Batch Review Sets in GoldFynch

GoldFynch lets you set up Batch Reviews to divide or outsource a subset of documents from a case to be reviewed. 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 similar to navigation contexts but in a more permanent manner

Batch reviews can be set up from the Review-sets view using either tags or saved searches, or directly from navigation contexts in the document viewer

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

Step 1. Click on the Review-sets button in the left navigation pane

Go to the review set page

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

Create new review set

Step 3. Select the By Saved Search option to build the batch review set

Setup a batch review

Step 4. Select a saved search from the drop-down list

Select a saved search

Step 5. Check the Yes, expand families checkbox if you would like to include child files in a file's family where present. The child files will be listed immediately after the parent file in the system hierarchy. An attachment to an email is an example of a child file.

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

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

Note: GoldFynch lets you evenly break your list of files across multiple review sets if you wish to. This has been described in detail later on in this document.

Step 8. Enter a name for the review set

Step 9. Click on the Create button

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

Create a Batch Review Set (Using Tags)

Alternatively, you can create a batch review set using Tags. The process is the same as described above in the Create a Batch Review Set (Using a Saved Search) section. The main differences are:

In Step 3, select the By Tag option to build the batch review set

Create a review set using tags

In Step 4, select the tag you would like to create the review set for

Choose a tag for the review set

Note: Hidden tags can also be used to create a review set

Creating multiple review sets for large document sets

When you have a 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. We will use an example to understand the process of creating multiple review sets.

Example: Create a set of 3 review sets for a document set of 1366 files

Execute Steps 1 - 6 of the Create a Batch Review Set (Using a Saved Search) section

Step 7. Set the maximum size of the review set to 500 files. For the example given above, the system will create 3 review sets, two of 456 files and one of 455.

Creating a multi part review set

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

Step 9. Click on the Create button to create the multiple review sets

The multiple review sets will be added to the review set listing

Mulitple Review set listing

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 3 Multi Batch Review {}
Multi Batch Review 1 of 3, Multi Batch Review 2 of 3, Multi Batch Review 3 of 3 Multi Batch Review {} of {}
Multi Batch Review 1/3, Multi Batch Review 2/3, Multi Batch Review 3/3 Multi Batch Review {}/{}

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

Create a review set from a navigation context

To preserve a navigation context or if you have more than 1000 files in your navigation context you can create a review set from it. Follow the steps below to do so:

1. Click on the review set icon at the top of the navigation context panel

Click on review set icon

Alternatively, if the navigation context has more than 1000 files then a warning message will be displayed at the top of the navigation context panel along with a Create review set button. You can click on that to create a review set

Click on prompt in warning message to create a review set

2. (Optional) Check the Yes, expand families checkbox if you would like to include the file families. By default, this is checked

Enter a name for the review set

3. (Optional) Choose the sort order for the review set from the drop-down. By default, this is set as Alphabetically by folder and filename

4. (Optional) Choose the maximum size for the review set

5. Enter a name for the review set

6. Click on the Create button

Once the review set is created the source navigation context will be removed from the navigation context panel of the document viewer.

Note: All container files(ZIPs, PSTs, etc.) will be excluded from the review set

Accessing Review Sets

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

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

Select review set to step through

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

Open review set from the document viewer

Managing Review Sets

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

Managing a review set

Using Review Sets

When you access a review set the document viewer will be displayed with the most-recently reviewed document in the review set. The left panel of the document viewer that usually displays the Navigation Context will now display the open review set and will provide the following information:

You can use the backward (<-) and forward (->) arrows found at the top of the file listing in the left pane to step through the documents in the review set.

Using the document viewer for reviews

Once all the documents in the review set have been reviewed, the Finish this review button will become available at the top of the review set panel. Click on this to mark the last item as reviewed, set the coverage to 100%, and close the review set.

Finish this review

Note: To change the index option just click on the Gear icon in the top-right corner of the review panel

View and change index option

Reviewing File Families

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

Review sets with expanded families

For review sets where the file families have been expanded the system displays the hierarchy of files in the batch and puts the child files immediately below the parent file. This file organization 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 them. The left panel in the image below shows what the breakdown will look like.

Navigation for review set with child files

Some points to take note of while navigating a review set: