Reveal Help Center

Getting Started: Project Setup

Once a Company, Client and Project are created under Instance Setup,

  • the Project Setup pane contains the functions that you need to prepare the structure of a new case including the creation and assignment of Users, Templates, Fields and Mappings;

  • the Import pane functions ingest document, image and tag data; and

  • the Create pane functions bind it all together.

You will need to have a Company and Client set up before creating a project.

If you create the project, load and index all the data in one sitting each task window will direct you to the next function by including a button linking to the next logical step at the bottom right corner of each window. If you need to stop in mid-case creation, you can always navigate back to the last step using the menu links within the Options panel.

Basic Workflow for Creating a Database
  • Get your load file and data in place. Contact Reveal Support to arrange and confirm upload server access and location.

  • Under the Instance Setup pane click on Companies to confirm that your Company is listed in the Reveal Review Manager. If not, Add New to create the Company.

  • Click on Clients to confirm that your Client account is listed in the Reveal Review Manager. If not, Add New to create the Client.

  • Click on Projects and select New in the bottom pane of the work area to create a new case.

    • Create a unique Case Name.

    • Create a unique Project ID (alphanumeric code).

    • Select Company Name from the dropdown list.

    • Select Client Name from the dropdown list.

    • Select an existing DB Template.

    • Select any of the four case options you wish to enable:

      • Two Factor Authentication

      • Is Template

      • Document Level Security

      • Artificial Intelligence (only this option is turned on be default).

  • Under the Project Setup pane add Users to your project, assigning each to a Group. At least one is required, as an Admin.

  • Copy any customized items over from Templates, such as users, teams, groups, profiles, redactions, tags, etc. (Optional)

  • Review and modify your list of Fields.

  • Map fields to your load file(s) under Import Mapping.

  • Under the Import pane load Documents.

    • Optionally you may load Tags if available.

  • Load Images.

  • Under the Create pane Indexes renders text data searchable.

  • Build Email Threads. (Optional)

  • Create Named Entities. (Optional)

  • Identify Near Duplicates in Clusters/Near Dups. (Optional)

  • Build Document Folders. (Optional)

It is always a best practice to open the Reveal Review site:

See the Reveal Review Manager Functionality Matrix for an illustration of administrative tasks allotted to each application.

Companies

A Company is required to create a new project. Creating a Company must be done here; managing a Company can be done here or in the Reveal Review web environment under Company Admin > Companies.

After selecting the Companies link in the Instance Setup Pane, the Companies tab appears in the work area. All existing Companies are listed in the top window. All Users are created under the Company, so there are sub-tabs under Companies to view Users By Company or Companies By User; in the illustration below showing the sub-tab Companies By User the Select User field show "No User (All Companies)".

Creating a Company

The Add New tab is the default tab, with only the minimum required field of Company Name showing.

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  • You may optionally Upload a Logo for the company and preview it. All uploaded Logos are listed under the Logos menu link under the Instance Setup pane.

  • Choose the Additional Information button to fill out additional contact details if desired.

  • Choose Insert to complete the Company creation.

Editing A Company

To edit a company:

  1. Click on the Companies link.

  2. Select the company from the list of companies. and the Edit/Delete tab below becomes active.

  3. Make any edits to the desired fields.

  4. Choose Update to complete the changes.

Creating a New Project

A Project is the Reveal case database and its related files and resources. Here are the quick steps to setting up a new Project:

  1. From the Instance Setup Pane, click on Projects and choose the New tab to enter the new case information.

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  2. Enter the Case Name.

  3. Enter a Project ID. This should be an alphanumeric billing number or something that can uniquely identify the case.

  4. Select the Company Name from the dropdown list.

  5. Select the Client Name from the dropdown list.

  6. Select the DB Template if you have specific field mappings and customizations.

    • Select the case you want to copy from (You will only see template cases list).

    • Select the case you want to copy to.

    • Select the objects you would like to copy.

    • Click Copy.

    • Review the Log for Errors, if any.

  7. Select Project Options to be activated:

    • Two Factor Authentication creates a separate verification of user login through time-sensitive codes created by a linked Google Authenticator instance.

