Review Sets
(Formerly Manage Review Sets, Review Batch, and Review Tracking)
Location: Discovery>>Review Sets
General
This page now includes all functionality from the now deprecated Manage Review Sets, Review Batch, and Review Tracking pages. As before, access to each of these features is dependent on the user's permissions. A Review Set contains documents that have been identified for review. Review Sets can only be created, edited, and deleted by Account Admins. Review Sets allow multiple reviewers to work in the same set of documents without reviewing over one another.
Managing Review Sets (Account Admins Only)
Review Set Insights
Aside from Account Admins, Review Sets are not available to other users until the Account Admin clicks Start Review.
Documents can be added to Review Sets from the Browse or Search pages.
The name of the Review Set can be edited by the Account Admin at any time.
Clicking on the name of a Review Set will automatically populate the documents contained therein on the Browse screen.
When the Account Admin clicks Start Review:
The Review Set will be made available to other users in the case
The Sort for that Review Set can no longer be edited and no more documents can be added
Review Sets are added, edited, or deleted one at a time.
Review Sets are displayed in alphanumeric order.
When the last document in a Review Set has been reviewed the Review Sets page will display "Review Complete" next to the Review Set name.
Creating Review Sets
Click on the Discovery menu at the top of the screen and select "Review Sets"
Click + Add Review Set in the upper right corner
In the Create Review Set window, enter the Name of the Review Set and select a sort option (Master Date and Source File Path are the current sort options). Document families are always kept together during review with the parent being immediately followed by any children regardless of the chosen sort.
Master Date will provide documents for review in chronological order.
Source File Path is tailored toward non-email files that were in heavily nested folders on disk. This option will provide documents for review based on their file path.
Click "Create Review Set" to save.
Adding Documents to Review Sets
Navigate to the Browse or Search page.
Use Quick Links, Filters, Search, or a combination thereof to identify documents to add to a Review Set
Select documents individually, or use the Select dropdown menu to select "Page" (selects all documents currently displayed), or "All" (selects all documents currently available on the Browse or Search screens).
Once selected, expand the Review Sets menu on the left side of the screen and select the desired Review Set from the dropdown menu.
A confirmation window with an "Expand to Entire Email Family" checkbox will appear. Check the box to add the selected documents plus all family members to the Review Set, or uncheck it to only add the selected documents. Regardless of the below, this checkbox can be checked or unchecked as needed.
If the Paperclip is enabled when adding documents to a Review Set, the "Expand to Entire Email Family" checkbox will be checked by default.
If the Paperclip is not enabled, the "Expand to Entire Email Family" checkbox will be unchecked by default.
Click OK to add the documents to the Review Set.
**NOTE: Documents cannot be removed from a review set once added. If documents are added that do not need to be reviewed, the user should create a new review set and add only the necessary documents.
Editing, Deleting, and Releasing Review Sets
Account Admins can use the below buttons to complete the above listed actions (Fig. 1).
Fig. 1 Account Admin Display Before Review Set is Released
Reviewing Documents in a Review Set
Reviewing Insights
Lexbe's Review Sets page provides a continuous batching feature. Users can review as many or as few documents as they want without having to repeatedly check batches in and out from a review set.
Documents are automatically batched out one family at a time as the user reviews.
Once a document family is coded and saved, the family is automatically checked in and the next family batched out. This process continues until all documents in the review set have been reviewed. As such, multiple reviewers can work through a single review set without reviewing the same document multiple times.
A users review history is available by expanding the panel on the left side of the screen (click the double arrow in the lower left corner). Users can move back to these documents as needed throughout their review by clicking on the hyperlinked document title.
Accessing Documents for Review
Review Sets that have been made available by the Account Admin will be displayed on the Review Sets page in alphanumeric order.
To begin reviewing, click "Start" on the left side of the screen next to the name of the corresponding Review Set (Fig. 2). The first document will populate in the doc viewer, and the user may begin their review.
Once the document has been coded, click "Save", or use keyboard shortcut Alt+S to save coding and advance to the next document.
