Use the Litigation Workspace to conduct a document review. Upload files, remove exact duplicates, search for relevant documents, review, tag and when you're finished, export a production export.

Upload
To begin, upload some files. You can upload and unpack large data sets such as .PST, MSG, EML or ZIP files. Click 'Add Files' to add individual files or click 'Add Folders' to add entire folders into your workspace. Safelink supports all file types.


Select the file(s) or folder(s) you would like to upload and click 'Open'.


Your file upload progress will be indicated by a progress bar.


Note: The Litigation workspace can handle any file type, however we have created a special workflow for .PST files. We'll upload and unpack a .PST file.

When your files have finished uploading, click 'unpack'.


The system will unpack your .PST file, its progress will be indicated by processing donut, status and percentage. Hover your mouse over the processing donut to view its status. When your .PST file has finished unpacking, please refresh the page .


The system will continue to process the contents of your files.


Once your files have been unpacked and fully processed, you can safely remove the .PST file from your workspace. This may take a moment, so please make sure no processing donuts are present on your .PST file before removing it. Tick the box next to your .PST file and then click the rubbish bin icon to remove it.


Duplicate detection, marking, and removal
A Workspace Admin can prompt the system to automatically identify and mark duplicate documents. These duplicate document titles will be struck-through and automatically skipped during the classification process. You also have the option to hide duplicate documents.

Click 'Manage Workspace'.


Next, click 'Duplicate Docs'.


Click 'Mark all as Exact Duplicates' to mark all identical documents.


You will be redirected back to the documents area while the system marks all exact duplicate documents in the workspace.


The titles of all exact duplicates will be struck through or hidden depending on your duplicate document setting preferences.


Note: Exact duplicates are documents that share the same MD5 checksum. It is possible for two documents to have the same text, but have a different MD5 checksum.

Return to the manage duplicates screen to view your duplicate document statistics.


Search and tag documents for review.
You can use the Search Wizard to search for documents by keywords in your workspace. You can build a search string and add more search conditions depending on how specific you would like your results to be.

Click 'Search'.


Enter your query into the 'Document Search Wizard' text field below. Add additional search conditions by clicking 'Add another condition'.


Click here to view a list of the search conditions available to you.

Next, click 'Search'.


The system will search your workspace and find documents matching your search parameters. 'Search Statistics' and 'Match Breakdown' are displayed on the panel to the right. You can view a document by clicking the document titles in your 'Search Results'.


Next, click 'Tag these Results' on the 'Actions' menu to the right.


Enter a tag name, hit enter on your keyboard and then click 'Add Tags'.


In the Documents Area, click 'Tags' on the folder tree, then click 'Review 1' to view all the files you have just tagged.


'Review 1' has been applied to your search results.


Mark and Add Metadata to your documents
Next, create a customised set of fields add metadata to documents for classification. The document coding app must be enabled in order for this to work.

To turn on the document coding app, click 'Manage Workspace' to view your workspace settings.


Scroll down and tick the box next to 'Document Coding'.


Then, scroll to the bottom and click 'Save'.


The system will direct you back to your workspace's homepage. Next, click 'Manage Workspace'.


Then click 'Metadata'.


On the classification setup screen, you can add a new field or edit an existing field. Click 'Add a New Field'.


Enter a 'Field Name'.


Next, select a 'Field Type'. There are four different types of fields you can create. The fields you create will appear on the panel to the left of your document in the Document View.


Yes/No - [Tag] Creates a tick box to confirm or negate your tag entry. If your entry is ticked, the system will add this tag to your document in the Documents Area.
Text - [Field] Creates a text field on the left panel in the Document View.
Date - [Field] Creates a date field on the left panel in the Document View.
Number - [Field] Creates a number field on the left panel in the Document View.

Tick 'Show this field in reports'.


Click 'Create' to create your custom field.


Follow the process outlined above to create more fields.


Review and Classify Documents
Next we'll begin the document review! We'll open and classify the set of documents we tagged 'Review 1'.

Click 'Documents' to return to the Documents area.


Click, 'Review 1' in your tags folder.


Click on the first document to start the classification process.


Notice, your new classification fields are now present on the panel to the left.


Classify and add the appropriate metadata to this document, then choose where you would like to 'Move on to next'. The following options are available to you:


Next document, skipping fully classified documents - A document is considered fully classified if all metadata fields contain data. This will bring you to the next document that has not been classified or is partially classified.
Next document, skipping partially classified documents - A document is considered partially classified if not all metadata fields contain data.
Next document - This will take you to the next document in the Documents Area.

