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:

“Overview of XERA” on page 7

“Customizing the Dashboard” on page 17

“Project Collaboration” on page 25

New Features in this Version

XERA 6.7

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:

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

E ‐ Discovery and Project Materials Support

E ‐ Mail Databases:

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

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 .

TIFF Images:

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

See

“Reviewing Images” on page 165

Document Review:

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

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 .

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 .

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

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

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

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

End User Computer Requirements

This section lists the end user computer requirements for XERA.

System Requirements

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 .

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.

Microsoft Silverlight 5.

Required for 6 Degrees ‐ Relationship Visualizer

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:

Smartphone screen display:

Width of 767 px and less

Tablet screen display:

Width of 768 to 1279 px

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):

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

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

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:

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.

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.

Make the XERA website a trusted site.

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

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:

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

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

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

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

Click

Log In

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:

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

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.

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.

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

Clicking this breadcrumb...

Document 1 of 179, Record 1

(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

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:

CTRL

ALT

Navigate to the previous screen (View or Dashboard)

CTRL

ALT

Navigate to the next screen (View or Dashboard)

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:

From the Profile menu, select

User Information

The User Information dialog box opens.

FIGURE 1.4

USER INFORMATION DIALOG BOX

Edit any profile information in the User Information box and click

Submit

To change your password:

From the Profile menu, select

Change Password

The Change Password dialog box opens.

FIGURE 1.5

CHANGE PASSWORD DIALOG BOX

Do the following:

Enter your current password in the

Old Password

box.

Enter the new password in the

New Password

box.

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

Enter the new password again in the

Confirm Password

box.

Click

Submit

Chapter 1.

Introduction

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

one

of the following:

Click

My Projects

to view the databases to which you are assigned,

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

Select the database as follows:

For a Document Group database, select the database name.

Document Group databases are identified by a group icon.

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

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

Review Tasks and Comments for the

“Project Collaboration” on page 25

project.

For more information on Tasks and Comments, see

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

Review iVIEW graphs.

(For graphs that you have saved to the Dashboard.

See

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

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

(optional).

See

“Viewing a Transcript” on page 35

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

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

Add a record to the database.

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

See

“Adding a Record” on page 36

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

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

Chapter 1.

Introduction

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:

Do one of the following:

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.

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:

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

, 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:

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.

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

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:

Click

Options

and then enter the new name for the tile in the

Title

field.

The tile name can be up to

150 characters.

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.

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.

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.

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.

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:

Click

Options

and check

Use 24 ‐ Hour Clock

Click

Save

The time displays in 24 ‐ hour format.

Chapter 1.

Introduction

Downloading or Deleting a Document (Documents tile)

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

In a Documents tile, select the document.

FIGURE 1.10

SELECTED DOCUMENT IN THE DOCUMENTS TILE

The Delete and Download buttons display.

Do one of the following as necessary:

To download or open the file the file, click

Download

You are prompted to open or save the file.

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:

Modify:

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

Share:

other people can share the tile.

Required:

the tile cannot be hidden.

To share a tile:

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

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.

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

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:

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.

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:

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

To add a tile

Dashboard.

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

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.

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).

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

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

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

TIP

The title can contain approximately 40 characters.

ELATED

ASKS

“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:

one

of the following, as illustrated in the following image.

FIGURE 1.13

OPTIONS FOR HIDING A TILE

Click

Hide Tile

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:

From the

My Hidden Tiles section

, do one of the following as necessary:

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

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

Chapter 1.

Introduction

To delete a hidden tile:

From the

My Hidden Tiles section

, click the red

on the tile that you want to remove.

A confirmation message displays.

Click

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:

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

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:

Click the

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:

Messages and Notifications

Comments

Tasks

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:

Do the following as necessary:

From the toolbar,

Create a Message

click the Communication icon and select

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

FIGURE 1.16

CREATE A MESSAGE DIALOG BOX

Enter the title of the message in the

Subject

field.

Enter the message text in the

Body

field.

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.

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

Send Email

check box.

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:

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.

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

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.

To view a task, click

View Task Reference

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

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

Click

Reply

The Reply box opens.

FIGURE 1.18

REPLY WITH A MESSAGE DIALOG BOX

Enter a reply in the

Body

of the message.

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.)

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

Send Email

check box.

Click

Post

To delete a message, click

Delete

Chapter 1.

Introduction

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

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.

Do the following as necessary:

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

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.

Click the

Comments

icon again to minimize the tile if necessary.

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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:

Do the following as necessary:

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

Enter the title of the announcement in the

Subject

field.

Enter the announcement text in the

Body

field.

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.

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.

Set an expiry date for the announcement.

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

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

Send Email

check box.

Click

Post

Chapter 1.

Introduction

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

To dismiss the announcement, click

Dismiss

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

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:

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.

Incomplete Tasks:

Tasks are not complete.

These tasks are tasks that you are still working on.

Completed Tasks:

Tasks that have been marked as Complete.

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:

Do one of the following as necessary:

From the toolbar,

ate a Task

click the Communication icon and select

Cre ‐

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

FIGURE 1.23

CREATE A TASK DIALOG BOX

Enter the title of the task in the

Subject

field.

