Clearwell enables you to divide your search results for easy management and distribution to users reviewing the documents. Documents are automatically grouped into folders, called review sets or batches, based on the criteria you specify.
You can create folders for review and specify that your search results are divided into a specific number of batches or that each review set, or folder, contain a certain number of documents. In addition to batching documents found by your search query, you can include discussion threads that expand the scope of your search.
Overview
Follow these steps to create review sets in batches.
1. (Optional) Set up your folder hierarchy manually.
See “Set Up Non-Production Folders” on page 81.
2. Create multiple review sets.
See “Create Multiple Review Sets” on page 83.
3. If necessary, set visibility to the review sets.
See “Set Visibility to Review Sets” on page 84.
4. Assign access to the review sets to enable folder management tracking.
See “Assign Access to a Review Set” on page 84.
See also folder management options
5. To change the name or description of a review set.
See “Edit a Review Set” on page 91.
6. To keep organized, reposition or delete review folders.
See “Reposition or Delete a Review Set” on page 85.
For more information on reviewer folder operations, refer to the section "Review Set Management" in the User Guide.
Preparing Your Case: Setting Up Folders PAGE: 83
Create Multiple Review Sets
Before you begin: If possible, log in to an account that shares the same access profile as the Reviewers who need access to the documents.
Note: To create multiple review sets with the Batch interface, you must have the “Allow folder setup” permission set in your access profile or user role.
To create multiple review sets from a batch
1. From the Analysis & Review module, run your search query. 2. From the Action menu, click Batch.
The Batch interface displays.
3. Type or select the name of the folder where you want the review sets created.
For example, if you want the review sets to be organized by your review process, a folder might be named “Early Case Assessment” or “Quality Control”. These organizing folders must be created before you create your batches.
4. Type the batch folder prefix.
Each review set uses this prefix.
5. Select how you want the documents divided.
– Number of batches. Documents are equally distributed among the number of review sets, or batches, you specify.
– Documents per batch. The number of review sets, or batches, is determined by the number of documents in your search results.
6. (Optional) Specify whether you want all discussion threads to be placed in the same review set, or batch.
Note: This option can be helpful for identifying themes within a document set. 7. (Optional) Specify whether all related discussion thread documents are included in the
review set, or batch.
Note: This option increases the number of documents to be reviewed. Documents outside the parameters of your initial search query will likely add to the search results.
8. If necessary, select how additional discussion threads are handled.
Preparing Your Case: Setting Up Folders PAGE: 84
Set Visibility to Review Sets
Setting review set visibility enables reviewers to see specific review set folders and their contents. If the reviewers’ access profiles are set to Show All Documents or you used the same Access Profile as your reviewers, reviewers will automatically have access to all review sets.
Before you begin: You only need to perform this procedure if you create a batch of review sets using a user account with an access profile that the Reviewers do not share AND the Reviewers have restricted access to folders.
Note: You must have the “Allow case and user management” permission to update Access Profiles.
To set visibility to review sets
1. On the top navigation bar, select the appropriate case from the drop-down menu and click
Case Home. 2. Click Users.
3. On the Users screen, click the Access Profiles tab.
4. Select the access profile of the reviewers who need access to the review sets.
5. On the Edit Access Profile screen, click the Documents tab. The Restrict Visibility option is selected.
Note: If Show All Documents is selected, the review sets are currently visible to all reviewers with this access profile.
6. Select the Show Folder & Contents option for the specific review sets to be accessed. 7. Click Submit.
Assign Access to a Review Set
Assigning access to a review set enables a reviewer to use the review set management feature, a simple way to track who is reviewing which review set and what the current review set status is. After access is assigned, a reviewer can use the Manage Folders window to begin, stop, or complete the review of a review set.
Note: You must have the “Allow folder check-out management” permission to enable users to check in and check out review set folders.
Preparing Your Case: Setting Up Folders PAGE: 85
To assign access to a review set
1. From the Analysis & Review module, click the Folders drop-down menu. This menu is next to the search field and displays “All Documents” by default.
2. Click next to the folder you want to assign, then from the Action menu select Assign. 3. On the Assign Review Access window, click and drag user names from the left “Available
Case Users” box to the right to designate them as “Assigned Case Users”.
4. When finished, click OK.
Reposition or Delete a Review Set
Repositioning, copying, or deleting a review set is the same as performing these functions on any folder. (Repositioning folders maintain their state after moving.)
Note: You must have the “Allow folder setup” permission to manage review set folders.
To reposition or delete a review set
1. From the Analysis & Review module, click the Folders drop-down menu.
This menu is next to the search field and displays “All Documents” by default.
2. Click to navigate to, or select the review set that you want to reposition or delete.
3. If repositioning a review folder: A. Click Reposition Folders.
The Reposition Folders window appears.
Similar to the main folder management window, you can navigate to any subfolder and breadcrumbs will show your current location. (Click the arrow icon anytime you want to return to the home screen in this window.)
B. Reposition folders by using clicking the arrows to move them up or down. Click + next to any folder to reposition the its subfolders.
Preparing Your Case: Setting Up Folders PAGE: 86
C. When finished, click Close. 4. If deleting a review folder:
A. Click next to the folder you want to delete, then from the Action menu select Delete. B. On the confirmation dialog, click OK to continue deleting the folder. (Folder contents
will not be deleted, but will remain in the “All Documents” collection.)