    • Is Template if you want to make this project a template to facilitate creating future projects.

    • Document Level Security for granular control over access of potentially sensitive material.

    • Artificial Intelligence is enabled by default; this creates a linked database (called a Storybook) in the Reveal AI analytics engine.

  8. You may add any Optional Values desired such as project primary contact information.

  9. Select Create Case to complete the case creation.

Clients

Clients manages a Company's project clients and their primary contact information. An alphanumeric number designated with the Client Name is a unique identifier so that cases can be tracked and billed easily. Creating and managing Clients can be done here or in the Reveal Review web environment under Company Admin > Clients.

Select the Clients link from the Instance Setup Pane and the list of Clients appears in the work area. Existing Clients are listed in the top window, and Add New is the default tab in the bottom pane.

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Creating a Client
  1. To create a new Client, select Add New.

  2. Enter the required fields marked with an asterisk.

    • Client Name – the name of the client.

    • Client Number – a unique alphanumeric number or short name that you assign to this client. All data are organized by client number, so it is important this value is unique.

    • Company Name - selected from the dropdown list. If the Company does not exist, use the [...] button to open a window to create it.

    • Use the Optional Values button to expand the window and add additional details such as contact information and addresses.

    • Once you add these, click Insert to add the new client.

Editing a Client/Firm

To edit a Client/Firm:

  1. Click on the Client/Firm link.

  2. Select the Client/Firm from the list of Clients. and the Edit/Delete tab becomes active.

  3. Make any edits to the desired fields.

  4. Choose Update to complete the changes.

Templates

Templates can be used to set up a collection of desired attributes such as field names and mappings, security groups, saved searches, teams and field profiles.

Creating a Template

Once you have configured the desired settings in a project, you can set this project to Is Template in its Projects screen under Instance Setup.

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Applying a Template to a Project

This can be done to an existing case or during the creation of a new case in the Templates under Project Setup window.

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  1. From the Project Setup pane, select Templates.

  2. Select the desired Template project.

  3. Select the Project to which you would like to copy items in Copy to.

  4. Within the various tabs select which items you would like to copy from the Template to the target project:

    • User Info (selected Users, Roles, Groups and Teams under sub-tabs)

    • Fields and Field Profiles

    • Work Folders

    • Searches

    • Lists

    • Tags and Tag Profiles (see illustration)

    • Redactions

    • Wordlists

    • Team Documents

      Template-Team_Documents_tab.png
  5. Select Copy to begin the process.

  6. If there are errors or warnings noted, view or export the log to address any concerns.

    Templates_Copy_Tags_Result.png
  7. This log sample from a Tag template copy shows that default tags were found in the target case and left untouched.

    Templates_Copy_Tags_Log_excerpt.png
Managing Fields

In the Fields window under the Project Setup pane you can create new and edit existing fields. Reveal has a pre-built set of fields that are automatically generated with the new project and are commonly used in many databases. Custom fields can be created as needed, but for consistency you should review the default fields to see if a field that meets your needs already exists. See also Project Admin > Fields in the Review interface.

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Fields has the following columns commonly used during field setup:

  • Table Name – The SQL column name in the table storing the fielded information. No spaces or dashes may be used; underscores are permitted.

  • Display Name – The default display name you would like users to see when using this field. Spaces are permitted here.

  • Maximum Length – The amount of data the field is set to accommodate.

  • Data Type – The type of data the field will hold.

  • Description – A description of the field content.

  • MultiValue – Whether or not the field may hold more than one value per document record.

The 3 default required fields (BatchID, ITEMID and BEGDOC) are colored in yellow. Custom created fields are shaded green and will appear at the bottom of the table.

Creating New Fields

You may find that there are fields you need which are not present in the default set, or that an existing field may need to be modified in order to accommodate your needs.

In the Manage Fields window, the New Field button allows you to create a new field in the database.

  1. Select New Field.

  2. Enter the details for the field as described in the list below.

  3. Choose Add Field to complete the process.

    New_Field.png
    Filled_Custom_Field.png
  • Field Table Name- The SQL column name. Cannot include spaces or dashes; underscores are permitted.