Enter the details of the task in the

Instructions

field.

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.

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.

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.

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.

Click

Post

Reviewing Tasks

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

Tasks

tile.

To review a task:

In the Dashboard, click the

Tasks

icon in the Tasks tile.

The Tasks tile opens.

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FIGURE 1.24

TASKS TILE

Do the following as necessary:

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.

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.

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

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

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.

Click

Save

to add the task to your calendar.

Chapter 1.

Introduction

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

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).

To manage notifications:

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:

To mark the notification as read, select

Mark all Notifications as Read

To delete all notifications, select

Delete All Notifications

To manage messages (but not announcements*):

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:

To change the status of the message to viewed, select

Mark all Messages as Read

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.

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

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:

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

You cannot add a record in one of these views.

Click in the Record tile to expand it.

The fields that require completion are displayed.

Enter the applicable data in one or more fields:

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

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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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:

“Overview” on page 39

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

“Previewing Documents” on page 45

“About Folders” on page 48

“Creating a Folder” on page 49

“Adding a Document to a Folder” on page 51

“Removing Documents from a Folder” on page 54

“Viewing Folder Contents” on page 55

“Taking a Data Sample” on page 56

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

“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)

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

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 .

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

Filters

For more information, see

“Filters” on page 119 .

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

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.

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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

FIGURE 2.2

NAVIGATION TO A SPECIFIC RECORD

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

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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.

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

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.

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.

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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:

Click the left arrow to return to Table View.

Press and hold

CTRL

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

Chapter 2.

Categorizing Documents

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

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.

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.

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:

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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Do the following as necessary:

To remove columns from your view, column to the

Excluded

Column.

use the arrow buttons to move the fields from the

Selected

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.

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.

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

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:

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

Chapter 2.

Categorizing Documents

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.)

Click

Save

To use a saved template:

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:

In Table View, select the Custom Settings list.

Select the template name and click

Delete

You are prompted to confirm this action.

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:

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.

The following table describes how the documents are previewed.

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).

Chapter 2.

Categorizing Documents

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

Return to the grid by clicking the

Grid View

(circled in the above image).

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

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

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.

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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:

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

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.

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

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

To sort by a field:

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:

Do the following as necessary:

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

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:

In the

Search

pane, do one of the following.

To remove an individual beside the applied sort.

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

To remove multiple sorted fields, click the

beside all the applied sorts that you want to remove.

Chapter 2.

Categorizing Documents

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

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:

In Table View, select the

Folders

tab.

Any existing folders are shown in the Folder pane.

Click

Create Folder

The New Folder section opens.

FIGURE 2.8

NEW FOLDER SECTION

Enter the name of the folder in the

Folder Name

box.

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.

Do the following as necessary:

To create a top ‐ level

Folder Panel

field.

folder on a Panel, click the Panel name.

The Panel name is added to the

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.

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

Personal Folder

check box.

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

Chapter 2.

Categorizing Documents

Do the following as necessary:

To save the new folder, click

Save

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

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.

Select the documents you want to add, as follows:

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

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

All Documents

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

Selected Documents

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).

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:

In Table View, select the

Folders

tab.

Click

Edit Folder

The Edit Folder section opens.

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

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:

In Table View, do the following as necessary:

Run a search.

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:

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

To move folder.

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

To move document groups, press and hold

, 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:

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

Folders

tab, and then click

Add to

Folder

The Add to Folder section opens.

Chapter 2.

Categorizing Documents

FIGURE 2.10

ADDING A DOCUMENT TO A FOLDER

Do the following as necessary:

To add field.

the document to one folder, select the folder.

The folder is added to the

Folder Name

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.

Select the documents you want to add, as follows:

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.

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

All Documents

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

Selected Documents

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

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.

Chapter 2.

Categorizing Documents

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:

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.

In the

Folders

tab, click

Remove from Folder

The Remove from Folder section opens.

Do the following as necessary:

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

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.

one

of the following:

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.

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

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

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:

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.

To select and search multiple folders:

To run an AND search, press

Ctrl

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

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:

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 .

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 .

Chapter 2.

Categorizing Documents

Refining Content Retrieval from Multiple Folders

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

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

Operator icon, and select another operator from the list.

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:

Sample size:

The population size selected for the sample.

Increasing the confidence level increases the sample size.

Confidence level:

The level of confidence in the sample.

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

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:

In the

Folders

tab, click

Create Statistical Sample

The Create Statistical Sample section opens.

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Create the folder that will contain the sample as follows:

Enter the name of the folder in the

Folder Name

box.

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.

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.

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

Personal Folder

check box.

Click

Next

In the

Sample Source

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

To sample the entire database, choose

Entire Database

To sample a folder, choose

Folder

and then select the folder and then click

Close

Click

Next

In the

Confidence

section, do the following:

To set the confidence level, move the

Confidence Level

slider to the appropriate location.

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.

Click

Save

Chapter 2.

Categorizing Documents

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:

Column Graph, Stacked Column Graph, Percentage Stacked Column Graph

Bar Graph, Stacked Bar Graph, Percentage Stacked Bar Graph

Pie Graph

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:

Plotted data (primary selection):

Custodian

By:

Sent Date

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)

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:

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.

