Reveal Help Center

Project Admin

A project manager, acting in Reveal as a Client Administrator or Administrator, has control over all projects in the assigned review space. The Project Admin area, accessed via the Flyout Menu, is where much of the Reveal Review environment is configured.

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See the section headings below for details:

  • Permissions - Add Users to Teams and Role Groups, map Role Groups to Roles and fine-tune permissions.

  • Assignments – Create saved search-based auto-assignment and setup notifications for batches of documents to be checked out for review by designated users or Teams.

  • Fields - Field Profile creation and designation of sets of fields with presentation and sort order for Teams. You may Manage Fields and Add Fields here as well.

  • Tags - Create and Manage Tag Profiles, Sets and Forms for assignment to review Teams for coding.

  • Redactions – Create and Manage Redactions, link to Teams.

  • Set up Wordlists and Persistent Highlighting; run Hit Reports.

  • Configure default review screen Settings for Reviewers.

  • Create, test and run Productions.

Permissions - Teams, Role Groups and Roles

Project Admin opens to the Permissions screen. Permissions is where a Project Manager as Administrator manages access controls and review groupings for Reveal Review.

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  • Teams - Add and configure dynamic User groupings for assignment of profiles and views, defining what a user can do.

    • Click +Add to add a new team name and optional description.

    • Once created, select the team and click Edit to modify the team name or description.

    • With a team selected click Assign Users to add users to the team. Any user may be placed into multiple teams. Note that users added to an existing team will inherit any profiles and views already assigned to the team.

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  • Role Groups - Mapping Users to Roles. This tab works similarly to the Teams tab, with the ability to Add and Edit a Group name or optional description and Assign Users, adding the ability to Assign to Role (the selection is displayed in the tables rightmost column). A user may be a member of only one role group. There are four standard Role Groups to begin with in each project, each related directly to a Role with the same name (a practice encouraged for custom Role Groups and Roles as well):

    • Administrators - All permissions. This would normally be a System Administrator responsible for the entire review environment.

    • Client Administrators - All permissions except user management and deleting documents. This role group is a good fit for a Project Manager.

    • Power Reviewers - Review permissions plus the ability to see all documents, Quick Entities, Bulk operations and some public item management by default.

    • Reviewers - The ground troops of the discovery process: may view, code and redact documents as well as bulk tag related documents by default.

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  • Roles - Permissions to access different parts of Reveal by a user's position in the review hierarchy, defining what a user can see. The standard Role Names correspond to those described in Role Groups above, and the Add and Edit functions for creating and modifying Role names and descriptions are the same. The main function of Roles lies under Assign Permissions, where access to Reveal resources is defined as required for each Role.

    Select a Role and click Assign Permissions to view and change permissions as necessary.

    • An empty checkbox for a folder means that no items are checked within the folder or subfolder.

    • A dash in a folder checkbox means that some items are checked within the folder or subfolder.

    • A checkmark turns permissions for an item on, and clicking to remove the checkbox removes the permission for this role. Users who are members of the related Role Group must log out and back in for the change to take effect.

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      Transcripts has been added as a Permissions category as of Release 10.1 to provide access to Manage or Review imported transcripts or to view Transcript Folders:

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Assignments

Client Administrators can set up auto-assignment batching for users and teams with notifications under this screen.

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Notifications is where users and teams are configured to receive alerts when a reviewer's assignments are complete, or additionally when a reviewer has fewer than a designated number of documents remaining. 

Auto-Assign is where automatic document batching is configured and maintained.

  • Click +Add to create a new assignment job. A window will open with five tabs:

    • Search is where a Saved Search is selected to run on a cyclical basis and populate the auto-assignment pool.

    • Folders is where you may create new or add to an existing set of batch folders and optionally set a document limit per folder.

    • Users assigns the batch to a Pool, a Team, or Users as specified in the list at the bottom of this window.

    • Sort specifies the sort order of each batch, defaulting to ItemID.

    • Other sets

      • Job Name.

      • Document Security (by Team).

      • Tag Profile to be used with the batch.

      • Search Frequency for updating the pool of documents for batching, from 30 minutes to 24 hours (1 hour is default).

      • Minimum Docs to Assign may be specified or left at No Limit.

    • When the job settings are complete, click Create.

    • Start the job from the Auto-Assign table Status for the job.

Working with Fields

Fields are discrete items of data which taken together constitute a record; in Reveal this fields store information about the project's documents and are managed from the Fields tab under Project Admin.

Field Profiles
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When a project is first created, a Default Field Profile is automatically created to include a set of standard fields available in the database.  

This Field Profile is assigned to all users unless a different profile is explicitly assigned. 

A project may only have one Default Field Profile, and the project manager can specify which fields should be present (and their order of presentation) in the Default Field Profile. 

Other field profiles might be used for second level review, privilege review, contract reviewers, or any level of review that would need to see different fields displayed. 

See Creating a Field Profile and Assigning to a Team for further details.

Managing Fields

This area is used to view and modify a field’s attributes in the coding form. For example, Manage Fields can be used to make a field updateable (see illustration below). Fields are managed at the profile level, which allows the project manager or administrator to set field attributes appropriate to the team or teams assigned to a field profile.

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Each field has the following properties:

  • Name: Is the field name as stored in the back end of the database. It is also known as field table name, and cannot be changed.

  • Description: Allows the Administrator to type in a more detailed description of the specified field.

  • Field Display Names: Is the column header that the users can see in the Document list. It too cannot be edited.

  • Effective Data Type: Allows the Administrator to change how data is displayed within the tool. This is most common in dealing with date fields. This can also be used to set a field to work with a drop-down list using the List type.

  • Display Lines: Allows the Administrator to you now can set the number of display lines for a field.

  • List Type: Allows the Administrator to select from the different types of lists (Automatic or Managed), as well as determine if the list can be Appendable or not.

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  • Linked List: Is available for fields that have ‘List’ or ‘Multi-List’ as their effective data type.

  • Max Length: Is the value for how many characters can fit within a field. This can only be edited within the Reveal Review Manager.

  • Multi-Value: Is for fields containing multiple values within the field. This can only be edited within the Reveal Review Manager.

  • Initially Visible: Is a Boolean value that determines whether a field will be visible to users when they first log in to the project.

  • Required: Is a Boolean value that determines whether the field is required in the database. This will affect Validation settings.

  • Updateable: Allows the Administrator to allow a field to be edited in the review module. This can be used to allow document field coding directly within Reveal. There are required and system fields that cannot be set to updateable. Administrators should carefully consider making a field editable as it will allow users to directly alter the data in the database. It is strongly encouraged that only custom or user-added fields permit updating.

  • Sortable: Is a Boolean value that determines whether the field will appear in the ‘Sort’ menu within the Review tab.

  • Document Number Field: Allows the Administrator to allow the field to be displayed in the Production Database Update screen and for use as a key Field in image loading. Enables searching for the field content as a Document ID in search functions.

  • Allow Tally: Selected whether the field will display a report of the count of each value found in the current Document List using the Tally function. This function has been removed as of Release 10.

  • Is Relational Field: This is used to create a custom relationship field for linking specific data. Documents having the same value entered into a defined Relational Field will show an additional relational panel to Duplicates, Near Duplicates, Family Members and Email Threads. Note the 450 character limitation on maximum length for this field type.

Add Fields

The Administrator may create a custom field here. See Creating a Field for a discussion.

Creating a Field
  • Open the Flyout Menu and navigate to Project Admin.

  • Click on Fields link in the top menu bar. The Field Profiles form appears.

  • Click Add Fields in the grey menu panel on the left side of the screen to display a blank field form.

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  • In Field Name [REQUIRED] enter a unique name for the field using no spaces to avoid database errors; underscore characters are permitted.

  • In Field Display Name [REQUIRED] enter a unique name for the field that easily identifies the data. Spaces may be used here.

  • These two fields are noted as required with a red asterisk.

  • Field Data Type defaults to Text, but there are other choices:

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    • Boolean - True or False.

    • Date - Formatted date only.

    • Date time - Formatted Date and Time value.

    • Float - Precise digital floating point numbers, to 15 or more digits.

    • Integer - A whole number.

    • Numeric - One of several types of literal representation of a number's value.

    • Text - General alphanumeric content up to a defined size.

    • Time - Formatted time value.

  • Max Length is the defined size of a VARCHAR field. If undefined the maximum of 8000 characters is allows. Limits are recommended wherever possible for performance purposes.

  • Document Number Field indicates whether a field contains unique and searchable identifiers to create an ID or control number. See Setting a Field as a Search ID.

  • Is Searchable enables searching of a field's data using SQL.

  • Updateable - Users will not be able to edit the field unless the field is made Updateable.

    Caution

    It is explicitly NOT RECOMMENDED to make any metadata field Updateable.

  • Multi-Value accepts multiple items of data in a field with a defined separator, usually a semi-colon (;).

  • Allow Tally selected whether the field will display a report of the count of each value found in the current Document List using the Tally function. This function has been removed as of Release 10.

  • Is Transcript Lookup facilitates Transcripts review.

  • Is Relational Field affords a location in which to create custom relations between documents in the review pane by using metadata values. See Custom Relational Fields.

  • A Description may optionally be added to document the field's purpose.

  • Choose Add when complete.

Fields may also be imported from a Concordance Load file or CSV file using Import Field at the top of the form.

Creating a Field Profile and Assigning to a Team

Field Profiles individually define a list of fields and their display and sort order for assignment to Teams. Profiles may be added and updated by Project Managers under the role of Administrator or Client Administrator.

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  • Open the Flyout Menu and navigate to Project Admin.

  • Click on Fields link in the top menu bar. The Field Profiles form opens.

  • Choose Add.

  • Enter a unique name for the Field Profile.

  • Enter an optional description and choose Add.

  • Select the new profile to illuminate the Field Profiles toolbar and choose Assign Teams.

  • You may select one or more existing teams from the list, or add a new team name and choose Assign.

  • With the new profile selected choose Assign Fields.

  • Select all fields to be presented in this profile by checking Include for each field; the fields will be Initially Visible by default, you may uncheck that to suppress their display. If needed, type a portion of the field name in the box under Field Display Name and hit ENTER; clear the box and hit ENTER again to remove the Field Display Name filter.

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  • Choose Assign when complete.

  • You may wish to set the Display Order to optimally present the profile's fields.

  • With the profile selected, choose Display Order from the Field Profiles toolbar. This will designate the order in which the fields are presented as columns in the Document List and as entries in the Document Review Fields pane or in Metadata View.

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  • Click the pointer on the handle 603d31ec13488.png to the left of any field that you want to move and drag it into position; a dotted line between rows will indicate its current drop position as you go.

  • Click Update when complete.

  • Lastly you may designate the Sort Order. Begin Number (or BEGDOC) is generally the default if available.

Fields - Pick Lists & Dropdowns

There is an option to connect a list to a field so options are populated for reviewers. The list can be auto-populated by user entries or can be imported from a list created in the Reveal Review Manager.

Adding a List Field

Custom Fields are added under Fields in Project Admin.

  • Go to Add Fields.

  • See Creating a Field to review this part of the process.

  • Go to Field Profiles.

  • Add the new field to a selected profile. See Creating a Field Profile to review adding a field to the profile.

  • Go to Manage Fields.

  • Select the Field Profile (or the first, if added to several profiles) into which you have placed the new list field.

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  • Select the field to be associated with the List created in Reveal Review Manager. This must be done in each profile containing the field with which you want to associate the List.

    • Change Effective Data Type to List.

    • Set the number of Display Lines. The example here shows 2, but since lists cannot be Multi-Value fields 1 line will suffice.

    • Select the List Type from either Managed or Automatic.

      • If specifying a list created and curated in Reveal Review Manager, select Managed.

      • An Automatic list will look to existing column values and dynamically populate the list from those values.

    • Specify whether or not the List should be Appendable, that is, should reviewers be able to add values to the list.

    • Choose the Linked List from those created in Reveal Review Manager.

    • Make sure that Updatable is set to Yes.

    • Click Update to save.

Coding a Picklist in Review

When seeking to use a List field in review, make sure to select a Field Profile containing the List field as configured. 

Open a document for review; the following assumes that Fields are not Locked

Fields may be viewed and coded either under the Fields Pane on the left of the Document Review Screen or in the Metadata View

The field should appear as a picklist from which the reviewer may select a choice, and Append an additional choice if permitted.

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Importing New Fields from a Load File

New fields can be imported from a delimited load file. The Import Field option is found under the Add Field screen in Project Admin > Fields.

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To add a field in this manner,

  • Open the Flyout Menu and navigate to Project Admin.

  • Click on Fields tab in the top menu bar. The Field Profiles form appears.

  • Click Add Fields in the grey menu panel on the left side of the screen to display a blank field form.

  • Click Import Field.

  • In the Import Field box,

    • Select the Import Profile; the default is Concordance, with the option to select CSV to match the delimiters used in the load file.

    • To find the Import Data File use Select to browse the file system.

    • Click Close when done.

  • Once the file is located, the Field or Fields can be created using the drop-down menu. As you create the fields, the fields that were already imported will no longer be available in the list.

  • Continue the set up for the field based on the desired settings for Field Type, Max Length, etc.

Setting a Field as a Search ID

Fields containing unique numbering may be used in conjunction with the Search ID option. To enable a field to be used with this feature, you must adjust the properties in the Field screen under Project Admin. For example, you may have a production Bates Begin Number field that you want to be able to search. An Administrator can make these changes under Fields > Manage Fields.

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  • From the Flyout Menu's Project Admin select Fields.

  • Select Manage Fields from the left pane.

  • From the dropdown menu select the Field Profile that contains the field you wish to include.

  • From the dropdown menu select the desired Field.

  • Set the Document Number Field dropdown to Yes.

  • Choose Update to complete the process.

Special Metadata Fields

In order for the file type icon to show in the document grid, the File Extension metadata field must be populated. 

The Family Relationship field shows whether a document is a Parent, a Child, or the field will be empty for a document that does not have any sort of family relationship. 

The Project Manager may create Custom Relational Fields to link documents by any other criteria. 

Analytical data from Reveal's linked StoryEngine AI will be placed into automatically created and populated fields with a Nexlp prefix.

Custom Relational Fields

You can create custom relations between documents in the review pane by using metadata values in relational fields. Whether you have some custom clustering algorithm or just want to see all documents having the same import folder, relational fields provides you the ability to create custom links between documents to tie them together. To do so, you will need to create a field and enable the relational flag to tie these documents together.

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  • In Project Admin, open Fields.

  • Choose Add Field from the tabs at the left.

  • Create a unique Field Name and Display Name for the field. These are required.

  • Set Is Relational Field to Yes.

  • Click Add.

  • Next, open Field Profiles from the tab at the left.

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  • Select the first profile to which you want to add the new relational field. Here, Default is selected.

  • Select Assign Fields from the right end of the Field Profiles toolbar.

  • Scroll down and select to Include the new relational field Cluster ID and make it Initially Visible in the Default profile.

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  • Click Assign.

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  • Next go to the Permissions screen under Project Admin to enable viewing of related documents.

    • Under Permissions open Roles from the tab at the left.

    • Select the Role for which you will assign the permission to view related documents.

    • Click Assign Permissions at the right end of the Roles toolbar.

    • Enable the View permission View Related Documents.

    • Click Assign.

  • You will need to log out and back in to see this change.

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You will then be able to either overlay the custom related value to your new field or, if you make the field updateable, you can add this value manually.

When you view documents in the review pane, any documents that share a value with the current document will be displayed as a related document. In the following example a relational field named Cluster ID has been created. The document has a related value of ABACAB01 in the Cluster ID field, as do two other documents. When you look at the related documents pane, you will see the two documents related to the primary document under a Cluster ID label in the Related Documents pane.