If the document is not part of a family, then it will be checked in and the next document checked out.
If the document is part of a family, you'll advance to the next family member belonging to the review set, and then the family will be checked in once coded in its entirety.
In instances where the Propagate Coding feature is selected, and the user does not wish to review all attachments to an email, the keyboard shortcut Alt+K will save coding, check-in the document family, and advance to the next document without having to review its attachments.
As documents are reviewed a history of those documents will populate in the left panel. This panel can be accessed by clicking the double arrow in the lower left corner (Fig. 3). This panel provides the following functionality:
The Reviewed Documents list provides hyperlinks to the last 30 (more when email families are present) documents reviewed by that user in that review set. Click on a document title in the list to open it. Click the document at the top of the list or the Resume Workflow button to return to the most recent document.
Documents where the Reviewed By Me box is checked will appear in light grey in the history. Documents where the Reviewed By Me box has not been checked (i.e. user clicks Save without having coded the document) will appear black in the history (See Fig. 3).
The Reviewed Documents list will appear and continue to populate even when a user exits the review set and then returns to that review set at a later time.
This feature is only available when the Doc Viewer has been accessed via the Review Sets page.
Users can exit the review at any time by clicking "Exit Review" and they'll be returned to the Review Sets page.
Click "Continue" to resume reviewing where you left off (Fig. 4).
Click "Stop" to check-in the document or document family that's currently displayed under the name of the Review Set (Fig. 4).
NOTE: As documents are reviewed, the number of documents remaining in the review set will be displayed under the DISC tab of the doc viewer, along with the type of document you are currently reviewing. Additionally, when reviewing a family the Documents Remaining count will only decrease once the entire family has been reviewed.
Fig. 2 Review Display Once Review Set is Released
Fig. 3 Reviewed Documents Panel
Fig. 4 Reviewer Display Once Review has Started
Review Tracking (Account Admins Only)
Review Tracking Insights
Review Tracking is only visible to Account Admins.
Account Admins can track the daily productivity of each reviewer and generate an Excel report.
Tracking reports can be built using the Doc Count, Pages, Activity, or Gigabytes options in combination with the Daily or Hourly options.
Reports generated under this page are linked to the documents marked as Reviewed ("Reviewed by Me" or "Reviewed by Others" in the Document Viewer). For a listing of the documents viewed or downloaded by any user(s) see Audit Doc Access (Admin Users only).
Review Tracker Functionality
Accessing the Review Tracker
To access the Review Tracker, click "Review Tracking" in the upper right corner of the blue bar on the Review Sets page (Fig. 1).
Click "Review Sets" to return to the Review Sets screen.
Display Options
The Table display is the default display along with the Doc Count and Daily options selected (these options generate a report showing the number of documents reviewed, per day, per reviewer).
To switch to the graph view, click "Graph" (Fig. 5).
The X axis of the graph plots the selected time interval (i.e. Daily or Hourly) of the tracking report.
The Y axis of the graph plots the volume of the selected option (i.e. Doc Count, Pages, GB, or Activity) per reviewer.
The legend on the right assigns a line color to users that have reviewed documents.
Hovering over the points of intersection on the graph will display the values for each reviewer that correspond to the selected options.
Hovering over the usernames in the legend will display the total values for each reviewer that correspond to the selected options.
To return to the Table view, click "Show Table."
Applying Filters
Filters can be applied to achieve more specific results. To apply a filter, click "+ Filters."
Filters will remain applied when Exporting, switching to the Graph view, or changing the report options.
To remove filters, refresh the page.
Generating and Exporting Reports
To generate a report, select the desired metric: Doc Count, Pages, GB, or Activity, in combination with the desired interval: Daily or Hourly (Fig. 5).
These options will remain selected until the user leaves or refreshes the page.
Currently, the report can only be exported from the Table display. To export the report, click "Export" and save locally.
Exported values will reflect those on the screen at the time of export. As such, users can export filtered values if desired.
Fig. 5 Review Tracking Displays
