How to Code Documents

This article provides both visual and written instructions for tagging documents.


Video Tutorial

HubSpot Video

Tagging, also known as coding, is how reviewers can efficiently classify documents. Reveal can link tags in the Viewer panel to enable prediction by its AI classification models, set validation rules to assist in quality workflow, and tag related documents together with the current document under review. This article describes the process.

  1. Select an Assignment folder in the ASSIGNMENTS section of the Sidebar. It may have been assigned directly to you by the project administrator, or you may have checked it out from an assignment pool using Manage Assignments in the [...] ASSIGNMENTS option menu. 46 - 01 - Open Assignment Batch-1
  2. Click to open the top document in the Results set from the panel at the right of the Dashboard screen, or click the top document listed in the Grid. 46 - 02 - Select First Batch Document-1
  3. The Viewer will open the document in a separate browser window for review. Note in the figure below that the Tag Profile selected for this document is 1st Level Review Demo. If you have the option to select from among several tag profiles, make sure that the proper tag profile for your level of review is selected. NOTE: Ignore Required Tags is an option for administrators and those who may need to examine documents quickly without the requisite coding; this option will not be available to reviewers unless explicitly assigned.46 - 03 - Coding in Viewer
  4. The document shown discusses the CV of a job applicant, which is not relevant to this review. It has therefore been coded as Not Privileged and Non-Responsive
    1. NOTE that these are radio buttons, which means that the choices under Privileged  are Mutually Exclusive - only one of the choices listed at the top level may be selected. The same is true for the top level of Responsiveness, and any other tags having the round radio button selection.
    2. Multi-select tags are checkboxes. They allow for multiple tags within a category to be applied to a document. In the example above, the Privilege Reason and Tech Issue Reason subfolders are examples of Multi-select tags.
    3. Tree tags are checkboxes and contain tags at varying levels. They allow for multiple tags within a category to be applied hierarchically across multiple levels. In the example above, a tree version of Privilege Reason could be checked and automatically tag both Attorney/Client and Work Product choices. 
  5. To save the coding (and see any Tag Rule validation messages), click Save or Next Document in the Viewer toolbar. 46 - 04 - Viewer Save or Save and Next

Other Coding Options

  1. Coding Related Documents - There are several categories of documents that may be related to a document under review; choosing Select All in that panel will code all related documents in the listing: 
    46 - 05 - Related Family doc select all
    1. Family Members such as emails and their attachments.
    2. Duplicates referring to exact hash duplicates of electronic documents.
    3. Near Duplicates are documents that are substantially similar (generally evaluated at 80% or greater textual and linguistic resemblance).
    4. Email Threads are conversations including emails, replies, forwards and indirect replies and forward with all attachments.
    5. Custom Relationships may be based on fields added to code in a parallel value, such as CODE_NAME to group all documents related to a certain project. When such fields are coded (see below for coding updatable fields), they can be displayed in the coding pane as well and addressed in the same manner.
    6. When coding related documents, Reveal will ask to confirm before moving on.
  2. Work Folders - A document may be added to a work folder or multiple work folders by checking their boxes, much like Multi-select tags. Work folders are used to group documents interactively for focus by individuals or shared with selected users and teams in either Read/Write or Read-Only mode. Work folders are also used to collect production sets. There is an option to add a work folder on the fly by clicking Add Folder from the option [...] menu to the right of the top level or any folder below (to create a subfolder).
  3. Fields - Metadata should never be edited, but user-updatable fields may be added for coding custom values, including those which may indicate a relationship between documents. In this illustration I have highlighted what a user-updatable field looks like in the Fields pane; note that in reality Author metadata would not be made updatable. 46 - 06 - Work Folders and Field coding

 

Last Updated 9/26/2022