Reveal Help Center

Review Web

Customizing Fields in Your View

Users can remove field columns or change the order in which they are displayed by choosing for the currently selected Fields Profile the Fields control on the Review menu bar.

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Each user is assigned a Field Profile, providing access to a specific set of fields. Administrators set the initial profile settings and users can customize their personal views. 

At the top of the Manage Fields window, the Field Profile is shown as well as the various fields in the view.  Use the checkboxes to mark which you’d like to keep as visible, and which you’d like to remove from view. 

The six dots at the left side of the field row are a handle that can be used to change the order of the fields by dragging to a new location.

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Sorting and Filtering the Document List

The Document List can be sorted in three ways:

  1. Click the column headers.

  2. Use the Sort table management control.

  3. Administrators can change the default sort order from the Project Admin > Fields > Field Profiles screen by selecting a Field Profile and opening Sort Order.

Sort - Clicking on Sort allows you to setup single or multi- level default sorting.

Filter - Text filters can be applied to any field by selecting the Filter control, then clicking the filter icon that appears in the column heading. In the Filter <fieldname> window enter:

  • The comparison operator to be used in the filter, selected from

    • is like

    • is not like

    • starts with

    • does not start with

    • contains

    • does not contain

    • has any

    • has none

    • has all

  • The text upon which to filter.

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Note

These filters are applied only to the items in the current document view. And the terms in the filter field are highlighted in the document until the filter is cleared. Turning off the Filter control does not clear the filter - you must open the filled column filter icon to remove the filter.

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Work Folders – Storing and Categorizing Your Documents

Work Folders contain private and public work folders that allow you segment searched and filtered documents into logical collections for easier review. Work folders are also where documents reviewed for relevance, privilege, redactions and confidentiality are collected for production. See Assigning Documents to a Work Folder below for an introduction to foldering documents.

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Creating a folder
  • In the Folders View right-click on Work Folders and select Add Folder.

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  • Give the folder a name. You may also share with selected Users or Teams here. Click Add when done.

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  • You may create Sub-folders by right-clicking on any Work Folder and selecting Add Folder.

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Edit Folder
  • Securing a folder

    All Work Folders are private by default. A User with the appropriate permissions may share a folder by applying Work Folder security to control who can view and update them.

    Security may be set either at the time of creation or by right-clicking on the folder and selecting Edit Folder, which allows you to rename the folder, add access to specified Users or Teams, and apply the updates sub-folders. Any User or Team selected will have Read-Only access by default; this may be changed by clicking the lock icon to the right of the User to Team name to change it to unlocked.

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  • Renaming a folder
    • Right-click the folder name and select Edit Folder.

    • Enter a new name and click Edit.

Delete Folder

A work folder may be deleted by right-clicking and selecting Delete Folder. A confirmation request, if approved, completes the removal the folder.

Note

Deleting a Work Folder has no effect on document data other than to remove the folder association from its metadata.

Locking Down Work Folder Contents

The Work Folder context menu also allows you to lock down specified content and coding for all documents in the folder. When you right-click on the folder and select Lock-down Contents this window opens to enable the locking of all Fields, Notes, Annotations, Redactions, and any or specified Tag Sets for all documents in the folder.

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Assigning Documents to a Work Folder

Documents may be tagged individually into one or more Work Folders from the Document Review screen, or they may be bulk-assigned following the execution of a search or filtered view. Here is a brief illustration:

Under our Production01 work folder we have created a sub-folder called Prod01 Privileged to collect documents tagged as privileged or which may potentially be privileged.

I know that the domain velaw.com belongs to counsel for one of the parties, so any correspondence to or from that domain will likely be privileged. I used the Search Bar to look for velaw.com, and retrieve 18 documents in from the current data set.

Note

Quick Entities allows a reviewer with permissions to drill down under Message Originating Domain and Message Receiving Domain under the letter 'V" in each case to immediately locate documents with velaw.com in the metadata.

To tag these documents into the Production01 > Prod01 Privileged work folder:

  • Click Tag on the tool bar immediately below the Search Bar.

  • Under Properties to Edit, select Folders. Leave Add selected.

  • Expand Work Folders and Production01 so that Prod01 Privileged is visible.

  • Select Prod01 Privileged.

  • Click Tag to set.

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  • When prompted, click Yes to confirm tagging these documents to the selected work folder.

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  • Click Refresh at the top of the Folders View, and Prod01 Privileged will indicate (18) documents.

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Transcripts Review

Reveal can add electronic transcripts to the review with additional keyword, highlighting and page:line reporting. Transcripts loaded by the Project Manager or Administrator may be coded into a Transcript Folder and there processed by Reveal.

Note

ONLY Text files (TXT) are supported and must be loaded as Natives.

  • A Transcript Folder may be added in the main Documents window Folders View or in the Document Review screen by right-clicking on Transcript Folder and in the dialog box supplying a name and the user(s) or team(s) to be given access to the folder.

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  • Transcripts once loaded may be opened like documents and tagged into a Transcripts Folder.

  • Once in the Transcripts Folder one or more transcripts may be selected for processing by right-clicking on the folder and selecting Process Transcripts.

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  • The Add Transcript Job dialog box has two tabs:

    Documents, where you select Filtering; the default is None, with the additional choices of running the folder's Unprocessed documents only or Unprocessed and previous error documents only.

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    Settings is where the folder name and transcript import parameters are specified.

    • Pages to Skip: This is the number of pages to skip prior to the numbered pages. This is usually called the preamble.

