How to Code a Document in the Review Window

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Apply a code or rating to a document

Ratings, codes, and other review product can be applied to a document in the review window. In full screen mode, you can locate and apply codes and ratings in the Codes tab. If you load the Everlaw default layout, the Codes tab will be included.

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There are three sections within the Codes tab by default: Coding Filter, Currently Applied, and Everything Else.

To apply a rating or code, simply click the respective category in Everything Else, then select the rating or code from the dropdown. The code will turn from grey to white, indicating that it has been applied. The code will also appear in the Currently Applied section. The coding/rating decision will be saved when you move on to the next document, close the review window, or completely close out of Everlaw. You can also add the document to a binder by clicking the binder label and selecting one.

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To unapply a code, click it again to turn it from white to grey. You can do this in the Currently Applied section, or in Everything Else.

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If a coding category is grey, that means no code in that category is applied to the document. If a coding category is white, that means at least one code in that category is applied to the document.

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To hide categories that you might not use frequently, click “Show unpinned.” Drag and drop categories that you’d like to unpin to the bottom of the everything else section, below the dashed line. Then, click hide unpinned.

If there are auto-code rules configured on your project, you will see a wand in the top-right corner of the Codes tab.

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Auto-code rules automatically apply codes from certain categories to all documents in a specified context (e.g., exact duplicates, attachment families, email threads, document versions). Clicking on this wand will open a dialog with more information about your project’s auto-code rule settings. To read more about reviewing documents according to auto-code rules, please see this article.

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Using the coding filter

The coding filter allows you to type to apply codes and ratings. Click the coding filter, or press “a” on your keyboard and start typing your desired rating or code. Type any combination of characters into the input box, and the coding filter will display only the labels containing that sequence of characters. To apply, you can hover over the desired label with your mouse and click it to turn it yellow. You can also use the up and down arrow keys on your keyboard, and press enter to apply. You can take the same actions to unapply a code or rating to the document.

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Adding a document to a binder

You can also add the document to a binder, write a note, or create a new binder and add the document to it. Type a sequence of characters into the input box. If you have an existing binder that matches your search, you will see it as part of the filtered results. If you have typed a unique string of text, a new binder label will be automatically created in the binder section with a name corresponding to your input, and the “[new]” tag appended to it. You can unapply any highlighted item by clicking it or pressing enter.

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To learn more about binders, and adding multiple documents to a binder at once, visit this help article. You can learn more about annotating documents in this help article.

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Optimizing the Codes tab

You can customize your Codes tab to optimize review workflow. For example, you can choose to display only the categories you need frequently, or rearrange components within the tab. You can remove any of the three sections previously discussed - the coding filter, currently applied, and everything else - and replace it with other components or add to them.

Click edit layout then click the gear icon. From here, you can drag individual coding categories into your tab. For example, let’s say you typically only use two coding categories, Accounting and Confidentiality, as well as binders. You can drag and drop those individual components in and remove “Everything else” by clicking the red x next to its name.

When you’re done, click the gear icon again, or click Back to Tab Layout, then click Done Editing. Your coding categories will exist as separate components in your Codes tab.

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If you close the review window and open it again, the most previously viewed layout will load. Remember, you can always save your current layout by clicking Save/Load at the bottom of the panel.

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Coding presets

To speed up your review, you can create coding presets. Presets are custom hotkeys (and keyboard shortcuts) that you can use to quickly apply review product. You can view, edit, and share coding presets from the Coding Preset tab in your full screen panel.

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Each user can create up to nine presets. By default, preset 1 is set to the Cold rating. By pressing “1” on your keyboard, or clicking the associated button in the Coding Presets tab, the Cold rating will be applied. Pressing “shift+1” on your keyboard will rate the document Cold, and then navigate you to the next document.

To edit or create a preset, click on the pencil icon then select the number you’d like to edit. If you choose a slot with an existing preset you'll be editing that existing preset. Once you've selected your slot, choose which codes, ratings, binders, or notes to associate with your preset. By clicking a label once, you will turn it green indicating that it will be added to the document. If you wish to remove a code, rating, or binder as part of your preset, click twice on a label. A red outline will appear, indicating that the label will be removed when the preset is applied. If you include a code from a mutually exclusive category to your preset, the other codes will be automatically removed from the document when that preset is applied. 

When you’re done creating your preset, name it and then click Save.

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To share a preset, click on the share icon in the Coding Presets tab. Choose which preset you wish to share. Empty presets will be greyed out. Then, select who you wish to share the preset with. You can share with entire groups of users or individual users on your project. Type in an optional message then click send.

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The recipients will receive your message in project messages with the preset attached. Recipients will have the option to choose which numbered slot they want the preset to go in.

