incontrol™ user guide · confidential 8 . incontrol™ admin guide – version 7.0 . all four...

InControl™ Admin Guide Version 7.0

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InControl™ Admin Guide – Version 7.0

Contents 1 Introduction ............................................................................................................................................. 6

2 Users ........................................................................................................................................................ 6

2.1 Roles ................................................................................................................................................ 8

2.1.1 Creating a New Role ....................................................................................................................... 9

2.1.2 Assigning Permissions to a Role ..................................................................................................... 9

2.1.3 Editing a Role ............................................................................................................................... 10

2.1.4 Deleting a Role............................................................................................................................. 10

2.2 Role Groups .................................................................................................................................... 10

2.2.1 Creating a New Group.................................................................................................................. 11

2.2.2 Assigning Users to a Group .......................................................................................................... 12

2.2.3 Linking a Role to a Group ............................................................................................................. 12

2.2.4 Editing a Group ............................................................................................................................ 13

2.2.5 Deleting a Group ......................................................................................................................... 13

2.3 Users .............................................................................................................................................. 13

2.3.1 Adding a New User....................................................................................................................... 14

2.3.2 Editing a User .............................................................................................................................. 15

2.3.3 Deleting a User ............................................................................................................................ 17

2.4 Teams............................................................................................................................................. 18

2.4.1 Creating a Team ........................................................................................................................... 18

2.4.2 Assigning Users to a Team ............................................................................................................... 18

2.4.3 Editing a Team ............................................................................................................................. 19

2.4.4 Deleting a Team ........................................................................................................................... 19

3 Assignments ........................................................................................................................................... 20

3.1 Assignments Overview .................................................................................................................... 20

3.2 Manage Assignments ...................................................................................................................... 21

3.2.1 Assign .......................................................................................................................................... 21

3.2.2 Assignment Actions ..................................................................................................................... 23

3.2.3 Creating Assignment Folders........................................................................................................ 24

3.2.4 Number of Documents Assigned .................................................................................................. 25

3.2.5 Teams or Users ............................................................................................................................ 26

3.2.6 Tag Profile ................................................................................................................................... 27

3.2.7 Assignment Jobs .......................................................................................................................... 28

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3.2.8 Reassign Documents .................................................................................................................... 28

3.2.9 Unassign ...................................................................................................................................... 30

3.3 Renaming Assignment Folders ........................................................................................................ 31

3.4 Assignment Jobs ............................................................................................................................. 32

3.5 Assignment Notifications ................................................................................................................ 33

4 Fields ..................................................................................................................................................... 34

4.1 Field Profiles ................................................................................................................................... 34

4.1.1 The Default Field Profile ............................................................................................................... 34

4.1.2 Creating a New Field Profile ......................................................................................................... 35

4.1.3 Assigning a Field Profile to a Team ............................................................................................... 35

4.1.4 Adding Fields to a Field Profile ..................................................................................................... 36

4.1.5 Changing the Order of Fields ........................................................................................................ 37

4.1.6 Editing a Field Profile ................................................................................................................... 37

4.1.7 Deleting a Field Profile ................................................................................................................. 38

4.2 Manage Fields ................................................................................................................................ 38

4.2.1 Updating Field Properties ................................................................................................................ 38

4.3 Create Fields ................................................................................................................................... 41

4.3.1 Creating New Fields ..................................................................................................................... 42

4.3.2 Importing New Fields from a Load file .......................................................................................... 43

5 Tags ....................................................................................................................................................... 43

5.1 Tags Overview ................................................................................................................................ 44

5.1.1 Tags ............................................................................................................................................. 44

5.2 Tag Profiles ..................................................................................................................................... 44

5.2.1 Adding a New Tag Profile ............................................................................................................. 45

5.2.2 Editing a Tag Profile ..................................................................................................................... 48

5.2.3 Deleting a Tag Profile ................................................................................................................... 48

5.2.4 Profile Order ................................................................................................................................ 48

5.3 The Tag Editor ................................................................................................................................ 49

5.3.1 Creating a Tag Set ........................................................................................................................ 49

5.3.2 Tag Set Types ............................................................................................................................... 51

5.3.3 Editing a Tag Set .......................................................................................................................... 52

5.3.4 Deleting a Tag Set ........................................................................................................................ 53

5.3.5 Creating Tags ............................................................................................................................... 53

5.3.6 Editing a Tag ................................................................................................................................ 54

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5.3.7 Deleting a Tag .............................................................................................................................. 55

5.4 The Tag Form .................................................................................................................................. 55

5.4.1 Creating a Pane ............................................................................................................................ 55

5.4.2 Adding Tags ................................................................................................................................. 56

5.4.3 Adding Fields ............................................................................................................................... 57

5.5 Tag Profile Attributes ...................................................................................................................... 58

5.5.1 Tag Set and Field Attributes ......................................................................................................... 58

5.5.2 Tag Attributes .............................................................................................................................. 59

6 Redactions ............................................................................................................................................. 61

6.1 Redactions Overview ...................................................................................................................... 61

6.1.1 Redaction Setup ........................................................................................................................... 61

6.2 Redaction Profiles ........................................................................................................................... 62

6.2.1 Adding a New Redaction Profile ................................................................................................... 62

6.2.2 Editing a Redaction Profile ........................................................................................................... 64

6.2.3 Deleting a Redaction Profile ......................................................................................................... 64

6.2.4 Profile Order ................................................................................................................................ 65

6.3 The Redaction Text Editor ............................................................................................................... 65

6.3.1 Creating Redaction Text ............................................................................................................... 65

6.3.2 Editing Redaction Text ................................................................................................................. 67

6.3.3 Deleting Redaction Text ............................................................................................................... 67

6.4 Redaction Text in Profile ................................................................................................................. 68

6.4.1 Adding Redaction Text to Profile .................................................................................................. 68

7 Wordlists ............................................................................................................................................... 69

7.1 Persistent Highlighting .................................................................................................................... 69

7.2 Hit Reports ..................................................................................................................................... 70

7.2.1 Creating a Hit Report ................................................................................................................... 70

8 Loading Documents .................................................................................................................................... 75

8.1 Creating a Document Loading Job ................................................................................................... 75

8.1.1 Selecting Documents to be Loaded............................................................................................... 75

8.1.2 Numbering Loaded Documents .................................................................................................. 100

8.1.3 Metadata Fields to be Extracted ................................................................................................. 102

8.2 Running/Editing a Document Loading Job ..................................................................................... 104

8.2.1 Starting a Document Loading Job ................................................................................................. 104

9 Indexing ............................................................................................................................................... 105

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10 Production ............................................................................................................................................. 105

11 Settings .................................................................................................................................................. 105

11.1 General ............................................................................................................................................ 106

11.2 Default User Options ....................................................................................................................... 107

11.3 Export .............................................................................................................................................. 108

11.4 Project Management ....................................................................................................................... 108

11.5 Concept Clustering........................................................................................................................... 109

11.6 Near Duplicates ............................................................................................................................... 109

11.7 Email Threads .................................................................................................................................. 110

11.8 Branding .......................................................................................................................................... 110

11.9 Batch Update Service ....................................................................................................................... 111

11.10 System Settings ............................................................................................................................. 113

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1 Introduction This document discusses the Admin portion of Reveal’s InControl™ software. It outlines how to manage users, assignments, fields, tags, and overall project settings which are part of InControl’s Admin tab. It also details various parts of the Review tab which relate to overall project administration.

The Admin tab provides the tools to accomplish a majority of the tasks that an administrator must perform. When the Admin tab is selected, the Admin menu bar is shown immediately below the Admin tab. The Admin menu bar contains the items: Users, Assignments, Fields, Tags, Wordlists, Loading, Indexing, Production, and Settings. Each of these menu items are discussed in the following sections.

2 Users

A user account is what individuals use to access InControl. Through a single account, one user may be granted access to multiple InControl projects. To access an InControl project, a user is given a user name and a password, which are used to log into InControl through a web browser.

