you   to   focus   on   a   specific   time   segment.

  In   audio   files,   the   level   is   reset   when   you   move   to   the   next   file.

Note:

If   the   file   is   longer   than   3   hours,   the   default   time   increments   are   30   minutes.

Viewing a Native File in the Image tab

The   image   of   the   native   file   is   not   the   original   document;   it   is   a   reasonably   accurate   copy   displayed   for   the   purpose   of   streamlining   review   workflow.

 

To   view   the   native   file   in   the   Image   tab:

1.

Select   a   native   file   link   from   the   source   document   list,   and   then   click   the  

Image

  tab.

  From   here,   you   can   annotate   and   redact   the   temporary   TIFF   of   the   native   file.

  The   annotations   and   redactions   are   applied   to   the   temporary   TIFF   image   only,   not   the   original   native   file;   the   original   native   file   remains   in   its   original   state.

Viewing Native Files in their Native Program

In   some   cases   you   may   want   to   view   a   native   file   in   its   native   program.

  For   example,   you   could   open   a   spreadsheet   in   Excel   instead   if   you   need   to   review   the   underlying   formulas   contained   within   it.

 

To   view   the   original   native   file   in   the   native   program:

1.

Click   the   file   name   link.

 

You   will   be   prompted   to   open   the   file   in   the   application   that   is   asso ‐ ciated   to   that   file,   if   it   is   installed   on   your   computer.

  For   example,   Medexx   Business   Plan.doc

  opens   in   Microsoft   Word).

Native   files   launch   in   whichever   application   is   associated   to   that   file   type   on   your   computer.

  For   exam ‐ ple,   MP3   files   launch   in   Windows   Media   Player   if   that   is   what   you   are   using   for   audio   files,   and   PDF   files   will   launch   in   Adobe   Acrobat.

 

TIP

Attachments   that   do   not   have   an   associated   or   recognized   file   extension   can   still   be   viewed   if   you   have   a   generic   viewer   installed   such   as   Quick   View.

  Or   use   the   Image   tab   to   view   the   file   as   an   image.

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Uploading a Native File

Your   administrator   may   have   enabled   the   ability   to   upload   reference   material   (or   any   other   type   of   native   file)   into   an   attachment   field.

  If   enabled,   you   will   see   an  

Upload   Native   File  

icon   beside   the   field   –   which   may   be   seen   in   Text   View,   or   on   the   Coding   panel.

  Note   that   this   functionality   is   not   sup ‐ ported   in   Internet   Explorer   8.

NOTE

By   default   you   are   limited   to   a   file   size   of   4MB,   however   your   administrator   may   have   adjusted   this   size.

  Contact   your   administrator   for   more   information.

To   upload   a   native   file:

1.

In   Document   View,   navigate   to   the   record   to   which   you   want   to   add   an   attachment.

2.

Do  

one  

of   the   following:

Š

In   the   field   that   contains   the   icon,   click  

Upload   a   Native   File  

Š

In   the   Coding   panel,   click  

Upload   Native   File

.

The   Choose   File   to   Upload   dialog   box   opens.

3.

Navigate   to   the   file   that   you   want   to   attach   and   then   click  

Open

.

The   file   is   added   to   the   field.

.

NOTE

Once   a   file   has   been   added   to   the   field,   you   cannot   add   additional   files;   however,   you   can   replace   the   file   with   another   file   if   necessary.

  If   you   upload   the   same   file   that   is   already   in   the   file   location,   the   file   name   is   appended   with   the   next   sequen ‐ tial   number,   for   example:   filename   (2).txt.

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Reviewing E-mail Relationships

E ‐ mail   correspondence   is   mapped   out   for   you   in   Table   View   if   you   select   a   record   that   contains   an   e ‐ mail   address,   and   then   click   the  

6   Degrees

®

  tab.

  This   opens   the   6   Degrees  ‐  Relationship   Visualizer   in   e ‐ mail   mode,   shown   in   the   following   image.

  FIGURE   5.20

6   DEGREES  ‐  RELATIONSHIP   VISUALIZER   DISPLAY

The   following   table   describes   the   labelled   items.

A

B

C

The   e ‐ mail   address   you   have   selected   displays   here;   this   is   also   the   green   icon   (or   node)   in   the   center   of   the   e ‐ mail   map.

  The   total   number   of   e ‐ mail   relationships   and   the   total   number   of   retrieved   records  

(either   all   records   or   the   total   number   of   records   in   the   search   result)   are   shown   in   the   top   right ‐ hand   corner   (circled   in   the   image).

 

Related   correspondences   are   indicated   by   an   orange   circle   and   identified   by   e ‐ mail   address   or   domain.

In   e ‐ mail   mode:  

The   number   indicates   the   number   of   e ‐ mails   sent   to   this   recipient.

  In   this   image   example,   [email protected]

  has   sent   [email protected]

  11   e ‐ mails.

In   domain   mode:  

The   number   indicates   the   number   of   e ‐ mails   sent   from   this   domain   to   other   domains.

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D

Tools   to   assist   with   viewing   e ‐ mail   relationships   are   as   follows:

  Zoom   in   or   Zoom   out   of   the   displayed   mapping.

  Sort   by   Email   Address:   the   map   will   display   the   e ‐ mail   addresses   or   domains   clockwise,   in   alphabetical   order.

  Sort   by   Relationship   Count:   the   map   will   display   the   number   of   correspondences   from   that   e ‐ mail   or   domain   clockwise,   from   highest   to   lowest.

  Prints   the   current   view,   including   the   active   group   and   sort   (if   selected).

  You   can   also   print   additional   information   about   the   records   for   the   displayed   correspondence.

  See

  “Viewing   and  

Filtering   E ‐ mail   Associations”   on   page   179

  for   more   information.

E

  Returns   you   to   the   previously   displayed   mapping.

  Toggling   this   button   switches   the   display   between   e ‐ mail   addresses   and   domains.

Note:

Once   in   Domain   mode,   the   domain   name   displays   (A)   and   the   icon   changes   to   a   globe.

  If   there   are   many   relationships,   the   arrows   will   be   active,   enabling   you   to   review   all   relationship   displays.

