Administrator Focused Help - Modifying and Managing Assignments

 

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You've created an assignment group...what's next? 

Now that you have created an assignment group, you will need a way to manage it.  Once an assignment group has been created, cards will be added to the top of the assignments column on the homepage.

If you are an admin on an assignment group, you will be assigned a card with a dark blue color band (reviewers' assignment cards have a light blue color band).  Click on the dark blue card to enter the assignment group dashboard view, which is the central location for all assignment management and modification.  

 

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Assignment Group Dashboard View

In the assignment group dashboard view, you have access to a high-level overview of the total review progress through the assignment group, as well as the progress of reviewers through their individual assignments within the group. You also have access to tools that can help you administer an assignment group.   This view is only available for users who have access to the navy blue cards on the homepage.

There are four main components of the assignments dashboard:  toolbar, view settings, assignment cards, and criteria buttons. 

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Assignments toolbar

The assignments toolbar at the top of the page has a variety of helpful action buttons.  

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Basic assignment information:

View overall progress, assignment group name, who created the assignment group, and the date of creation. To rename an assignment group, click the current name to highlight it, then type in a new name. To favorite the dashboard card, click the star icon next to the name. To message the assignment group creator, click on the creator’s name under the assignment group name (“Claudia Waldman” in the example above). The lightning bolt icon in the progress circle denotes assignments that are dynamic.

Documents reviewed icon:

The above icon allows you to view documents from your assignment group in a results table based on review status. By default, clicking on the link will bring up all the reviewed documents in a results table. To pull up a different set of documents, click on the toggle, and select from the list. You can choose to retrieve all reviewed documents, all un-reviewed documents, and all documents in an assignment group .

Self-assign icon:

The tool with the person icon allows you to give reviewers the ability to self-assign documents from the pool of unassigned documents. If individuals in the case already have self-assign permissions, a number will appear by the self-assign tool corresponding to the total number of individuals who have self-assign permissions on the assignment group.

Click the icon to view current self-assign permissions, or to add permissions. A drop-down list of users will appear. To check any existing permissions, click on the “view all users who can currently self assign” link at the bottom of the dialogue box. To give individuals the ability to self-assign documents, select them from the list so that they are highlighted, then press “submit”.

Batch size tool icon: 

This icon allows you to set the default batch size when reviewers self-assign documents, if that feature is enabled in the assignment group. By default, reviewers can choose their own batch size. If you want to set a standard batch size for an assignment, click the batch size icon and input the number of documents you want reviewers to receive when they checkout a new batch from the assignment.

“Grouped by” and “Sorted by” icons:

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These icons allow you to see the grouping and sorting configurations of the assignment group. In this example, the documents in the assignment group are grouped by attachments and sorted first by Bates number and then by rating. Documents will be assigned, reassigned, and self-assigned according to these configurations.

Messaging team or share assignments: 

You can message all reviewers in an assignment group by clicking the envelope icon on the right.  This message will not include the assignment group.

You can also share the assignment group with other users.  Click the share icon in the toolbar.  Select the users or groups of users you would like to share the assignment group with. You can select the permission level for the recipients. Recipients can either only view the dashboard view of the given assignment, or also have allocation, sharing, and deleting permissions as well. To view existing permissions for the dashboard view, click the “View/Edit existing permissions” link.  

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Why am I unable to share, message users, or delete?

You may not see the message or share icons.  This is because you do not have permissions for this particular assignment group.  To receive “allocate, share, and delete” permissions, please reach out to the assignment group creator.  You can message them by click on their name/envelope icon in the Assignments toolbar.

 

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How can I view information by user, not by assignment? 

Using the left hand panel, you can navigate to the dashboard view for all assignments you have the proper permissions for. Alternatively, you can also see this information broken down by user instead of assignment group. Toggle the view option to “user” instead of ”group”. The table will now list the users with assignments in the case. You can also use the input box in the left panel to filter the list of assignment groups or users.  Click on a user's name to see progress information across all their assignment batches and assignment groups.  

 

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Individual assignment cards

On each card, you can see the reviewer responsible for the assignment, the total number of documents within an assignment, and a progress bar.

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In the screenshot above, Claudia DemoR has been assigned 25 documents, and she has reviewed 4% of them.  There are also 103 documents that are unassigned.  The progress bar shows the percentage of unassigned documents that have been reviewed.   The documents may have been reviewed before the assignment was created.  It may also be the case that the documents were randomly reviewed.  If documents are unassigned, but they meet the review criteria and are considered “reviewed,” they will be included as part of this progress percentage.  Keep in mind that only unreviewed, unassigned documents can be assigned out from here. For example, if you tried to assign out all the unassigned documents to Claudia, she would only receive 95 documents (92% of 103).