 

Presets generally do not remove labels from documents. Instead, labels contained in a preset are added to the document without overriding any pre-existing labels. The only exceptions to this rule are for (i) explicitly subtractive labels included in a preset, and (ii) labels in the preset that come from mutually-exclusive categories.

For example, imagine that you are planning to apply a preset to a document that is:

  • Rated “Warm” (this rating is a mutually exclusive category)
  • Coded “Accounting: Fraud”
  • Coded “Government: Internal” (the “Government” category is mutually exclusive)
  • Coded “Region: Midwest”
  • In the “Second Look” binder

The preset you apply has the following labels:

  • “Hot” rating
  • “Accounting: Liabilities” code
  • “Region: Northeast” code
  • “Region: Midwest” subtractive code
  • "Government: External" code

After the preset is applied, the document will have the following labels applied to it:

  • “Hot” rating
  • “Accounting: Fraud” and Accounting: “Liabilities”
  • “Region: Northeast”
  • “Second Look” binder
  • "Government: External"

Notice how “Accounting: Liabilities” was not removed even though “Accounting: Fraud” was added.  Also notice that the only labels that were removed were ones that were either mutually exclusive (ie - you can’t have more than one “mutually exclusive label” in your code) or subtractive.

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Code as previous

Aside from presets, you also have access to the “code as previous” icon, which will apply the label(s) of the last document you viewed to the document you are currently viewing. Just like the preset slots, hovering over the Code as Previous icon (P) will display the associated labels. 

You can also edit the Code as Previous behavior by clicking the pencil icon, then selecting the P icon. Changes you make to Code as Previous behavior are user specific, and the behavior will apply to all documents in that project until you adjust it.

You can adjust the Source and the Rating Mode for Code as Previous.

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Source allows you to determine how you’d like Code as Previous to be defined. State of Last Viewed means the preset will reflect the document you most recently viewed, regardless of when it was modified. State of Last Modified means the preset will code the document you most recently modified, regardless of when it was viewed. Changes Only means that the preset will code only the most recent changes from the document most recently modified. For example, if your document has Code A and Code B already applied, and you add Code C then move to another document, then selecting Code as Previous with the Changes Only setting will only add Code C to your second document. 

Rating Mode allows you to specify how Code as Previous will affect your document’s rating. Apply Rating means that the previous document’s rating will always be applied. Apply Rating to Unrated means that the previous document’s rating will only be applied if the current document is unrated. Never Apply Rating will never apply the previous document’s rating.

 

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Coding in Classic mode

You know that you're using Classic mode if your coding panel is at the bottom of your screen instead of the right. In Classic mode, the coding panel exists in two states: collapsed and expanded.

Collapsed Coding Panel

By default, the coding panel is collapsed. While collapsed, the panel shows the current coding status of the document. You can see the current rating applied to the document, along with the total number of applied codes within particular categories, the total number of binders the document is part of, and the total number of individuals who have viewed the document.

To see more information (ie. the exact codes applied, the names of the binders, etc.) hover over the category. A panel will appear where you can select and deselect codes and binders. Labels with white backgrounds are applied to the document; labels with gray backgrounds are not.  

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If the document is unrated/uncoded, the collapsed coding panel will display recommended coding categories, and/or any pinned coding categories that you have pinned in the expanded coding panel. 

Expanded Coding Panel

To expand the coding panel to see all available rating, coding, and binder labels, click the caret icon in the center of collapsed coding panel, or press the spacebar on your keyboard.

Codes or ratings currently applied to the document will have white backgrounds; ones not currently applied to the document will have gray backgrounds.

To add a code or rating to a document:  

  • Click on a code or rating
  • Codes and ratings will turn white to indicate they have been applied
  • They will also have dashed outline to indicate it has been changed in this viewing session

To remove a code or rating from a document:

  • Click on an applied code or rating (white with dashed outline)
  • Codes and ratings will turn grey to indicate they have been removed
  • They will also have a dashed outline to indicate it has been changed in this viewing session

You can also create a new binder from the coding panel. Simply input the name of the binder in the “Add a new binder” label. Finally, user fields created by your administrator will appear in the coding panel. You can click them to apply, and then edit the fields as necessary in the next step. 

To pin a category to the collapsed coding panel, hover your mouse to the left of the category. You will see a light grey pin icon appear. Click the icon to turn the pin from light grey to dark grey. That category will be moved to the top of the panel (with the exception of “rating” which will always appear at the top).  Subsequently pinned categories will fall beneath previously pinned ones.

When collapsing the panel, you will now be able to view your pinned categories. These categories will stay pinned within your project.

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Filtering labels

You can filter the labels in the coding panel by keyword. This can make it easier to quickly locate the appropriate label(s). Input characters into the filter box in the upper left, and the labels will filter accordingly.

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You can also use the coding filter in the bottom left of the screen by clicking it or pressing "a" on your keyboard. The functionality is the same as it is in full screen mode



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