 

Detailed   listing   of   the   mapped   relationships.

  This   listing   shows   the   date,   document   IDs   (the  

Rec#

)   and   recipients.

  For   more   information   on   using   this   listing,   see   “Analyzing   Relationships”   on   page   179

.

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Viewing and Filtering E-mail Associations

E ‐ mail   relationships   can   be   viewed   on   the   map   as   follows:  

Š

Click   on   another   e ‐ mail   address   or   domain   (a   line   or   node)   to   pinpoint   specific   relationships

.

Š

Click   a   line   to   highlight   correspondence   frequency.

 

Š

Use   the   Recipient   check   boxes   to   filter   the   displayed   relationships.

 

To

  will   initially   be   checked.

  Check   one   or   more   of   the   boxes   to   view   additional   e ‐ mail   relationships.

  Once   checked,   the   e ‐ mail   mapping   updates   and   the   associated   list   displays   the   updated   date   and   document   IDs.

Analyzing Relationships

The   detailed   relationship   listing   to   the   right   of   the   mapping   shows   the   date,   document   IDs   (the  

Rec#

),   and   recipients   corresponding   to   the   displayed   relationships.

  If   there   is   more   than   one   recipient   for   the   listed   relationship,   you   will   see   the   number   of   recipients   listed   in   the  

Doc   ID  

column   in   parentheses.

 

For   example,   100   (2)   indicates   that   there   are   two   recipients.

  FIGURE   5.21

DETAILED   LISTING   OF   DISPLAYED   RELATIONSHIPS

You   can   assess   the   documents   in   the   list   by   doing   any   of   the   following:

A

B

C

Adds   the   list   of   documents   to   a   folder.

 

The   folder   name   format   is   as   follows:

E ‐ mail:  

F:sender   e ‐ mailaddress>   E ‐ mail   field   filter:   e ‐ mail   recipient   address

Example:  

F:[email protected]

  >   TCB:   [email protected]

Domain:

  F:sender   domain   >   recipient   domain

Example:

  F:enron.com

  >   T:   All

Note:

If   you   are   foldering   documents   in   an   active   document   group,   all   documents   (parents   and   chil ‐ dren)   for   those   relationships   will   be   foldered.

Export   the   list.

 

Once   clicked,   you   are   prompted   to   save   the   list   as   a   text   file.

  You   can   save   this   file   to   a   location   for   further   analysis.

Print   the   list.

  Once   clicked,   the   report   opens   in   a   new   window,   which   includes   the   date,   document  

ID,   and   filtered   e ‐ mail   address   identification.

TIP

You   can   sort   the   listed   relationships   by   clicking   the   sort   icon   in   a   column   heading.

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Editing a Document

There   are   two   ways   that   you   may   be   able   to   edit   document   information:

1.

Edit   in   Text   View.

  All   editable   fields   are   activated   for   editing;   all   changes   are   saved.

2.

Quick   edit   on   the   Coding   tab   (if   enabled   by   your   administrator).

  Specific   fields   can   be   set   up   for   quick   edits   –   either   as   a   selection   list   (a   Lookup   List)   or   a   field   into   which   text   is   entered.

 

You   can   edit   document   information   (that   is,   fill   in   coded   fields)   directly   in   Document   View.

  You   can   use   the   edit   capability   to   add   or   clarify   data   that   was   not   captured.

 

To   edit   a   document:

1.

In   Text   View,   click  

Edit

  .

 

The   document   is   displayed   in   an   editable   format.

  FIGURE   5.22

DOCUMENT   IN   EDIT   MODE

2.

Click   in   the   field   that   you   want   to   add   or   edit   text,   and   then   make   the   required   changes.

  Once   you   start   to   edit   a   field,   the   number   beside   the   Save   button   shows   how   many   characters   remain   for   that   field.

a.

If   you   are   making   changes   to   a   Date   field,   then   clicking   in   the   field   opens   a   calendar.

  You   can   use   the   calendar   to   browse   and   locate   the   appropriate   date,   or   manually   enter   the   revised   date.

3.

To   edit   information   in   another   field,   click   in   another   field   and   add   or   edit   the   text.

4.

Do  

one

  of   the   following:

Š

To   save   the   changes,   click  

Save   Document

 

Š

To   cancel   the   changes,   click  

Cancel

  .

.

 

To   edit   fields   while   on   the   Coding   tab:  

1.

While   in   Text   View,   ensure   the   Coding   tab   is   selected.

2.

Open   a   panel   that   contains   a   notes   box   or   a   list.

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  FIGURE   5.23

EDITING   ON   THE   CODING   TAB

3.

Edit   the   field   as   required   by   entering   text,   selecting   an   item   from   a   list,   or   clicking  

Upload   a   Native  

File

.

  (For   adding   a   native   file,   see

  “Uploading   a   Native   File”   on   page   176 ).

The   changes   that   you   make   are   automatically   saved   if   you   are   replacing   data   in   a   field.

NOTE

If   you   can   enter   text   into   a   list,   you   will   need   to   press   Enter   before   your   entered   selection   is   saved.

4.

If   you   are   adding   data   to   a   field   (not   replacing   it),   click   the  

Save

  (or   press  

CTRL   +   Enter

)   or  

Cancel  

(or   press  

CTRL   +   Delete

)

 

buttons   to   continue.

 

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Posting a Comment to a Document

You   may   want   to   add   a   comment   to   a   document   to   clarify   edits,   give   additional   information   about   a   document,   or   to   direct   project   members   to   specific   text   or   annotations   in   the   document.

  Likewise,   comments   can   be   added   to   a   media   file,   to   point   out   significant   time   frames   in   the   file.

The   Comments   tab   itself   indicates   the   number   of   comments   for   the   document,   giving   insight   into   doc ‐ uments   that   have   substantial   review/comments   activity.

  Comments   can   be   seen   by   all   project   mem ‐ bers,   unless   you   make   the   comment   personal.

A   comment   can   be   added   to   a   media   file,   selected   text   or   annotation,   or   a   full   document,   as   follows:

Adding a Comment to a Media File

1.