Chapter 2.

Categorizing Documents

Select one of the following as necessary:

To view data or folders from Table View, select

Field, Folder, or Coding

To view reviewed data, select

Folder/Coding History

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

FIGURE 2.15

IVIEW SETTINGS SECTION

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.

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

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.

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

list.

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.

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:

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

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

Click

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:

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

Chapter 2.

Categorizing Documents

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

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

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.

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:

(Empty):

The selected field contains no data.

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

(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.)

(Folder Not Found):

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

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:

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.

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

Folder/Coding History

Select from one of the following options:

To easily review the folders that contain those folders, select

User by Folder

documents, and the users that added documents to

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.

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

Folder by User

To review the number of documents coded by date, select

Folder by Date

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.

Chapter 2.

Categorizing Documents

FIGURE 2.17

ADDITIONAL FILTERING OPTIONS

Do the following as necessary:

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.

To customize the date range, select

Custom Range

and then enter the date range in the

From

and

fields.

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.

To review status for specific users only, click in the

Users

field and select one or more users from the list.

When you are finished, click

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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:

Click

iVIEW Settings

The iVIEW Settings section opens.

FIGURE 2.18

IVIEW SETTINGS SECTION

Do the following as necessary:

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

To select another graph, click another chart type.

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.

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.

Click

Chapter 2.

Categorizing Documents

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:

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.

Do the following as necessary:

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

Click the

Back

button to return to the previous date range.

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:

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.

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

The character limits for labels are:

Title and subtitle: 30 characters

x and y axis titles: 60 characters

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:

Click

Save Current View as Template

and enter the name for the template.

To make the graph available for yourself only, check

Personal

NOTE

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

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:

In the iVIEW tab, click the

Save as Tile

button.

The Tile Name box opens.

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

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.

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.

Chapter 2.

Categorizing Documents

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:

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.

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

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:

To view the filtered results in Table View, select

Filter

from the list, and then click

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

Folder

from the list, and then click

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:

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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one

of the following:

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

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

To view the documents in Document View, select

View

from the list, and then click

To add the documents to a folder, select

Folder

from the list, and then click

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:

Click the

Print

button, and then choose one of the following:

To print the graph, select

Print

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

Download

Save the file to a location of your choosing.

Chapter 2.

Categorizing Documents

Graph Examples

Email Dates by Custodian

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Coding Status by Custodian

Coding Status by Custodian, displayed by Total Page Count

Chapter 2.

Categorizing Documents

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

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.

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:

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.

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.

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.

Chapter 2.

Categorizing Documents

To create clusters:

Click the

Mass Action

button.

The Mass Action section opens.

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

Selected Documents:

The documents you have selected less than all the documents.

have selected.

This option is only enabled when you

Unselected Documents:

The documents that are not selected.

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.

All Documents:

Data from the entire database.

In the Choose Actions section, select

Cluster

and then click

Next

FIGURE 2.23

CLUSTER SETTINGS

Do one of the following as necessary:

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).

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.

If necessary, change the cluster settings as follows:

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

Generality

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

Minimum Coherence

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.)

Click

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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Click

Refresh

on the

Clusters

tab to display the panel and its clusters.

From here, you can do the following with clusters:

To review cluster information in a standard graph, see

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

Create a Mosaic graph for clusters.

See the next section for more information.

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:

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.

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

To delete a Cluster panel:

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.

Press

Shift

and click

Yes

to proceed with the deletion.

Chapter 2.

Categorizing Documents

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:

In the Clusters tab, click

Edit Cluster

The Edit area opens.

Click the cluster that you want to rename.

The Cluster name is added to the

Cluster Name

field.

Type in the new name for the cluster.

Click

Save

Deleting a Cluster

To delete a cluster:

In the Clusters tab, click

Delete Cluster

The Cluster selection area opens.

Select the cluster that you want to delete.

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:

In Table View, do

one

of the following:

Click the menu beside the Cluster panel name, and select

View

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

The graph opens in the iVIEW tab.

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

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.

Chapter 2.

Categorizing Documents

To open a parent cluster that has sub ‐ clusters:

Click on the cluster name.

The graph refreshes to display the next level of clusters.

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

Click

Zoom Out

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

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:

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.

one

of the following:

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

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

To view documents from multiple clusters in Document View, select

View

from the list, and then click

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.

To add the documents to a folder, select

Folder

from the list, and then click

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:

Edit:

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

You can edit up to 3 fields.

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.

Print:

Print a field that contains images.

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

Export:

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

Code:

Assign the same review designation to multiple documents.

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

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.

Chapter 2.

Categorizing Documents

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:

Click the

Mass Action

button.

The Mass Action section opens.

FIGURE 2.26

MASS ACTION SELECTION PAGE

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

Selected Documents:

The documents you have selected less than all the documents.

have selected.

This option is only enabled when you

Unselected Documents:

The documents that are not selected.

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.

All Documents:

Data from the entire database.

In the Choose Actions section, select

Edit

Find/Replace

and then click

Next

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

Copy

all

data data data data

to to

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

with

With

Text*

Beginning/Append

Entire

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.