During database creation, default Groups and Roles are provisioned. The Administrator can add new Roles, Groups, Teams, and Users as needed. As an InControl Administrator, one of your basic tasks will be creating and modifying user accounts. This is done through the Admin tab or through the Operations Center.

Groups, Roles, and Permissions

The main purpose of InControl Groups and Roles is to establish appropriate permissions for users. The relationship between Users, Groups, and Roles can be described as follows:

• Roles are entities to which specific permissions are assigned.

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• Groups are entities to which individual Users are assigned. • Groups and Roles are linked together, thereby granting Users with the desired permissions.

Furthermore, it can be said that:

• Every User can belong to only one Group at a given time and a Group may contain multiple Users.

• Roles and Groups are linked in a one-to-one manner, meaning that a Role must be linked to one and only one Group, and a Group must be linked to one and only one Role. For this reason, a Role and its corresponding Group are typically given names that are similar or identical.

Teams

• Teams are used to manage review. For example, team control a user’s access to: Field Profiles, Tag Profiles, Work Folder Access, Documents, and Assignments.

• Unlike Roles, Users can be placed into multiple Teams, depending on the desired workflow.

Upon project creation, four default Roles and corresponding Role Groups are created. They are:

1. Administrator 2. Reviewer 3. Power Reviewer 4. Client Administrator

These default Roles have pre-defined permissions assigned to them. For more information about permissions, see Section 2.1.2.

It is generally recommended that further customization be performed in four phases:

Modify or add Roles

Modify or add corresponding Role Groups

Modify or add Users

Modify or add Users to Teams

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All four phases utilize the ‘Users’ menu item, shown below as an underlined link on the Admin menu bar.

As shown above, the left-hand pane provides links through which Users, Teams, Groups, and Roles are managed. These links open windows in the right-hand pane allowing various tasks to be performed. The remainder of Section 2 discusses each of the above illustrated phases in the order recommended.

2.1 Roles Upon clicking the ‘Roles’ link in the left-hand pane, you will be presented with the ‘Manage Roles’ screen. It is a list containing all Roles currently available in the project.

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During initial project setup, only the four default Roles discussed above are created, but more may be added as described below.

2.1.1 Creating a New Role

To create a new Role, click the ‘Add New Role’ link and give the Role a unique name. A description of the Role is recommended, but not required.

After entering the unique name and optional description, just click ‘Add Role’. In order to use the Role, you now must assign permissions to the Role.

2.1.2 Assigning Permissions to a Role Permissions are assigned to a Role by clicking the Role’s ‘Assign Permissions’ link on the ‘Manage Roles’ screen. Upon clicking this link, you are presented with a list of all available permissions for the project. The name of the Role you are working with is displayed at the top of the window, and its current permissions are highlighted and checked. Important: When this window first opens, permissions that are currently assigned to the Role in question will be checked, as shown below.

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Through these permissions, access to specific areas of InControl can be blocked, or individual views and actions may be controlled, allowing you to restrict access to sensitive data within the project.

2.1.3 Editing a Role The name or description of a Role can be changed by clicking the Role’s ‘Edit’ link on the ‘Manage Roles’ screen.

2.1.4 Deleting a Role You can delete a Role from a project by clicking on the Role’s ‘Delete’ link next in the ‘Manage Roles’ screen. Note that all permissions assigned to the Role must be unassigned before the Role can be deleted. Also, a Role must be disconnected from its Group before it can be deleted. This is done through the ‘Group’ link in the left-hand pane, as discussed in Section 2.2.3.

2.2 Role Groups Upon clicking the ‘Role Groups’ link in the left-hand pane, you are presented with the ‘Manage Groups’ screen.

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The ‘Manage Groups’ screen shows the Role Groups currently available in the project, and it is also where new Groups are created and existing Groups can be edited or deleted. This screen is also where you must link a newly created Group to its corresponding Role, as well as Users are assigned to a Role.

2.2.1 Creating a New Group New Groups are created by clicking the ‘Add New Group’ link in the ‘Manage Groups’ screen. Before creating a new Group, you should create a new Role to which it can be linked (Section 2.1.1.) It is recommended to name your newly created Group the same as your newly created role. A Group description is recommended, but not required.

After entering a name and optional description, click the ‘Add Group’ button, or click ‘Cancel’ to exit without creating a new Group.

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2.2.2 Assigning Users to a Group You can assign users to a Group by clicking the ‘Assign Users’ link in the ‘Manage Groups’ screen. A window will open displaying a list of all of users currently available within a project.

Select the desired users for your Group and click ‘Assign Users’ or click ‘Cancel’ to exit.

Important: When this window first opens, users that are currently assigned to the Group in question will be checked and highlighted, as shown above. Clicking on a user’s name (rather than directly in a checkbox) will check that user and uncheck all other users. If this happens unintentionally, simply click ‘Cancel’ to exit without making any changes.

It must also be understood that users cannot be assigned to more than one Group at a time. Hence, assigning a user in this window will automatically un-assign them from any previously assigned Group.

2.2.3 Linking a Role to a Group Now that your new Group has users, the next step is to link the Group to a Role, thereby granting permissions to the Group’s users. This is done by clicking the ‘Link to Role’ link in the ‘Manage Groups’ screen. You are presented with a list of Roles available in the project.

Select the desired Role and click the ‘Link’ button, or click ‘Cancel’ to exit without making a link.

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2.2.4 Editing a Group Clicking a Group’s ‘Edit’ link in the ‘Manage Groups’ screen will allow you to change the name or description of a Group.

Make your changes and click ‘Update’ to save them, or ‘Cancel’ to exit without saving.

2.2.5 Deleting a Group A Group can be deleted by clicking its ‘Delete’ link in the ‘Manage Groups’ screen.

Note that all users assigned to a Group must be removed before the Group can be deleted. Also, the Group must be unassigned from its Role before deletion can be completed.

2.3 Users As described above, basic user information is entered into the system at the creation of a project. However, if additional users must be added, or if existing users need their information updated, the ‘Users’ link in the left-hand pane can be used to access the ‘User Information’ screen, which is simply a list of all users and their associated details.

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The list can be sorted alphabetically/numerically by clicking on column headings. Below the list is a navigation bar that allows you to quickly move through the list. You can navigate from page to page by using the forward and back arrows at the left side of the bar, or you can enter a page number into the ‘Page’ field in the middle of the bar and click ‘Go’. By default, there are 10 users displayed per screen, but you can change that by entering a value into the ‘Page Size’ field and clicking ‘Change’. At the right side of the bar, the total number of users is shown.

2.3.1 Adding a New User To add a new user, click the ‘Add’ link at the top of the ‘User information’ screen. The ‘Create User’ form opens.

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When creating new User Names, it is best to use an easy to remember format such as first initial followed by last name. User Names must also be unique, so after typing in a desired User Name, click the ‘Check Availability’ button to verify that it does not already exist.

Continue entering in the rest of the new user’s information. Required information is marked with a red asterisk. This includes First Name, Last Name, Password, Email Address, Language, and Group Name.

You must enter a password to allow the user to log in for the first time, at which point they will automatically be prompted to change their password. Passwords must contain both upper and lower-case letters, and a number, a special character, and they must be at least 6 characters in length.

If ‘Include Address’ is checked, then additional fields of Address Type, AddressLine1, Country, City, State, and Zip Code will also be required.

In this screen you can also choose whether to add the user as a Project Management Contact. Doing so will place the user’s name in drop-downs of various sections in the Project Manager tab.

2.3.2 Editing a User

If you need to update information for an existing user, locate them in the ‘User information’ screen and click their ‘Edit’ link. The ‘Edit User’ window opens.

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Here you can change any attribute for a user, with the exception of User Name or password. If a user needs a new User Name for any reason, a new account must be created and the old account deleted. Passwords can be reset by the user or the database administrator.

To modify a user’s attributes, simply make the changes and press the ‘Update’ button at the bottom of the screen.

Note that in this screen you can change the user’s Group assignment using the ‘Group Name’ field.