To   place   a   comment   at   a   particular   time   in   an   audio   or   video   file,   click   to   select   the   time   frame   at   which   you   want   to   place   the   comment.

 

A   vertical   line   is   placed   on   the   audio   display   at   the   time   frame   you   selected.

 

2.

Click   the  

Create   a   new   comment

  box,   and   then   continue   with   the   steps   in  

“Posting   the   Comment”   on   page   183

.

Once   created,   clicking   on   the   link   at   the   bottom   of   the   comment   will   initiate   playing   from   that   point   –   if   Auto ‐ play   is   on.

TIP

If   you   hover   over   the   link   icon   in   the   comment,   it   will   display   the   time   position   to   which   the   comment   is   linked.

Adding a Comment to Selected Text in a Document

1.

To   place    a   comment   on   selected   text   in   the   docu ‐ ment,   ensure   you   are   in   the   Viewer   tab.

2.

Highlight   the   text   that   requires   a   comment,   and   then   click   in   the  

Create   a   new   comment

  box,   and   then   con ‐ tinue   with   the   steps   in  

“Posting   the   Comment”   on   page   183

.

NOTE

Comments   for   selected   text   can   only   be   added   in   the   Viewer   tab,   and   only   for   certain   files.

 

Comments and Text View and Document Compare

Š

Comments   cannot   be   added   while   you   are   in   Text   View.

 

Š

  If   you   are   in   Document   Compare   View,   then   comments   can   only   be   placed   on   the   document   dis ‐ played   on   the   right.

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Adding a Comment to an Annotation or Redaction in a Document

3.

IIn   the  

Image

  tab,   select   one   or   more   saved   annota ‐ tions   with   the   pointer   tool.

4.

Ensure   that   it   is   selected   (a   dotted   line   must   display   around   the   selected   item,   as   shown   in   the   image).

 

5.

Click   in   the  

Create   a   new   comment  

box,   and   then   continue   with   the   steps   in  

“Posting   the   Comment”   on   page   183

.

TIP

If   you   hover   over   the   link   icon   in   the   comment,   it   will   indicate   if   the   comment   is   linked   to   annotations   or   to   text   in   the   document.

Posting the Comment

Once   you   have   initiated   the   comment   process,   and   opened   the   Create   a   new   comment   box,   you   can   continue   with   the   following   steps:

1.

Enter   the   text   of   the   comment   in   the   active   field.

  The   maximum   number   of   characters   is   1024.

2.

Categorize   the   comment   by   selecting   the   most   applicable   type   from   the  

Comment   Type  

list.

  The   comment   types   are   as   follows:

Comment  

Type

Productions

Description   Icon   when  

Posted

Coding

A   comment   about   producing   the   document.

  (For   example,   special   instructions   for   production.)

A   comment   relating   to   the   review   designation.

Technical A   comment   relating   to   a   technical   issue.

  (For   example,   fuzzy   images.)

People

Redactions

A   comment   that   indicates   that   someone   else   needs   to   review   the   document,   or   a   posting   to   relate   this   document   to   a   Custodian   in   the   project.

A   comment   relating   to   a   redaction   or   annotation   that   has   been   placed   on   the   document.

Tip:

If   you   have   linked   the   comment   to   a   redaction,   you   can   manage   and   easily   retrieve   documents   that   require   further   review.

3.

Do   the   following   as   necessary:

a.

To   keep   this   comment   for   your   review   only   (so   that   only   you   can   see   it),   select   the  

Personal  

check   box.

NOTE

You   cannot   change   the   privacy   level   on   a   comment.

b.

To   send   this   comment   to   other   users   as   a   message,   enter   one   or   more   user   names   in   the  

Notify  

Users

  box.

  If   you   want   to   send   the   notification   to   all   project   members,   then   type  

ALL   PROJECT  

MEMBERS

.

c.

To   also   send   this   comment   to   external   e ‐ mail,   select   the  

Send   Email  

check   box.

4.

Click  

Post

.

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   183  

  If   you   posted   a   comment   to   an   annotation   or   selected   text,   a   link   icon     displays   in   the   comment.

 

Clicking   the   link   will   bring   you   to   the   annotation   or   highlighted   text.

  Note   that   if   you   are   using   a   browser   other   than   Internet   Explorer,   the   link   will   be   disabled   for   comments   posted   to   a   native   file.

 

TIP

To   refresh   the   Comments   listing,   click  

Refresh

  .

Updating or Removing a Comment

You   can   update,   edit,   or   remove   comments   that   you   have   posted.

  You   cannot   change   the   privacy   on   the   comment   (personal   or   private).

To   update   a   comment:

1.

In   the  

Comments

  tab,   click  

Edit  

in   the   comment   that   you   want   to   edit.

  The   comment   opens   for   editing.

2.

Do   the   following   as   necessary:

a.

Add   to   or   edit   the   comment   in   the  

Body  

box.

b.

To   notify   other   project   members,   enter   one   or   more   user   names   in   the  

Notify   Users

  box.

  If   you   want   to   send   the   notification   to   all   project   members,   then   type  

ALL   PROJECT   MEMBERS

.

c.

To   also   send   this   comment   to   another   person’s   external   e ‐ mail,   select   the  

Send   Email  

check   box.

d.

Change   the   comment   type   by   selecting   another   type   from   the  

Comment   Type

  list.

3.

Click  

Update

.

NOTE

Alternatively,   you   can   choose   to   delete   the   comment   while   in   edit   mode   by   clicking   the   x   button.

 

To   remove   a   comment:

1.

In   the  

Comments  

tab,   click   in   the   comment   you   want   to   remove.

2.

Click  

Delete

.

  You   are   asked   if   you   want   to   delete   the   comment.

3.

Click  

OK

.

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Coding a Document

Once   you   are   ready   to   code   a   document   (or   a   group   of   documents   if   in   a   document   group),   you   use   the  

Coding

  tab   to   assign   a   review   designation   to   a   document   or   group   of   documents.

  If   the   Related   tab   has   been   enabled,   you   also   can   code   all   related   documents.

