Codes are designations set-up by case admins that reviewers can use to categorize or tag documents. Everlaw has a two-tier coding system: there are categories and codes within categories. For example, “Accounting” is a category, and within accounting there are four codes: “Arthur Anderson”, “Financial reports”, “Mark-to-market”, and “Risk management”.
The “Coded” search term allows you to search across an entire code category, or by individual codes themselves.
The categories are arranged alphabetically, and within categories, the codes are also arranged alphabetically. To search across all the codes in a specific category, select the category name (ex. “Accounting”). To search by a specific code, select the code (ex. “Accounting: Arthur Anderson”). To search across all categories and codes, select the “(Any Code)” option.
The coded search term has three parameters: codes and categories, person, and time. You can search by a combination of any three of the parameters. For example, you can search for all the documentes coded by a particular person within the last week, all the documents coded a particular way by anyone in the case at any time in the case, all the documents coded with codes in a particular category by anyone in the case within the last day, etc.
The person parameter: The person parameter allows you to narrow your search to the review actions of a particular reviewer or user group on the team. By default, the value is set to “Anyone”. To select a specific group or individual, click on the parameter, and select from the list.
The time parameter: The time parameter allows you to narrow your search to coding decisions that took place during a specific time. There are a number of options for the time parameter:
- Anytime: Anytime means that the document was coded with the specified code parameter at anytime in the lifetime of the case, regardless of the current status of the document. For example, a document that was once coded with the code “Accounting: Arthur Anderson”, but subsequently had that code removed, will be returned by the search below, along with documents that currently have the code applied.
- Now: Now means that the document is currently coded with the specified code parameter. For example, the search below will only return documents that are currently coded "Accounting: Arthur Anderson".
- Additional time parameters: The additional time parameters are “in the last hour”, “in the last day”, “in the last week”, “in the last month”, and “custom range”.
The highlight color parameter: During review, you can apply a highlight to a portion of the document. You can then associate a note with that highlight. The notes search term allows you to search across the existence of highlights, as well as narrow down your notes content search to only notes that have been associated with a highlight.