  • Field Display Name- The name displayed to the user in Reveal. May include spaces.

  • Field Data Type– The field types are:

    • Boolean- True/False or Yes/No values

    • Date- Multiple date formats supported (Example: DD/MM/YYYY)

    • Date\Time- Date and Time combined (Example: DD/MM/YYYY HH:MM:SS)

    • Float- Number with decimal point and unlimited precision after decimal

    • Integer- Whole numbers, no decimal

    • Numeric- Number with decimal point to 17 digits

    • Text- Alpha numeric values

    • Time- Time (Example: HH:MM:SS)

  • Field Maximum length- The size of the field. Any data beyond a field’s max length will get truncated during data loading.

  • Is Document Number Field– Indicates if field shall be used as a key field when loading images or updating data during Production Update.

  • Is Searchable– Indicates whether the field should be indexed for searching

  • Is Updateable- Indicates whether the field should permit values to be modified. This attribute should be reserved largely to Custom fields, never for metadata.

  • Is MultiValue Field– Indicates that the field may contain multiple values per document record. This setting allows the field to be parsed.

  • Tally EnabledIndicated whether a field could be used to report field value counts in the Review Document List. This function has been removed as of Release 10.

  • Is Transcript Lookup - Designates the field to be a transcript reference field and be one of the selections in the Document Link Lookup By dropdown menu in a Transcript Pane. The user will be able to query this field and retrieve documents using a unique document ID.

    Note

    Many of these settings can also be managed in the web user interface with the Project Admin > Fields function.

Fields that do not currently exist in a project may also be imported from a load file using the Import Fields button in the Add new custom import field dialog box.

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  • Select Import Profile specifies the delimiter type used in the load file.

  • Select Import Data File retrieves the load file whose field specification will be parsed. Any new fieldnames discovered will be added to the Reveal project.

Next see Mapping Import Fields to review matching load file contents to Reveal project fields for import.

Mapping Import Fields

Once your project has been created, you must map the fields in your load file to those in the project in order to import documents.

This may be done by allowing Reveal to match imported to internal fields, or by manually specifying or adjusting links in the Import Mapping screen of Project Setup. Once specified, mapping are saved for future use.

Connecting to Your Load File and Mapping Fields

Once the Project's Fields are configured, from the Project Setup pen select Import Mapping to see the list of fields in the project database referenced by the choice in Select Case.

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  • Select Import Profile is selected to specify the delimiter set used in the load file; Concordance is the default.

  • Mapping selects a named mapping profile if already defined; if not yet defined, go on with the specification and Save the Mapping Name.

  • Select Import Data File is where you browse out to select the load file to be imported.

  • There are two checkbox options as you prepare to map the table:

    • Display unmatched fields only in selection dropdown is checked by default, to limit the choices when manually mapping or editing to fields not yet selected in the table.

    • Hide fields that are not imported optionally unclutters the table.

  • Required fields are in yellow. Required fields are: BatchID, ItemID and BEGDOC.

  • Unmapped fields are indicated with the word --Select-- in the Load File Field name.

  • To have Reveal Review Manager try to match load file fields automatically, select the Match All Fields button just to the top right of the table. A prompt appears confirming you wish to map the fields automatically.

    • Load File Field values will appear next to Table Name fields

    • The matches may or may not be correct - verify everything.

    • Any unmatched fields from the load file will be available in a dropdown list when you click --Select-- in the Load File Field name for any unmatched Table Name field.

      Map_Load_File_FIeld_Name.png
  • These load file fields can be manually mapped by selecting from the dropdown list for any Table Name field, or may require custom fields to be created for them.

  • To create a new custom field, you must go back to the Fields Tab.

  • Uncheck the green checkmarks to deselect any fields that you do not want to import.

  • Click the Save button to save the field mapping profile and name the profile in a similar manner to match your database. Click the Save As button if you wish to save a different mapping with a new profile name.

  • Additional options are to Save As Database Template, Export XLSX and Export CSV.