  For   more   information   on   this   functionality,   see

  “Coding   Related   Documents”   on   page   192 .

Including Parents and Children when Coding

If   you   are   in   an   active   group   in   a   document   groups   database,   full   groups   (for   example,   e ‐ mails   and   attachments)   are   automatically   coded,   as   indicated   through   the  

Include   Document   Groups  

icon   (cir ‐ cled   in   the   following   image).

  However,   note   that   this   option   is   not   available   if   you   are   in   Document  

Compare   View   or   Predictive   Review;   you   can   only   code   the   active   document   (the   document   displayed   on   the   right).

To   code   a   document:

1.

In   Document   View,   click   the  

Coding  

tab.

2.

Select   one   or   more   coding   designations.

  You   can   assign   additional   codes   to   the   document   by   doing   the   following:

Š

Select   a   radio   button   to   select   one   coding   designation   from group.

  (For   example,   Not   Reviewed,   Pending,   Reviewed).

  a  

Š

Select   one   or   more   check   boxes   to   assign   more   than   one   coding   designation.

Š

If   keyboard   shortcuts   have   been   defined   by   your   administrator,   use   the   appropriate   keyboard   shortcut.

  (Keyboard   shortcuts   can   be   reviewed   by   clicking   the  

Keyboard   Shortcuts

  icon   on   the   breadcrumb   bar.)

NOTE

Boxes   with   an   arrow   beside   them   indicate   that   there   are   additional   coding   levels.

 

Click   the   arrow   beside   the   coding   box   to   reveal   additional   coding   designations.

TIP

Designations   that   you   cannot   select   (if   it   is   locked,   or   it   is   read   only)   are   indicated   by   an   arrow   icon   that   displays   when   you   hover   over   the   designation.

  (The   hand   icon   displays   when   you   can   select   a   designation.)

Once   you   click   a   coding   designation,   a   yellow   highlight   briefly   displays   in   the   Document   List,   high ‐ lighting   the   single   document   or   document   group   that   has   been   coded.

 

TIP

To   refresh   the   listing   of   coding   designations,   click  

Refresh

  .

Required Coding

Your   review   workflow   might   require   you   to   code   a   document   before   navigating   to   the   next   document  

–   this   may   mean   selecting   an   item   in   a   group,   or   entering   data:   for   example,   if   you   select   Pending,   you   might   be   required   to   add   text   into   an   Issues   field).

  You   will   receive   a   prompt   about   coding   the   docu ‐ ment,   or   entering   data   into   a   text   box   before   you   can   navigate   to   the   next   document.

  As   shown   in   the   following   image,   a   yellow   bar   displays   along   with   a   message   to   prompt   you   where   coding   is   required.

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  FIGURE   5.24

MESSAGE   FOR   REQUIRED   CODING   ON   AN   EDIT   CONTROL

Why   am   I   asked   to   confirm   coding?

If   a   coding   selection   has   already   been   made   for   the   current   document,   you   might   also   receive   a   prompt   to   confirm   whether   an   existing   selection   is   correct.

  Here   you   have   the   option   of   choosing   not   to   see   this   prompt   again   for   already ‐ coded   documents.

  If   you   check  

Do   not   ask   to   confirm   again

,   the   prompt   will   not   display   again   (but   it   could   display   again   the   next   time   you   log   in).

For   information   on   editing   a   document,   see

  “Editing   a   Document”   on   page   180 .

 

Pinning a Panel

To   keep   a   panel   front   and   centre   while   coding,   you   can   choose   to   pin   one   or   more   panels   so   that   they   are   always   the   first   set   of   panels   displayed   on   the  

Coding   tab.

  Once   a   panel   is   pinned,   this   setting   –   along   with   the   space   that   the   panel   takes   –   is   remembered   for   the   next   time   you   open   the   database.

To   pin   a   panel:

Click  

Pin   this   panel  

(the   pin   icon   on   the   panel)   to   bring   the   panel   to   the   top   of   the   Coding   tab.

  Once   pinned,   the   pin   color   displays   in   green   to   indicate   that   the   panel   is   pinned.

 

TIP

You   can   adjust   the   panel   size   by   clicking   and   dragging   the   slider   bar   at   the   bottom   of   the   panel   (circled   in   the   image)   to   a   suitable   position.

To   unpin   a   panel:

Click  

Unpin   this   panel

.

  The   original   panel   order   will   be   displayed.

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Reviewing Related Documents

Use   the   Related   tab   to   retrieve,   identify,   and   compare   closely   related   documents.

  Depending   on   the   analytic   features   that   have   been   set   up   for   the   document   collection,   you   may   see   the   following   items:

Š

Email   Threads:

  Review   e ‐ mail   threads   found   in   the   document   collection.

Š

Near   Duplicates   (Textual):  

Determine   same   and   nearly   identical   documents.

Š

Similar   Concepts:  

View   conceptually   similar   documents.

Š

Custom   Related   Panel*:

  Retrieve   documents   that   contain   the   same   field   data.

  *This   panel   can   have   any   name.

 

Once   you   have   opened   a   Related   panel,   you   can   take   all   or   selected   documents   to   a   Related   Document  

View   to   exclusively   review   those   documents,   or   compare   document   differences   using   Document   Com ‐ pare.

To   view   related   documents:

1.

In   Document   View,   select   a   document   from   the   document   list   (the   list   on   the   left   in   Document   View).

 

2.

Click   the  

Related  

tab.

 

3.

Click   on   a   panel   name   to   open   a   listing   of   documents   closely   related   to   the   currently   displayed   document.

  The   following   table   describes   how   documents   are   listed   in   each   of   the   panels:

Panel

Email   Threads

Results

I:  

Inclusive:   the   document   contains   some   or   all   of   the   history   of   preceding   e ‐ mails.

 

Tip:

Hover   over   the   I   to   display   the   inclusive   reason.

Near   Duplicates

P:  

the   primary   document.

  The   primary   document   is   the   designated   document   upon   which   the   remainder   of   the   listed   documents   are   rated   against   for   similarity.

 

Any   other   document   rated   at   100%   is   an   identical   document.

