Table of Contents
- Rename review
- Assign Bates [Organization Admins only]
You can rename your results table, and simultaneously your search, to something more meaningful by clicking on the string of text by the star icon in the left corner, and typing in a new name. This new name will appear on the associated search card on the homepage.
You can update or modify your review using the results table toolbar.
Grouping provides a way to rearrange the results table. It also allows you to pull in other contextually relevant documents not captured by your actual search.You are able to group by attachments, email threads, exact duplicates, or versions. You can also choose to sample your search or filter out certain members of document groups. Depending on your project settings, you may also be able to specify whether you would like duplicates included or excluded from search results.
To apply grouping or filtering options to your search results, click on the Options icon and select your desired settings.
If you specify a family grouping (attachments, email threads, exact duplicates, or versions), you will also be able to choose if you would like to remove the groups’ parent or child documents, search hits, non-responsive grouped hits, or non-inclusive emails. Not all removal options will be available for all family grouping settings. For more information, see the results table grouping article.
If you group your documents, the results table will refresh to reflect this grouping structure. The results table only shows the parent document for any grouping family. You can expand a grouping to see all children documents by clicking the caret icon. The icon will expand and change orientation to indicate an expanded grouping. You can also click on the expansion icon, at the head of the column, to expand or collapse all groupings in the results table.
Choosing to remove parent documents or search hits from your results may cause some documents to appear in the results table in italicized font. These are documents that have been excluded from the results table by a filtering action, but whose symbolic presence is necessary to provide context for the other grouped documents. For example, if you group by attachments and remove parent documents, the parent documents will appear in the results table in italicized font to allow you to distinguish attachment families from each other.
While navigating the document set in the review window, clicking the “next” button will skip over italicized documents.
Refreshing a review will update your current review with any changes you or other reviewers might have performed under your search parameters.
Any set of documents accessed outside of a search card is automatically refreshed each time it is accessed. For example, every time you access a binder, the results table will show all documents that are currently part of the binder, regardless of what the results table looked like when you last opened the binder. Additionally, Data Visualizer always looks at refreshed data.
As a convenience to reviewers, the review table does not update without your permission; this prevents documents from being added or removed from a review without you knowing. When documents have been added or removed from your result set, a green star will appear under the refresh icon. If you hover over the icon, a notification will appear to provide you information about new documents.
Documents added to a binder, given a rating, or had a code changed by any user will be updated when the refresh icon is clicked.
If you create a search that references a prior search, your new search will display the prior search’s newest results, even if the results table for the prior search itself has not been refreshed. Refreshing the prior search later on, however, will not automatically refresh the newer search, and vice versa.
For example, let's say you create a search, Search 2, that references a prior search, Search 1. You last refreshed the results table for Search 1 three weeks ago. Search 2 will incorporate Search 1's latest results, even though you did not directly refresh Search 1's results table. If, however, two weeks later, you decide to refresh the results table for Search 2, it will not automatically refresh the results table for Search 1.
Additionally, if you share a search card with another user and then subsequently refresh the search, the recipient will see the results of the search at the time of sharing. In other words, shared searches must also be manually refreshed by the recipient.
If you want to make changes to your query, but do not want to start over from scratch, click Refine.
This will bring you back to the search page with the query builder already populated with your current search terms. From there, you can make any modifications you want.
Please note that refining a search is not the same thing as searching within your current search. Refining a search will search across all documents in the project to find documents that match your specified search criteria. If you want to search within the documents returned by your current search, you should use the Prior Search search term to narrow your results down to documents in that search.
You can update a batch of documents by clicking the Batch icon. Batch actions include rate, code, add to binder, add user-metadata field, and add annotation (notes). Depending on your permissions level, you can also assign, batch redact, delete, or reprocess documents using this icon, or add them to projects. Batch actions are explained in detail in the batch actions article.
Assign Bates [Organization Admins only]
Organization Admins can Bates stamp pre-produced documents for easy reference during your review and post-review workflows. First, ensure that your documents are in the desired order in the results table. Then, click the Assign Bates option under the Batch icon. Enter the desired Bates prefix and Begin Bates number, and then click Assign Bates. On Everlaw, assigned Bates values are stored in the Other Bates metadata field.
Note that these assigned Bates numbers will not be burnt into your documents until you have produced the documents. If you would like to use the assigned Bates numbering in your production protocol, select the option to “Use Other Bates metadata for numbering” during production configuration.
Exporting the results table to csv, and the documents to pdf or zip, is accessible from the export icon. Additionally, you can initiate productions of documents from this icon if you have Admin permissions on productions.
Select the user(s) with whom you want to share the current review table. You may add a message, and then click send. This will create a message in the user's message center, and they can directly access the results table from the attached search card.
Enter data visualizer, where you can summarize characteristics of your documents visually. You can see how many documents contain certain properties, and filter by any number of properties in any order. You can determine the number of documents with certain characteristics without the need for a predetermined search.
You can save your review by clicking on the star icon. This saves the search to your home page in the favorites column.