Disabling a User

The ‘Enable User’ checkbox is checked by default. Unchecking this box will disable the user for all InControl projects. Note that it does not matter which project you, the Administrator, are currently logged into when you uncheck the box.

If instead you wish to disable a user for just one specific project, this can be accomplished by logging into that project and deleting the user as described in Section 2.3.3. In short, disabling a user can be considered a global change, while deleting a user can be thought of as merely removing a user’s access to the current project.

Password Resetting

The ‘Edit User’ screen also provides a ‘Reset Password’ button. If a user’s password must be reset for any reason, just click the ‘Reset Password’ button and the user will be forced to input a new password the next time they log in.

The user will attempt to login in with their last-known good password and they will be greeted with the message, “Your Password has been reset by admin. Click here to change password.”

Clicking the link will open the ‘Change Password’ window.

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To see the password constraints, the user can hover over the informational button next to the New Password text box.

The password constraints are as follows:

• Must be at least 6 characters in length • Can only be re-used after 5 iterations • Must contain at least 1 numeric character • Must contain a special character • Must contain at least 1 uppercase character • Must contain at least 1 lowercase character

2.3.3 Deleting a User If you wish to remove a user’s access to a project, first make sure you are logged into the desired project yourself, then locate the user in the ‘User information’ screen and click their ‘Delete’ link. You will be prompted to confirm the action.

As noted above, if you wish to remove a user’s access to any and all InControl projects, you should disable the user as described in Section 2.3.2.

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2.4 Teams Teams can be created in order to group users for assignments, Work Folders, field profiles, or tag profiles. Upon clicking the ‘Teams’ link in the left-hand pane, you will be presented with the ‘Manage Teams’ screen. It is a list containing all Teams currently available in the project.

2.4.1 Creating a Team New Teams are created by clicking the ‘Add’ link in the ‘Manage Teams’ screen. Users can be added to multiple teams. Give your newly created Team a unique name that is easily identified. A Group description is recommended, but not required.

2.4.2 Assigning Users to a Team You can assign users to a Team by clicking the ‘Assign Users’ link in the ‘Manage Teams’ screen. A window will open displaying a list of all of users currently available within a project.

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Select the desired users for your Team and click ‘Save’ or click ‘Cancel’ to exit.

Important: When this window first opens, users that are currently assigned to the Team in question will be checked and highlighted, as shown above. Clicking on a user’s name (rather than directly in a checkbox) will check that user and uncheck all other users. If this happens unintentionally, simply click ‘Cancel’ to exit without making any changes.

Users can be assigned to more than one Team at a time.

2.4.3 Editing a Team

Clicking a Team’s ‘Edit’ link in the ‘Manage Teams’ screen will allow you to change the name or description of a Team.

Make your changes and click ‘Update’ to save them, or ‘Cancel’ to exit without saving.

2.4.4 Deleting a Team A Team can be deleted by clicking its ‘Delete’ link in the ‘Manage Teams’ screen.

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3 Assignments Assigning documents is the practice of dividing up sets of documents to be reviewed by multiple users in a controlled manner. InControl has many assignment-related features, and their utilization can be very beneficial when managing document review.

One such assignment-related feature is the ‘My Assignments’ folder. Each user has a ‘My Assignments’ folder which contains all assignment sub-folders. Within each sub-folder there are dynamic folders for ‘Reviewed’ and ‘Not Reviewed’ items, helping the user to keep track of their progress. Similarly, the InControl Reports tab has a number of reports related to assignment progress, allowing review administrators to easily track overall progress.

To maximize the advantage provided by these features, InControl’s Assignments must be utilized.

3.1 Assignments Overview When using Assignments, documents are grouped and placed into assignment folders. These folders are named with a prefix and incremented with a zero-padded naming convention (example, Review00001, Review00002, etc.) Next, the folders are assigned to reviewers (users) or groups of users (teams).

A document can only be assigned to one person at a time. To move a document from one folder to another or one person to another is called reassigning.

Within InControl, assignments and reassignments are created in the ‘Assignments’ menu item under the Admin tab. Clicking ‘Assignments’ will open a screen featuring two tabs along the far left edge of the screen labeled ‘Manage Assignments’ and ‘Reassign Documents.’

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3.2 Manage Assignments The Manage Assignments tab is where an Administrator can manage the batch of documents and assignments to users and teams. Reassignment and the unassignment of documents is also handled on this screen. Click the Manage Assignments tab to display the Import Job pane on the left and the

Assignment area on the right.

There are three types of assignment jobs: Assign, Reassign, and Unassign.

3.2.1 Assign Assignment is the act of grouping documents and assigning them to individual users or teams or reviewers. Upon entering the assignment screen, the user is presented with the Manage Assignments screen. All document assignment actions are available to the user on this screen. In addition to the assignment actions, document batch information, called Import Detail, is also preset via tooltip by using the mouse to hover over the individual batches listed.

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3.2.1.1 Import Job Pane While in ‘Assign,’ the Import Job pane (shown above at the left) displays all of the import jobs (document loads) performed for the project to date. Imports are listed in load order and named for the database load file used to load the documents. Use this area to learn more about the documents loaded into the system and to assign documents from specific import jobs. The numbers in parentheses after each job denote the number of documents assigned and the total number of documents loaded per job.

Import Detail

The Import Detail appears when you hover over an import job in the pane. This can be used to learn more about the documents in the import job. The following attributes are displayed:

• Import Job Name – The name of the database load file used to load the

documents.

• Batch – The batch information found in BATCHID field for the documents.

• Document Range – The control or bates number range found in the BEGDOC and ENDDOC fields.

• Custodian – The custodian information found in the CUSTODIAN field for the

documents.

Similar to the numbers within parenthesis in the import job pane, the numbers within the tooltip further show the breakdown of assigned and available documents available in each section. Breakdowns are present for Job Name, Batches, and Custodians.

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3.2.2 Assignment Actions To assign documents, select the Assign Documents Button and then select one or more batches from the Import Job Pane. Documents can be assigned by: Document, Custodian, Batch, Thread, or Search. The various assignment options are available in the Assign Documents By dropdown. Depending on the assignment method selection other options will be made available to the user on the screen.

• Document – Assigns documents in Ascending BEGDOC order. Family

members are automatically kept together.

• Batch – Assigns documents in Ascending BEGDOC order for the selected batches. Batches are groups of documents grouped by the BATCHID field data. Common data loaded to the BATCHID field is data like Volume Number. Family members are automatically kept together if they are found within the selected batches.

• Custodian – Assigns documents in Ascending BEGDOC order for the selected custodians.

Family members are automatically kept together if they are found within the selected custodians. This does not group by Custodian.

• Thread – Assigns entire email thread and their family members.

• Search – Assigns search results in BEGDOC order. Family members are only

included if they are part of the search result.

To calculate the total number of documents remaining to be assigned for the selected custodians, click ‘Tally Documents’.

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Assigning documents by Search is very similar to InControl’s regular Search function. To display the total number of documents available according to your results, click the Tally button.

3.2.3 Creating Assignment Folders As part of assigning documents to reviewers, Assignment Batch Folders must be created. Administrators have the ability to control batch folder name and document counts for each folder in this area. To do this, click the ‘Create/Select’ button.

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By clicking the Create/Select button, the admin is presented with a window to manage folder naming and counts. By selecting new, an administrator must enter a unique folder name. This name will automatically be appended with a five-digit number starting with 00001. If the user selects existing, they will be presented with the next available batch number for all batches that have been previously assigned.

Administrators can also control the batching of documents by entering a number in the ‘Limit assignment count to’ box. InControl will automatically break the total amount of documents assigned into folders containing the specified number of documents. For example, a total assignment count of 2000 documents, but limited to 500 documents per folder would be broken up into 4 folders containing 500 documents a piece. Document counts per folder may vary slightly given family or thread relationships of the documents and the assignment type selected. Click ‘Submit’ to create the assignment folder(s), or click ‘Cancel’ to exit.