 

Once   the   primary   document   is   reviewed,   near ‐ duplicates   can   be   reviewed.

Similar  

Concepts

Any   Name  

(Custom  

Related   Panel)

The is   the  

  percentage between

Custom

 

 

5 ‐

  indicates

100%.

Related  

  how panel.

  closely   related   the   documents   are.

  The   similarity   score

Once   you   have   selected   a   field,   the   resulting   list   shows   the   documents   that   contain   the   same   value   as   the   selected   field.

  In   the   image   above,   the   Email   Review   panel   is  

 

NOTE

Documents   are   retrieved   from   the   entire   collection,   and   the   displayed   list   is   inde ‐ pendent   from   any   previous   searches   performed   in   Table   View.

4.

If   you   are   in   a   batch,   some   related   documents   may   be   outside   of   the   batch.

  To   retrieve   all   related   documents,   click  

Break   Batch   Boundary

  (if   enabled).

  While   this   is   on,   the   icon   color   is   green.

NOTE

Documents   are   retrieved   for   the   current   view   only.

  If   you   go   to   a   Related   View,   you   can   re ‐ enable   the   button   if   necessary.

  This   setting   (enabled   or   disabled)   is   retained   for   the   next   time   that   you   open   the   database.

Chapter   5.

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5.

To   review   a   specific   set   of   documents   (for   example,   all   similar   documents),   open   the   panel   that   you   want   to   review   and   then   do   the   following   as   necessary:  

Š

To   review   all   documents,   leave   the   boxes   empty.

Š

To   review   some   of   the   documents,   place   a   check   beside   the   records   that   you   want   to   review,   or   do   the   following:

• To   select   a   range   of   documents,   press  

Shift

+click   and   select   the   first   document,   ensuring   that   you   do   not   select   the   check   box   column.

  Then   select   the   final   row   for   that   document   range.

  All   the   rows   in   between   will   be   selected.

• To   clear   a   selected   document   from   the   range,   press  

Ctrl

+click   and   select   that   document.

Š

To   review   document   differences   only,   click  

Document   Compare   (available   for   Email   Threads,  

Near   Duplicates,   and   Same   Field   Content)

.

  For   more   information,   see

  “Comparing   Related   Docu ‐ ments”   on   page   189

.

6.

Click   the   right   arrow   (along   the   side   of   the   screen)   to   take   the   documents   to   the   Related   View.

 

The   Related   Document   View   opens.

  The   selected   documents   display   in   the   Document   List.

NOTE

If   you   are   viewing   Similar   Concepts   documents   in   a   document   groups   database   and   click  

Retrieve   Groups

,   note   that   the   Document   List   will   be   re ‐ ordered   by   Record  

Number.

TIP

You   can   take   a   subset   of   documents   (another   set   of   related   documents)   to   one   more   Related   View.

  If   the   Related   tab   is   no   longer   displayed,   then   you   will   need   to   click   the   left   arrow   (or   a   breadcrumb)   to   return   to   a   previous   view.

7.

Code,   annotate,   edit   the   documents   as   necessary.

TIP

If   you   don’t   immediately   see   a   comment,   a   coding   designation,   or   a   word   marking   list   in   the   Related   View,   click  

Refresh

    (located   on   the   applicable   tab).

To   clear   the   selected   documents:

Selected   documents   are   retained   until   you   run   a   search,   navigate   to   a   different   record,   or   select   a   doc ‐ ument   group   (if   you   are   in   a   document   groups   database).

 

Changing   Document   List   Column   Width

Just   like   the   standard   Document   list   in   Document   View,   you   can   change   the   column   width   of   any   docu ‐ ment   list   –   either   in   a   Related   view   or   in   the   standard   Document   View   –   to   view   more   information   in   a   specific   field.

  Column   width   changes   are   retained   until   you   close   the   database.

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Comparing Related Documents

In   the   Document   Compare   View,   you   can   review   the   differences   between   two   or   more   similar   docu ‐ ments;   these   documents   could   be   similar   e ‐ mail   attachments,   near   duplicates,   or   documents   that   con ‐ tain   similar   field   content.

  While   in   this   view,   you   can   assess   changes   between   the   two   documents   and   review   highlighted   versions   of   these   documents   so   you   can   make   review   choices.

 

To   compare   related   duplicates:

1.

In   the  

Related

  tab,   select   the   documents   that   you   want   to   compare.

  (Since   you   are   taking   docu ‐ ments   to   another   view,   you   can   select   more   than   2   and   then   use   the   Document   List   to   change   the   compared   documents.)

NOTE

You   can   select   more   than   two   documents   to   take   to   the   Document   Compare   View,   however   the   selected   document   in   the   Document   List   is   the   static   document   –   the   one   on   which   the   comparison   is   performed.

2.

Click  

Compare   Documents

  .

 

The   Document   Compare   view   opens,   displaying   the   documents   side ‐ by ‐ side.

  FIGURE   5.25

DOCUMENT   COMPARISON

1

2

Static   document.

 

The   document   that   was   selected   in   the   Document   List   before   going   to   the  

Document   Compare   View.

  The   static   document   is   the   document   to   which   all   other   documents   are   compared.

Active   document.

 

You   can   change   this   selected   document   from   the   Document   List   to   compare   other   documents   with   the   static   document.

  While   in   Document   Compare   View,   comments   and   coding   apply   to   this   document   only.

  This   is   indicated   by   the  

Currently   Coding

  icon,   located   beside   the   file   name   (circled   in   red   in   the   image).

Note:

You   can   only   code   this   document,   even   if   you   are   in   a   document   groups   database.

3.

Click   the  

Compare

  tab   to   evaluate   textual   differences   between   the   documents.

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  Reviewing   Documents  

 

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   189  

  FIGURE   5.26

DOCUMENT   COMPARE   TOOLS

The   following   table   describes   how   you   can   review   document   differences.

A

B

C

 

Navigation:

  Navigate   each   text   differences   by   clicking   the   red   arrow.

Highlights   indicate   differences   between   the   documents   as   follows:

Green.

Red.

