Table of Contents
On Everlaw, you can apply codes to documents to label and organize them. This article will discuss the administration of codes available for users to apply to documents. Code administration is restricted to users with the Project Admin permission. To learn about applying codes to documents during review, please see this article.
Additionally, here's a video about administering codes:
Categories and codes
To access the coding sheet, first go to Project Settings. Then, navigate to the Codes tab on the Project Settings navigation bar.
On the left side of the page, you’ll see a section called Categories. On Everlaw, codes are organized within categories. For example, a project may have a category called “Review Status,” containing the codes “Reviewed” and “Needs Further Review.” By default, every project on Everlaw has a category called "Rating." The rating category contains three codes: "Hot", "Warm", and "Cold," corresponding to document relevance. Other categories and codes can be created by project administrators.
To create a new category, enter the name of the category into the "Add category" input field under Categories and hit the 'Enter' key on your keyboard. If you have existing categories that are listed alphabetically, the category will be inserted into the list alphabetically. If your category list is not alphabetical (manual reordering will be discussed below), the category will be added to the bottom of the list.
On the right side of the page, the list of codes associated with the category will appear (it will be blank if there are no codes). To add a code, select the "Add code" input field and type in the name of the code. Hit your keyboard "Enter" key to submit the code. The "Add code" input field is automatically reselected when you hit the "Enter" key so you can add multiple codes in a row without having to click on the input field multiple times.
To rename a category or code, click on the pencil icon next to the name. The name will become highlighted; simply begin typing to change the name. To save the name, hit the 'Enter' key on your keyboard, or click anywhere on the page. To cancel a name change, hit the 'Esc' key on your keyboard.
To remove a category or code, click on the trashcan icon next to the item you wish to remove.
If you want to make a category mutually exclusive, meaning only one code from the category can be applied at any given time to a document, check the Mutually exclusive checkbox. Making a coding category mutually exclusive can help prevent some review errors, such as applying conflicting codes to a document.
If any documents have already been coded with multiple codes from a category when you make it mutually exclusive, you'll see a warning. Click the link in the warning to open a results table of the documents that violate your mutual exclusivity setting.
While categories and codes are in alphabetical order by default, you can rearrange them into any order you’d like by dragging and dropping their names within the list. You can re-alphabetize them by clicking Alphabetize. The order of categories and codes on the settings page will be reflected in the batch coding panel, as well as all instances of the query builder (e.g., search page, production wizard) for all users. The order of categories is customizable for all users in the review window, though the order of codes within categories is set by project admins on the settings page.
Permissions can be set for codes by user group. To adjust coding permissions, go to the Permissions tab in the Project Settings page. You can read more about setting code permissions in this article.
Project admins can also create freeform codes. You can think of these as codes where you set the category but reviewers can enter any value matching the type of the field as they go through their review. For more information, read our article on freeform codes.
Project administrators can set up freeform codes on the project settings page under Codes. Click on “Create new freeform code” and then enter the name. Finally, select the format for the field and click Save. The available formats for freeform codes are DateTime, Number, and Text. Each format will affect what types of content are allowed in the field as well as how you’ll be able to search for values in that field. For more information on different formats, read our article on searching for metadata and freeform codes.
Using coding rules to structure review
You can create rules to ensure structured and consistent coding during review. For more information about coding rules, please read this article.
Keywords: code, codes, tag, tags, label, labels