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The original document is displayed in boldface. These panes may be expanded or collapsed as needed. These panes only appear when a document has a relational field link with other documents.

By way of background, a load file was created containing two fields, Begin Number and the Relational field Cluster ID, with records for every document to be updated and the Cluster ID values assigned to each. This DAT file was overlaid using the Import > Documents > Update function in Reveal Review Manager.

Metadata Search Profiles

A Search Profiles section has been added under the Fields link on the Project Admin menu bar. Here you can define custom metadata search profiles which provide options to limit and fine-tune the metadata fields that are queried when running full-text metadata searches.

To run searches on a subset of a project's metadata fields click Add to create a metadata field profile in the Project Admin > Fields > Search Profiles area:

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Next, assign the metadata fields to be included in searches using this profile:

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Then assign access to all Teams that will use this profile.

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Now this metadata search profile is ready for use in reviewing and filtering documents.

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Use Refine Search to select any or all Metadata Search Profiles to provide relevant fields for a search.

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  • Open Refine Search.

  • Type Metadata in the Look up criteria field, and select Metadata from the dropdown list under the Text heading.

  • Click Search Profiles in the lower left corner.

  • Select the Search Profile(s) you wish to use and click CLOSE.

  • Enter the search term to be applied to the selected metadata search profile(s) and click SAVE.

  • Run the search against all documents or the current context, as appropriate.

Create and Manage Tags

Tags are used to categorize documents and track review progress. Tags may be created and are managed under Project Admin > Tags. There are two principle components of tags addressed here:

  • Tag Profile: A tag profile is needed to build a tag form, give users access to tags (and optionally selected fields), and track review progress. Tag Profiles are added and edited atop the right-hand side of the Tags screen.

    • Each tag profile is associated to a set of users and/or user teams.

    • Each user can have access to more than one tag profile.

  • Tag: A Tag is a container of choices for a given subject.

Tags

Use Add Tag and Choices to create in the left panel of the screen. Each may be linked to Prediction AI Access, and offers options for auto-updating Family Members, Duplicates, Near Duplicates and Email Threads. Privileged status can be set for each choice. Reveal has three Tag Types: Multi-Select, Mutually Exclusive and Tree.

  • Multi-Select

    • Checkboxes

    • Allows users to select multiple choices for the Tag.

  • Mutually Exclusive

    • Radio Buttons

    • Only one button can be selected

  • Tree

    • Multi-Level Checkboxes

    • Multiple can be selected

    • Supports recursive option

You will not be able to delete a Tag if it is in use. An in-use Tag is one that contains at least one tag which has been applied to a document. To delete an in-use Tag you will need to first un-tag all documents which have one of its choices set.

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See Assigning Tag Visibility of the AI Score for a discussion of enabling Reveal AI for selected tags.

Tag Profiles
  • Tag Form: Once you’ve created the profile and tags you are ready to build the Profile’s Tag Form. The first step is to create a Pane for the tags. There may be one or more Panes in a Profile; there may be more than one Tag in a Pane. A Pane is given a name, then Tags and fields may be dragged and dropped into it. Additional Panes may be added, and re-ordered for the profile's Tag Form. See two examples below showing different Tag Types and Form configurations.

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Standard First-Level Review with added Further Review Notes field

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Profile with multiple Tag Panes, including a prediction-enabled Mutually Exclusive tag and a Tree tag.

Options

You may set options on Tags or on Choices by clicking on them in the Tag Pane.

Tag Options:

  • Selection Required: A choice must be made for this tag for coding to be completed. Reveal will not move to the next document until la selection is made for this tag.

Choice Options:

  • Is Default: It may be desirable in a review to pre-set a default and have reviewed only code exceptions. In such cases you may set the Is Default attribute to one or more Tag Choices. Is Default status is set by clicking on a Tag Choice once it is in a Tag Profile Pane.

  • Reviewed Status: In most document reviews, tags are used not only to categorize documents, but also to determine the review status of a document. Reviewed Status is set by clicking on a Tag Choice once it is in a Tag Profile Pane. For example, in a review for responsiveness, all documents with either a ‘Non-Responsive’ or a ‘Responsive’ tag are considered ‘reviewed’ and review complete. Reviewed status can also be associated with a Privilege tag.

Keyboard Shortcuts

Users can now define keyboard shortcuts and associate them with any tag pane to make it easier for reviewers to apply common coding. The two-key shortcut can save the time required to position the pointer to click one or more tags in the pane while reviewing a document.

To define a shortcut:

  1. Click on the keyboard icon within a tag pane.

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  2. If no shortcuts have been defined for this profile yet, you will see << New Shortcut >> in the Shortcut box, or if prior shortcuts have been defined, click the plus sign ('+') to the right of the Shortcut box.

  3. Provide a descriptive Name.

  4. Enter the Keys to be used in the shortcut sequence; using characters derived from the initials of the name is recommended. In the example below, entering f followed by d triggers the Finance Doc shortcut, which will set the Finance choice under Issues and turn off Administrative and HR and leave Legal unchanged.

  5. Select the choices to be applied when the shortcut runs. In a mutually exclusive tag only one choice can be set to select. In a multi-select or tree tag shortcut definition the following settings may be toggled for each choice:

    • Grey - do not change value of choice, leave as-is.

    • Green checkmark - select this choice when shortcut is activated.

    • Red X - deselect this choice when the shortcut is activated.

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  6. Click SAVE when done, then Close.

