Modify and Manage an Assignment Group

Once you've created an assignment group, you can continue to monitor and manage it from the assignment group dashboard. From this dashboard you can do things like monitor the review progress, adjust the inclusion criteria, and add and remove reviewers. 

For a snapshot of review progress, you can also use the ASSIGNMENT GROUP card on your homepage. This card shows the percentage of documents from the assignment group that have been reviewed according to your assignment group's review criteria.

Requirements

To access the dashboard for an assignment group, you must meet one of the following permission criteria:

• Be a Project Admin
• Have Admin permission for Assignment Groups
• Have Create permission for Assignment Groups and have created the assignment group
• Have Receive or Create permission for Assignment Groups and had someone shared the assignment group with you
  • View permission lets you view the assignment group, but not make any changes
  • Full access grants you full permission to modify the assignment group

Access the assignment group dashboard

All the modifications and tracking for your assignment group happen on the assignment group dashboard. You can access the dashboard in two ways:

• From the Assignments column on your homepage, select the relevant ASSIGNMENT GROUP card 
  
• Use the top navigation bar to go to Project Management > Assignment Groups. 
  
  This takes you to the dashboard for the most recently accessed assignment group. Use the navigation on the left to access the assignment group you want to work with.

Assignment group dashboard

In the assignment group dashboard, 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.  

Assignment group tools

The assignments toolbar at the top of the page has information about the assignment group and tools to modify your assignment group.  

The toolbar displays:

• Assignment group name
• Overall progress
• Who created the assignment group
• The date the assignment group was created
• Assignment groups are denoted as either dynamic or static next to the assignment group name

The rest of this section describes each of the tools available in the dashboard.

Basic actions

There are a few basic actions you can take from the tool bar:

• To rename an assignment group, select the current name to highlight it, then type in a new name
• To favorite the dashboard card, select the star button next to its name. When it's favorited, it shows up in the Favorites view of your homepage.
• To message the assignment group creator, select the creator’s name under the assignment group name
• To add the assignment group to a homepage folder, or remove it from a homepage folder: Select the Add or remove from folders button. Then, make your selections for the folders that the assignment group should be in. Deselect any that it should be removed from.

Documents reviewed menu

The reviewed button allows you to view documents from your assignment group in a results table based on review status. To get to a results table of all the reviewed documents in an assignment group, select X of Y reviewed.

To access a different set of documents in a results table, select the menu's caret button to open a menu.

Then, select one of the following options:

• View reviewed documents
• View unreviewed documents
• View reviewed but unassigned documents
• View all documents

Manage self-assign permissions

The Self-Assign button allows assignment group admins and creators to select which, if any, users or user groups can self-assign documents from the pool of unassigned documents. Self-assign permission allows users to grab their own set of documents to review.

To edit or view self-assign permissions, select Self-Assign. 

This opens the Select users dialog.

To give users or user groups the ability to self-assign documents, select them from the list. Then select Submit. Any user currently in a selected user group, or added to a selected user group in the future, is granted self-assign permission for this assignment group.

To check existing permissions, select View/manage all users who can currently self assign.

This opens a display of the users who already have self-assign permissions for the assignment group.

Default review window layout

The Default review window layout button allows you to assign a specific review window layout as the default for all of the reviewers in this assignment group. The selected layout is automatically loaded for all current and future assignments in this assignment group.

A user who is part of an assignment group (whether initially specified or added to the group later) is automatically given access to the default layout for that group.

To assign a default review window layout:

1. Select Default review window layout. This opens a dialog the lists all the review window layouts you have access to. 
   
    
2. Select the layout you want to use as the default.
3. When you're done, select Save.

Batch Size

The Batch Size button 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:

1. Select the Batch Size button.
   This opens the Update batch size dialog.
   
2. In the input box, enter the number of documents you want reviewers to receive when they checkout a new batch from the assignment.
   If you want users to select their own batch size, leave it blank.
3. Select Update.

Message the team or share assignments

You can message all reviewers in an assignment group by select the message assignees button on the right. This message will not include the assignment group.

You can also share the assignment group with other users. To share the assignment group:

1. Select Share.
   This opens the Share dialog.
2. 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. 
   Choose View to only allow recipients to view the dashboard view of the given assignment group
   Select Full access  to grant recipients allocation, sharing, and deleting permissions as well. 
   To view existing permissions for the dashboard view, select View/Edit existing permissions. 
3. [Optional] Enter a message to your recipients.
4. Select Share.