    • Page Number Location: The page numbers can be located at the Top or the Bottom of the page

    • Start Column for Page Numbers: This is the column where the page numbering begins. This is zero based. User should scan entire transcript to see where the first instance of a number will be on any line. For instance, a line may have a space preceding a single digit line number, but there will be no space before a double-digit line number. In this case, use the column where the first number occurs for the larger number.

    • End Column for Line Numbers: This is the column in which the last number for the line number is present. User should scan the entire transcript document and see what the largest column number is throughout the entire document and use that value.

    • Spaces after line number: The number of spaces between the last number in the line number and the starting of the text on each line. Start from the largest page number’s column position and count the blank spaces preceding the start of text.

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  • When next the transcript document is open there will be a Transcripts section at the top of the coding pane with several unique features which will be familiar to Livenote and West Case Notebook users. Only the Word List is available for plain text transcripts.

Transcripts Review Panel
  • Word List - This is a comprehensive listing of every non-common or non-stop word within the transcript file. It is a filterable list of words which will report hit count and Page:Line locations. This list is exportable to an Excel spreadsheet file.

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  • Tag List - Allows the user to select specific text within a transcript file, right-click and apply a searchable tag to that text. Additionally, users can apply free-hand notes to the text. Once a tag has been applied, an entry will be made in the Tag List grid. Users will then be able to select entries to jump to that entries’ location within the transcript document. This list is updateable (with notes) and exportable to an Excel spreadsheet file.

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  • Highlight List - Allows the user to select specific text within a transcript file and apply a searchable highlight to that text. Additionally, users can apply free-hand notes to the text. This list is updateable (with notes) and exportable to an Excel spreadsheet file.

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  • Document Links - Allows the user to select specific text within a transcript file, right-click and link another document in the case to that text. Additionally, users can apply free-hand notes to the text. Any links embedded in the transcript will be reported here.

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Quick Entities

Quick Entities enable you to view the documents organized in several helpful ways. Metadata are organized to list sender and recipient users and domains or document authors; entities will only be visible in the Folders View if the metadata have been processed in Reveal Review Manager. There are two types of entities: Message and Author:

  • Message entities are built using email message fields such as To, From, CC, and BCC. You can use message entities to find emails to or from certain domains, or to or from certain people or email addresses. This is pulled from the email document metadata. Message entities include:

    • Message Originating Domain

    • Message Receiving Domain

    • Message Sender

    • Message Addresses

  • Author entities can be used to find documents written by a specific author or user. This is pulled from the document metadata. Any Author entities discovered in document metadata are collected under Document Author.

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Under each entity type are sub-folders for the leading numeral and letter of an entity. For example, if you were looking for all messages sent by a law firm having the domain name legaleagles.com you would:

  • In Folder View open Quick Entities

  • Open Message Originating Domain

  • Under Message Originating Domain open L

  • Under L scroll down to select legaleagles.com

  • Clicking on legaleagles.com will display in the Document List all messages in the project sent from that domain.

Once displayed, these quick entity documents may be Bulk Tagged for Privilege or foldered for Privilege Review, for example.

Quick Searches

Quick Searches is a collection of retrieval shortcuts based on the status or a particular attribute of a set of documents. If you are looking for a particular characteristic, such as all the documents coming from a certain custodian, this is a fast way to obtain that list for further analysis. The Quick Search categories are Text SetsAnnotationsCustodiansDocument Status and Review Status.

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Text Sets

Lists documents which contain text in any of the several Text Set containers. 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 (listed under Quick Searches if any transcripts are present in the project).

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

This will not search Text content directly; see Searching Across Text Sets for more on this topic.

Annotations

This Quick Search will report documents which do or do not contain redactions.

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Custodians

This list of all Custodians recorded in the Project affords quick access to the documents provided by each.

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Document Status

Document Status focuses on properties of documents: the presence of related documents, privilege coding and reviewer notes, or whether documents have been locked against further coding.

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Review Status

This Quick Search replicates the selections for each Tag Profile and all Reviewed / Not Reviewed Documents at the upper right corner above the Document List table. Under Quick Searches, Review Status presents a sub-folder for All Tag Sets and then for each Tag Profile; below each you may select to list all documents Reviewed or Not Reviewed.

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Searches - Saved Searches and Search History

All Reveal users have in the Folders View a folder called Searches. This is a collection of all of the user's Saved Searches and Search History.

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Saved Searches

Searches once executed can be saved for future use or be shared with others. It is useful to name these searches to describe what they are meant to find. Gliding a pointer over saved searches opens a tooltip view of the search syntax. 

To save a search:

  • From the Search Bar, open More Options at the right edge of the entry field.

  • Select Refine Search.

  • In Refine Search add any further search criteria and select Save Search.

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  • The Saved Searches tab is opened:

    • Select the folder to save in (here, only the current user's folder is accessible).

    • Enter a reasonably descriptive Name for the search.

    • Optionally enter any Notes as needed.

    • Select either Save only to save the search, or SAVE & RUN to execute it while saving.

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      Note

      The Saved Search will not be listed under your Searches folder until you log out and back in.

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Search History

The history of all user searches is preserved with date and time. By default, the last 10 searches appear in the Search History. These can be referenced by number (in the format !###, as in !546 and !547 etc. in the illustration below) to re-run a search or refine a search. Search !548 was saved in the prior section of this page, and shows its Saved Search name. When re-running a search, Reveal will ask whether you wish to use the prior cached result of nnnnn documents or run the search afresh.

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See Refining Search History to see how to update a previously-run search.