To see a list of all shortcuts, click the View Shortcuts button above the left side Add Tags and Choice panel. You may choose to list only shortcuts defined for the current tag or for the tag pane in the selected Tag Profile. While reviewing a document, you can press ? in order to bring up this shortcut summary window. Note that the same shortcut key sequence may be defined for more than one Tag.

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There are several built-in Document Shortcuts that are always active:

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Redactions

Client Administrators set up redaction labels and assign them to users and teams via profiles in the Redactions Project Admin screen.

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  • One the left side of the screen, you may +Add new label to create a redaction.

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    • Label is the text that will be displayed on the redaction.

    • Description is optional.

    • Font defaults to Arial.

    • Font Size defaults to 48 point.

    • Click Add to create.

  • On the right side of the screen, first select or add a new Redaction Profile.

    • Settings is where you share access with user(s) or team(s).

    • You may also enter a checkbox to make redactions updateable for this profile.

    • Next you may insert redaction labels into the profile in one of two ways:

      • Click or Ctrl-click one or more labels and select Insert in profile; or

      • Grab the six-dot handle to the left of a label  603d32000f2c5.pngand drag it across to the profile pane.

Document Loader

Note

The Loader function under Project Admin is to be deprecated. Please refer to the Upload Data item under the Flyout Menu for this purpose. 

Client Administrators can upload small batches of data from the Project Admin screen under Loading. This does not replace the Administrator's primary data load utilities in the Reveal Review Manager, but allows a Client Administrator to add a supplemental data set directly from the Web interface. The data uploader can accept files with the following extensions: zip, doc, docx, xls, xlsx, ppt, pptx, pps, pdf, jpg, jpeg, gif, tif, tiff, bmp, csv, rtf, txt, msg, mht, eml, htm, html, png, ogg, mp3, mp4, wav, oga, ogv, webm.

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To begin ingesting a small batch, click +Add in the Document Loader tab of the Loading section of Project Admin.

  • Give the Job a Name (required).

  • Click +Add to open the Loader Job Setup window.

  • Click Select File(s) to navigate to the data on disk or drag and drop the files onto the folder icon in the window.

  • When all of the files have been added, go to the Numbering tab. This is where you can specify a new numbering sequence and format for the set or have it pick up the next control number.

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  • Next go to the Data tab and enter the Batch ID (required), the Custodian (optional) and Source (optional).

  • Make any changes you wish to Select Document Fields to Populate.

  • Click Add.

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To review an updated method of quickly loading small batches of documents see Uploading Data from the Web.

Wordlists and Hit Reports

Wordlists are lists of words or phrases you would like highlighted when users look at the documents which contain them. These are often also called Persistent Highlights or Persistent Hits. They are very similar to search hits in that they are highlighted and you can go from one hit to the next hit or previous hit when reviewing documents.

Notes for Wordlists:

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  • You can use wildcards.

  • Persistent Highlighting supports single terms or phrases.

  • The terms or phrases should be separated with a comma.

  • Phrases may be entered as word strings without quotation marks if set off by commas, but for optimal precision phrases should be in quotes.

  • Boolean operator or connectors are NOT supported.

To create a Wordlist:

  • In the Project Admin space select Wordlists.

  • Wordlists opens to the Highlights tab on the left.

  • To create a Wordlist click +Add at the upper right of the table.

  • Create a unique name for the list and add the desired terms. (Examples: Enron, Energy, Bankrup*, Ken, Lay, Natural, Gas.)

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  • Select your Highlight color and click Add.

  • From the Wordlist Highlights window, select the list, choose Assign Teams and select those that should be able to see the Persistent Highlights.

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Hit Reports

Hit Reports shares a Project Admin screen with Wordlists. Hit Reports allow administrators to create and folder results of a list of search terms. 

The reports that are generated provide insight into the search terms, for example, how many documents hits in a document on a specific term, how many unique documents hit one term and none of the other terms in the search, and the total number of hits on a particular term.

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  • Hit Reports are accessed by going to the Project Admin screen, selecting Wordlists and choosing the Hit Reports tab on the left side of the screen.

  • You may create a Hit Report by clicking +Add at the upper left of the table.

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  • Enter a unique Job Name.

  • Select a Source Work Folder if you wish to only apply the search to a certain set of documents, otherwise the Hit Report will run on the entire contents of the database.

  • You may choose as Search Type to consider Body content only, Metadata only, or Both. For searching Body Only you may further select the Document Text Sets to be included in the search.

  • Enter the Search Terms, one term per line, in the Search Terms box.

  • Select Optional Output and choose your options:

    • Create work folder for each term,

    • Create saved search for each term, or

    • Populate a field with search results.

    • Create a field to store the results. (Results may also be written to an Existing multi-value field that you specify.)

      • Click on the ellipses next to the Populate field with search results field.  The Select Field window appears.

      • In the New field, Enter a name for the field, and use the dropdown to add it to the Default Field Profile.

      • Select the Initially Visible checkbox.

      • Choose OK to finish the field creation.

  • Choose Add to complete the Hit Report.

  • Once returned to the main Hit Reports table, click the down-arrow next to the Status icon to select Start to run the report job.

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  • Choose the Refresh button until the Job shows a green check mark under Status indicating it is complete.

  • Select the dropdown arrow and choose View Results to see the details of the report.

  • The results screen provides:

    • Doc Hit Count: The number of documents that contain each search term.

