Everlaw has a default coding category, "rating", that is included with all cases. The rating category has three mutually-exclusive codes: "hot", "warm", and "cold". "Hot" can be used to broadly categorize relevant documents, "cold" irrelevant documents, and "warm" documents of intermediate relevance. Other codes used by the review team are created by the case admin(s). This article covers how to create those codes.
To access the coding sheet, first go to the case administration icon that looks like a person with a gear in front of them and select "Case Settings." Then, navigate to the "codes" category on the case settings navigation bar. On this page, you can create or edit codes, and create and review coding rules.
To create a category, enter the name of the category into the "Add category" input field and the bottom of the Categories menu and hit the 'Enter' key on your keyboard. The category will be inserted into the list in alphabetical order.
To add a code, select the appropriate category. On the right side of the Categories and Codes area, the list of codes associated with the category will appear (or will be blank if there are no codes). To add a code, select the "Add code" input field and type in your code name. 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 rename (pencil) icon next to the item you wish to rename. The name you want to edit 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, click on the venn diagram icon. Making a coding category mutually exclusive can help prevent some review errors, such as applying conflicting codes to a document.
Finally, clicking the lock icon allows admins to set different permissions for given users and user group. Permissions can be set for categories as a whole, or specific codes. When the permission is toggled on (shown by the yellow box), the user or user group has access to that permission.
Read permissions allow users to view and apply codes. Revoking that permission will make it so that the relevant code or coding category does not appear at all and documents with the relevant codes appear without the code.
If you are attempting to reduce a group's permissions level below the permissions granted to "All users," make sure that you remove the "All users" group from the "Access Control" panel. Otherwise, a user will be given the highest permission level available across all groups they have membership, including the all inclusive "All users" group.
Coding rules allow administrators to enforce certain review behaviors. For example, if a user rates a document hot or warm, they must also add a code to further specify why a document is important.
The coding rules table displays the condition that is set, the requirement that must be met if that condition is selected, an admin override toggle, the number of documents currently in violation of the rule, and potential actions to run.
In the example above, the rule stipulates that if a document is rated "hot", a code from the privilege category must be applied as well.
To set up a coding rule, click the 'Add a new Coding Rule' button at the top right of the coding rules table. A wizard will appear, allowing you to easily create a new rule by selecting parameters for the condition and requirement. You can set multiple conditions and requirements for each coding rule.
First, set a condition for your rule. The condition is that status that the document has in order for the coding rule to apply to that document. Phrased another way, by setting a coding rule you are saying, “In order for the document to be in this condition, it must follow this coding requirement.”
In the example below, the condition for the coding rule is, “in order for the document to be rated hot…” The requirement you establish will apply only to documents rated as hot.
Next, set your coding requirement. This is the rule that you are requiring for documents that fit your condition. In the example below, the requirement is that documents must be coded under “Privilege.”
You have now created your coding rule, which is “In order to rate a document hot, you must also code that document as privileged.”
The admin override toggle, if selected in the rules table, allows only admin users to save document changes that violate the designated rule. Regular users will never be able to violate the coding rule; if they try, their changes will not be saved.
The violations column displays the number of documents that are in violation of the coding rule. There could be violations for two reasons: the coding rule was set up after users coded some documents and there exist documents in violation of the rule, or admin users have toggled the admin override and coded documents in violation of the rule. Clicking on the number of violations will bring up a results table of all the documents that are in violation of a given rule.
The trash can icon deletes the rule.