 

 

Comparative

Items   that   have

 

  differences been  

  shown removed,  

  in   when the

 

  active   compared document.

  to   the   document   on   the   right.

Yellow.

 

The   result   that   you   are   viewing,   either   in   the   page   view   or   on   the   Compare   tab.

Compare:  

Use   the  

Compare

  tab   to   review   what   has   changed   between   the   documents.

  The   Size   column   indicates   the   length   of   the   change;   the   maximum   size   is   1000   characters.

  For   more   information   on   this   display,   see

  “Comparative   Review”   on   page   191 .

Type   of   Review:

  If   both   tabs   are   available,   you   can   switch   between   Viewer   and   Text   View   to   review   native   files   and   metadata.

In   Text   View,   all   fields   are   examined   for   differences,   not   just   full   text   (or   OCR)   fields.

 

Tip:

To   keep   Text   View   active,   pin   the   Text   View   tab.

D

Use   the  

View   Document

  list   to   select   another   document   for   comparison   purposes.

  The   document   will   display   on   the   right   side.

  (You   can   view   both   documents,   or   hide   the   left   or   right   document.)

Tip:

To   increase   the   page   size   in   the   Viewer,   click   the  

Full   Screen

  button.

4.

Once   you   are   done   the   review,   you   can   return   to   the   Related   Document   View   by   clicking   the   left   navigation   arrow   along   the   side   of   the   screen.

 

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Comparative Review

In   the   Compare   tab,   characters   or   text   in   the   static   document   is   displayed   first,   followed   by   the   changed   text   in   the   active   document.

  The   following   image   shows   the   changes   between   a   non ‐ disclo ‐ sure   agreement   addressed   to   Nick   Crawford,   and   another   addressed   to   Margaret   Henderson.

  FIGURE   5.27

COMPARE   TAB   DIFFERENCES   AND   THE   COMPARED   TEXT

Nick   Crawford   and   Margaret   Henderson   address   details   results   in   2   differences.

  Dissimilar   text   is   listed   in   the   order   in   which   it   was   found,   as   shown   in   the   above   image.

TIP

To   review   and   sort   the   differences   by   size,   click   on   the  

Size

  column.

  When   sorted,   the   up   or   down   arrow   displays.

Text   View   Display

Since   Text   View   can   have   unformatted   text   and   additional   metadata   fields   (rather   than   just   OCR),   there   may   be   more   returned   differences.

  Note   that   date,   numeric,   and   image/attachment   fields   are   not   evaluated   for   differences.

TIP

To   keep   Text   View   open   when   you   select   another   record,   click   the   Pin   icon   at   the   top   of   the   tab.

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Coding Related Documents

Review   and   then   code   related   documents   using   the   Related   tab   (if   enabled   by   your   administrator).

  If   the   panel   that   you   select   also   contains   editing   functionality   (a   list   or   field),   then   you   may   also   be   able   to   edit   multiple   documents.

To   code   multiple   documents:

1.

On   the  

Related

  tab,   open   a   panel.

2.

To   code   a   few   documents   (rather   than   all),   place   a   check   mark   beside   the   documents   that   will   be   coded.

3.

Click   the  

Mass   Action

    button.

The   Mass   Code   section   opens.

  FIGURE   5.28

MASS   CODE,   SELECTION   PAGE

4.

In   the   Select   Documents   section,   select   the   data   range   for   the   documents   that   you   want   to   code:

Š

Selected

panel.

  Documents:  

Code   the   documents   that   you   have   selected   in   the   current   set   on   the  

Š

Unselected   Documents:  

Code   the   documents   that   are   not   selected   in   the   current   set   on   the   panel.

Š

All   documents   listed   in   the   selected   panel.

  (In   the   image   above,   this   is   All   Near   Duplicate   Docu ‐ ments.)

5.

Ensure   that   the  

Code

  action   is   selected,   and   then   click  

Next

.

The   Panels   section   opens.

  FIGURE   5.29

CODING   PANEL   DISPLAY   IN   AN   ACTIVE   DOCUMENT   GROUP

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6.

Select   the   panel   that   contains   the   designation   from   the  

Panels

  list,   and   then   do   the   following   as   necessary:

Š

To   code   the   documents,   select   one   or   more   coding   designations.

  Note   that   although   you   can   select   multiple   panels   and   coding   selections,   only   the   current   panel’s   designations   are   retained.

NOTE

A   blue   box   beside   a   designation   simply   indicates   that   the   box   is   a   check   box;   it   does   not   mean   that   some   of   the   selected   documents   have   a   different   coding   designation.

Š

To   edit   the   documents,   check   the   check   box   beside   the   editable   box,   and   then   enter   text   or   select   an   item   from   the   list   (as   applicable).

NOTE

If   you   are   in   document   group   mode,   or   in   an   active   document   group,   and   you   have   selected   current   search   results,   full   groups   are   automatically   coded.

  For   other   document   selections,   you   can   enable  

Include   Document   Groups  

if   neces ‐ sary.

7.

Click  

Go  

to   apply   the   coding   designations.

 

A   message   displays   indicating   the   number   of   documents   that   are   affected.

  You   are   prompted   to   confirm.

8.

Press  

Shift+Yes

  to   proceed.

The   arrow   in   the   Mass   Action   button   flashes   while   the   action   is   in   progress.

  Once   the   designations   have   been   applied,   you   can   resume   your   work.

  There   is   no   notification   to   inform   you   that   the   action   has   finished.

Printing Related Documents

Through   the   Related   tab,   you   can   print   images   of   the   related   documents,   along   with   any   annotations   and   redactions.

NOTE

The   printing   process   detects   and   uses   the   smallest   margin   size   available   for   the   printer   you   have   set   up.

To   print   related   documents:

1.

On   the  

Related

  tab,   open   a   panel.

2.

To   print   a   few   documents   (rather   than   all),   place   a   check   mark   beside   the   documents   that   will   be   printed.

3.

Click   the  

Mass   Action

    button.

The   Mass   Code   section   opens.

  FIGURE   5.30

MASS   CODE,   SELECTION   PAGE

Chapter   5.

  Reviewing   Documents  

 

|

   193  

4.

