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Grouping allows you to organize your search results in a variety of ways, making it easier to conduct review. You can group related document results together, even those not captured by your search.
The grouping icon is found in the results table toolbar. Click the group icon and select the parameter by which you wish to group. There are four grouping options available:
- Attachments: Documents in an attachment family, including the parent email
- Email Threads: Emails that comprise an email thread, including replies, reply all, and forwarded emails. Grouping by email thread will also include attachments.
- Exact Duplicates: Duplicate versions of the document
- Versions: Versions of the same document (produced and pre-produced, translated and untranslated, etc.)
After you select your grouping, the review table will update to include the selected grouping information.
A new grouping column is added to the left side of the results table, indicated by the restructure groups icon.
The total number of children in a document grouping is also displayed (in the case of email threads, only other children emails are included in the count even though related attachments are grouped in this particular family).
This column, in conjunction with the row number and Bates columns, indicates whether the document in that row is a standalone document, a parent document, or a related document that was not a part of the original results set.
- Parent documents have an arrow in the grouping column that indicates there are documents that fall into its group. Click on the arrow to open all the additional grouped documents that were added to the results set. The arrow will change orientation, and the grouped documents can be distinguished by the indented, decimaled row numbers in the row number column.
- Grouped, non-parent documents do not have any icon in the grouping column, and can be further distinguished by the indented, decimaled row numbers in the row column.
- Standalone documents do not have an arrow and the grouping column, and do not have decimaled row numbers.
- Documents with purple, italicized Bates numbers are those that were not part of the original result set, but have been pulled into your results table because of a grouping. If you are navigating documents in the review window, italicized documents will be skipped unless the group has been flattened. In other words, if you are going from document-to-document in the review window, only documents from the original set of results will be queued for display. You can learn more about flattening groupings in the next section.
- Documents with the paperclip icon will appear when the table is grouped according to email threads. They represent attachments that were attached to emails in the thread, and will always be grouped under their parent emails.
Flattening Groups and Removing Children
To equalize all documents in the review table, click on the restructure groups icon in the header row and select “Flatten groups.” This will make all documents part of the official review set, and documents will no longer be grouped. When you navigate to the next document while in the review window, previously italicized, but now flattened documents will not be skipped.
Other important notes when flattening groups
- The search logic is updated to include the group setting
- The grouping column will be gone
- All documents can be reviewed without worrying about missing an important attachment
- Flattening documents reorders them by their Bates numbers; documents from a group may no longer be next to each other. If you want to keep them together, simply re-group the documents after flattening.
Removing children: The inverse of flattening groups is removing children documents from your table, so that only the parents remain. This can be a useful operation for reducing clutter: only the single primary document in any group remains.
You might perform this operation in order to:
- Deduplicate a set of documents, even after hot or warm ratings have been applied.
- Show only the parent email of any documents in your results.
To remove children documents, click on the restructure groups icon in the header row and select “Remove children”. This will remove all children documents from your results table, and show only parents. The search logic will be updated to include this new setting.