    • Family Count: The number of documents when family members are included in the Search Results.

    • Uniqueness: The number of unique documents that contain hits for the search term.

    • Inclusiveness: The percentage of documents that contain the search term as compared to the entire document count of the database.

    • Total Unique Documents: The number of unique documents found by all of the Search Terms.

    • The Hit Report Results window has an option to Export the results into an XLS format file.

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Productions

The Production module is used to collect, number, stamp and package reviewed and coded documents to prepare for delivery to counsel. It is also used to export documents from Reveal. The Productions area is accessed through Project Admin on the Flyout Menu. 

Consider making a standard production template for your case that can be used to generate future production jobs to ensure consistent productions.

Workflow for Production Jobs

In order to produce or export documents, you need to complete the following steps:

  1. Review and tag documents under provided Tag Profile categories (e.g., Responsiveness, Privilege, Confidentiality).

  2. Place the production documents into a Work Folder (see Work Folders - Storing and Categorizing Your Documents).

  3. Create a production job.

  4. Preprocess the production job and review any errors that occur.

  5. Run the production job.

  6. Export the results.

  7. A final option is to use the Database Update function, which allows you to add copies of the produced document image set and any associated production bates number information to your project database for historical record and review.

This assumes you have done all the proper Project Management quality checks that are expected prior to production, such as checking for families, inconsistent coding and tag conflicts, and gotten approval from the legal team. 

The following articles guide step you through the process to create, preprocess, export and complete a production:

Creating a Production Job

To create a new production, place the documents to be produced in Public or Private Work Folder(s) under the Folder View of the Review screen. You will then reference the folder(s) when you add a Production Job in the Production screen under Project Admin.

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  • Open Project Admin from the Flyout Menu.

  • Choose Production and the Production Jobs window appears.

  • Select Add.

The Document Tab
  • The Add Production Job window appears open to the Documents tab.

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  • Enter a Job Name.

  • Enter the type of production – Public or Private.

  • Selecting the Work Folder(s) containing documents for production.

The Imaging Tab
  • Select the Imaging Tab next.

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  • If you are producing only Natives there will be no options to set here (leave as None - Natives Only).

  • For non-Native productions, choose Existing to show additional options for imaging.

    • If there are multiple image sets, choose which you prefer; the default is Original.

    • Select Preserve Image Format for Existing to retain document image characteristics.

    • Redactions defaults to Burned In, with the options of See Through or None to produce without redactions.

    • Select Always Image Redacted Docs.

    • Include Annotations selects any Highlights, Freehand Annotations, Text Annotations or Sticky Notes to be included.

    • Exclude File Extensions selects any file types that should be EXCLUDED from imaging by extension from among formats that should generally be produced natively: Excel (XLS), Email message (MSG), PDF and URL files.

    • Excluded Folder: Select (see three dot selector button in illustration above) if there is a specific folder that should be excluded. For example: if you are being very sure to exclude privileged information, put the Privilege documents in a specific Work Folder and choose to exclude that folder.

    • Checkbox to Exclude Privileged Documents.

    • Checkbox to Product Document Image Files As The Image for production will use a native image file such as a JPG or PNG to maintain high resolution rather than re-imaging, unless the document has redactions.

    • The remaining items determine format based upon color detection and are explained by tooltip help on the screen itself.

The Numbering Tab
  • Select the Numbering tab to designate Bates number formatting.

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  • Choose your Sort Order. Begin Number - ascending is the default.

  • Numbering: Select

    • New Sequence to begin a fresh production;

    • Next Number to continue an ongoing production; or

    • Use Existing Numbers to use the internal Begin Number values, regardless of whether or not sequential.

      • If it is a New Sequence, set up the Prefix and any Suffix (including any spacer character), Start Number and Number of Digits.

      • If it is not the first production, choose Next Number and from the Image Set dropdown, select the previous production.

        • In the Number(s) dropdown, choose the previous production’s number range which will set the next production number in sequence as the start for the new production. The settings from the previous production, such as prefix and number length, appear in the proper fields.

          Note

          If you change your sort order from Begin Number Ascending, there is the possibility of document families sorting out of order.

The Stamping Tab
  • Select the Stamping tab to set production image endorsements.

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  • Set Font options and settings if Multi-value/New lines are expected.

  • Choose the location for the Production Number stamping or Bates Numbers to appear.

    Most common location is lower right corner.

  • Select if you want any Field information from the document record or free Text to appear in any of the locations.

    Example: a CONFIDENTIAL stamp on the lower left corner is common.

  • There is also a tab for endorsements of Excluded documents. This offers the option of stamping a bates number, or other field information on the slip sheet for excluded files.

The Notifications Tab

Use the Notifications tab to select which users and teams should get notices regarding the completion of the production job.

The Slip Sheet Tab

The Slip Sheet tab allows the adjustment of settings for the Slip Sheets that are included when documents are excluded and produced natively. Options are:

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  • The location of the text.

  • Users may choose to include tag or fielded data by selecting the appropriate item from the ‘Optional Source for Excluded Text’ dropdown.

  • Text that should appear for

    • Privilege items,

    • Excluded text, and

    • Files that failed to image.

Saving the Production Job

When all the settings are complete, choose Add to complete the job creation. You are returned to list of Production Jobs.

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For next steps, see Running the Production Preprocessing Function and Running the Production Job.