In   the   Select   Documents   section,   select   the   data   range   for   the   documents   that   you   want   to   print:

Š

Selected

panel.

  Documents:  

Print   the   documents   that   you   have   selected   in   the   current   set   on   the  

Š

Unselected   Documents:  

Print   the   documents   that   are   not   selected   in   the   current   set   on   the   panel.

Š

All   documents   listed   in   the   selected   panel.

  (In   the   image   above,   this   is   All   Near   Duplicate   Docu ‐ ments.)

5.

From   the   Choose   Actions   section,   choose  

Print

,   and   then   click  

Next

.

The   Print   section   opens.

  FIGURE   5.31

MASS   PRINT,   SELECTION   PAGE

6.

Select   the   field   that   contains   the   images   you   want   to   print   from   the  

Select   Field

  list.

7.

To   include   a   sheet   that   contains   the   record   number   (which   will   be   placed   before   each   image),   check   the  

Add   Slipsheets

  check   box.

8.

Check   the   box   beside   each   annotation   type   that   you   want   to   print,   and   then   click  

Go

.

 

TIP

To   print   translucent   redactions,   ensure   the  

Semi ‐ Transparent   Redaction

  check   box   is   checked.

9.

A   message   displays   with   the   number   of   pages   that   will   be   printed.

  Click  

OK

  to   continue,   or  

Cancel

  to   cancel   the   print   job.

Once   the   print   job   has   completed,   you   can   resume   your   work;   there   is   no   special   notification   to   inform   you   that   printing   has   finished.

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Reviewing Document History

The   History   tab   shows   a   listing   of   actions   that   were   performed   for   the   currently   displayed   document   including   edits,   annotations,   and   productions.

To   review   the   document   history:

1.

In   Document   View,   click   the  

History  

tab.

The   document   History   list   opens,   displaying   the   actions   in   list   format,   from   newest   to   oldest.

  FIGURE   5.32

HISTORY   LIST

The   History   list   can   display   the   following   actions:

Š

AddField:

  A   field   was   added   to   the   database.

Š

Annotation:

  An   annotation   or   redaction   was   placed   on   the   document.

  (For   more   detailed   informa ‐ tion   about   annotation   history,   see  

“Annotating   and   Redacting   Images”   on   page   169 .)

Š

EditRecord:  

One   or   more   fields   in   the   document   were   edited.

  (This   includes   the   addition   of   a   native   file   to   a   field.)

Š

ExportRecords:

  The   document   was   included   in   an   export.

Š

FindReplace:

  The   document   was   included   in   a   Find/Replace   action   performed   by   your   administrator.

Š

ImportRecords:  

The   date   the   document   was   imported.

  Typically   this   will   be   the   date   that   the   data ‐ base   was   created.

Š

MassAction:  

The   document   was   included   in   a   mass   action   initiated   in   Table   View   (find/replace,   edit,   export  ‐  which   includes   productions,   code,   or   print).

Š

PDF   Download:

  The   document   was   downloaded   to   PDF   format   from   the   Image   or   Viewer   tab.

 

Š

Š

Print:

  The   document   was   printed   from   the   Viewer   or   Image   tab.

Production:  

The   document   was   included   in   a   production.

Š

Reports:  

The   document   was   included   in   a   report.

TIP

To   refresh   the   listing,   click  

Refresh

  .

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  Reviewing   Documents  

 

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6  

Troubleshooting

Introduction

Most   users   are   able   to   log   in   and   start   using   XERA   with   no   special   setup   required.

  However,   depending   on   your   operating   system   and   work   environment,   you   may   encounter   errors   that   require   minor   adjust ‐ ments.

This   chapter   covers   the   following   topics:

Š

“Your   XERA   Version”   on   page   199

Š

“Using   the   Knowledge   Base”   on   page   199

Š

“Java   Updates”   on   page   200

Š

“Disabling   Optional   Toolbars   and   Add ‐ Ons”   on   page   201

Š

“Internet   Explorer   Settings”   on   page   199

Š

“Missing   Feature”   on   page   202

Š

“Cryptography   Error”   on   page   202

Š

“License   File   Errors”   on   page   202

 

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Your XERA Version

You   can   quickly   review   the   version   of   XERA   you’re   using   by   hovering   over   the   text   ‘Powered   by   iCO ‐

NECT ‐ XERA’   on   the   login   screen,   or   hovering   over   the   logo   that   displays   in   the   interface.

Using the Knowledge Base

iCONECT   provides   a   knowledge   base   that   contains   many   tips,   tricks,   and   articles   to   assist   with   issues   that   you   may   encounter.

 

To   access   the   knowledge   base:

1.

Go   to   www.iconect.com

  and   select   Training   &   Support   from   the   main   menu.

2.

From   the   Training   &   Support   menu,   select  

Knowledge   Base

.

The   iCONECT   Technical   Services   Knowledge   Base   opens.

  Popular   and   recent   topics   are   listed   in   the   main   window.

 

Internet Explorer Settings

Use   the   following   steps   to   optimize   your   Internet   Explorer   settings   for   use   with   XERA.

Adding   iCONECT   (XERA)   to   Trusted   Sites

1.

From   the  

Tools

  menu   in   Internet   Explorer,   select   the  

Security

  tab.

 

2.

Beside   Trusted   Sites,   click  

Sites

.

 

3.

In   the  

Add   this   website...

  field,   type   the   full   website   address   of   XERA   (the   address   you   use   to   access  

XERA)   and   then   click  

Add

.

4.

Click  

OK

.

  Leave   the   Internet   Options   dialog   box   open   for   the   next   task.

Deleting   Temporary   Internet   Files   and   Cookies

1.

From   the   Internet   Options   dialog   box,   select   the  

General

  tab.

2.

Under   Browsing   history,   click  

Delete

.

3.

In   the   Delete   Browsing   History   box,   ensure   that  

Temporary   Internet   Files

  and  

Cookies

  are   selected.

 

NOTE

Depending   on   how   frequently   you   empty   your   Internet   Explorer   cache,   this   may   take   a   few   minutes.

Download   Latest   Windows   Critical   Updates

1.

