Table of Contents
- You've created an assignment group...what's next?
- Assignment group dashboard view
- Assignments toolbar
- Why am I unable to share, message users, or delete?
- How can I view information by user, not by assignments
- Individual assignment cards
- Unassigning documents
- Reassign documents
- Changing an assignment from static to dynamic
- Changing an assignment from dynamic to static
- How do I edit the inclusion criteria in dynamic assignments?
- How do I view or modify review criteria?
- A user is assigned documents they can no longer access, what do I do?
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.
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
- criteria buttons
Assignments toolbar
The assignments toolbar at the top of the page has a variety of helpful action buttons.
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). Assignment groups are denoted as either dynamic or static next to the assignment group name.
Documents reviewed menu
The document's reviewed menu button allows you to view documents from your assignment group in a results table based on review status. By default, clicking this button will bring up all the reviewed documents in a results table. To pull up a different set of documents, select the menu's caret button, and select one of the following options: View unreviewed documents, View reviewed by unassigned documents, View all documents.
Self-assign button
The Self-Assign button allows you to select which, if any, reviewers can self-assign documents from the pool of unassigned documents.
To view current self-assign permissions or to add permissions, click Self-Assign. A dialog appears with a list of users. To check any existing permissions, click view all users who can currently self assign 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 select Submit.
Default review window layout icon
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 will automatically be loaded for all current and future assignments in this assignment group.
A user with Create or Admin permissions on assignment groups can set any layout that they have access to as the default layout for this assignment group from the assignment group page.
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.
Batch Size button
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:
- Select Batch Size.
This opens the Update batch size dialog. - In the input box, enter the number of documents you want reviewers to receive when they checkout a new batch from the assignment.
- Select Update.
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. To share the assignment group:
- Select Share.
This opens the Share dialog. - 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 group, or also have allocation, sharing, and deleting permissions as well. To view existing permissions for the dashboard view, select View/Edit existing permissions.
- [Optional] Enter a message to your recipients.
- 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.
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.
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, Josh Buckler has been assigned 25 documents, and he has reviewed 0% of them. There are also 27 documents that are unassigned. If documents meet the review criteria and are considered “reviewed,” they will not be assigned out for review. Keep in mind that only unreviewed, unassigned documents can be assigned out from here.
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 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.
To share an assignment, click on the three-dot menu icon on the reviewer's card and select Share. In the dialog, select the users or groups of users you would like to share the assignment 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, select View/Edit existing permissions.
\
Unassigning documents
To unassign documents from a user:
- Click on the 3-dot menu button on the appropriate batch card.
- Select Unassign.
A task will run in the background to unassign the documents. Wait for the dashboard to refresh to see the updated cards
Reassign documents
To reassign documents from one user to another:
- Click the menu icon on the batch card of the user you wish to reassign documents from
- Select the reassign option. Note that only currently unreviewed documents from the selected batch will be reassigned.
- Specify which reviewer or reviewers you would like to reassign documents to
- 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.
- Click Assign, and a task will run 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.
Note that you cannot reassign documents already in an assignment group via the results table. If you try to assign a document set from the results table to an assignment group that already contains those documents, you will see a warning message indicating that: “This assignment was created, but not all users were assigned documents because of a mismatch between the target allocations and number of available documents."
Changing an assignment group from static to dynamic
Learn more about dynamic vs. static assignment groups at our Introduction to Assignments article.
Assignment groups will be labeled static or dynamic next to the assignment group name.
Additionally, for static assignment groups, the "inclusion criteria" button in the top right-hand corner will be white, whereas for dynamic assignment groups, the "inclusion criteria" button will be blue.
Select Inclusion Criteria to change an assignment group from static to dynamic. When the popup menu appears, create your inclusion criteria and select Enable. A task will run in the background. When it has completed, the Inclusion criteria button will turn from white to 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.
Changing an assignment group from dynamic to static
For a definition of dynamic vs. static assignment groups, visit Introduction to Assignments.
Dynamic assignment groups are labeled dynamic next to the assignment group name and have a blue Inclusion Criteria button.
If you want to switch a dynamic assignment group to a static one, select Inclusion Criteria to open the inclusion criteria dialog, and select static under Type of assignment group. No new documents will be automatically added to the assignment group.
How do I edit the inclusion criteria in dynamic assignment groups
To edit an assignment group's inclusion criteria, select Inclusion Criteria. A dialog will appear where you can edit or add an inclusion criteria. You can then make the appropriate changes in the inclusion criteria builder. Then select 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.
How do I view or modify review criteria?
You can edit the review criteria for any assignment in the assignment group creation wizard. By default, the review criteria is Any Rating, meaning documents that have been rated in any way will be considered reviewed.
To change the assignment criteria after the assignment has been created:
- Open the assignments page.
- Select Review Criteria.
This opens the Review Criteria for assignment group dialog. - Edit the review criteria.
- 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 will be blue, not white.
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, you should add the Viewed search term to your review criteria.
To adjust the default review criteria for all assignments in your project:
- Go to Project Settings > General.
- In the Default Assignment Review Criteria section, select Review Criteria. Here, you can adjust the default review criteria.
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.
0 Comments