    Note

    Certain fields may be flagged as <Manually entered> or <Automatically generated> rather than matched or left as --Select--.

  • Fields such as ItemID and Parent_ItemID will normally be assigned by Reveal using internally sequential record numbers for consistency, referencing BEGDOC and BEGATT (Begin Attach) to signify new item records and item records sharing a parent document. These will be set as <Automatically generated> under Load File Field.

  • BatchID is normally set at import rather than referenced from a field name in the load file, so would be <Manually entered> under Load File Field to be supplied at import.

  • Such values are entered at import (both test and full process) in a prompt box that pops up on start:

    Manual_and_Automatic_Field_Info_on_import.png

You may find that there are fields you need which are not present in the default set of fields, or that an existing field may need to be modified in order to accommodate your needs. See Managing Fields for details.

One this step is complete, barring the need to configure any custom Text Sets, you are ready to Import Documents.

Importing Documents

Once Field Mapping for a load is complete Documents may be loaded referencing:

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  • Project (the project name selected from the drop-down list).

  • Specifying the Action, initially Import Data for initial dataset load (see Updating - Overlays for adding information with Update Data).

  • Import Profile which specifies the delimiter set used. The default is Concordance which uses ASCII 254 (the 'thorn' character) to define field contents, ASCII 020 as a field separator, ASCII 174 (the 'registered' symbol) for an in-field new line, and a hard return for a new record. A new Import Profile using different characters may be defined and specified.

  • Mapping as configured and saved in Import Mappings.

  • Import Data File as referenced in Import Mappings.

  • Check Use Data File Path to infer the Import Data File root path for native and any OCR file references in the load file; if left unchecked, specify Source Directory.

  • Set Language appropriately, usually to English in the United States, for example; language selection, which is noted as controlling date format, opens initially as Afrikaans which is the first alphabetical choice. The following languages are supported:

    • Afrikaans

    • Albanian

    • Amharic

    • Arabic

    • Armenian

    • Azerbaijani

    • Basque

    • Belarusian

    • Bengali

    • Bosnian

    • Bulgarian

    • Cebuano

    • Chinese (Simplified)

    • Chinese (Traditional)

    • Corsican

    • Croatian

    • Czech

    • Danish

    • Dutch

    • English

    • English (United Kingdom)

    • Esperanto

    • Estonian

    • Finnish

    • French

    • Frisian

    • Galician

    • Georgian

    • German

    • Greek

    • Gujarati

    • Haitian Creole

    • Hawaiian

    • Hindi

    • Hmong

    • Hungarian

    • Icelandic

    • Igbo

    • Indonesian

    • Irish

    • Italian

    • Japanese

    • Kannada

    • Kazakh

    • Khmer

    • Korean

    • Kurdish

    • Kyrgyz

    • Lao

    • Latin

    • Latvian

    • Lithuanian

    • Luxembourgish

    • Macedonian

    • Malay

    • Malayalam

    • Maltese

    • Maori

    • Marathi

    • Mongolian

    • Myanmar (Burmese)

    • Nepali

    • Norwegian

    • Nyanja (Chichewa)

    • Pashto

    • Persian

    • Polish

    • Portuguese (Brazilian)

    • Punjabi

    • Romanian

    • Russian

    • Samoan

    • Scots Gaelic

    • Serbian

    • Shona

    • Sindhi

    • Sinhala (Sinhalese)

    • Slovak

    • Slovenian

    • Somali

    • Spanish

    • Sundanese

    • Swahili

    • Swedish

    • Tagalog (Filipino)

    • Tajik

    • Tamil

    • Telugu

    • Thai

    • Turkish

    • Ukrainian

    • Urdu

    • Vietnamese

    • Welsh

    • Xhosa

    • Yiddish

    • Zulu

  • Administrators are strongly advised to run Test mode only first to turn up any errors in the mapping or import setup before they are written to the project database.

  • Click Import Data.

    • Review Manager will sample paths referenced in your load file to ensure that they exist on disk and warn immediately if referenced files cannot be found.