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.

When you are finished, click

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

You are prompted to confirm.

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:

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.

Click the

Mass Action

button.

The Mass Actions section opens.

Chapter 2.

Categorizing Documents

FIGURE 2.27

MASS ACTION SELECTION PAGE

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

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

Unselected Documents:

Print the images for the documents that are not selected.

Current Search Results:

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

All Documents:

Print images for all the documents in the database.

In the Choose Actions section, select

Print

and then click

Next

The Print page opens.

FIGURE 2.28

PRINT OPTIONS PAGE

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

Select Field

list.

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

Add Slipsheets

check box.

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

TIP

To print translucent redactions, ensure the

Semi ‐ Transparent Redaction

check box is checked.

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:

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

Click the

Mass Action

button.

The Mass Actions section opens.

FIGURE 2.29

MASS ACTION SELECTION PAGE

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

Selected Documents:

The documents you have selected less than all the documents.

have selected.

This option is only enabled when you

Unselected Documents:

The documents that are not selected.

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.

All Documents:

Data from the entire database.

In the Choose Actions section, ensure that

Export

is selected, and then click

Next

The export page opens.

Chapter 2.

Categorizing Documents

FIGURE 2.30

EXPORT OPTIONS

Do the following as necessary:

To include the field labels, ensure the

Include Field Headers

check box is selected.

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.

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

When you are finished, click

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

You are prompted to con ‐ firm.

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.

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:

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

Click the

Mass Action

button.

The Mass Actions screen opens.

FIGURE 2.31

MASS ACTION SELECTION PAGE

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

Selected Documents:

The documents you have selected less than all the documents.

have selected.

This option is only enabled when you

Unselected Documents:

The documents that are not selected.

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.

All Documents:

Data from the entire database.

Click

Next

The Panels section opens.

Chapter 2.

Categorizing Documents

Select the panel that contains the designation from the

Panels

list, and then do the following as necessary:

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.

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.

Click

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.

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

Chapter 2.

Categorizing Documents

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:

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

Click the

Mass Action

button.

The Mass Actions screen opens.

FIGURE 2.34

MASS ACTION SELECTION PAGE

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

Selected Documents:

The documents you have selected less than all the documents.

have selected.

This option is only enabled when you

Unselected Documents:

The documents that are not selected.

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.

All Documents:

Data from the entire database.

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.

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.

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

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:

In Mass Actions, click the

Status

tab.

Select a

Find/Replace

Edit

action that you want to revert, and then click the

Undo

button.

A confirmation box displays.

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.

Chapter 2.

Categorizing Documents

Deleting an Action

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

To delete an action:

From the

Status

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

Ctrl+Shift

to select multiple actions from the list.)

Click

Delete

A confirmation message displays.

Click

Yes

to proceed with the deletion.

The action is removed from the list.

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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:

“Building a Query — Step by Step” on page 93

“Searching Documents for Empty Fields” on page 101

“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:

Concepts, subjects, and issues

Names (people, companies, departments)

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

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.

ORRECT

‘Margaret Henderson’ AND (NDA OR confidentiality)

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.

ORRECT

(will search phonetic variations such as smith, smythe, etc.)

VOID

sm*th

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Eliminate redundancies

Use wildcards to capture singular, plural, and related words that have the same root.

ORRECT

(employ* OR staff) AND (NDA)

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.

ORRECT

‘profit sharing’

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:

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’.

Noise words are highlighted in a phrase search hit.

(SQL)

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).

ORRECT

‘001’ WITHIN Invoice

(will search the Invoice field for number 001)

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.

ORRECT

Author = ‘John Smith’

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.

Searching Best Practices

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.

ORRECT

stock* near5 option*

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.

ORRECT

stock* near20 bonus*

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.

ORRECT

financ*

(to capture “financial” as well as “financing”)

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.

ORRECT

(stock OR stocks) OR (warrant OR warrants) OR (share OR shares)

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]).

ORRECT

mhenderson*

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 .

ORRECT

Work near5 rule

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’.

ORRECT

‘Diane and Albert’s Diner’

VOID

‘‘Diane and Alberts’ Diner’

(this is interpreted as ‘Diane and Alberts’ OR Diner)

Chapter 3.

Searching Best Practices

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.

XAMPLES

ORRECT

‘Arthur Dunn, LLP’

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:

ORRECT

‘Arthur & Dunn’

(will search for “Arthur & Dunn”)

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).

ORRECT

‘

Yearend_report.doc’

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.

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

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.

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.

XAMPLES

EquiSet

MPTY

Author

MPTY

Searches where Empty Field Syntax is not Required

The following searches do not require empty field syntax:

WITHIN

searches: A Within search is treated differently than an Equals search, as follows:

(‘John Smith’ WITHIN Author)

— Returns all documents where the Author field contains the phrase ‘John Smith’.

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.

NOT

search: a not search excludes all documents except the search criteria specified, so empty fields can be returned.

Document level

‘John Smith’

— Returns all documents that contain the phrase ‘John Smith’.

NOT ‘John Smith’

— Returns all documents in the database except the documents that contain the phrase ‘John Smith’.