3.2.4 Number of Documents Assigned In the field for ‘Assign this many documents,’ enter the quantity of documents you wish to assign, and choose whether you want assign that quantity to an assignment pool, each user, or a total across users.

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Assignment Pool (Self-Assign) Selecting assignment pool will assign the documents to a general pool from which users from an assigned team will have access via the Manage Batches screen on the review tab. Users can then to self-assign documents as they complete batches. To Each User To each user will assign the amount specified to each user.

Total Total will assign the number of documents and attempt to divide them evenly across all individual users or users from the selected team.

3.2.5 Teams or Users The ‘Select Team’ or ‘Select Users’ section is where you indicate which teams or users should receive documents directly or for self-assign. Select Teams for when you want entire Teams to receive the documents for assignment. Select Users for when you want to choose individual users.

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3.2.6 Tag Profile Every assignment must be associated to a tag profile. This will control the assignment review progress (reviewed and not reviewed status of the documents).

To associate a Tag Profile to an assignment select the Tag Profile from the Tag Profile dropdown before submitting. If later you need to change the associated profile you may do so in the Assignment Jobs screen by clicking the Status dropdown and selecting Details.

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3.2.7 Assignment Jobs When you create an assignment, you will be requested to enter a ‘Job Name’ and the system then submits as a job, rather than tying up your computer. This allows you to do other things while the software batches and assigns your documents.

To see the status of your job, click the Assignment Jobs tab.

3.2.8 Reassign Documents Once documents are assigned, they can be re-assigned to a different user via the Reassign Documents tab in Manage Assignments.

When selecting documents to reassign, you have two options:

• Reassign by Folder will allow you to reassign from one or more specific assignment folders or user assignments.

• Reassign by User will reassign documents currently assigned to a specific person.

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3.2.8.1 Reassign by Folder

Select the Reassign by Folder radio button to reassign by assignment folder. In Reassign by Folder, the assignment folders are organized by prefix, user, and folder name. To reassign a prefix, user, or folder simply place a mark in the checkbox next to its name.

Any documents assigned to the pool and not assigned yet to a specific person will be in the ‘*Unassigned’ user category.

3.2.8.2 Reassign By User

Selecting this radio button will allow you to choose one or more specific users from which to reassign. Place a checkmark next to one or more users.

Any documents assigned to the pool and not assigned yet to a specific person will be in the ‘*Unassigned’ user category.

3.2.8.3 Reassignment Actions

In reassignment, you can perform the same actions found in the Manage Assignment tab. This allows you to reassign with flexibility.

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3.2.8.4 Reassignment Folders When reassigning, you may keep documents in their current assignment folders or move them to new folders. To keep documents in their existing folders, select ‘Use Current.’ This will enable you to move documents from one assignee to another, but maintain the existing folder name.

To create a new set of folders with a new prefix, select ‘New.’ Select ‘Existing’ if you would like to continue with an existing prefix.

The rest of the Reassignment process is carried out in the same manner as original assignment, described in Section 3.2.

3.2.9 Unassign In Manage Assignments, you not only have the ability to assign and reassign, but also to unassign. To unassign documents, click the ‘Unassign’ button at the top of the right- hand pane. Options here are similar to reassign. Existing assignment folders are grouped by folder and by user.

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Unassigning will remove the documents from the folder/user selected and place them back to unassigned status. To assign them you would next click ‘Assign Documents’. Unassigning does not delete the assignment folder, but empty folders will not be visible from the assignment area or in reviewers ‘My Assignments.’

3.3 Renaming Assignment Folders Assignment folder prefixes can be changed after an assignment has been made. To rename folders:

1. Go to Reassign Documents. 2. Select the ‘Reassign by Folder’ radio button to expand the tree. 3. Right mouse click on the folder prefix. 4. Select Rename. The Rename Assignment Folder pop-up will appear. 5. Enter the New Folder Name prefix 6. Click Submit.

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3.4 Assignment Jobs

In addition to information on your assignment jobs status, this screen will track and display the assignment job specifications. Jobs appear in the order of creation, with the last job submitted on top.

Once you are ready to create the folders and assign, click the ‘Submit’ button.

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3.5 Assignment Notifications Assignment notifications can be used to activate and setup notifications to reviewers and administrators regarding new assignments and assignment progress.

• ‘Activate Notifications’ should be checked if you would like to turn on notifications. This

will result in reviewers receiving notifications when they receive assignments.

• ‘Notify when Reviewers Assignments are Compete’ will result administrators listed in ‘Users to Alert’ receiving notifications when users complete their assignments.

• The setting ‘Alert when a reviewer has less than X documents’ will alert the

administrators when the number left to review for a reviewer is lower than the number specified.

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4 Fields InControl’s metadata fields can be modified or altogether hidden from users in a Team. To make such changes, go to Fields within the Admin tab. Here you will be able to create Field Profiles and assign them to Teams. Field Profiles allow you to control which fields a Team can see, whether those fields will be displayed with their original field name or a customized field name, and whether those fields will be editable or not.

Upon clicking ‘Fields’ you will be presented with a left-hand pane showing two links named Field Profiles and Manage Fields. Field profiles is used to setup and modify field security. Manage Fields is used to change field display names and behavior in the review window Fields area.

4.1 Field Profiles When Field Profiles is selected (highlighted blue) you will see the Field Profile Information window at the right. This is where you can create and modify Field Profiles.

4.1.1 The Default Field Profile 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 will be assigned to all users unless a different profile is explicitly assigned (as performed in Section 4.3). The Default

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Field Profile is denoted by a checkmark in the ‘Is Default’ column. A project may only have one Default Field Profile, and clients can specify at project creation which fields should be present in the Default Field Profile.

4.1.2 Creating a New Field Profile New Field Profiles are added to a project by clicking the ‘Add Field Profile’ link. Enter a unique name for the new Field Profile.

After entering the unique name and optional description, click the ‘Add’ button. To exit without creating a new Field Profile, click ‘Cancel’.

4.1.3 Assigning a Field Profile to a Team Initially, all Teams are assigned the Default Field Profile. You can assign a different Field Profile to a Team by clicking on that Field Profile’s ‘Assign Teams’ link. A window will open to display a list of all Teams currently available in the project.

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Mark the checkboxes as desired. This is a multi-select window, allowing you to assign the Field Profile to multiple Teams in one step. Be aware, however, that a Team cannot be assigned to multiple Field Profiles at a time, so assigning to a Team in this window will automatically unassign any other Field Profile from the Team or Teams selected.

Click the ‘Assign’ button, or click ‘Cancel’ to exit without assigning to a Team. If an admin would like a user to have access to multiple field profiles, then they can create a team, add the user(s) to that team and then assign the user(s) to multiple teams, and then assigning that team to the field profile, thereby giving them access to multiple field profiles.

4.1.4 Adding Fields to a Field Profile You can choose which fields to include in a Field Profile by clicking on its ‘Assign Fields’ link.

You will be presented with a list of all fields in the database. Each field contains metadata or coded information associated with the documents.

To make a field visible to users, place a checkmark in the ‘Included’ column and in the ‘Initially Visible’ column, and then click ‘Assign’.

To remove a field from a profile, uncheck the ‘Included’ column and click ‘Assign’. You may add and remove multiple fields from the profile at the same time. Just check and uncheck the rows as desired and click ‘Assign’ to save changes.

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Please note that the ‘Initially Visible’ column must be checked if you want users to see the field in their Document List by default. Alternatively, there may be times when you want users to be able to access a field – and make it visible for themselves, if they choose – but you wish for the field to remain hidden until a user chooses to make it visible for themselves. In such a case, simply make the ‘Initially Visible’ column unchecked and the ‘Included’ checked. This will give users the ability to turn on the field’s visibility via the ‘Fields’ menu in the Review tab.

4.1.5 Changing the Order of Fields You can change order of fields displayed during Review by clicking on the profile’s ‘Order Fields’ link.

Select a field and then drag up and down to the desired position to change the order of the fields.

4.1.6 Editing a Field Profile To edit the name or description of a Field Profile, click the ‘Edit’ link from the Field Profile Information window. A window opens allowing you to make the desired changes.

