GoldFynch lets you set up Batch Reviews to divide or outsource a subset of documents in a case for review. You can keep track of the number of files you and your collaborators have reviewed, or can use it to hand over a portion of the case to an external party like an outsourced managed review service. Batch reviews function similarly to navigational contexts, but in a more permanent manner.

Batch sets can be set up from the "Review-sets" view using either tags or saved searches, or directly from navigation contexts in the document viewer. In this article, we will show you how to directly set up and navigate a review set for batch review.


Note: Prior to creating a batch review set you will either need to do one of the following:


Review Sets in Under 3 Minutes




Create a Batch Review Set (Using a Saved Search or Tag)


Step 1. Click on the Review Set button on the left pane 

Left Navigation Pane - Review set option

Step 2. Click on the Create New Review Set button on the top right corner of the screen


Click on the +Create New Review Set button to create a new review set

Step 3. Select either 'By tag' or 'By Saved Search' option to build the batch review set


Step 4. (Image below) Select a Saved Search or tag from the list that is populated in the drop-down

Step 5. Check the 'Yes, expand families' checkbox if you would like to step through child files in a file's family where present - child files/attachments will be placed immediately after the parent files in the system hierarchy. 

Note: If a tag is being used to create the review set and this option is enabled, this is applied regardless of the tag's default family tagging behavior.


Step 6. Choose a sort order for the review set from the drop-down list

Step 7. Choose the maximum size for the review set. The maximum number of files allowed in a review set is 10000. 


Note: GoldFynch lets you break your list of files across multiple review sets evenly if you wish to. This has been described in detail in the next section


Step 8. Enter a name for the review set

Step 9. Click on the Create button 


Once the review set is saved it will be visible on the Review Set screen.

Creating multiple Review sets for large document sets


In the event that you have a really large set of documents to review the system allows you to create multiple review sets. The process is similar to creating a regular review set except for Steps 7 and 8. To understand the process of creating multiple review sets we will use an example. 


Example - Create a set of 3 review sets for a document set of 1200 documents.


Execute Steps 1 - 6 of the previous section 

Step 7. Set the maximum size for the review set to 500 files. The system will then create 3 reviews of 400 each for our example


Step 8. Enter the name for the review set with {} appended to it. This will allow for the configuration of the part to the name. 


The table below gives you various naming patterns along with how the name should be entered in Step 8


Name for Review Set
Entry in Step 8
Multi Batch Review 1, Multi Batch Review 2, Multi Batch Review 3Multi Batch Review {}
Multi Batch Review 1 of 3, Multi Batch Review 2 of 3, Multi Batch Review 3 of 3Multi Batch Review {} of {}
Multi Batch Review 1/3, Multi Batch Review 2/3, Multi Batch Review 3/3Multi Batch Review {}/{}


Note: In case you do not append the {} to the name entered in Step 8 then the Review set names will be created as Multi Batch Review pt 1 of 3, Multi Batch review pt 2 of 3, etc.



Creating Review Sets from Navigation Contexts


You can now create review sets directly from a navigation context. Click here to learn more about creating review sets directly from navigation contexts opened in the Document Viewer.


Accessing Review Sets


Step 1. Click on the Review Set button in the left navigation panel

Step 2. Click on the Folder icon against the review set that you would like to step through.  You will be taken to your most recently reviewed document.



Alternatively, you can click on the drop-down menu in the top-left of the Document Viewer and select an existing review set from there.

 

Using Review Sets


Review set context panel


The left panel of the document viewer that usually displays the Navigation Contexts will now display the open review set and it provides the following information

  • The name of the open review set
  • The list of documents in the review set with or without indexes (i.e reference numbering of the file's position in the review set). The available indexes are - 
    • Absolute index - This is based on the absolute value of the number of files in the review set
    • Relative index - This is based on the value relative to the file that is currently being viewed
  • The file names that are in bold text indicate that they are yet to be reviewed
  • Navigating to a new file in the review set will count the previously-viewed file as being reviewed, and will incase the "Reviewed" and "Coverage" counts and removing the bold formatting from the file's name
  • The backward (<-)and forward (->) arrows help you to step through the documents that are part of the review set, as do the "Previous Document" and "Next Document" text
  • The number and percentage against "Reviewed" show how many files you have reviewed in this batch
  • The number and percentage against "Coverage" show how many files in this batch have been reviewed in total across all collaborators
  • The Review Set Menu ("..." button) through which you can exit and navigate through the review set, as well as change the numbering system (i.e. its index, as explained above)

In the Review Set Menu ("..." button):


  • First unreviewed - will jump to the first file in the review set that is unreviewed (i.e. first file with bold text in the list)
  • First unreviewed for me - will take you to the first file that you have not viewed in the review set (e.g. if you review files 1-5, someone else reviews files 6-10, and you review files 11-15, this option will take you to file 6)
  • Click on one of the available indexes to switch to it, or "Don't show indexes" to hide the numbers beside each file in the review set


Completing a review set


Once all the documents in a review set have been reviewed the box at the top of the review set panel will turn green.



Some important points on using review sets

  • Progress in a review set will only be tracked when the set is 'active' - i.e. the review set has been opened through the 'Review-sets' view or has been selected from the drop-down list in the Document Viewer. Running a search for a review set and then navigating through the search results will not count those documents as having been reviewed
  • An unreviewed file (name formatted in bold in the review set panel) is marked as reviewed (bold formatting removed) when you navigate away from the file to another file in the review set. This is done by:
    • Using the previous/next arrows
    • Clicking on the Previous Document / Past Document text
    • If you click on a different file from the review set in the review set panel
    • If you use any of the navigation options or the "Exit review set" option from the "..." menu
  • If you open a file in the review set listing in a new tab it will not count as the file having been reviewed for the review set


Reviewing File Families


In case you chose to include file families while creating a review set, the batch will have an indicator next to it when it is displayed in the Review-set view.




The system displays the hierarchy of files in the batch set and puts the child files immediately below its parent file - this means that you can immediately step from a parent file like an email into its attachments without needing to pull up additional windows or create separate review sets for those. The left half of the image below shows how the breakdown would look.



Parent child relationship in the review set



Managing Review Sets


From the review set view, you can view the list of files associated with a review set, rename, and delete it. 



Viewing the files in a review set 


  • Click on the search icon against the review set and you will be taken to the search results page where all the files will be listed


Renaming a review set 


  • Click on the edit icon (the pencil) against the review set you want to rename
  • Enter a new name and click on the -> button


Deleting a review set


  • Click on the delete icon (the trashcan) against the review set you want to delete
  • Click on the edit icon (the pencil)  in the delete confirmation screen overlay


Note: Deleting a review set is permanent action