Field level

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

NOT (Author = ‘John Smith’)

— Returns all Author fields except where the Author is John Smith.

Folder searches: folder searches are done at the document level, so empty fields are not a factor.

|General|Hot Documents|

— Returns all documents in the Hot Documents folder.

NOT

|General|Hot Documents|

— Returns all documents in the database except the docu ‐ ments found in the Hot Documents folder.

Chapter 3.

Searching Best Practices

101

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

NOT

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”.

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.

Chapter 3.

Searching Best Practices

103

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

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

Edited

for

Documents

modified modifieddate

Field

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.

Chapter 3.

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105

Search Operator

(cont’d)

Range Search

see example

Description

Calendar

Dates

Empty

Not

Field

Empty

year?

month?

week?

day?

weekday?

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

near

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:

+|General|Financial|

Returns the documents found in the Financial folder or any of its subfolders (recursive OR search).

|General|Financial|Tax Reports 2005|

Returns the documents found in the subfolder “Tax Reports 2005”.

|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”.

( |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).

|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”.

( |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).

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

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|

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:

and

not

contains

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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:

“Searching for Relevant Documents” on page 115

“Searching using Quick Search” on page 116

“Facets” on page 117

“Filters” on page 119

“Custom Searches” on page 122

“Reviewing the Search Results” on page 131

“Ranking Search Results” on page 133

“Saving a Search” on page 136

“Xmplar: Searching for Related Documents” on page 140

“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:

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

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 .

Filters:

Quickly search for data in a particular field using filters.

See

“Filters” on page 119

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

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:

Start with short queries

“Step 2: Create Short Queries Using Identified Search Terms” on page 94

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:

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

To build upon the existing search, enter additional search criteria.

You can change the search opera ‐ tor by selecting it from the list.

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:

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.

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:

In the

Facet

tab, click the

Open Facet Manager

button.

The Manage Facets window opens.

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

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:

Keyword searches in a specific field (text and numeric fields).

NOTE

A filtered keyword search displays as: keyword WITHIN ‘field’ search.

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:

Click

Filters

(located above the grid).

The Filters bar opens, just beneath the column names.

FIGURE 4.5

FILTERS BAR OPEN

Click in the applicable filter column, and then do the following as necessary:

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119

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.

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

•

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

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:

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

Change the search operator, and then click

Search

Removing a Filter

To remove a filter from a field:

In the Search tab, click the

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

Search Builder.

Enter a query directly into the Search Builder box.

Quick Search.

Terms are added to the Search Builder once you click

Add

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

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:

In the Search area, click

Custom

The Custom Search window opens.

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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

Enter the search criteria, and then click

Add

The underlying syntax for this search is added to the

Search Builder query box.

one

of the following:

To execute the requested field search, click

Perform Search

, or

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.

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:

Enter the search words (and any wildcard characters, if necessary), and then do

one

of the follow ‐ ing:

If you are finished entering the search words, click

Quick Search

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.

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:

In the Custom Search window, select the section that you want to use.

The heading expands for the section you’ve chosen.

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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one

of the following:

To execute the requested field search, click

Perform Search

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.

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:

In the Lookup List section, select a Lookup List from the drop ‐ down.

The Lookup List terms are displayed.

Select one or more items to add to your search and click

Insert Selected

Dictionary Lookup

The Dictionary Lookup section enables you to:

Identify if a word is in the database before attempting to search for it.

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:

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.

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

If you have selected more than one word, choose the separator that will join the matching words.

For example, if the operator is

and the selected matching words are

FINANCE

and

FINANCING

, the query becomes

FINANCE OR FINANCING

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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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

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.

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.

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

EAR

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:

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.).

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

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

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

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

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

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:

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

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

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|

To search the parent folder only, clear the

Search all child folders

check box.

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:

AND:

Only the selected folders are searched, and only documents in common are retrieved.

OR:

The contents of the selected folders are returned in addition to the search results from the rest of the search (if applicable).

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:

In the

Search

area, do

one

of the following:

To remove an individual term, select the search term that you want to remove, and click the

beside the term.

The selected term is highlighted.

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

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

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.

In the

Custom

form, click

Search History

The searches for your current session are listed.

FIGURE 4.20

SEARCH HISTORY LIST

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.

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

If you are not editing the search terms, choose a method to combine the search terms:

AND:

The criteria in

all

selected searches must be met.

OR:

The criteria in

any

of the selected searches can be met.

NOT:

This can be selected to return everything except for the results of a combined search.

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:

In the

Search History

section, select one or more search terms that you want to save and then click

Save.

Select one of the following from the Save menu:

To make the search personal, select

as Private

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:

Saved Searches tab, and

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:

Public Search.

This is a search that is shown for all project members, created by you.

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:

In the Search area, click

Save

The Save Search section opens.

To save a

new

search, do the following as necessary:

Type in the name of the search that you want to save in the

Saved Search Name

box.

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.

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:

Click the

Saved Searches tab.

The Saved Search section opens.

Click the

Search

icon beside the search that you want to run.

To combine a saved search with existing search criteria:

Ensure that the search operator is set to AND or OR.

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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.

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.

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.