Click ‘Update’ to save changes, or ‘Cancel’ to exit.

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4.1.7 Deleting a Field Profile You can delete a Field Profile from a project by clicking the ‘Delete’ link in the Field Profile Information window.

4.2 Manage Fields Manage fields is used to change a field’s display name in the document list and review window, as well as change a field’s attributes in the coding form. For example, manage fields can be used to make a field updateable and associate the field to a value list. Fields are managed at the profile level, so you are able to control attributes at a team level.

4.2.1 Updating Field Properties Select the Manage Fields link in the left-hand pane and you will be able to change the properties of your fields. These properties are described in detail below.

To edit a field, begin by using the drop-down as pictured below to select the Field Profile containing the field you wish to edit.

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Next, select the field you wish to edit from the drop-down immediately to the right of the Field Profile drop-down. Clicking on a field will bring up the currently saved properties of the field.

Each field has the following properties:

• Name is the field name that is stored in the database. It cannot be updated.

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

• Field Display Names is the column header in the Document List. You can edit the Display

Names, allowing for multiple languages, by clicking on the language you would like to have the field displayed in, and then click the pencil and paper icon to bring up the edit window. The languages available are only those listed in the dropdown.

• Effective Data Type allows the Administrator to change the how data is displayed within the tool. This is most common in dealing with date fields. This can also be used to set a

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field to work with a drop-down list.

• Display Lines allows the Administrator to you now have the ability to set the number of display lines for a field. Once the number of display lines are configured for a field in Manage Fields, the new setting will take effect everywhere that field is used.

• List Type allows the Administrator to select from the different types of lists, as well as

determine if the list can be Appendable or not.

• Linked List is available for fields that have ‘List’ or ‘Multi-List’ as their effective data type. Here you can select a list to associate with the field and control what list is used in the drop-down.

• Max Field Length is the value for how many characters can fit within a field. This can only

be edited within the Ops Center.

• Multi-Value is for fields containing multiple values within the field. This can only be edited within the Ops Center.

• Initially Visible is a Boolean value that determines whether a field will be visible to a user

when they first log in to the system.

• Required is a Boolean value that determines whether the field is required in the database.

• Updateable allows the Administrator to allow a field to be editable in the review module.

This can be used to allow document 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 be allowed to be edited.

• Sortable is a Boolean value that determines whether the field will appear in the ‘Sort’

menu within the Review tab.

• Is Document Number Field allows the Administrator to allow field to be displayed in the Production Database Update screen and for use as a key field in image loading.

• Allow Tally is available for fields that can be included in the field Summary. Here you can

select whether or not the field will be displayed as one of the fields when using a Summary filter on the Folder View of the Review tab.

4.2.1.1 Fields-Pick Lists & Drop Downs

InControl allows you to associate automatically generated or manually created value lists to fields.

To associate a list go to Admin\Fields\Manage Fields and select the Field profile and Field you would like associate the list to.

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

As a first step, change Updateable to Yes. 2. Select the Effective Data Type Lists. The list will become a pick-list if the field

is a multi-value field or a dropdown if the field is a single value field. 3. Select the type of list you would like: Automatic or Managed.

a. An automatic list will be created based on the values in the field. This is a good choice if you want the list to contain only data in the field or appended by a reviewer during coding.

b. A managed list is a list that you’ve created in advance and will manage in the Operations Center by loading values from fields, text files, and\or manual entry.

4. If you’ve selected Managed list, select the list name in Linked List. 5. If users should be allowed to append, change Appendable to Yes. 6. Click save to save.

4.3 Create Fields Fields can be created in the Admin tab of review interface. Administrators can create new custom fields either from scratch or by importing them from a load file. These fields can then be associated with the given field profiles.

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4.3.1 Creating New Fields Review Administrators can create new fields using a variety of options. Select the Create Fields tab in from the Fields screen of the Admin tab.

• Field Name - The database field name. Cannot include spaces. • Field Display Name - The name displayed to the user throughout InControl when they are looking at

the fields. The Display Name can be modified here and also managed per field profile in the web tool Admin\Fields\Manage fields.

• Field Data Type – The InControl field types are: o Boolean - True/False or Yes/No values o Date - Multiple date formats supported (Example: DD/MM/YYYY) o Date/Time - Date and Time combined (Example: DD/MM/YYYY HH:MM:SS) o Float - Number with decimal point and unlimited precision after decimal o Integer - Whole numbers, no decimal o Numeric - Number with decimal point to 17 digits o Text - Alpha numeric values o Time - Time (Example: HH:MM:SS)

• Max length - is the length of the field. Any data beyond a field’s max length will get truncated during data loading. Set this value to 0 to indicate that the field is of varying length.

• Is Searchable – indicates whether the field should be indexed for searching • Is Updateable - indicates whether the field should be updateable by the reviewer. • Is Document Number Field – indicates if field shall be used as a key field when loading images or

updating data during Production Update.

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• Is Multi-Value Field – indicates that the field may contain multiple values. This setting allows the field to loaded and separated into individual values. For instance, this might be used for an email To field.

• Tally Enabled – Indicates whether a field can be used for the Summary function on the Review Folder View.

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

• Description – provides a description to administrators that can be seen in the manage fields screen.

4.3.2 Importing New Fields from a Load file New fields can be imported by pointing to a delimited load file (Concordance dat file, etc.). Once the file is located, the fields will be available in the drop-down menu to be created. As you create the fields, the fields that were already imported will no longer be available in the list.

1. Click the Import Field button on the Create Fields screen 2. Select the Import Load File to be used. By default, the two profiles that can be

selected are Concordance or CSV files. If your file uses different delimiters, then the Import Profile must first be created in the Ops Center.

3. Select the field name to be imported from the drop-down menu. This is the list of the fields that are available in the load file.

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

5 Tags Tags are used to categorize documents and track review progress. Determining which tags to use and how they are to be organized will depend on the type of project or review being performed. To provide flexibility, InControl’s Admin tab has a Tags area, where you can create multiple Tag Profiles and grant access to them.

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5.1 Tags Overview

5.1.1 Tags Tag Setup is organized into 4 areas:

• Tag Profiles: Profiles are associated to users and user teams, and associated to tag forms. • Tag Form: Area used to configure the tags and fields, as well as set any

profile level options such as review status, tag defaults, and required status. • Fields: Using drag-and-drop, administrator can drag any fields the associated

users have access to into the tag form. • Tag Set Editor: Used to create, edit, and organize tags. All tags are part of a tag

set (tag field). Each tag set can be mutually exclusive, multi-select, or tree type.

Tag Setup Workflow

It is recommended that you follow the workflow below when setting up tags:

1. Create Tag Profile 2. Create Tags 3. Build Tag Form 4. Set Tag Attributes in Form

5.2 Tag Profiles

A tag profile is needed to build a tag form, give users access to tags, and track review progress. 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. When using a profile, users will see and use the set of tags associated to it. Tag options like review status, required tags, and default tags are all set at the profile level.

The first step in setting up tags is to create a tag profile. To do this, click on the Admin tab and then click the Tags menu item. This will open to the Tag Profile tab by default.

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5.2.1 Adding a New Tag Profile

To add a new tag profile:

1. Click the Add New Tag Profile Button

2. The Add Profile box will pop-up. Type in the Profile Name

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3. Click Add to give Teams and Users access to the profile

4. The Select Teams and Users Box will appear. Select the Users and\or Teams you would like to have access the tag profile and click Save.

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5. Click Create to Create the Tag Profile.

6. The Tag Profile will be added to the tag profile list.

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5.2.2 Editing a Tag Profile

To edit a tag profile:

1. Select the Tag Profile

2. Click the Edit Button or Right-Click and Select Edit

3. Make your changes

4. Click Update

5.2.3 Deleting a Tag Profile To Delete a Tag Profile:

1. Select the Tag Profile

2. Click the Edit Button or Right-Click and Select Delete.

3. The Confirmation Message will appear. Click Yes to Confirm Delete. No to Cancel.

5.2.4 Profile Order The order of the profiles influences the order in which they will appear in user’s profile dropdowns and which profile is the default when they initially begin using the software.