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

You may not see the message or share buttons.  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.

Unassign documents

If you want to remove a reviewer from an assignment group, or if you want to move a set of documents to the unassiagned pool, you can unassign an assignment card.

To unassign an assignment card:

1. Select the 3-dot menu button on the appropriate assignment card.
2. Select Unassign. 
   
   A task will run in the background to unassign the documents and move them into the unassigned pool. When the dashboard refreshes, the assignment card will disappear.

Reassign documents

To reassign documents from one user to another:

1. Select the 3-dot menu button on the assignment card you wish to reassign documents from.

2. Select Reassign. This opens a dialog to reassign the documents.

   Note

   Only currently unreviewed documents from the selected batch will be reassigned.

3. Specify the reviewer or reviewers to whom you want to reassign the documents. The list of users includes all users on the project, not just reviewers already in the assignment group.
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 taken out of that user's assignment.
5. Select Next to move onto the Send step.
6. [Optional] Write a custom message to send along with the assignment. The message will be accessible in the Everlaw message center.
   If you reassign to yourself, you will not receive a message.
7. Select Assign, and a task runs in the background.  Wait for the dashboard to refresh to see the updated cards.

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

Modify the inclusion criteria 

An assignment group's Inclusion criteria defines what documents are included in your assignment group for review. In addition to the query that defines the set of documents to assign, the assignment group is also designated as either static or dynamic. Learn more about dynamic vs. static assignment groups at our Introduction to Assignments article. 

Assignment groups are labeled static or dynamic next to the assignment group name.

Additionally, for a dynamic assignment group, the Inclusion criteria button in the top right-hand corner is blue, whereas for static assignment groups, it's white.

You can modify the inclusion criteria, either to change the type of assignment group (dynamic to static, or vice versa) or, for dynamic assignment groups you can re-define the query to pull in a different set of documents.

To change the inclusion criteria of assignment group:

1. Select the Inclusion Criteria button. This opens a dialog that displays the inclusion criteria.
   
2. [Optional] If you want to change the type of assignment group, select Dynamic or Static, depending on which you are switching to. 
3. [Optional, for Dynamic groups only] Update the query that defines which documents are included in the assignment group. You cannot modify the query for Static groups.
4. Select Save to save the changes and close the dialog.

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

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.

Modify review criteria

You can modify the review criteria to redefine the review work that contributes to a document counting as "reviewed" for tracking progress of the assignment group.

To change the review criteria:

1. Select Review Criteria.
   This opens the Review Criteria for assignment group dialog.
   
2. Use the query builder to edit the review criteria.
3. Select Save, and allow the page to refresh. When the review criteria changes, the progress bar in the assignment group dashboard may change as well. Once you've changed the review criteria to something other than the default, the Review Criteria button is blue, not white.

Adjust default review criteria for the project

In Project Settings, you can set a default review criteria for all assignment groups in the project. The criteria set here are included as the default review criteria in the assignment group creation steps for all assignment groups in the project.

If you expect all assignment groups in the project to have the same review work applied to them to count as "reviewed,"  it can save time to set it at the project level so that everyone who creates an assignment group has the criteria pre-selected for them.

To adjust the default review criteria for all assignments in your project:

1. Go to Project Management > Project Settings > General.
2. In the Default Assignment Review Criteria section, select Review Criteria.
   
   This opens a dialog to adjust the default review criteria.

View information by user, rather than by assignment

Using the left hand panel, you can navigate to the dashboard view for all assignment groups you have the proper permissions for (see the Requirements section for how permissions determine your access).

Alternatively, you can see this information broken down by user instead of assignment group. To do so, toggle the View by option to User instead of Group. The table now lists the users with assignments in the project.

To filter to a specific assignment group or user, use the Filter box in the left panel.

Select a user's name to see progress information across all their assignment batches and assignment groups.  

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.

In the screenshot above, the user has been assigned 49 documents, and they have reviewed 16% of them. 

To message a reviewer, select the initial badge in the upper right corner of the card.

To favorite a reviewer’s card, select the favorite button. 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.

A user is assigned documents they can no longer access, what do I do?

This may have something to do with document access management, meaning the user might be restricted to access certain documents on the project. To learn more about how document access management will affect assignment administration, visit Document Access Management.