Running the Production Preprocessing Function

When a Production Job is created, running the Preproduction function allows you to gain information about the job, such as total documents, pages and, most importantly, draw attention to any documents that may error out during production. Information regarding privileged documents and excluded documents discovered in preprocessing are also included in the table. 

This is an ideal tool to give attorneys a preview of what should be expected and fix any errors that may be indicated during preprocessing. It also allows you to manage a very large or rolling production in more functional sections. 

To start the preproduction process, select the dropdown arrow next to your new Production Job and choose Start Preprocessing - New Documents Only. You will be asked to confirm on start. You also see the ability to reprocess errors from earlier production jobs’ preprocessing.

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If the Production is a large job, it will take time to run. The Refresh Jobs button is used to refresh the screen and update the totals as the processing runs. When the preprocessing is complete, the icon next to the production job is a green check mark.

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The numbers in the columns after the Job number, Name and Type (e.g. Public) indicate:

  • Bates Range

  • Total number of Documents

  • Pages that have been produced/completed

    Note

    Preproduction will still indicate zero documents completed as the production has not run yet.

  • Preprocessing completion and errors­­

  • Imaging completion and errors

  • Items produced and errors

  • Number of Excluded items

  • Created by (User)

  • Start date and time

  • End date and time

If any errors are reported examine the type and cause and then re-run preprocessing for the job under its dropdown Status menu using Start Preprocessing - New and Error Documents Only.

See Fixing Errors in Production Preprocessing and Running the Production Job.

Fixing Errors in Preprocessing

Most common errors noted during preprocessing require

  • Checking links to native files,

  • Replacing corrupt native files, or

  • Adjusting excluded documents settings referencing either file extension or work folder.

After fixing any errors or choosing to exclude error causing documents, opening the dropdown arrow again you can choose Start Preprocessing - New and Error Documents Only.

Running the Production Job

Once the production job has been createdpreprocessing has run and errors have been managed, choose the dropdown arrow next to the production job and choose the option to Start Full Processing – Imaging and Stamping. You will be asked for confirmation on start.

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Once the job is started a grey gear will appear in the Status column. The gear will turn green and spin while the job is processing. 

When the production is complete, the Status icon for the production job becomes a green check mark. A Production Summary Report is available from the Status dropdown menu.

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You are now ready to export your production job.  

See Exporting Productions for the next steps.

Exporting Productions

Produced documents are exported with associated load files using the Production Export function. 

Under Project Admin select Productions and choose Production Exports from the grey side menu.

The Productions Tab
  • Click the Add button.

  • The Production Export Setup screen opens to the Productions tab.

  • Create a Job Name for the Production Export Job.

  • You may optionally change the Export Type from Public to Private.

  • Select which Production Job should be exported.

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The Files Tab

Set the following:

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  • The type of Image Files to IncludeSingle Page TIFF/JPGMultipage PDFs (non-searchable) or Searchable Multipage PDFs. This may also be set to None.

  • Image File Orientation is only settable for PDF generation, as Auto detectPortrait or Landscape.

  • Image Load File may be NoneConcordance Image (OPT) [default] or IPRO (LFP).

  • Native Files to Include opens to NoneAll or Custom. If native files are to be included in the export, select a value from the drop-down list, which is expanded if Custom is selected.

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    • If no native files are to be included, select None.

    • If all the native files are to be included, select All.

    • Select Errors if only those files where images could not be created are to be included in the export.

    • Select Excluded if you wish to only include the native files for those extensions that were excluded from being imaged.

    • For Redacted and Privilege documents, these commonly are excluded from Native productions. Since the document has been redacted or is privileged, you should not include the raw native file, which would be unredacted. You may include these natives if you are sending a set of unredacted and privileged files to the client or co-counsel for their review.

      Note

      Files that exist in multiple categories such as Excluded and Privilege or Excluded and Redacted will use the setting in the Redacted/Privilege section to ensure important/privilege data isn’t accidentally included in a production.

    • Remaining files indicate all the items that were left unaddressed.

    • If OCR text files are present, there is also an option to handle these files as well.

  • Set the Text/OCR Files to Include in the same manner as set out for Native Files above.

  • Set the Document Text Set Order to determine which Text Sets will be examined first for production if Text/OCR Files are to be included.

  • Select File Encoding from between the default UTF-8 (Unicode) and Western European (Windows). The default supports a broader range of character sets.

  • Set the Data Load File Specifications to Concordance or adjust if using custom settings.

  • Set the Native File Names option, commonly Use Production Numbers.

  • Append Native Name offers the rarely used option to append a selected field value to the native file name.

  • Set the Text File and Image File Names options, commonly Use Production Numbers.

  • Append Text File Name and Append Image File Name offer the rarely used option to append a selected field value to each of the text and image file names.

  • Under Subdirectory Information you may set the name for each of the Native, Image and Text directories in the production export, along with the maximum number of files per folder.

The Fields, Volume, and Notification Tabs

Use the Fields tab to select and order the metadata fields to be included in the export load file. There is an option when exporting the production to exclude some metadata files for Privilege and Redacted documents. Field names can also be changes in the export if desired.

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The Volume tab allows you to set the name of the Volume and adjust the number padding if needed.

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The Notifications tab allows you to select Users or Team who are notified when the production exports. 

Choose Add to complete the Production Export Job creation.