      RRM10_1-ImportData_PreCheck_Notice.png
  • Once the data path is confirmed by Review Manager you will be shown all <Automatically generated> field references (such as for ItemID and Parent_ItemID) and prompted for <Manually entered> field information (such as BatchID).

    Manual_and_Automatic_Field_Info_on_import-2.png
  • After checking a Preview load table, select OK to run the test import.

  • If all is well, the result will look roughly like this:

    Doc_LoadTest_Result.png
  • You may now deselect Test mode only.

  • At your option, you may elect to Build Email Threads and/or Build Document Folders during import; these processes may also be run separately under functions in the Create Pane.

    Note

    Build Email Threads requires some or all of the following fields to be present, the more present the more accurate the result: SENT_DATE, MESSAGE_ID, SENT_TIME, THREAD_IN_REPLY_TO, THREAD_REFERENCES, SUBJECT_OTHER.

    Note

    If run here, Build Document Folders will run on the assumption that Document Folders should be derived from the content of the default RELATIVE_PATH field, with semicolons separating values and backslashes indicating folder branches.

  • To run the live import, once more click Import Data.

  • Once again enter any <Automatically generated> field references (such as for ItemID and Parent_ItemID) and <Manually entered> field information (such as BatchID) when prompted.

  • Check a Preview load table.

  • Select OK to run the import.

  • The load process will be more verbose, and should look like this:

    Doc_Load_Result.png

If there are further load files to run, continue as above.

Once all Document imports are complete, go to Create Indexes to render them searchable.

If overlays are required to add further metadata or custom values, see Updating - Overlays.

Updating - Overlays

There are times when you need to update a field or information that has been loaded into Reveal. This is often called an Overlay, since you are laying in data over existing data. This process is completed from the Import pane, where you select Documents and select the Update Data action.

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  • In the Documents window, choose your Project.

  • Instead of choosing to Import Data, change the Action to Update Data.

  • Select the Import Profile for the delimiter type used in the update load file. The default is Concordance which uses ASCII 254 (the 'thorn' character) to define field contents, ASCII 020 as a field separator, ASCII 174 (the 'registered' symbol) for an in-field new line, and a hard return for a new record.

  • Select the Import Data File that you wish to use.

  • Select your preferred Language to control any date format in your overlay data.

  • Select Test Mode if you wish to test the load before executing the overlay.

    Warning

    If you prefer to perform a load in Test Mode it is very important to select Test Mode before clicking ‘Update Data’. You will not have an opportunity to do so later.

  • Select the Update Data button beneath the Test Mode checkbox and a window appears allowing you to map which fields you would like to update.

    Update_Data_Select_Fields.png
  • Put a check mark next to any field to be updated, and next to the key field (usually BEGDOC) that will relate the overlay to the document records already loaded.

  • Any fields that are not checked and linked to a field will be left alone and are noted with a Do Not Update option in the dropdown menu.

  • It is usually a good idea to Preview the update to make sure the fields were chosen correctly.

    Update_Import_Preview.png
  • Exit the Preview window and click OK to complete the process. NOTE: Clicking OK executes the overlay immediately if you are not in Test Mode.

  • If the Test Mode reports no errors, deselect Test Mode and repeat the process to complete the overlay.

See Importing Documents to review the initial Import process.

Creating Document Text Sets

Text Sets are administered in the Reveal Review Manager under the Project Setup panel, using the Text Sets link. Text sets are searchable text groups defined by import stream, for example extracted text, optical character recognition (OCR), translation or transcription. Each may be indexed separately and have its parameters, including maximum document size and edited common words lists. The sets t be imported and indexed are selected during Document import.

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Default text sets in a newly-created Reveal Project are:

  • Native / HTML - Extracted HTML from native files.

  • Extracted - Extracted text from native files, such as Word documents, email messages, PowerPoint slides or Excel spreadsheets.

  • OCR / Loaded - Text loaded from a file or from OCR text documents accompanying images.

  • Transcription - Default text set for audio/video transcriptions.

Additional text sets may be added for Translations, for Manual OCR, or for sets of documents requiring a specially-defined Common Words list.