To edit the search terms, do the following:

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

If you are not editing the search terms, do

one

of the following as necessary:

To re ‐ run an individual search, select the search, and then click

Quick Search

To combine searches that do not contain facets, select searches you want to combine.

Select

AND

, 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:

In the

Saved Search

section of the

Custom

form, select the search term that you want to change.

Click

Rename

The Search Name field is cleared so that you can change the search name.

FIGURE 4.23

CLEARED SEARCH NAME FIELD

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:

In the

Saved Search section of the Custom form

, select the searches you want to remove.

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

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.

ID:

tax.

The number used to identify the Xmplar search and document.

This is used in the Search syn ‐

Created By/Created Date:

The user who created the Xmplar document, and the date it was cre ‐ ated.

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.)

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:

Sync Date:

The date a section was added, activated, or deactivated.

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:

In Table View, click

Xmplar

Click

New

The New Xmplar section opens.

FIGURE 4.25

CREATING A NEW XMPLAR

Do the following as necessary:

Type a descriptive name for the document in the

Name

column.

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.

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.

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

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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141

TIP

Consider adding sentences or paragraphs that convey a similar idea.

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:

In Xmplar, select the document name in the grid, and then click

Details

The details section opens.

Select the section that you want to disable or delete, and then do the following:

To disable a section, clear the check box for that section.

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:

In Xmplar, select the document name in the grid, and then click

Edit

The Edit Xmplar section opens.

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:

In the Table View toolbar, click

Xmplar

In this grid, select the document that contains the concepts that you want to search.

Click

Details

to review the sections in your document.

Clear section check boxes if necessary.

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.

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

Documentnumber

is the Xmplar document number selected for the search.

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:

Viewer tab:

All words that meet the criteria will be highlighted (mhenderson anywhere in the docu ‐ ment).

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:

In Document View, select the

Word Marking

tab.

Any existing Word Marking lists (and search results) are shown.

Click

Create New List

The Create New List section opens.

FIGURE 4.28

CREATE WORD MARKING LIST

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.

Enter words, terms, or phrases that you want to include in your list.

Press the Enter key to separate individual words, terms or phrases.

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.

Do the following as necessary:

To set the color for the background (essentially highlighting the text), select

Background

To set the color for the text, select

Text

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:

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.

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:

In the

Word Marking

tab, select the list that you want to edit.

The selected list opens for editing.

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:

Ensure that the

Viewer

tab is open.

In the

Word Marking

tab, click

Print List

The Print Preview screen opens, displaying the active word marking lists.

FIGURE 4.29

Click

Print

PRINT PREVIEW SCREEN

Deleting a Word Marking List

To delete a Word Marking list:

In the

Word Marking

tab, select the list that you want to delete.

You are prompted to confirm the removal.

Click

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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:

Type the search term in the search box.

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 ‐

To return only the exact term that you enter, click the Search Option icon

Whole Word Only

and select

Match

In Text View, you can use WITHIN searches to narrow your keyword search to a particular field.

Press

Enter

to start the search.

The results are highlighted.

FIGURE 4.30

HIGHLIGHTED SEARCH RESULTS

Do the following as necessary:

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.

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:

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.

Visible:

The number of hits from active Word Marking terms.

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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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:

“Overview” on page 153

“Batch Review” on page 161

“Predictive Review” on page 163

“Reviewing Images” on page 165

“Viewing a Native File” on page 172

“Reviewing E ‐ mail Relationships” on page 177

“Editing a Document” on page 180

“Posting a Comment to a Document” on page 182

“Coding a Document” on page 185

“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

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

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

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:

Beneath the Documents tab, click

Customize the View

The View Settings box opens.

FIGURE 5.6

VIEW SETTINGS DIALOG BOX

Do the following as necessary:

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.

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.

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:

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:

In the Document List section, select the View list.

Select the template name and click

Delete

You are prompted to confirm this action.

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:

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.

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.

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:

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

Do the following as necessary:

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.

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.

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:

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

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.

Click

Save

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To use a saved template:

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:

In Document View, select the Custom Settings list.

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:

Check out an assigned batch.

See

“Batch Review” on page 161 .

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.

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:

From the Dashboard, do one of the following as necessary:

From

My Batches:

Click on the batch and click

Check out

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.

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:

From the Dashboard, click on the batch that you want to check in.

You are prompted to select an option for batch check in.

Do the following as necessary, and then click

Check In

If you are finished the review, select

Complete

All doc ‐ uments within the batch must be reviewed before you can select

Complete

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:

Code a document.

Add an entire document to an example folder (if example folders are set up for your workflow).

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:

Batch Review,

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:

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.

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:

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.

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

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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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:

Select the native file link or image link from the Document List.

The native file or image displays in the Viewer or Image tab.

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.

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:

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.

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

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:

Open the image or native file you want to annotate or redact.

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:

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:

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:

Pressing h again selects the next highlight color.

Rectangle.

Places a rectangle on the image.

Keyboard shortcut:

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:

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:

Select the annotation/redaction with the

Selection

tool (or use the keyboard shortcut:

), 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.

Do the following as necessary:

To change the text size, weight, or color select the appropriate are shown along the top of the document (see the image.)

icons that

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.