Running the Production Export Job

Once the Production Export Job has been created, it needs to be Started from the Status column dropdown menu for the job on the Production Export Jobs list. Under this menu you may also examine the details of the job and adjust if needed.

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You will be asked for confirmation on start. Once the job is started a grey gear will appear in the Status column. The gear will turn green and spin while the job is processing.

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When the job is complete, there is an option to Download the production package.  When this is selected, a window opens enabling you to select the download location for the package. If the export is particularly large, it may not be downloadable from this location and might require assistance from an Administrator with access to the Reveal Review Manager.

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In general, the files may be downloaded directly using the icon at the right of the Production Export Files table.

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  • Users can allow others to download production exports from Reveal even if they are not users of Reveal using the 'Generate Shareable Link to Production Exports' function. This feature is perfect for sharing production exports with opposing counsel. These shareable links are limited in use to seven days.

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  • Please be careful when sharing these links as they will allow anyone with the link to download the production export and they cannot be revoked until they expire in seven days.

See Production Database Update for the final step in the production process.

Production Database Update

Database Update can be used to add a production’s images and/or a production’s Bates numbers to the database. Access Database Update in the Production tab of Project Admin.

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  • In the Database Update screen click Add.

  • Enter a Job Name.

  • Select the Production Job for database update.

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Settings Options:

  • Select Add Production(s) to Image View.

  • Add or Edit the Image Set to which the images should be added.

  • Check Mark Documents as Produced.

  • Check Add Page Count to update that information for each produced document (if not already populated).

  • Lastly, set Production Number Fields to which production numbering will be recorded in each document record for

    • Begin Production Number

    • End Production Number

    • Begin Production Attachment

    • End Production Attachment

  • Click Save to save the job. You also have the option to open and re-specify an existing job with a new Job Name and Production Job selection and Save As New.

Once the Database Update Job has been created, it needs to be Started from the Status column dropdown menu for the job on the Database Update Jobs list. You will be asked for confirmation on start. Once the job is started a grey gear will appear in the Status column. The gear will turn green and spin while the job is processing, which should not take very long. A green checkmark will appear in the Status column when done. 

The production process is complete with this step. See Productions to review the entire workflow.

Settings - Project Defaults
General

Project Managers acting as Reveal Administrators can set user defaults in this section of Project Admin. There are several parts, at least the first two of which should be addressed before the review process begins.

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  • The General choices primarily address the handling related documents: whether Duplicates, Near Duplicates, Family Documents and Email Threads should be visible across the entire database or restricted to only seeing those in batches assigned to a user. These settings cover all users in the project regardless of role, so exercising the restriction should be very carefully considered before implementing.

  • Recursive Document Folders is selected by default so that all documents in child folders will be aggregated when looking at the top level folder, rather than a document being visible only within its own folder in the hierarchy. NOTE that the Documents folder is not necessarily made visible to Reviewers by Project Managers.

  • Private Notes Allowed is NOT selected by default so that Reviewer comments entered in the Notes area are searchable and visible to all, rather than for private use only. Once selected, Reveal Support scripting is required to make the Notes public again, so again consider carefully before implementing.

Default User Options

There are five tabs under this Settings screen corresponding to the five tabs under Settings in the main Review screen.

  • General - Settings for Document Review screen and Document List display.

  • Document View - Sets Document Review Screen display defaults, which start as Text/HTML fit to window width using the Native/HTML Text Set.

  • Coding Options - Addresses forcing explicit save of document coding rather than auto-save on hitting Next, as well as any desired validation, default tag setting, tag tooltips display.

  • Review Icons - Set the display of small document and review status icons in the Document List.

  • Large Documents - Defines how to open a large documents, as defined by the Project Manager / Administrator according to the network connection(s) used by the review team.

See User Settings for more details.

Figure 1. Default User Options - General
Default User Options - General


Figure 2. Default User Options - Document View
Default User Options - Document View


Figure 3. Default User Options - Coding Options
Default User Options - Coding Options


Figure 4. Default User Options - Review Icons
Default User Options - Review Icons


Figure 5. Default User Options - Large Documents
Default User Options - Large Documents


Brainspace

The optional link to the Brainspace analytics application may be turned on and the link and sync information specified here.

Artificial Intelligence

Reveal AI is enabled by default for the project, with a URL entered for the link.

Imaging Settings

Controls settings to Enable Image on the Fly, Print imaging and Production imaging, with image type and resolution default specifications.

Version

Reports the current Application, Instance and Project Versions and the Database Name, with a Refresh button to update Operations Center setting changes.

Impersonate User

When configuring default Review settings or troubleshooting User issues it is helpful for a Project Manager or Admin to be able to see Reveal as the User does - to "walk a mile in their shoes" as the saying goes. The Impersonate function allows an Admin to do just that.

  • Click the User badge at the upper right corner of screen.

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  • Select Impersonate.

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  • In the Impersonate screen you may scroll or search and select a User.

  • Click Close.

  • The User badge now shows the initials of the User you have selected to impersonate with your initials in a second, smaller bubble.

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  • With Impersonate effective:

    1. The Folder View will show only items that User is assigned or permitted to see: Documents, My Assignments, Work Folders, My Searches.

    2. The User may not see Quick Entities or Admin Views or certain Flyout Menu items, depending upon permissions.

    3. Tag, Field and Redaction Profiles will reflect the User's assignments or team membership.

  • To clear Impersonate, open the User badge, select Impersonate, then Clear.

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