To create a text set,

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  • Open Text Sets in the Project Setup pane within Reveal Review Manager.

  • Click the New button. You will then be presented with a number of items to configure for the new text set:

    • Name is how the text set will be referenced in Reveal in areas such as indexing, searching, and during review.

    • Description allows you to set a more descriptive name for the Text Set for documentation.

    • Enabled controls whether the Text Set will be available for use.

    • Load Field is the field used to link text or native paths for indexing.

    • Analyzer is the text analyzer that is used on the extracted text prior to indexing. This should be set to the expected source language for your documents.

You can now control the various indexing size limits on a Text Set level, instead of across an entire case.

The Common Words set for an index can also be customized on the Common Words tab. Common Words are those deemed too pervasive in the language for useful indexing and searching; circumstances of the case may move a Project Manager to modify this list. For example, in a securities matter you may wish to remove the word "put" from the Common Words list so that this kind of action can be searched, if not for the entire case, then a set of document supplied by a key Custodian.

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Indexing Data

After importing documents has completed, it is a best practice to start the index process. This can be done by going to the Create pane and choosing Indexes. An index at the most basic level locates words imported into the project to enable searching and highlighting of search hits.

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  1. In the Case Name field, use the dropdown menu to select your project.

  2. In the Index table select the set of loaded data identified in the Import File column to be indexed.

  3. To alert teams and/or users upon completion of an indexing job,

    • select Options button and

    • go to the Notifications tab to choose the appropriate recipients.

  4. Choose the Index/Re-Index button located in the middle of the window beneath the Index table.

  5. Select the Document Text Sets you wish to index. By default the Native/HTML, Extracted, and OCR/Loaded text sets are present, but additional text sets may have been added to the current project.

    • The Text Set choices will determine the order which the sets will be indexed.

      • OCR/Loaded will be indexed first, if present, then the Extracted Text will be indexed, followed by the Native/HTML view.

      • This is done to get data into the project as quickly as possible to make the documents searchable.

    • As soon as a Text Set completes indexing, the project will become searchable.

    • When indexing is complete the documents may be viewed in the Native / HTML viewer in the Document Review screen.

  6. Specific documents can be targeted using the Doc List field to specify a List file containing the identified document numbering field (BEGDOC by default). Users can choose between Unindexed and Errors, Non-Error, and All Documents.

  7. Users can choose to change the priority of a specific indexing jobs. The priority of a job is relative, so if a user chooses to make all indexing jobs High priority, the net effect is that all jobs are the same priority and, therefore, there is no high priority.

    Indexing_-_Select_Document_Text_Sets.png

See Reconnecting to an Indexing Job.

Reconnecting to a Running Index Job

If the Reveal Review Manager gets closed during an indexing job, the job continues to run. It may be useful for the user to reconnect to a currently running job, or an already completed job.

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To Reconnect with an indexing job:

  1. Open the Create pane and select Indexes to open.

  2. Select the Reconnect button and a list of currently running jobs for the selected project will be presented.

  3. Select the job to reconnect to and select the 'Reconnect to Selected' button.

  4. To see jobs that have already been completed, select the 'Include completed jobs' checkbox and both running and completed jobs will be shown in the list.

  5. Select the job in question and the statistics for the job will be displayed within the Status area.

  6. For running jobs, their current status will be updated and displayed and the user will be able to continue to monitor the progress of the job.

See Indexing Data for more information on the Indexing process.

Managing Users

Once the project is created, Users must be added, at least one Administrator to start.

This can be done in the Company Admin section of the Reveal web interface under Users or Projects, or in Reveal Review Manager by expanding the Project Setup Pane and choosing the Users link. The Users window appears in the work area.

The two tab options are to list Users by Case or Cases by User. Use the latter to quickly see all projects in which a user is active. Here is an example of Users by Case, a list of users in a populated project:

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  • User Name is the unique Reveal user identifier.

  • First Name, Last Name and Email Address personally identify the user.

  • Two Factor indicates whether the account was set up requiring two factor authentication.

  • Delete would remove the Reveal user from this project, NOT from Reveal.