To message a reviewer, hover over the appropriate name badge in the upper right corner of the card, and click. To favorite a reviewer’s card, click on the star icon. You can rearrange the cards alphabetically or by percent complete by toggling the option in the upper left. You can filter the cards by name using the input box.

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To share an assignment, click on the share icon. On the popup menu, select the users or groups of users you would like to share the assignment group with. Optionally, you can write a message. Finally, select the permission level for the recipients of the message. Recipients can either only view the dashboard view of the given assignment, or also have allocation, sharing, and deleting permissions as well. To view existing permissions for the dashboard view, click the “View/Edit existing permissions” link.  

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Unassigning documents

To unassign documents from a user:

  1. Click on the menu icon on the appropriate batch card
  2. Select the unassign option
  3. A task will run in the background to unassign the documents. Wait for the dashboard to refresh to see the updated cards

 

 

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Reassign documents

To reassign documents from one user to another:

  1. Click the menu icon on the batch card of the user you wish to reassign documents from
  2. Select the reassign option.  Note that only currently unreviewed documents from the selected batch will be reassigned.
  3. Specify which reviewer or reviewers you would like to reassign documents to
  4. Choose how many documents you would like to reassign to each reviewer. Any document that is not reassigned to a specific user will instead go into the pool of unassigned documents in the assignment group. This means that all unreviewed documents from the reviewer will be reassigned.
  5. Click “assign”, and a task will run in the background.  Wait for the dashboard to refresh to see the updated cards.

Note that if a reviewer already has an assignment in the assignment group, the re-assigned documents will not be added to the pre-exisitng assignment; instead, a new assignment will be created.

 

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Changing an assignment from static to dynamic

Click here for a definition of dynamic vs. static assignments. 

If the "inclusion criteria" button in the top right-hand corner is white, that means the assignment group is currently static. In addition, you can also tell that an assignment is static because it will not have a lightning bolt icon in the progress circle, nor by the assignment name in the left-hand list of assignments. Click the “inclusion criteria” button to change an assignment from static to dynamic. When the popup menu appears, create your inclusion criteria and press “Enable”.  A task will run in the background. When it has completed, the "inclusion criteria" button will turn blue. 

Note that all documents matching the new inclusion criteria will be added to the batch of currently unassigned documents in the assignment group. All documents in the unassigned pool that no longer match the inclusion criteria will leave the assignment group.

Any document that had been previously assigned will still be retained in the assignment group, even if it does not satisfy the inclusion criteria.

 

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Changing an assignment from dynamic to static

Click here for a definition of dynamic vs. static assignments.

If the "inclusion criteria" button in the top right-hand corner is blue, that means the assignment group is currently dynamic. In addition, you can also tell that an assignment group is dynamic because it will have a lightning bolt icon in the progress circle and by the assignment name in the left-hand list of assignments. If you want to switch a dynamic assignment to a static one, open the inclusion criteria panel, and click “freeze assignment group." No new documents matching the inclusion criteria will be automatically added to the assignment.

 

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How do I edit the inclusion criteria in dynamic assignments

Dynamic assignments can be distinguished by the blue, filled in inclusion criteria box in the assignments toolbar, in addition to a lightning bolt icon in the background of the progress circle in the toolbar. 

To edit an assignment’s inclusion criteria, click the “inclusion criteria” box.  A popup menu will appear where you can edit or add an inclusion criteria.  You can then make the appropriate changes in the inclusion criteria builder, and press “save”.

Again, for all unassigned documents in the assignment group, documents matching the updated criteria will be added while documents no longer matching the criteria will be removed. Any already assigned document will not be removed regardless of whether or not it satisfies the updated inclusion criteria.

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How do I view or modify review criteria? 

You can choose to edit the review criteria for any assignment. Be default, the review criteria is “any rating”, meaning documents that have been rated in any way will be considered reviewed. To change this, click on the “review criteria” button, and edit the review criteria.  Then press save, and allow the page to refresh. Any assignment that has a review criteria that is not the default criteria will have a blue, filled in “review criteria” box.  You can also change the review criteria in Case Settings.  Click here to learn more. 

Tip: If you want to ensure that your reviewers are looking at every document assigned to them, instead of batch rating all, or a portion, of the documents, add the "viewed" search term to your review criteria.

Note that when the review criteria changes, the progress bar in the assignment group dashboard may change as well. 

 

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