Summation User Guide - Access Data 2012
Summation User Guide - Access Data 2012
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Legal Information
2012 AccessData Group, LLC All rights reserved. No part of this publication may be reproduced, photocopied, stored on a retrieval system, or transmitted without the express written consent of the publisher. AccessData Group, LLC makes no representations or warranties with respect to the contents or use of this documentation, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, AccessData Group, LLC reserves the right to revise this publication and to make changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes. Further, AccessData Group, LLC makes no representations or warranties with respect to any software, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, AccessData Group, LLC reserves the right to make changes to any and all parts of AccessData software, at any time, without any obligation to notify any person or entity of such changes. You may not export or re-export this product in violation of any applicable laws or regulations including, without limitation, U.S. export regulations or the laws of the country in which you reside.
AccessData Group, LLC. 384 South 400 West Suite 200 Lindon, Utah 84042 U.S.A. www.accessdata.com
A trademark symbol (, , etc.) denotes an AccessData Group, LLC. trademark. With few exceptions, and unless otherwise notated, all third-party product names are spelled and capitalized the same way the owner spells and capitalizes its product name. Third-party trademarks and copyrights are the property of the trademark and copyright holders. AccessData claims no responsibility for the function or performance of third-party products.
Documentation Conventions
In AccessData documentation, a number of text variations are used to indicate meanings or actions. For example, a greater-than symbol (>) is used to separate actions within a step. Where an entry must be typed in
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using the keyboard, the variable data is set apart using [variable_data] format. Steps that require the user to click on a button or icon are indicated by Bolded text. This Italic font indicates a label or non-interactive item in the user interface. A trademark symbol (, , etc.) denotes an AccessData Group, LLC. trademark. Unless otherwise notated, all third-party product names are spelled and capitalized the same way the owner spells and capitalizes its product name. Third-party trademarks and copyrights are the property of the trademark and copyright holders. AccessData claims no responsibility for the function or performance of third-party products.
Registration
The AccessData product registration is done at AccessData after a purchase is made, and before the product is shipped. The licenses are bound to either a USB security device, or a Virtual CmStick, according to your purchase.
Subscriptions
AccessData provides a one-year licensing subscription with all new product purchases. The subscription allows you to access technical support, and to download and install the latest releases for your licensed products during the active license period. Following the initial licensing period, a subscription renewal is required annually for continued support and for updating your products. You can renew your subscriptions through your AccessData Sales Representative. Use License Manager to view your current registration information, to check for product updates and to download the latest product versions, where they are available for download. You can also visit our web site, www.accessdata.com anytime to find the latest releases of our products. For more information, see Managing Licenses in your product manual or on the AccessData website.
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Corporate Sales:
Training:
Accounting:
Technical Support
Free technical support is available on all currently licensed AccessData products. You can contact AccessData Customer and Technical Support in the following ways:
Web Site:
Monday through Friday, 6:00 AM 6:00 PM (PST), except corporate holidays. Monday through Friday by calling 415.659.0105. Between 12am and 4am (PST) Product Support is available only by email at [email protected].
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Contents
Section : AccessData Legal and Contact Information . . . . . . . . . . . . 3 Section : Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
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1.2 Opening the Summation Console . . . 1.3 Introducing the Summation Console . 1.4 Work flows for Administrators . . . . . . 1.5 Management Page . . . . . . . . . . 1.6 About Content in Lists and Grids
1.6.1 Refreshing the Contents in List and Grids 1.6.2 Managing Columns in Lists and Grids . . . 1.6.3 Sorting by Columns . . . . . . . . . . . . . . . 1.6.4 Managing the Grids Pages . . . . . . . . . . 1.6.5 Filtering Content in Lists and Grids . . . . .
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Section 2: Configuring and Managing System Users, Groups, and Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 2.1 About Users . . . . . . . . . . . . . . . . . . . . . . . . . . 30
2.1.1 Users Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30 2.1.2 About Planning User Roles . . . . . . . . . . . . . . . . . . . . . .32 2.1.3 About User Permissions . . . . . . . . . . . . . . . . . . . . . . . .32
2.2.1 Admin Roles Tab . . . . . . . . . . . . . . . 2.2.2 Creating an Admin Role . . . . . . . . . . 2.2.3 Adding Permissions to an Admin Role. 2.2.4 Case-level Permissions . . . . . . . . . .
