How to Create & Manage Assignments

This article provides both visual and written instructions for assigning review documents for a project.

Video Tutorial

HubSpot Video

Assigning documents is the practice of dividing up sets of documents to be reviewed by multiple users in a controlled manner. Commonly referred to as batching, it is managed in Reveal with the Assignments feature available to project managers having administrator or client administrator permissions.

Users can check out assignments from a Pool or Team by clicking the Sidebar Assignments folder options [...] menu to open Manage Assignments. Assignments directed to a User appear directly under Assignments.

05 - 00 - Manage Assignments item

Managing Assignments

  1. On the Grid tab toolbar, open the Assign item to manage the batching of documents and the assignment of foldered batches to users and teams. A Reveal administrator can select project documents to assign from any document list, search results or work folder. 05 - 01 - Open Assign-1
  2. Documents is the first tab, where source and type of assignment are specified.
    1. SourceSelect either All documents in results list or Random from all documents in results list. If documents are checked in the Grid results list, the Selected documents will be a third option. Choosing Random... will change the values available under Number to Assign, while Selected documents will remove that and the Count Documents selections altogether.  05 - 03 - Assign Documents selected-1
    2. Number to Assign will be affected by the Source selection.
      1. Count will take a number of documents specified in Count Documents below to be assigned from an All... or Random... Source.
      2. Percent will take a number of documents specified in the renamed Percent Documents below to be assigned from an All... or Random... Source.
      3. Confidence Level will become an option if Random... Source is selected, and will allow the project manager to specify Level% and Margin of Error assessed by Reveal's AI analysis of potential relevance. 05 - 02 - Assign Documents Random - confidence-1
  3. Folders tab controls the specification of containers for the assignments. 05 - 04 - Assign Folders-1
    1. Create New Folder is selected by default to create a New Assignment folder series (to be named below).
    2. New Folder Name is where a New folder name prefix is entered. In naming a new assignment folder, consider that the name will be concatenated with a subfolder sequence number, so ideally this should be brief; for example, 2ndLevel folder assignments will be named 2ndLevel001, 2ndLevel002, etc.
    3. Document Limit Per Folder specifies the assignment folder size, absent consideration of related documents.
    4. Keep related documents together within batch folder is a checkbox which if selected allows selection of one of the following, with specification of Max Additional Documents that can be added to a batch by relationship:
      1. Families - Generally parent and child documents, such as emails and attachments.
      2. Email Threads - Includes all messages, replies, forwards and their attachments within an email conversation.
      3. Custom Relationships - Enables the specification of a custom relationship field in the project, to be selected from a list box that appears under this item if chosen.
  4. Users tab is where delegation of the assignment to reviewers takes place. 05 - 05 - Assign Users - Team-Pool-1
    1. Assign to offers choices of
      1. Pool as a general location for reviewers to interactively draw assignment folders.
      2. Team assigns the folders to members of a team as available to check out.
      3. Users allows the specification of individual users for an assignment.
    2. Team Name (opened by selection of either Pool or Team above) contains a list of teams in the project to be specified. 
    3. If Users is selected, a two-column panel opens for filtering and selection of Users.  05 - 06 - Assign Users - Users-1 
      1. The checkbox selects/deselects all users.
      2. The User Name column and the Teams column each contain a filtering header which includes the following elements: 05 - 07 - Assign Users - Users (select with filters)-1
        1. a box where an example may be entered;
        2. a filter for Contains / Does not contain; and
        3. a button to clear the filter.
      3. The panel may have multiple pages, with the number of entries per page configurable.
  5. Sort specifies the order in which the assigned documents will be organized. 05 - 08 - Assign - Sort-1
    1. In the Add Field to Sorting Logic column, all fields in the currently active field profile are presented alphabetically, each with a 6-dot grab handle to drag and drop to the Sort-By Fields column to the right. A Quick Search box may be used to quickly filter the list to a desired field. 05 - 09 - Assign - Sort add field-1
    2. The Sort-By Fields column contains the field order specified for the assignment's documents.
      1. The buttons between the columns may be used to move selected choices
        1. Up in the Sort-By Fields,
        2. Down in the Sort-By Fields,
        3. Into in the Sort-By Fields,
        4. Out of the Sort-By Fields, or
        5. Clear the Sort-By Fields.
      2. Each entry has a 6-dot grab handle to drag and drop the field up or down, or out of the Sort-By Fields column.
      3. Each entry has a Sort by Ascending Order number entry that can be changed to specify a primary or secondary or tertiary sort where there may be multiple fields specified.
      4. Quick Search box may be used to quickly filter the list to a desired field. 05 - 09a - Assign - Sort Spec done
  6. Other is where -- 
    05 - 10 - Assign - Other-1
    1. the Tag Profile to be used for the assignment is selected, and
    2. the Job Name (optional but recommended) for processing the assignment foldering process (and optionally a Description of the assignment job) is specified. 
    3. Once these parameters are supplied, the SUBMIT button becomes available.
  7. When all configuration is complete, click SUBMIT. If a warning condition is encountered, you will be advised and prompted to confirm. 05 - 11 - Assign - Confirm (warning)
  8. You will be prompted to Confirm the assignment. 
    05 - 11a - Assign - Confirm
  9. When the assignment foldering job is complete, the assignment folders will be available for checkout by the assigned Teams or Users under Manage Assignments (for Pool or Team documents) or presented directly under the Sidebar Assignments folder structure if User was selected. Reviewed and Not Reviewed folders are created for each assignment, allowing the reviewer to instantly select that set of documents.
    05 - 12 - Assignments folder-1
  10. Assignments are also visible and may be managed under Admin Views > Assignments. 05 - 13 - Admin Views - Assignments


Last Updated 11/11/2022