Table of Contents
- Accessing assignment groups
- Creating assignment groups
- Important note on dynamic assignment groups
On Everlaw, individual assignments are organized into assignment groups. Assignment groups make it easy to assign and administer multiple batches of documents (i.e., assignments) at once.
For example, your review team may want to perform a first pass review of documents in your project, and then follow up with a second pass review of those documents. If so, you could create two assignment groups on your project: a First Pass Review group and a Second Pass Review group. Each assignment group (i.e., First Pass Review and Second Pass Review) might have multiple batches of documents (i.e., assignments) that are assigned to different users on your project. The administrator of each assignment group administers all assignments in that group (e.g., sets batch size, assigns specific users, determines review criteria).
Accessing assignment groups
While all users can receive individual assignments, only those with the proper permissions can access assignments groups (i.e., the administrative dashboard controlling multiple assignments). You can read more about configuring feature permissions here. Below are the necessary permissions for accessing assignment groups:
- Receive Assignment Groups: Other users can share assignment groups with you, with either View or Allocate, Share, and Delete permissions on the specific assignment group.
- Create Assignment Groups: You can create and administer your own assignment groups. Others can also share assignment groups with you.
- Admin Assignment Groups: You can view and administer all assignment groups on the project.
Creating assignment groups
You can create assignment groups from the homepage or from any results table. On the homepage, there are fewer search criteria available than the regular search query builder. If you need to use a wider set of search terms to capture the documents you want to include in an assignment, you can use the search page and then assign from the results table. You might also want to assign from the results table if you want to add documents to existing assignments. You can only create new assignments from the homepage.
NOTE: If you choose the latter, make sure not to include time parameters in your search. These will alter dynamic assignments that will create unintended changes to the documents in your assignment. For example, if you create an assignment group for “all documents rated ‘hot’ in the last day,” documents rated over 24 hours ago from the current hour will be automatically removed. This is undesired behavior if you want all hot documents to be included in the assignment group.
Creating assignments from the results table
You can create an assignment group out of documents retrieved via a search:
- Build your search (click here to learn how to build searches)
- Go to the associated results table. Click "Batch" on the results table toolbar, and then choose "Assign."
- A wizard will walk you through the creation of an assignment
Creating assignments from the homepage
To create assignments from the homepage, click the plus icon next to the Assignments header. If you don’t have any assignments for which you can self-assign documents, a query builder dialogue box will automatically appear. If you do have the option to self-assign documents, a menu will appear.
Select the “create new” option to bring up the query builder dialogue box. Using this box, you can create a search to capture a set of documents to assign. Note that fewer search terms are available in this dialogue compared to the search page. To create an assignment from documents derived from search terms that are unavailable in the assignments wizard, go to any results table (from a search, binder, etc). Click Batch, then select Assign from the dropdown menu.
Assignment groups step-by-step
Whether you created an assignment group from the results table or from the home page, you will be directed to the same assignment creation wizard. There are five steps to complete.
First, you must establish your inclusion criteria. Inclusion criteria determines what documents will be included in your assignment group. Notice that when adding a new assignment from the homepage, the search query builder is modified to include fewer search terms than the regular search query builder.
Next, you have the option of adding documents to an existing assignment group, or creating a new assignment group. To add documents to an existing assignment group, select the assignment name from the drop-down list. To create a new assignment group, type the desired name into the input box. You can also use the input box as a text filter to find existing assignment groups by name.
Next, you can choose which reviewers you wish to assign documents to. Select users by clicking on their names in the drop-down list, or filter the list by typing a string into the input box. All selected users will be highlighted in yellow. You can also choose to skip this step, and leave all the documents unassigned within the assignment group.
To see how document access management may affect assigning documents to users, please visit this help article.
Next, you need to decide between the following:
- Allocate the assigned documents by percent of page count. Note that Everlaw will adjust the document allocation to ensure that documents stay whole.
- Allocate by total number of documents
You must also decide whether or not the assignment is a dynamic or static assignment (click here to learn about dynamic vs static assignments). If you have a dynamic assignment group, the search criteria you used to pull up the set of documents will be called your “inclusion criteria” for that assignment group. If your inclusion criteria for a dynamic assignment group includes inclusion in a binder and you intend to give reviewers the ability to self-assign documents, the relevant binder will need to be shared with the reviewers. Otherwise, reviewers will not be able to assign themselves documents. If you are choosing a static assignment group, or do not intend to allow reviewers to self-assign documents, you do not need to share any binder that is part of the assignment's inclusion criteria.
The inclusion criteria can be changed later from the assignment admin dashboard.
Note: if you are adding to an existing assignment, you cannot change the assignment type from static to dynamic, or vice versa. Additionally, if you are creating a new assignment group from the results table and add some, but not all, of the documents in the results table to the assignment, you will not be able to choose between static and dynamic. Your new assignment will be a static assignment.
Step 5a: Assign by pages
If you choose the “page” option, you can then determine how you want to allocate the assigned documents as a percentage of the total page count. By default, the pages are allocated evenly among the chosen reviewers, but you can input an arbitrary percentage for each respective reviewer.
If you want to keep a percentage of the pages unassigned, allocate the percentages such that the total assigned to reviewers is under 100%. The remaining pages will be unassigned. If you want to allow the reviewers to self-assign documents from the unassigned pool, check the self-assign box at the bottom.
If the assignment group does not have a default batch size, you can set one. This determines how many documents you want a reviewer to receive each time they self-assign documents. Leaving the batch size box blank gives reviewers the option to set their own batch size when self-assigning. Self-assigning can help you automate review workflows because reviewers do not need to rely on you for document assignment.
On the user table in the allocation tab you are also provided with high level information about a given user’s progress through any and all of their existing assignments. Hovering over the progress badge will provide more information, such as the total number of individual assignments the reviewer has, and the total number of documents they’ve reviewed out of the total assigned to them.
Step 5b: Assign by document
The options for assigning by document are very similar, except that in the last step instead of allocating percentages, you can assign an exact number of documents for each reviewer.
Once you click “assign” a task will run in the background, and a notification will appear once the document group has been created, and/or the documents have been successfully assigned. The appropriate cards will be added to the home page and shared via Message Center.
Respecting document groups and sort order when assigning documents
Note that the allocation of documents will respect document family relationships reflected in a grouped results table, as well as sort order. For example, if you want the allocation of documents to respect attachment families and be sorted by Date Sent, group the results table by “attachments” and sort by Date Sent before creating an assignment group (click here to learn about grouping). Group and sort order will be respected upon reassignment, as well.
As an additional note, if you group or sort documents by Order A when initially creating your assignment group, any documents that are later added to that assignment group’s unassigned document pool will follow Order A when they are eventually assigned to a user. This is true even if those documents were grouped or sorted by Order B before being added to the unassigned document pool. If, however, the additional documents are assigned to a user directly (rather than first being added to the unassigned document pool), the documents will follow Order B.
Important note on dynamic assignment groups
Dynamic assignment groups allow you to specify an inclusion criteria. As review progresses, all documents matching that criteria will be automatically added to the assignment group.
When choosing to create a dynamic assignment group, any unassigned document that no longer matches the inclusion criteria will disappear from the assignment group. If you want all the documents matching your inclusion criteria at the time of the assignment group creation to be reviewed, you should assign out all the documents during this step as a precaution.