To delete the annotation, click

Delete

, or use the Delete key on your keyboard.

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:

On the

Image

tab, hover over the

Text

button, and then select

Custom

from the list.

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.

Click on the image and do the following as necessary:

Type the text for the custom annotation,

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

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.

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.

Open the image you want to print.

On the Image tab, click

Print

The Print menu opens.

FIGURE 5.16

PRINT OPTIONS

Select the print and annotation options that you want and then do the following as necessary:

To print the image, click

Print

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.

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:

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.

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:

Select a native file link from the source document list.

The file opens in the Viewer tab.

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.

On the Viewer tab, click

Print

The Print menu opens.

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Do the following as necessary:

If a Print dialog box opens, select the print options and then click

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.

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:

Place your cursor in the native file, and right ‐ click to open the menu options.

Do the following as necessary:

Copy:

Highlight the text that you want to copy and then right ‐ click and select

Copy

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:

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

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:

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:

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:

In Document View, navigate to the record to which you want to add an attachment.

one

of the following:

In the field that contains the icon, click

Upload a Native File

In the Coding panel, click

Upload Native File

The Choose File to Upload dialog box opens.

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.

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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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.

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:

Click on another e ‐ mail address or domain (a line or node) to pinpoint specific relationships

Click a line to highlight correspondence frequency.

Use the Recipient check boxes to filter the displayed relationships.

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:

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:

Edit in Text View.

All editable fields are activated for editing; all changes are saved.

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:

In Text View, click

Edit

The document is displayed in an editable format.

FIGURE 5.22

DOCUMENT IN EDIT MODE

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.

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.

To edit information in another field, click in another field and add or edit the text.

one

of the following:

To save the changes, click

Save Document

To cancel the changes, click

Cancel

To edit fields while on the Coding tab:

While in Text View, ensure the Coding tab is selected.

Open a panel that contains a notes box or a list.

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FIGURE 5.23

EDITING ON THE CODING TAB

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.

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

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.

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

To place a comment on selected text in the docu ‐ ment, ensure you are in the Viewer tab.

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

Comments cannot be added while you are in Text View.

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

IIn the

Image

tab, select one or more saved annota ‐ tions with the pointer tool.

Ensure that it is selected (a dotted line must display around the selected item, as shown in the image).

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:

Enter the text of the comment in the active field.

The maximum number of characters is 1024.

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.

Do the following as necessary:

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.

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

To also send this comment to external e ‐ mail, select the

Send Email

check box.

Click

Post

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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:

In the

Comments

tab, click

Edit

in the comment that you want to edit.

The comment opens for editing.

Do the following as necessary:

Add to or edit the comment in the

Body

box.

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

To also send this comment to another person’s external e ‐ mail, select the

Send Email

check box.

Change the comment type by selecting another type from the

Comment Type

list.

Click

Update

NOTE

Alternatively, you can choose to delete the comment while in edit mode by clicking the x button.

To remove a comment:

In the

Comments

tab, click in the comment you want to remove.

Click

Delete

You are asked if you want to delete the comment.

Click

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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

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:

In Document View, click the

Coding

tab.

Select one or more coding designations.

You can assign additional codes to the document by doing the following:

Select a radio button to select one coding designation from group.

(For example, Not Reviewed, Pending, Reviewed).

Select one or more check boxes to assign more than one coding designation.

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:

Email Threads:

Review e ‐ mail threads found in the document collection.

Near Duplicates (Textual):

Determine same and nearly identical documents.

Similar Concepts:

View conceptually similar documents.

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:

In Document View, select a document from the document list (the list on the left in Document View).

Click the

Related

tab.

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

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

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%.

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.

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.

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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:

To review all documents, leave the boxes empty.

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.

To review document differences only, click

Document Compare (available for Email Threads,

Near Duplicates, and Same Field Content)

For more information, see

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.

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:

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.

Click

Compare Documents

The Document Compare view opens, displaying the documents side ‐ by ‐ side.

FIGURE 5.25

DOCUMENT COMPARISON

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.

Click the

Compare

tab to evaluate textual differences between the documents.

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189

FIGURE 5.26

DOCUMENT COMPARE TOOLS

The following table describes how you can review document differences.

•

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.

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.

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.

Chapter 5.

Reviewing Documents

191

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:

On the

Related

tab, open a panel.

To code a few documents (rather than all), place a check mark beside the documents that will be coded.

Click the

Mass Action

button.

The Mass Code section opens.

FIGURE 5.28

MASS CODE, SELECTION PAGE

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

Selected

panel.

Documents:

Code the documents that you have selected in the current set on the

Unselected Documents:

Code the documents that are not selected in the current set on the panel.

All documents listed in the selected panel.

(In the image above, this is All Near Duplicate Docu ‐ ments.)

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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Select the panel that contains the designation from the

Panels

list, and then do the following as necessary:

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.

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.

Click

to apply the coding designations.

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

You are prompted to confirm.

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:

On the

Related

tab, open a panel.

To print a few documents (rather than all), place a check mark beside the documents that will be printed.

Click the

Mass Action

button.

The Mass Code section opens.

FIGURE 5.30

MASS CODE, SELECTION PAGE

Chapter 5.