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2.3.1 Managing the List of Users . . . . . . . . . . . . . . . . . . . . . .37 2.3.2 Adding Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38 2.3.3 Associating Admin Roles to a User . . . . . . . . . . . . . . . . .38
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2.3.4 Disassociating an Admin Role from a User 2.3.5 Editing the Email Address of a User . . . . . 2.3.6 Resetting a Users Password . . . . . . . . . . 2.3.7 Deleting Users . . . . . . . . . . . . . . . . . . . 2.3.8 Deactivating a User . . . . . . . . . . . . . . . . 2.3.9 Activating a User . . . . . . . . . . . . . . . . . . 2.3.10 Associating a Group to a User . . . . . . . . 2.3.11 Disassociating a Group from a User . . . .
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2.4.1 Opening the User Groups Tab . . . . . . . . . 2.4.2 User Groups Tab . . . . . . . . . . . . . . . . . . 2.4.3 Adding Groups . . . . . . . . . . . . . . . . . . . 2.4.4 Deleting Groups . . . . . . . . . . . . . . . . . . 2.4.5 Editing Groups . . . . . . . . . . . . . . . . . . . 2.4.6 Associating Users/Admin Roles to a Group
3.2.1 About Default Case Settings . . . . . . . . . . . . . . . . . 3.2.2 Setting Default Case Settings . . . . . . . . . . . . . . . . 3.2.3 Default Evidence Folder Options . . . . . . . . . . . . . . 3.2.4 Default Evidence Processing Options . . . . . . . . . . . 3.2.5 Evidence Processing and Deduplication Options . . . 3.2.6 About Optical Character Recognition . . . . . . . . . . . 3.2.7 About Indexing for Text Searches of Content of Files .
Section 4: Using the System Console and Logs . . . . . . . . . . . . . . . . 63 4.1 System Console Tab. . . . . . . . . . . . . . . . . . . . . . 63 4.2 Using the System Administration Console . . . . . . . . . . . . . . . .65
4.2.1 Opening the System Administration Console . . . . . . . . . .65 4.2.2 Validating Activate Work Orders . . . . . . . . . . . . . . . . . . .65 4.2.3 Configuring a Work Manager . . . . . . . . . . . . . . . . . . . . .65
4.3.1 About the System Log . . . . . . . . . . . . 4.3.2 System Log Tab . . . . . . . . . . . . . . . . 4.3.3 About the Security Log . . . . . . . . . . . . 4.3.4 Security Log Tab . . . . . . . . . . . . . . . . 4.3.5 Viewing the System Log or Security Log 4.3.6 Clearing the Log . . . . . . . . . . . . . . . . 4.3.7 Exporting the Log . . . . . . . . . . . . . . .
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72
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5.3 Viewing the Case List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77 Section 6: Creating a Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 6.1 Viewing Details About the Case . . . . . . . . . . . . . . . . 79
6.1.1 Case Details Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
Section 7: Setting Case Permissions . . . . . . . . . . . . . . . . . . . . . . . . . 82 7.1 Permissions Tab . . . . . . . . . . . . . . . . . . . . . . . . 82 7.2 Case-level Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84 7.3 Creating a Case Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86
7.3.1 Editing a Case Role . . . . . . . . . . . . . . . . . . . . . . . . . . .87
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Section 8: Managing Custodians . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90 8.1 Custodians Tab . . . . . . . . . . . . . . . . . . . . . . . . 90 8.2 Adding a Custodian to a Case . . . . . . . . . . . . . . . . . . . . . . . .93
8.2.1 Manually Creating Custodians for a Case 8.2.2 Editing a Custodian . . . . . . . . . . . . . . . 8.2.3 Removing a Custodian . . . . . . . . . . . . . 8.2.4 Importing Custodians From a File . . . . . .
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9.2.1 Custom Fields Tab . . . . . 9.2.2 Adding Custom Fields . . . 9.2.3 Editing Custom Fields . . . 9.2.4 Creating Category Values .