From   the  

Tools

  menu   in   Internet   Explorer,   select  

Windows   Update

.

2.

Select   the   updates   that   you   need   to   install,   and   then   click  

OK

.

Permissions and Access Rights

Verify   that   you   have   Read   and   Write   access   to   your   Temporary   Internet   Files   (Windows   7)   or   INet ‐

Cache   (Windows   8)   folder.

 

To   verify   Read   and   Write   permissions:

1.

Right ‐ click   on   the   Temporary   Internet   Files   folder,   and   then   click  

Properties

.

 

Chapter   6.

  Troubleshooting  

 

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   199  

In   Windows   7,   this   folder   is   located   at:  

\Users\username\AppData\Local\Microsoft\Windows

2.

Select   the  

Security

  tab   and   ensure   the  

Read

  and  

Write

  permission   check   boxes   are   selected.

 

3.

Click  

OK

.

Java Updates

Java   is   required   for   print   functionality   in   both   productions   and   for   printing   images   from   Table   View   or  

Document   View.

  You   can   check   to   see   if   Java,   or   the   correct   Java   version   is   installed,   and   disable   auto ‐ matic   updates.

  The   incorrect   version   of   Java   can   affect   printing   and   image   quality.

Check the Java Version and Enable Java

1.

Open   an   Internet   Explorer   browser   window.

2.

On   the  

Tools

  menu,   select  

Manage   Add ‐ Ons

.

 

3.

Scroll   down   to   the  

Java   (Sun)

 

or  

Sun   Microsystems,   Inc.

 

heading   and   verify   that   the  

JRE

  version   is   supported

 

and   is   selected.

  Do   the   following   if   necessary:

Š

If   your   Sun   JRE   version   is   higher   than   the   supported   version:

  uninstall   the   higher   version you   continue.

  Contact   your   Technical   Support   department   if   you   require   assistance.

  before  

Š

If   there   is   no   Java   (Sun)   heading   or   the   version   is   not   supported:  

download   this   version   from   http://java.com

,   and   follow   the   on ‐ screen   instructions   to   download   the   latest   supported   version.

NOTE

You   may   be   prompted   to   install   the   Google   (or   Ask   Me)   toolbar.

  Ensure   that   the   check   box   is   cleared   so   that   the   toolbar   is   not   installed.

4.

If   you   had   to   make   any   changes,   then   click  

Apply

,   and   then   click  

OK

.

Turn Off Java Automatic Updates

1.

Open   your   Windows   Control   Panel.

2.

Double ‐ click   the  

Java

  icon.

3.

In   the   Java   Control   Panel   dialog   box,   click   the  

Update

  tab.

4.

Clear   the  

Check   for   Updates   Automatically

  check   box.

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  FIGURE   6.1

JAVA   CONTROL   PANEL,   UPDATE   TAB

5.

Click  

OK

  to   save   your   changes.

Disabling Optional Toolbars and Add-Ons

To   speed   up   browser   response   times,   disable   all   optional   browser   toolbars   and   add ‐ ons   (such   as  

Google   and   Yahoo   toolbars).

 

To   disable   Google,   Yahoo,   and   any   other   optional   toolbars:

1.

Open   an   Internet   Explorer   browser   window.

2.

From   the  

Tools

  menu,   select  

Manage   add ‐ ons

.

3.

Select   the   toolbar   that   you   want   to   remove,   and   then   click  

Disable

.

A   confirmation   prompt   opens.

4.

Click  

OK  

to   confirm   that   you   want   to   disable   the   toolbar.

  Repeat   for   any   other   unwanted   toolbar.

5.

Click  

Close

  when   you   are   finished   disabling   the   toolbars.

NOTE

If   you   still   experience   issues   with   browser   response   time,   consider   removing   the   toolbar   to   eliminate   the   problem.

Chapter   6.

  Troubleshooting  

 

|

   201  

Missing Feature

If   a   feature   appears   to   be   missing   or   not   functioning   as   documented,   please   contact   your   administra ‐ tor.

  The   feature   may   be   missing   for   the   following   reasons:

Š

The   feature   is   available   only   with   the   purchase   of   an   add ‐ on   module   or   third ‐ party   software.

Š

Your   administrator   has   disabled   the   feature   or   settings   and   access   rights   that   affect   available   func ‐ tionality.

 

Š

Your   XERA   version   does   not   match   the   version   documented   here   (for   example,   if   you   company   has   not   upgraded   to   this   version).

  The   version   documented   here   is   listed   on   the   first   page.

 

Cryptography Error

If   the   following   error   message   displays,   you   will   need   to   add   XERA   to   your   list   of   trusted   sites.

  For   detailed   steps,   see  

“Internet   Explorer   Settings”   on   page   199

.

  FIGURE   6.2

XERAVIEWER   CRYPTOGRAPHY   ERROR   MESSAGE

License File Errors

If   any   of   the   following   errors   occur,   contact   your   administrator.

  These   errors   indicate   there   is   a   prob ‐ lem   with   the   XERA   license   file.

FAILED INVALID LICENSE STRING.

FAILED ERROR OPENING DATABASE NUMBER OF ALLOWED SESSIONS EXCEEDED.

202    

|    XERA   U

SER

  G

UIDE

www.iconect.com

  |   [email protected]

  |   519 ‐ 645 ‐ 6190

 

This   document   is   subject   to   change   without   notice.

  Copyright   ©   2016   iCONECT   Development,   LLC.

  All   rights   reserved.

  No   part   of   this   doc ‐ ument   may   be   reproduced   or   transmitted   in   any   form   or   by   any   means   for   any   purpose   without   the   prior   written   consent   of   iCONECT  

Development,   LLC.

  iCONECT,   XERA,   Xmplar,   iVIEW   Data   Visualizer,   6   Degrees  ‐  Relationship   Visualizer,   iLET,   “Case   Access   Worldwide”   and  

“Proven   Technology   /   Future   Driven”   are   either   trademarks   or   registered   trademarks   of   iCONECT   Development,   LLC.

  All   brand   names   are   either   trademarks   or   registered   trademarks   of   their   respective   companies.

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