You can use drag-drop to order the profiles:

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5.3 The Tag Editor Once you’ve created your profile you are ready to add Tags to the database. You do this in the Tag Editor. Adding items to the tag editor does not give users access, but it prepares the tag data for Tag Profile setup.

5.3.1 Creating a Tag Set A tag set is a container for a group of tags. In addition to being displayed within the tagging panel, a tag set also has an associated Field generated at creation time. This field can be added to a field profile and the selected tags will be displayed within this field. To create a tag set:

1. Click the Add button.

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2. Type in the Tag Set Name.

3. Select the Tag Set Type.

4. Click Create.

This will add the tag set to the Tag Editor.

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5.3.2 Tag Set Types

InControl has three Tag Set Types:

1. Multi-Select

a. Checkboxes

b. Allow for users to select multiple

c. Some or all can be added to a tag profile

2. Mutually Exclusive

a. Radio Buttons

b. Only one can be selected

c. All must be added to a tag profile

3. Tree

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a. Multi-Level Checkboxes

b. Multiple can be selected

c. Some or all can be added to a tag profile

d. Supports recursive option

5.3.3 Editing a Tag Set To edit a Tag Set:

1. Select the Tag Set 2. Click the Edit Button or Right-Click and Select Edit.

3. Make your changes. a. You can change the tag set name. b. Only certain tag type changes are allowed.

i. You can change Radio button tags to Multi-Select. ii. You cannot change Multi-Select to Radio. iii. You can change Multi-Select to Tree. iv. You cannot change Tree to Multi-Select.

4. Click Update.

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5.3.4 Deleting a Tag Set To delete a tag set from the Editor and All Tag Profiles: 1. Select the Tag Set 2. Click the Delete Button or Right-Click and Select Delete.

3. The confirmation box will pop-up. Select Yes.

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

5.3.5 Creating Tags To create a tag and add it to a tag set:

1. Select the Tag Set you’d like to add the tag to

2. Right-Click on the Tag Set Name or Click the Add Button. Specify desired tag

location.

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3. Give your tag a name and click Create.

4. You can change the order of your tags as long as they’ve not been added to a tag profile. To do this use drag drop. The order viewed in Tag Editor is the order which will be displayed in all Tag metadata columns.

5.3.6 Editing a Tag To edit a tag:

1. Select the tag. 2. Click Edit Button or Right-Click and Select Edit

3. Make your change. 4. Click Update.

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5.3.7 Deleting a Tag To delete a Tag:

1. Select the Tag 2. Click the Delete Button or Right-Click and Select Delete

3. The Confirmation pop-up will appear. Click Yes.

5.4 The 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.

5.4.1 Creating a Pane To create a Tag Pane:

1. Select the Profile you would like to add the pane to. 2. Click Add or Right-Click in the Form area and select Add

3. The Add Pane box will appear. Give the Pane a name and click Create.

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4. The Pane will be added to the Profile.

5.4.2 Adding Tags Once you’ve added a Pane to the Profile you’ll be able to Add Tag Sets to it.

To add a Tag Set to a Pane:

1. Select the Profile containing the pane. 2. Select the Tag Set. 3. Drag the Tag Set over to the Pane.

4. If there are any tags you do not want in the Pane right-click on them in the pane and select remove to remove them. This is only allowed with Multi-Select and Tree tags.

5. You can drag-drop Tag Sets and Tags to Change the order of then in the Profile. 6. You can also modify Tag Set Structure by placing Children Tag Sets under Parent

Tags. For example, in the Screenshot below there is a Privileged Tag under a Responsive Tag. Selection of a sub-tag will also select the super-tag.

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5.4.3 Adding Fields You can also add Fields to Tag Profiles. When you add users to a Tag Profile, the list of fields available to those users per their Field Profile(s) will display in the Field List.

To Add Fields to a Tag Profile:

1. Make sure the users have the field you would like to add in their Field Profile. 2. If you would like the Fields to be Editable, make sure they are updateable in the

user’s Field Profile. 3. Select the Tag Profile in the Tags area. 4. Select the Field you would like to Add. 5. Drag the field to the location you would like it to appear in the Tag Profile.

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5.5 Tag Profile Attributes Once you’ve added your Panes, Tags, and Fields to your Tag Profile you can begin to set tag set, tag, and field attributes.

5.5.1 Tag Set and Field Attributes There is one attribute you set at the Tag Set Level and Field Level in a profile. It is the ‘Selection Required’ attribute, also referred to as the ‘Is Required’ field attribute. You set this if you would like to force users to apply tags or fields while reviewing. If a tag (or field) is not applied, the user will get this message like this when they try to go to the next document:

5.5.1.1 Selection Required To make a tag set or field required:

1. Select the applicable Profile. 2. Right-Click on the Tag Set Name in the Profile.

3. Click Selection Required if you are editing a Tag Set. Click ‘Is Required’ if

editing a Field.

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4. This will update the Tag Set or field requirements for all instances of the

object in the profile.

5.5.2 Tag Attributes There are two Attributes set at the Tag Level. They are Reviewed Status and Is Default.

5.5.2.1 Reviewed Status

In most document reviews, tags are used not only to categorize documents, but also to determine the review status of a document. For example, in a review for responsiveness, all documents with either a ‘Non-Responsive’ or a ‘Responsive’ tag are considered ‘reviewed’ and review complete.

To enable accurate tracking of review progress, InControl provides a ‘Reviewed Status’ tag attributes in each Tag Profile. Documents containing a tag with this attribute while using the applicable profile are considered to be ‘reviewed’. Having this attribute will place the document in ‘Reviewed’ assignment sub- folders and also causes a document to be counted as reviewed in assignment view folders and review progress reports.

It is possible for a tag to be considered ‘Reviewed Status’ for one profile and not for another as this is set at the Profile Level. This allows you to setup reviewing for multiple levels of review. For example, Level 1 could be a Responsiveness review and Level 2 could be a review for Privilege.

To make a Tag Reviewed Status:

1. Select the applicable profile. Ex. Level 1. 2. Right-click on an instance of the Tag in the Tag Form. Ex. Responsive. 3. Select Edit. 4. Click the Reviewed Status checkbox.

5. Click Update.

This will update every instance of the tag in the Tag Profile requiring that at least one be updated before the user moves to the next document.

5.5.2.2 Is Default

You can make a tag within a tag set the default by setting it to ‘Is Default’. This will not apply the tag to the document, but will select it by default. This allows a

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user to reduce mouse clicks by having the tag already selected for them. This may be desirable when a majority of the documents will receive a tag and removing\changing it will take less time than adding it overall.

For example, if the document collection was not narrowed previous to limit the number of Non-Responsive documents, a Mutually Exclusive tag set for Responsiveness used to review client documents, may have the Non- Responsive tag selected by default because a majority of documents will be deemed non-responsive and this will reduce clicking (review) time.

To make a tag the Default:

1. Defaults are profile specific. First, select the profile. 2. Defaults are Tag specific. Second, select the Tag you would like to make

the default. 3. Right-Click and Select Edit or Click the Edit Button.

4. Select Is Default

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5. Click Update. Note: Users will need to set their Enable Default option to use this feature.

6 Redactions

Redactions are used to cover up text or parts of documents prior to production. To provide flexibility, InControl’s Admin tab has a Redactions area, where you can create multiple Redaction Profiles and grant access to them. In the Redactions section, Administrators can create multiple redaction sets with customizable language to be placed on the redacted area of the document.

6.1 Redactions Overview

6.1.1 Redaction Setup Redaction Setup is organized into 3 areas:

• Redaction Profiles: Profiles are associated to users and user teams, and

associated to redaction text. • Redaction Text in Profile: Area used to configure the redaction text and assign

associated text to be made available to a redaction profile. • Redaction Text Editor: Used to create, edit, and organize redaction text.

