Overview: Managing Reviews

About Review Passes and Batches

In Review, the review process for your case documents is managed through two mechanisms:

  1. Review Passes allow you to manage the review. For example, an initial set of batches may be used to identify and tag all documents that are totally irrelevant to the case, such as spam e-mail. For more information on Review Passes, see Review Pass Basics below.

  2. Individual batches are assigned to individual reviewers. They allow you to efficiently divide the work, assign it to the correct individuals, and monitor progress.

Review Pass Basics

Review passes include documents of your choosing. For each review pass, you will define:

  • The review group(s) (and optionally individual reviewers) who will be responsible for reviewing the batches.

  • The fields, tag groups, and/or individual tags to be used for the review. These selections can be made manually or by selecting a coding form.

  • The documents to be included.

  • A priority (Low, Medium, High, Critical). This priority appears in Review to alert reviewers to the batch status. The priority can be changed after batches are created.

  • The target size of each batch.

  • Whether or not related documents (family members) should be included in the batches.

How Documents are Grouped

Administration groups documents into batches sequentially by image key unless you define the review pass to Batch By Category. In this case, documents are grouped by a selected category. For example, you might group by a “DocType” category, in which case all like documents (.MSG, .DOC, .XLS, etc.) will be grouped into one or more batches based on the batch size you define.

How Reviewers are Assigned

Reviewers are assigned to review passes manually as part of review pass configuration. User groups and/or users, plus specific privileges (if needed) are defined.

Reviewers are assigned to specific batches on a sequential, rotating basis, based on the user order in the group(s) assigned to the review pass, unless you make specific assignments for specific batches.

If individual users are assigned to a review pass, they are also assigned on a sequential, rotating basis as described for groups.

Configuration Task Order

Before creating a review pass, the case fields, tags, and reviewers must have been defined. To use a coding form for review, it must also have been defined.

To understand what needs to be completed before you define review passes and batches, see Before You Begin.

Privileges Required

By default, you must have Super or Case Administrator rights to define review passes and batches.

These requirements may differ if the Super Administrator modifies privileges for a particular user or group.

Before You Begin

As with other Administration activities, planning will help ensure the best outcome. The following steps will allow you to get started in creating a batch:

  1. Identify the client and case for which review passes are being defined.

  2. Determine the review pass purpose and scope. For example, is this an initial pass to identify irrelevant or illegible documents, or a more specific pass, such as to identify and tag all privileged information? Do you want to review the entire case or a subset (perhaps based on a specific field category value)?

  3. Give some consideration to naming conventions for review passes so that names will be meaningful and consistent. Note: The review pass name is used in Administration, not Review.

  4. Identify the group(s) and/or user(s) who will work on the batch. Note that if you will be using a coding form for the review pass, any security set for the coding form will be ignored.

  5. Identify whether a specific role and/or privileges are defined. See How Does Case Management Determine Privileges? to review the types of security.

  6. Decide which tag groups and tags are applicable to the review pass or see the note below regarding the use of a coding form.

  7. Decide which fields are applicable to this review or see the following note regarding the use of a coding form.

  8. NOTE: For steps 6 and 7, a coding form that contains the tag groups/tags and fields needed for the review pass can be used.

  9. Decide whether selected documents alone, or selected and related documents, will be included in the review pass. If so, determine which relationships should be included – parent, child, and/or family member, and generations if applicable. For example, you may want a batch comprised only of parent documents.

  10. Develop review pass instructions in a separate file. (Instructions can be added later if needed.)

Related Topics:

Create a Review Pass and Batches

Edit or Remove a Review Pass

Manage Batches