Document Review - The basics
Use the Document review workspace to conduct a document review. Upload files, remove exact duplicates, search for relevant documents, review, tag and when you're finished, export a concordance report

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'.


Note: The Document review 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 a status and percentage. When your .PST file has finished unpacking, please refresh the page .


Note: Once your files have been unpacked, you can safely remove the .PST file from your workspace.

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.

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.


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 text field below. Add additional search conditions by clicking 'Add another condition'.


Here is a list of the search conditions available to you:
Matching any of these conditions
Matching all of these conditions
Not matching all of these conditions
Not matching condition
Containing word
Having searchable text?
With reference number
Containing word in a specific field
Not containing word
Containing phrase
Containing phrase in a specific field
Dated on or after
Dated on or before
Dated between
Having a defined date?
Having extension
Of file type
With ID
Within folder
Within folder or any of its subfolders
Tagged as
Tagged as not
Is file corrupted?
Is file password-protected?
Matching saved search

Next, click 'Search'.


When the system has finished searching your documents, it will display all the documents matching your search criteria in the 'Search Results'. 'Search Statistics' and 'Match Breakdown' are displayed on the right-side panel. You can open these documents by clicking the document titles in your 'Search Results'.


Next, click 'Tag these Results'.


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.


Setup coding fields
Next, create a customised set of fields to tag and 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' tag 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).

Export a production
When you've finished tagging and classifying your documents, you can send a particular selection of documents and metadata to the other side. Create and download a concordance-compatible production.

Right-click on a tag folder in the folder tree and select 'Export' and then 'Concordance Report'.


Next, set up labels and field names to appear on your report, then click 'Export'.


The system will build your production and when it is ready, tick 'Download the report' and then click 'Download Report'.
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