  • Authentication is where a user's password or two factor authentication settings may be changed or reset.

    User_Authentication_settings.png
  • Enabled user accounts may work in any Reveal project in the instance; if unchecked, the user cannot participate in any project.

  • Group is the user's initially-assigned Role Group in the project.

Adding Users

The Users work area will be empty for a new project. At least one user - an Administrator - must be added to start a project. See below, or Adding Existing Users to a Case for further detail.

  • Click Add to assign one or more users to the project.

    Add_User_to_Project.png
  • Check any or all users to be assigned to the case.

    • If the user you wish to add is not already present in Reveal, you may click Create New in the Users List box.

    • You may use the Filter at the top of any column to cull or search the list.

    • When selection is complete, click Add.

  • The selected user or users will appear in the work area Users table for the project.

    Add_User_to_Project_Group.png
  • Under Group use the dropdown menu to select the role group to which the user will be assigned for this project.

  • At least one user must be assigned to the Administrators role group to manage the project.

Deleting Users from a Project

To remove a Reveal user from a project, click Delete in that user's entry in the Users table. The user account will be removed from the project. This will also remove user history and records of artifact ownership in the project. An inventory of the user's work product should be done before deleting a user from a project.

Disabling a User Account

Unchecking Enabled in the Users table will prevent the user from logging into Reveal or participating in any project. The user account will remain in place in each project to which the user had been assigned, and so its history and artifact ownership would remain intact for each such project. See also Disabling and Deleting Users for more detail.

Adding Existing Users to a Case
  1. From the Project Setup pane, choose the Users link to display the Users tab.

  2. On the Users by Case tab, select the desired case in the dropdown menu if it is not already selected.

  3. Choose Add to add users to the case. The User List appears.

    RRM_User_List.png
  4. Add any existing users from the list by placing a check mark next to their name.

  5. Use the filter boxes to identify groups of users to add multiple users at once.

  6. Choose Add to complete the process.

  7. Use the Create New button to create any new users if needed. For details see Creating New Users.

  8. Once the users have been added, you are returned to the main User screen and the Users are shown in the list for the case.

  9. In the window, use the Group dropdown menu to select which role group each user should be assigned to.

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Creating New Users
  1. From the Project Setup pane, choose Users to display the Users tab.

  2. Choose Add to add users to the case. The User List appears.

  3. Select any existing users from the list by placing a check mark next to their name.

  4. Use the Create New button to create any new users if needed.

  5. In the Create a new User ID window, enter the proposed User Name and select Check ID to make sure that ID is not already taken. If the User ID is available, then the rest of the fields become active, allowing you to complete the creation process.

  6. Fill in the required fields that are marked with a red asterisk.

  7. Choose Create to complete the process.

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Disabling Users

When viewing the users attached to a case, you have the ability deselect the Enabled checkbox which will disable a user.

Note

This action will disable the user for all the cases to which that person is assigned in the current Reveal instance.

If you wish to keep a user active but remove this user from a specific case, use the Delete option to remove the user from the specific case instead. The Delete function removes a user ONLY from the specific case selected, not from the entire system.

If you would like to retain the user's actions and audit history, but do not want this user to be active in the case any longer, then remove the user from any group roles and teams so that this individual will not be able to log in to the database.

Deleting Users from the Reveal Review Manager

Deleting users from the Reveal Review Manager should not be done without careful consideration. Totally removing users also removes the ability to audit their actions and track their work product in the database prior to removal. Deleting users is a task that is performed by the Reveal administrative team. If you have users who have never logged in to a case or a specific reason for deleting a user, please contact Reveal support to make a deletion request.

Managing Images

Images can be added to a Reveal project by 1) importing images using load files, 2) Bulk imaging, 3) Image-on-the-fly by clicking on a document and selecting to view the image.

Image Import

When you import images to Reveal, you need to either connect to the image load file, which should be (a) an IPRO LFP or Opticon (Concordance Image) OPT format file with single page image, or (b) PDF files loaded as images.

PDFs will automatically be converted to single-page jpegs and loaded into your destination image set. If these PDFs contained searchable text, Reveal can extract this text and store in a text set.