Reviewing Documents

193

In the Select Documents section, select the data range for the documents that you want to print:

Selected

panel.

Documents:

Print the documents that you have selected in the current set on the

Unselected Documents:

Print the documents that are not selected in the current set on the panel.

All documents listed in the selected panel.

(In the image above, this is All Near Duplicate Docu ‐ ments.)

From the Choose Actions section, choose

Print

, and then click

Next

The Print section opens.

FIGURE 5.31

MASS PRINT, SELECTION PAGE

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

Select Field

list.

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

Add Slipsheets

check box.

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

TIP

To print translucent redactions, ensure the

Semi ‐ Transparent Redaction

check box is checked.

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

Click

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:

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:

AddField:

A field was added to the database.

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 .)

EditRecord:

One or more fields in the document were edited.

(This includes the addition of a native file to a field.)

ExportRecords:

The document was included in an export.

FindReplace:

The document was included in a Find/Replace action performed by your administrator.

ImportRecords:

The date the document was imported.

Typically this will be the date that the data ‐ base was created.

MassAction:

The document was included in a mass action initiated in Table View (find/replace, edit, export ‐ which includes productions, code, or print).

PDF Download:

The document was downloaded to PDF format from the Image or Viewer tab.

Print:

The document was printed from the Viewer or Image tab.

Production:

The document was included in a production.

Reports:

The document was included in a report.

TIP

To refresh the listing, click

Refresh

Chapter 5.

Reviewing Documents

195

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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:

“Your XERA Version” on page 199

“Using the Knowledge Base” on page 199

“Java Updates” on page 200

“Disabling Optional Toolbars and Add ‐ Ons” on page 201

“Internet Explorer Settings” on page 199

“Missing Feature” on page 202

“Cryptography Error” on page 202

“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:

Go to www.iconect.com

and select Training & Support from the main menu.

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

From the

Tools

menu in Internet Explorer, select the

Security

tab.

Beside Trusted Sites, click

Sites

In the

Add this website...

field, type the full website address of XERA (the address you use to access

XERA) and then click

Add

Click

Leave the Internet Options dialog box open for the next task.

Deleting Temporary Internet Files and Cookies

From the Internet Options dialog box, select the

General

tab.

Under Browsing history, click

Delete

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

From the

Tools

menu in Internet Explorer, select

Windows Update

Select the updates that you need to install, and then click

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:

Right ‐ click on the Temporary Internet Files folder, and then click

Properties

Chapter 6.

Troubleshooting

199

In Windows 7, this folder is located at:

\Users\username\AppData\Local\Microsoft\Windows

Select the

Security

tab and ensure the

Read

and

Write

permission check boxes are selected.

Click

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

Open an Internet Explorer browser window.

On the

Tools

menu, select

Manage Add ‐ Ons

Scroll down to the

Java (Sun)

Sun Microsystems, Inc.

heading and verify that the

JRE

version is supported

and is selected.

Do the following if necessary:

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

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.

If you had to make any changes, then click

Apply

, and then click

Turn Off Java Automatic Updates

Open your Windows Control Panel.

Double ‐ click the

Java

icon.

In the Java Control Panel dialog box, click the

Update

tab.

Clear the

Check for Updates Automatically

check box.

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FIGURE 6.1

JAVA CONTROL PANEL, UPDATE TAB

Click

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:

Open an Internet Explorer browser window.

From the

Tools

menu, select

Manage add ‐ ons

Select the toolbar that you want to remove, and then click

Disable

A confirmation prompt opens.

Click

to confirm that you want to disable the toolbar.

Repeat for any other unwanted toolbar.

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:

The feature is available only with the purchase of an add ‐ on module or third ‐ party software.

Your administrator has disabled the feature or settings and access rights that affect available func ‐ tionality.

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.

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www.iconect.com

| [email protected]

| 519 ‐ 645 ‐ 6190

This document is subject to change without notice.

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.

Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

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User manual | XERA User Guide - v6.7

User Guide

iCONECT Contact Information

Contents

Introduction

Welcome to XERA

Overview of XERA

Customizing the Dashboard

Project Collaboration

Categorizing

Documents

Introduction

Overview

About Folders

Creating a Folder

Charting Data with iVIEW

Data Visualizer

Viewing Related Data Using Clusters

Mass Actions

Searching

Best

Practices

Overview

Building a Query

Step by Step

Searching Documents for Empty Fields

Search Operators and Query Strings

Appendix – Database Stop or Noise Words and Reserved

Words

Searching

Documents

Introduction

Searching for Relevant Documents

Searching using Quick Search

Facets

Custom Searches

Xmplar: Searching for Related Documents

Word Marking and Keyword Searches

Reviewing

Documents

Introduction

Overview

Batch Review

Predictive Review

Reviewing Images

Viewing a Native File

Reviewing E-mail Relationships

Editing a Document

Posting a Comment to a Document

Coding a Document

Reviewing Related Documents

Reviewing Document History

Troubleshooting

Introduction

Your XERA Version

Using the Knowledge Base

Internet Explorer Settings

Java Updates

Disabling Optional Toolbars and Add-Ons

Related manuals

Table of contents