Redaction text size and font can be edited in this area.

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Redaction Setup Workflow

It is recommended that you follow the workflow below when setting up redactions:

1. Create Redaction Profile 2. Create Redaction Text 3. Add Redaction Text to Profile

6.2 Redaction Profiles A redaction profile is needed to give users access to various redaction text. Each redaction profile is associated to a set of users and\or user teams. Each user can have access to more than one redaction profile. When using a profile, users will see and use the redaction text associated to it.

The first step in setting up redactions is to create a redaction profile. To do this, click on the Admin tab, click the Redactions menu item.

6.2.1 Adding a New Redaction Profile To add a new redaction profile:

1. Click the Add New Redaction Profile Button

2. The Add Profile box will pop-up. Type in the Profile Name

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3. Click Add to give Teams and Users access to the profile

4. The Select Teams and Users Box will appear. Select the Users and\or Teams you would like to have access the redaction profile and click Save.

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5. Click Create to Create the Redaction Profile.

6. The Tag Profile will be added to the tag profile list.

6.2.2 Editing a Redaction Profile To edit a redaction profile:

1. Select the Redaction Profile

2. Click the Edit Button or Right-Click and Select Edit

3. Make your changes

4. Click Update

6.2.3 Deleting a Redaction Profile To Delete a Redaction Profile:

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1. Select the Redaction Profile

2. Right-Click and Select Delete or Click the Delete Button

3. The Confirmation Message will appear. Click Yes to Confirm Delete. No to Cancel.

6.2.4 Profile Order The order of the profiles influences the order in which they will appear in user’s profile dropdowns and which profile is the default when they initially begin using the software.

You can use drag-drop to order the profiles:

6.3 The Redaction Text Editor Once you’ve created your profile you are ready to add Redaction Text to the database. You do this in the Redaction Text Editor. Adding items to the redaction text editor does not give users access, but it prepares the redaction text for Redaction Profile setup.

6.3.1 Creating Redaction Text Redaction Text is used when redacting documents within the Document Review window. Users can select the text to place on the redaction, provided they have access to the associated Redaction Profile.

To create a redaction text:

1. Click the Add button.

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2. Type in the Redaction Text.

3. Type in a Description (optional).

4. Select the Font and Font Size

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5. Click Save.

This will add the redaction text to the Redaction Text Editor.

6.3.2 Editing Redaction Text To edit a Redaction Text:

1. Select the Redaction Text 2. Click the Edit Button or Right-Click and Select Edit.

3. Make your changes. 4. Click Save.

6.3.3 Deleting Redaction Text To delete redaction text from the Editor and All Redaction Profiles: 1. Select the Redaction Text 2. Click the Delete Button or Right-Click and Select Delete.

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3. The confirmation box will pop-up. Select Yes.

6.4 Redaction Text in Profile

Once you’ve created the profile and redaction text, you are ready to build the Redaction Text in Profile Form.

6.4.1 Adding Redaction Text to Profile

To add redaction text to a profile:

1. Select the Profile you would like to add the redaction text to. 2. Drag the Redaction Text over to the Redaction in Profile box.

5. If there is any text you do not want in the Profile, right-click on them and select Delete to remove them.

6. You can drag-drop Redaction Text to change the order of then in the Profile.

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7 Wordlists

Wordlists are lists of words or phrases you would like highlighted when users look at 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 or previous. Administrators can also create Search Term Hit Reports in order to identify hit frequency of search terms and folder the results. Users must have “Show Wordlist Highlighting” enabled in their user options.

7.1 Persistent Highlighting To add or edit wordlists, select ‘Wordlists’ in the Admin tab.

Add a new wordlist by clicking ‘Add’ while in the Highlights screen.

1. Add your wordlist name, terms, 2. select your color, and click ‘Add’. 3. InControl Persistent Highlighting supports single terms or phrases. 4. Phrases do not need to be in quotes. 5. Boolean operator or connectors are not supported for Persistent Highlighting. 6. The terms or phrases should be separated with a comma.

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Next, give users access to use the wordlist by assigning their Team. Click assign on the wordlist’s row. This will give you the assign Team’s pop-up window. Select the Team which should have access and then click assign button to give them access.

Note: Users will need to log out and back in before they have access.

7.2 Hit Reports 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 like, how many documents hit on a specific term, how many unique documents hit on a term and none of the other terms in the search, and total number of hits on a particular term.

7.2.1 Creating a Hit Report To add or edit wordlists, select ‘Wordlists’ from the Admin Tab, and

then ‘Hit Reports’ from the Wordlist tab.

1. Click the ‘New Job’ button on the Hit Reports screen.

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2. The ‘Create Hit Report’ window will pop up.

3. Type a Job Name. This is required in order to create a Hit Report.

4. Select a Report Type from the drop-down menu. You can select to create a Report, or to create a Report and Folder the results. The results will be foldered in the Work Folders area by Search Term.

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5. If you select ‘Report and Folder’, you must then select a Root Folder in order to

folder the results in the Work Folders area. Click the ellipses in order to select or create the root folder for the Search Hit results. Each search term will be created as a sub-folder under the selected root folder.

6. Select the root folder and click ‘OK’. You can also create a new folder by right-

clicking on the Work Folder and going through the process of creating a Work Folder.

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7. Select the search type: Body Only, Metadata Only, or Both.

8. Enter the search terms, each term on a separate line. Each line will be run as a separate search. Click ‘Create’ in order to create the Hit Report Job.

9. Select ‘Start’ from the drop-down menu to start the Hit Report job. It may take several minutes to complete the report depending on the complexity of the searches, the number of documents being searched, number of terms, etc.

10. Once the job completes, there will be a green check in the Status column. In order, to see the results, select ‘View Results’ from the drop-down menu.

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11. The results screen provides: a. Doc Hit Count – the number of documents that contain the search term b. Family Count – the number of documents when family members are

included in the Search Results c. Uniqueness – the number of unique documents with the search term

hit d. Inclusiveness – the percentage of documents that contain the

search term as compared to the entire document count of the database

e. Total Hits – the number of times a search terms hits across all documents

12. Click the ‘Export’ button in order to export out an Excel file containing the Hit Report results. If the Report and Folder option was selected, the resultant documents will be placed in Work Folders that are named by their corresponding search term.

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8 Loading Documents Loading can be used to load and index small amounts of native documents directly into the web tool without the necessity of a load file or using the Ops Center. Document loading jobs should be limited to 100 documents or less per job. Larger document loads should be loaded using the Ops Center.

8.1 Creating a Document Loading Job A list of all of the document loading jobs appear in the Loading area of the Admin tab. Users can filter the various categories using the drop-down menu.

8.1.1 Selecting Documents to be Loaded To add a new or edit new document loading jobs, select ‘Loading’ in the Admin tab.

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1. Click ‘New Job’ on the Document Loading screen.

2. The ‘Loader Job Setup’ screen will pop-up.

3. Type a ‘Job Name’ in the box. This is required in order to create a Document Loading Job.

4. Click the green Add button to add the documents to be loaded.

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5. The ‘Upload Files’ screen will popup. You can select the documents to be loaded or ‘Drag and Drop’ the files onto the loading screen.

* Allowed 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, snp

6. The files will be processed and added to the queue to be uploaded. The green circle next to the file name indicates that the file is ready to be loaded. Individual files can be removed by clicking the ‘Remove’ button. Once you have all files in the list, click ‘Save’.

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7. If you would like to delete files from the list of files to loaded, select the files , and

then click the red ‘X’ to delete.

8.1.2 Numbering Loaded Documents The selected documents will be numbered sequentially and can be numbered with a new numbering sequence or with a continuation of an existing numbering scheme.

8. Click the ‘Numbering’ tab on the ‘Loader Job Setup’ screen.

9. For a new numbering scheme, select ‘New Sequence’ from the drop-down.

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10. Type the desired prefix and/or suffix for the numbering scheme and select whether a

Space, Hyphen, or Underscore should be used. If neither a Prefix or Suffix is selected, the documents will just receive a number beginning with the number in ‘Start Number’ box. Select the ‘Number of Digits’ to be used from the drop-down box.

