During review, you may find yourself applying the same, or similar, set of labels to documents. Coding presets are designed to help speed up your review work by allowing you to group labels together into a preset that can then be applied with a single mouse click or keystroke.
Who creates presets?
Coding presets are user and case specific. This means that any user can create up to 9 different presets independent of other reviewers in the case.
There are a total of 9 preset slots.
To see the slots and the presets that are contained within, click the "coding presets" button in the bottom right of the review window. An overlay will appear, where you can see and apply existing presets, or add a new preset. Click the "+" sign to add a new preset, which will expand the coding panel. The preset you create will fill the next available preset slot and will not overwrite any current presets you have.
You will then select any combination of labels to add to your preset. Labels can be additive or subtractive. Additive labels will be added to a document once the preset is applied. Subtractive labels will be removed from the document if it is already applied. To add an additive label, click once on the label. To add a subtractive label, click twice on the label. Subtractive labels will be outlined in red and additive labels will be outlined in green.
Once you’ve finished creating your preset, click “save” in the upper right of the coding panel.
You can also expand the coding panel to select the slot for your preset. Slots that contain a preset have bolded color backgrounds. Empty slots have muted backgrounds. To see the preset associated with a slot, hover over the slot number and the labels will appear in the body of the coding panel.
To create a new preset from the expanded coding panel, click the pencil icon in the far right. Choose which slot you want to associate your preset with. Choosing a filled slot will override the pre-existing preset. Again, hovering over the slot will display the preset labels. Once you choose a slot, the full coding panel will become visible, and you can add your codes to the preset. Once you’ve finished creating your preset, click “save” in the upper right of the coding panel.
What is “code as previous”?
Aside from presets, you also have access to the “code as previous” icon, which will apply the label(s) of the last document you viewed to the document you are currently viewing. Just like the preset slots, hovering over the “code as previous” icon (P) will display the associated labels.
You can also edit the “code as previous” behavior by first clicking the pencil icon, then selecting the “code as previous” icon. The “rating mode” options allow you to specify if “code as previous” can overwrite your current document’s rating. You can choose to apply the previous document’s rating in all cases, apply the previous document’s rating only if the current document is unrated, or never apply the previous document’s rating. “Apply Rating to Unrated” is the default option.
Applying a preset to a document
There are three ways to apply a preset:
- Press the number associated with the preset’s slot on your keyboard
- Click the slot number within the “coding presets” button on the collapsed coding panel
- Click the slot number in the expanded coding panel
Sharing a preset
You can also share a preset with others in your case. To do this, click the share icon to the right of the coding presets. You can then select the preset you want to share. A dialogue box will appear, which allows you to select recipients and also send a message. Click the “Send” button in the dialogue box to share the preset. Note that presets are not automatically added to your recipient’s review window. They must affirmatively accept the shared preset before they can use it (see below).
To access a preset that has been shared with you, click the Message Center in the navigation bar, and open the message associated with the shared preset Click the yellow card, which indicates the preset sent to you. You will then be asked to choose a location for your preset (there are 9 preset slots available). If you do not choose a slot for the shared preset, you will not have access to that preset during review.
How are the labels in a preset applied to a document?
Presets generally do not remove labels from documents. Instead, labels contained in a preset are added to the document without overriding any pre-existing labels. The only exceptions to this rule for for (i) explicitly subtractive labels included in a preset, and (ii) labels in the preset that come from mutually-exclusive categories.
For example, imagine that you are planning to apply a preset to a document that is:
- Rated “Warm” (this rating is a mutually exclusive category)
- Coded “Accounting: Fraud”
- Coded “Government: Internal” (the “Government” category is mutually exclusive)
- Coded “Region: Midwest”
- In the “Second Look” binder
The preset you apply has the following labels:
- “Hot” rating
- “Accounting: Liabilities” code
- “Region: Northeast” code
- “Region: Midwest” subtractive code
- "Government: External" code
After the preset is applied, the document will have the following labels applied to it:
- “Hot” rating
- “Accounting: Fraud” and Accounting: “Liabilities”
- “Region: Northeast”
- “Second Look” binder
- "Government: External"
Notice how “Accounting: Liabilities” was not removed even though “Accounting: Fraud” was added. Also notice that the only labels that were removed were ones that were either mutually exclusive (ie - you can’t have more than one “mutually exclusive label” in your code) or subtractive.