Reveal Help Center

Assigning Documents for Review

Assigning documents is the practice of dividing up sets of documents to be reviewed by multiple users in a controlled manner. Commonly referred to as batching, it is managed in Reveal with the Assignments feature available to users with administrator or client administrator permissions.

Users can check out assignments from a Pool or Team by right-clicking the My Assignments folder to open Manage Batches. Assignments directed to a User appear directly under My Assignments.

Managing Assignments

On the Review tab, the Assign menu is where the Project Manager acting as Reveal Administrator can manage the batching of documents and the assignment of batches to users and teams.  

A Reveal administrator or client administrator can select documents to assign from the collection in any document list, search results or work folder.

Assignment Options
  • Administrators can assign the entire universe of documents, or search, collect and assign a specific set to be reviewed.

  • Administrators can pull a random selection or percentage of documents from the list.

  • Administrators can specify the sort order for the documents to be assigned, for example, by Sent Date or Custodian.

For details on the assignment process, see the sections below:

Creating an Assignment

To create an assignment:

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  • From your folder contents or search results, navigate to the Review menu, choose Assign.

  • On the Documents pane of the Assign Documents window, you can choose All documents in the current list, a Random selection of documents in your list, a Percentage of the documents in that list, or name a specific number Count of documents. Selecting Random supplies an addition specification for Confidence Level percentage and Margin of Error percentage for randomness of the assignments.

  • Choose Folders to place the assigned batches into either a newly created folder or an existing folder. You may also specify the maximum number of documents per assignment folder, and whether to keep family documents together.

  • Choose Users to assign the documents to a Pool, a Team, or specific Users.

    • Assignment Pool (Self-Assign): Assigns the documents to a general pool from which users from an assigned team will have access via the Manage Batches screen on the review tab.  Users can then self-assign documents as they complete batches.

    • Team: Assigns the documents to a team of users.

    • User: Assigns the amount specified to each user.

    • Select Teams or Users that should see the assignments.

  • Choose Sort to specify a field or fields and the sort order (Ascending or Descending) that should be applied to the assignment.

  • Choose Other to select the appropriate Tag Profile for the reviewers and create a name for the job.

  • Enter a Job Name which the system then submits as a job, rather than tying up your computer. This allows you to do other things while the software batches and assigns your documents.

To see the status of your job go to Jobs in the Flyout Menu and look under Assignments.

Use of the Tag Profile with Assignments

Every assignment must be associated to a Tag Profile. This controls the assignment review progress (reviewed and not reviewed status of the documents).

To associate a Tag Profile to an assignment, select the Tag Profile from the Other tab in the Assign Documents window, before submitting.  If later, you need to change the associated profile you may do so in the Jobs > Assignments screen by clicking the dropdown and selecting Details.

Unassigning and Reassigning Documents

Once assigned documents are restricted to the folders under which they have been parsed out for review. A document may not be assigned to more than one concurrent batch. 

To facilitate different or further review documents may be unassigned and then reassigned to a different batch folder for a different reviewer or level of review. 

For example, if we have assigned a random batch of 70 documents as BK00100001 from a Work Folder called Bankruptcy that should be moved up to a second level of review, we would follow this procedure to unassign the documents in the initial batch:

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  • In Folder View, open the Folder containing the documents to be unassigned. It may be the batch folder itself under My Assignments or the Work Folder from which the original assignment was derived.

  • On the Review toolbar click Assign.

  • In the drop-down menu select Unassign.

  • In the Unassign Documents screen, select the Folders to unassign from, from Assignment Folder or By Reviewer in this example, or by Custodian, Batch or Job as the situation dictates.

  • Click Unassign.

  • You may then select any Saved Search or Work Folder or other grouping to get the documents intended for the next level of review listed, and click Assign on the Review toolbar to folder new Assignment batches. See Creating an Assignment to review this process.

Renaming Assignment Folders

Assignment folders can be renamed. Navigate to the Folders menu, under Admin Views and select the desired Assignment folder. Right-click on the desired folder and choose Rename.

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Deleting Assignments

Once documents are assigned, if the batch is no longer needed, it can be deleted easily.

Navigate to the Folders window, under Admin Views and select the Assignment folder name. Right-click and choose Delete.This will delete the batch assignment, not the documents.

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Checking Out Review Batches

If assignments have been put in the Assignment Pool, users can pull their own assignments when they are ready.

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  • In the Review screen under Folders View, right click on the My Assignments folder.

  • Choose Manage Batches.

  • Select the desired batch and choose Check Out.

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  • The Assignment shows under the My Assignments folder and is ready to be reviewed.

  • When the review is complete, right click on the batch and choose Check In Batch.

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    Note

    Administrators can also check in batches for the User. This is done from the Admin Views location. Under Assignments, find the desired batch folder and right click to Check In All the batches.