11. Once loaded, the Begin Number field will automatically be populated. You do have the option to populate additional Begin Number fields if desired. This option gives the user the ability to populate additional, optional fields with the same values that will be placed in the default numbering fields.

12. To number using an existing sequence, select ‘Next Number’ from the Numbering drop- down menu. Then select the numbering sequence that you would like to continue from the Loading Job drop-down menu. The next number of a previous Document Loading Job will automatically be populated.

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**InControl will only extract one level of attachments. For multi-level family groupings, (example: nested e-mail attachments) only the first level attachment will be extracted.

8.1.3 Metadata Fields to be Extracted Metadata fields can be extracted from the native files during the loading/indexing process.

**The fields to be populated during the loading process are all the available fields that we are able to extract. The fields will only be populated if there is metadata to be extracted from the native file. The fields should be mapped accordingly in the Ops Center prior to loading.

13. Click the ‘Data’ tab on the ‘Loader Job Setup’ screen.

14. Type a Batch ID in the box. This is required for every document loading job. You can also select the Custodian from the drop-down or type in a new Custodian. You can also add a Source if desired.

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15. Select the fields that you would like to extract from the native files. If the native file’s metadata contains a value for the field, the document loader will populate the database with the associated value.

16. Once all tabs are completed, click ‘Save’ to create the document load job.

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8.2 Running/Editing a Document Loading Job Once document loading jobs have been created, you can run or edit the job prior to running. You also have the option to view the details of prior jobs that have been completed.

8.2.1 Starting a Document Loading Job To start or edit a created document loading job, select ‘Loading’ in the Admin tab.

1. Click ‘Start’ on the drop-down menu next to the Document Loading Job while on the

Document Loading screen.

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2. Click ‘Yes’ on the Confirmation screen.

3. The checkmark indicates that the job is completed successfully.

9 Indexing Indexing can be used to see the status of indexing after documents have been deleted from the database.

Documents which have been deleted will first be listed in the ‘Pending Delete’ area as the software waits for the next index window. Next, documents are grouped into an ‘Index Job’ and progress on the actual re-indexing and removal of them from the index can be seen in ‘Jobs In Progress’ area.

10 Production

Production is used to number and stamp documents, as well as export documents from InControl. Find additional information on production in the InControl Production Guide.

11 Settings The Settings area of the Admin tab provides tools which allow you to customize the behavior of various InControl features.

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These customizable features are grouped into the following categories: General, Default User Options, Export, Project Management, Concept Clustering, Near Duplicates, Email Threads, Branding, and Batch Update Service. Upon clicking ‘Settings’ in the Admin menu bar, you will be presented with a left-hand pane containing a link for each of these categories.

Each category is discussed in detail below. 11.1 General

The General area stores basic settings related to document folders, and image creation. It also includes duplicate, near duplicate, family group, and email thread handling settings.

Duplicate, Near Duplicate, Thread, and Family Group Handling enable you to set what a user sees while in their ‘My Assignments’ and viewing related documents such as duplicates, near

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duplicates, threads, or family members.

• Show within all batches assigned to the User only will only show related items assigned to the user.

• Show across the entire database (all users) will show all related items, regardless of

who they are assigned to.

Recursive Document Folders controls the behavior of the Document Folders under the Documents folder in Folder View. While this option is checked the parent folders will contain documents found in child sub-folders. When unchecked the parent folders will contain documents only if they were specifically placed in the parent folder at folder build.

For example: Folder path = Bob Smith\Laptop

Example 1, document is in Bob Smith\Laptop and recursive is on. Document will show in both Bob Smith and Laptop.

Example 2, document is in Bob Smith\Laptop and recursive is off. Document will show only in Laptop.

Enable Image on the Fly, Print Imaging, and Production Imaging controls whether or not images can be created using the image viewer, print & bulk print, and production. If images are created during printing or production these are temporary and only utilized in that print or production job.

Private Notes Allowed changes the Notes area in the review window so that it is only Private and notes are not shared across users.

Allow Document Folder Searching. This will allow Document Folders to be search in the Search area and it can have a performance impact if there are too many folders present.

11.2 Default User Options Administrators can control default user options overall from the Admin tab. By editing default settings, administrators can globally set the options for all users instead of having to individually change the options per user.

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11.3 Export The drop-down menus in this section allow you to choose which document types are created and exported in the Media, Specifications, Party, Chain of Custody, Contacts and Deliverables sections of the Project Manager tab. Depending on the document type being exported, you may choose Microsoft Excel (2003 or 2007), Microsoft Word (2003 or 2007), or Adobe PDF.

11.4 Project Management This allows you to carry over project information, including Project Intake, Project Specifications, and Production Specifications from an existing case into the current case.

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11.5 Concept Clustering This area is used to enable Concept Clustering, making the clustering area visible to users.

If you’ve integrated InControl with another analytic tool, like Brainspace or Nuix, it is also used to indicate which type of clustering you would like to use: Reveal Document Clustering or Content Analyst Concept Clustering.

11.6 Near Duplicates This area is used by the Administrator to enable the Near Duplicates pane within the document review window.

Once near duplicates have been identified using the Operations Center, you must enable and set to ‘Near Duplicate Jaccard (Similarity)’ in Admin/Settings/Near Duplicates to view Reveal Near Duplicates.

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11.7 Email Threads This area is used to enable the Email Threads pane within the Document Review window.

11.8 Branding This area allows you to change the color scheme and logos associated with a project. The Logo Prefix refers to the name of the images files located in the default directory.

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You can pick a color using the color palette, or they can input the hexadecimal value directly into the input box. This will change the color of the header bar for the project.

11.9 Batch Update Service A batch is an otherwise unrelated collection of transactions scheduled to be executed. A transaction is any action that causes either stored data or indexed data to be created, updated, or deleted. An index is the stored extracted text and metadata for each document within a project.

Multiple transactions are combined into a batch and then that batch executes against the index.

Batch Update Service is used to control how and when batches will be created and how and when indexes for the project will be run.

Batch Update Service has a status area that reports on current jobs being run, the last batch created, and last index update.

Batch Update Service also gives you control over when and how often the database will be updated.

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Batch Update Service Enabled controls whether the two acts of Batching and Indexing will be enabled. If either service is disabled, a manual update of all transactions must be run in order for updated values to be returned to the user.

Include Weekends allows the Batch Update Service to run between the hours of 00:01AM on Saturday morning and 11:59PM on Sunday night.

Enable Batching allows InControl to combine multiple transactions into a single batch to be run against the index at a scheduled interval.

There are a number of system settings that affect how the batches are run and how they interact with the operating system. You can select what time of day the batching process will run using Time Range to Create Batches.

Select ‘Continuously’ to have batches created at regular intervals throughout the day, or you can restrict the time when the batches can be created by using the time range boxes. You can select what time of day the indexing process will run using Time Range to Perform Index Updates.

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Select ‘Continuously’ to have the Index run at regular intervals throughout the day, or restrict the time when the Index can execute using the time range boxes.

You can also adjust how often batches are created using Create Batches Every. The smallest allowable value is 15 minutes, and it can be adjusted in one minute increments up to a maximum of 60 minutes.

Days to Save Processed Batches allows you to control how long the batch file detail can be accessed in InControl’s Indexing Status tab within the Review area.

Priority allows you to control service priority at an operating system level. Increasing the Priority will cause the updater service to run at a higher priority at the expense of other services on the machine, including other services affecting InControl’s performance. Levels are Normal, Above Normal, and Highest.

Priority Bump Delay allows the Administrator to put a timer on the start of the updated priority for the Batch Process Updater. The minimum value is 10 minutes and the maximum value is 120 minutes.

11.10 System Settings System Settings displays the current version of InControl that is running. You can reload the

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settings by hitting the ‘Reload System Settings’ button. It may be necessary to reload the system settings in the event the settings are changed within the Ops Center.