Steps for Loading Images

After indexing your text data has been started, you should begin the loading of your images. This can be done directly from the Index window, by clicking on the GoTo Load Images button in the bottom right of the Indexes window or expanding the Import Pane and choose the Images link. The Load Images window appears.

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  1. Select the Case Name from the dropdown menu.

  2. Select the Original Image Set, or create a New Set if needed. Reveal supports multi-version image loading. When you load images you will be able to use an existing set or create a new image set into which new document images will be placed.

  3. Select the Image Key Field or Confirm Image Key for a new set.

  4. Set the Extracted Text Set (for PDFs only)

  5. Use the ellipsis to search for and select the Load File. This will be a file in the document imports folder having an LFP or OPT extension.

  6. Specify the Load File Type.

  7. Indicate if Load File Path should be used, if the load file has a fully defined path to the image file. If your image load file has a complete path to the images they will load from that location. However if your path in the image load file doesn’t have the complete path and starts with the IMAGES folder, un-check the Use Load File Path box and browse to the IMAGES folder in the Source Directory field. Make sure there is a slash(\) at the end of the Source Directory path.

  8. Specify the Source Directory to locate the IMAGES folder if Use Load File Path is unchecked.

  9. Overwrite Existing option - Check if you are replacing images that already exist in the database.

  10. Overwrite Annotations option - Check if you want to overwrite existing images that include Annotations and Redactions.

  11. Select Load Images to complete the process.

  12. If needed, you have the option to View or Export the log file.

Keeping Images in Place

Images can reside on any connected device that the Reveal application has access to. This can drastically reduce load time when not copying files from the source to the Reveal Images share. To use this feature, make sure the Copy Images checkbox is not checked when loading images.

Create Image Function

The Create Image function (also known as Bulk Imaging) allows the administrator to image large collections of documents in preparation for production or annotation. This is more common when native files are processed and loaded into the database that have not been imaged or produced.

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  1. From the Create pane, select the Images link. The Create Images window appears.

  2. Select Case from the dropdown list of projects.

  3. Select how you would like to handle existing images. Should you allow overwriting of images or not, and if yes, under what conditions (for example, overwrite unless redactions or annotations exist)?

  4. May any desired changes to default detected image format choices.

  5. Select the documents you would like to image, from a Work Folder or a List (defaults to a list of BEGDOC numbers).

  6. Processing starts upon specification of Image from Folder or Image from List.

  7. You may View or Export logs when complete.

Importing Tags and Work Folders

The Import Tags function can be used to migrate tags and folders from another system or case to the current Reveal case. Import Tags uses the entire Import Profile and pulls out the relevant data, including the multi-value and nested delimiters. If you have multiple tag sets you will need to run multiple passes to update all.

Note

There is functional limit to the amount of tags/folders which can exist as large amounts of folders can slow down the system. As a result, we recommend no more than 1,000 and do not recommend using folders to mirror Original Document Location.

To Import Tags or Work folders:

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  • Navigate to the Import pane and select Tags. The Import Tags (and Work Folders) window opens.

  • Select the desired Case.

  • Select the Import Profile matching the delimiters used in your load file. The default is Concordance which uses ASCII 254 (the 'thorn' character) to define field contents, ASCII 020 as a field separator, ASCII 174 (the 'registered' symbol) for an in-field new line (not used for Tag and Work Folder definition), and a hard return for a new record; you may optionally set up a new Import Profile Definition.

  • Select the File to Load.

  • Connect the BEGDOC Field to the unique identifier in your load file.

  • In the Tag Field dropdown, select which field you would like to import and mark if you’d like to add it as a Work Folder or Tag.

  • Select the Root(Work)Folder or Tag Set where the data should be loaded.

  • Select Load Tags to complete the process.

  • Repeat these steps for additional fields that need loading.

Transferring Your Load Files to Reveal Review Manager

The methodology for the transfer of your load data depends on your agreement and contract with Reveal. Please contact your technology support or the Reveal support team (support@revealdata.com) for details on data transfers.