Batch Actions

 

Table of Contents

 

Within the results table, users can click the Batch icon to perform batch review actions, such as coding, deleting, adding notes, and rating documents. Depending on your permissions level, you may be able to take additional actions. For example, some users can batch assign documents or batch add documents to other projects. If you have Upload or Delete permissions, clicking the icon will also give you the option to delete or reprocess documents. 

Screen_Shot_2018-11-02_at_8.14.32_PM.png

By default, all documents in a search are selected, as indicated by the checkboxes on the left-hand side of each row.  This means any batch action, by default, is applied to all documents in the search. To apply a batch action to only a subset of documents, you can multi-select or deselect by holding shift and clicking the document you wish to select/deselect.

select.gif

Return to table of contents

Batch Coding Panel

To apply review work to all of the selected documents, click the "Batch" icon, or the spacebar, to bring up the batch coding panel.

In the coding panel, you can perform a number of batch actions, including:

  • Batch rating
  • Batch coding
  • Add notes
  • Add documents to binders
  • Add documents to StoryBuilder
  • Update user-editable fields 
  • Resolve coding conflicts (project admins only)

Once the batch coding panel is open, you will see a summary of changes, along with the total number of documents you are affecting with the batch action.  You can then choose any combination of labels to apply to your document.  Labels that are mutually exclusive (ie - you can apply only one label in that category) are denoted by the Venn diagram icon.

new_batch_panel.gif

Below are a few specific instructions for batch actions that you can take in the batch action panel.

Batch coding documents

To add codes, click a label to apply. The label’s text will turn green, and the label will have a dashed green line around it to indicate it has been selected. To remove those labels from your batch, click that label again. If you batch add a code that belongs to a mutually exclusive category, the other codes in that category will be automatically added to the "remove" section and will turn red. This implies that by adding the one code, you are necessarily removing the other mutually exclusive codes in that category. If you made a mistake and do not want to apply or remove this label from your batch, click the “x” on the right side of a label.  Click the Apply button to confirm your labels.  

Batch rating documents

To add ratings, click a label to apply. The label’s text will turn green, and the label will have a dashed green line around it to indicate it has been selected. To remove ratings, select "unrated" in the Ratings category. This will remove all ratings from selected documents. Click the Apply button to confirm your rating decision. 

Return to table of contents

Auto-code rules

Auto-code rules ensure that all documents in a particular context (i.e., exact duplicates, attachment families, email threads, or document versions) are automatically coded in the same way. For example, a project admin may create a rule to ensure that all exact duplicates of a document are coded similarly under the Privilege category. Auto-code rules apply to batch actions in the same way that they apply to coding choices on individual documents. That is, if you batch add or remove any codes that belong to a category associated with an auto-code rule, the contextual documents of each batch-modified document will be automatically modified per auto-code rules. You can view the number of documents that could be affected by auto-code rules by clicking the wand icon in the top right corner of the batch coding panel. If you have the Auto-Code override permission, you can also choose to ignore auto-code rules from this dialog.

batch_auto-code.gif

For more information about auto-code rules, please see this help article.

Understanding your completed task

Once the task is complete, you can view the results of that task from the homepage card, under the Batches & Exports column. The card provides details about what did or did not complete, including batch coding, rating, and redaction. In the event of a failed updates, you can download a report of the documents that were not updated, e.g. for violating coding rules.

batches_exports.png

Return to table of contents

Batch add or remove documents to binders

You perform this action in the same way as adding/removing ratings or codes. The only exception is that you can create a new binder directly from the batch coding panel. Click the "Add a New Binder" tag in the binders section, and start typing your binder title. When you hit enter, and then "Apply", all selected documents will be added to that binder. For more information on binders, see this help article

Add documents to Chronology

Within the batch coding panel, you can also batch add documents to the master Chronology or an outline.  These labels listed at the bottom of the batch coding panel under the “StoryBuilder” category.

If you are adding documents to the Chronology, a popup will appear where you will be prompted to select a date for each document’s entry in the Chronology.

There are two types of ways to add a date:

  • Manually input a date: This will become the document date in the Chronology entries for all the affected documents
  • Choose a metadata date field: Each document’s value for that metadata field will become the date value for the respective Chronology entry
    • If a document does not have a value for the chosen field, it will not have a date value in the Chronology.

Click “apply” to confirm.  A task will run in the background, and you will be notified when the task completes in the bottom right-hand corner of your screen.

Return to table of contents

Other actions in the Batch menu

If you're wondering about how to use the other options in the Batch menu, please see these help articles:

Return to table of contents

Keywords: bulk, bulk action, bulk tag

 

 

Have more questions? Submit a request

0 Comments

Article is closed for comments.