Click 'Save & Move On' in the classification panel. You can click 'Stop' to pause your document review at any time. Review each document and add the appropriate metadata to your document fields. When you have finished reviewing this set of documents the system will direct you to the documents screen.

Note: The choice you make in the 'Move on to next' box is selecting documents on that basis. The system also considers which documents you have already viewed and classified. E.g. If you started classifying in the middle of a folder, it will move on to the next document in a consistent way. It also takes into account documents viewed and classified by other users (which is enabled during the multi-user review capability).

Document Review - Export Production
Once you have finished your document review, you can produce a production to send to the other side.

Right-click a folder containing the files you would like to export. Select 'Export' and then 'Concordance Report'.


This is the 'Export for Production screen'. The folder you are exporting will be displayed here.


Which columns would you like to include in the index?

Next, add some column headers to your production. The column headers you select will determine what data is shown in your production. You can export more columns by clicking 'Add another column'. You can view all possible column headers here.


You can re-name the column in your production by entering a value in the field below. If you leave an entry blank, the default column name will be used.


We have created a sample set of column headers below.


In which format would you like to export the documents?

Select which format would you like to export your files. Emails, spreadsheets and other workspace documents have five export options. Encrypted documents can only be exported as native.

Emails, Spreadsheets, Other documents

Native if possible, with fallback to PDF - The system will export your file in its original format, or the format in which it was uploaded. If the system cannot export your file in its original format, it will be exported as a PDF.
PDF if possible, with fallback to native - The system will export your files as PDF documents. If the system cannot export your file as a PDF, it will be exported in its original format.
Native and PDF, if possible - When applicable, the system will export both, the native file and a PDF version of your workspace files.
Native only - The system will export your file in its original format (the format in which it was uploaded).
PDF only - The system will export your files as PDF documents.

Encrypted documents

Native only - The system will export your file in its original format (the format in which it was uploaded).

Export Options
Tick 'Apply redactions' to apply any redactions you or your team has made to your documents.


Select any documents or sub-folders you do not want to export, but do want to include in the index.


Next, select the system behaviour when exporting a document or email that has attachments.


Lastly, click 'export'.


Export a Production
Once you have finished your document review, you can produce a production to send to the other side.

Right-click a folder containing the files you would like to export. Select 'Export' and then 'Concordance Report'.


This is the 'Export for Production screen'. The folder you are exporting will be displayed here.


Which columns would you like to include in the index?
Next, add some column headers to your production. The column headers you select will determine what data is shown in your production. You can export more columns by clicking 'Add another column'. You can view all possible column headers here.


You can re-name the column in your production by entering a value in the field below. If you leave an entry blank, the default column name will be used.


We have created a sample set of column headers below.


In which format would you like to export the documents?
Select which format you would like to export your files. Emails, spreadsheets and other workspace documents have five export options. Encrypted documents can only be exported as native.

Emails, Spreadsheets, Other documents

Native if possible, with fallback to PDF - The system will export your files in the format in which they were uploaded. If the system cannot export your files in their original format, they will be exported as PDFs.
PDF if possible, with fallback to native - The system will export your files as PDF documents. If the system cannot export your files as PDFs, your files will be exported in the format in which they were uploaded
Native and PDF, if possible - The system will export both, the files in the format in which they were uploaded and a PDF version of your workspace files.
PDF only - The system will export your files as PDF documents.

Encrypted documents

Native only - The system will export your file in its original format, or the format in which it was uploaded.

Export Options
Tick 'Apply redactions' to export redacted documents in your production.
Documents which include redactions will always be exported as a PDF.


Select any documents you do not want to export, but do want to include in the index.


Next, select system behaviour when exporting a document or email that has attachments.
Only export attachments that explicitly match your selection (eg. tag) - Only export attachments which you have selected and marked.
Export all of your attachments - Export all email attachments.


Lastly, click 'export'.


Production
The system will build your report. When it is finished, tick 'Download the report' to download a copy to your computer, or 'Save the report into the room' and select which folder you would like a copy to be saved. Next click 'Download Report'.


Voila! Here is your production. Click on the .CSV file to view you column headers and corresponding data.


.CSV File


Your production will also include audio files, videos, corrupt files and any unsearchable documents here.


Lastly, here is a set of your documents as either native or PDF files. The document file formats present here will depend on the export settings you selected above.
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