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. . . . . . . . . . . . . . . . . . . . . . . . 104 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 . 106 . 106 . 106 . 107 . 108 . 108 . 108 . 110 . 112 . 113 . 113 . 113 . 114 . 114 . 115 . 116 . 116 . 116
9.3.1 Tagging Layout Tab . . . . . . . . . . . . . . . . . . . 9.3.2 Adding a Tagging Layout . . . . . . . . . . . . . . . 9.3.3 Deleting a Tagging Layout . . . . . . . . . . . . . . 9.3.4 Editing a Tagging Layout . . . . . . . . . . . . . . . 9.3.5 Associating Fields to a Tagging Layout . . . . . . 9.3.6 Disassociating Fields from a Tagging Layout . . 9.3.7 Associate User or Group to Tagging Layout . . . 9.3.8 Disassociate User or Group to Tagging Layout .
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9.4.1 Highlight Profiles Tab . . . . . . . . . . 9.4.2 Adding Highlight Profiles . . . . . . . . 9.4.3 Editing Highlight Profiles . . . . . . . . 9.4.4 Deleting Highlight Profiles . . . . . . . 9.4.5 Add Keywords to a Highlight Profile 9.4.6 Associating a Highlight Profile . . . . 9.4.7 Disassociating a Highlight Profile . .
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9.5.1 Redaction Text Tab . . . . . . . . . . 9.5.2 Creating a Redaction Text Profile . 9.5.3 Editing Redaction Text Profiles . . 9.5.4 Deleting Redaction Text Profiles .
Section 10: Monitoring the Work List . . . . . . . . . . . . . . . . . . . . . . . . 10.1 Work List Tab. . . . . . . . . . . . . . . . . . . . . . . . Section 11: Managing Document Groups . . . . . . . . . . . . . . . . . . . . . 11.1 Creating a Document Group During Import . . . . . . . .
Section 12: Managing Transcripts and Exhibits . . . . . . . . . . . . . . . 123 12.1 Creating a Transcript Group . . . . . . . . . . . . . . . . .123
12.1.1 Uploading Transcripts . . . . . . . . . . . . . . . . . . . . . . . . 123 12.1.2 Updating Transcripts . . . . . . . . . . . . . . . . . . . . . . . . 124 12.1.3 Uploading Exhibits . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Section 13: Managing Review Sets . . . . . . . . . . . . . . . . . . . . . . . . . . 13.1 Creating a Review Set . . . . . . . . . . . . . . . . . . . 13.2 Deleting Review Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13.3 Renaming a Review Set. . . . . . . . . . . . . . . . . . . . . . . . . . 13.4 Manage Permissions for Review Sets . . . . . . . . . . . . . . . . Section 14: Managing Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14.1 Managing Labels . . . . . . . . . . . . . . . . . . . . . .
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14.1.1 Creating Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 14.1.2 Deleting Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 14.1.3 Renaming a Label . . . . . . . . . . . . . . . . . . . . . . . . . . 133
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14.2.1 Creating Issues . . . . . . . . . . . 14.2.2 Deleting Issues . . . . . . . . . . . 14.2.3 Renaming Issues . . . . . . . . . . 14.2.4 Managing Issue Permissions . . 14.2.5 Applying Issues to Documents .
Section 15: Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 15.1 Accessing the Reports Tab. . . . . . . . . . . . . . . . . .138
15.1.1 Deduplication Report . . . . . . . . . . . . . . . . . . . . . . . . 138 15.1.2 Data Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 15.1.3 Audit Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
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15.2.1 Image Conversion Exception Report . . . . . . . . . . . . . . 141 15.2.2 Search Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
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Section 16: Importing Data Introduction . . . . . . . . . . . . . . . . . . . . . 16.1 Importing Data . . . . . . . . . . . . . . . . . . . . . . . Section 17: Using the Evidence Wizard . . . . . . . . . . . . . . . . . . . . . . 17.1 About Adding Evidence Items Using the Evidence Wizard.
17.1.1 About Creating Custodians when Adding Evidence Items146 17.1.2 About Using the CSV Import Method for Importing Evidence146 17.1.3 About Using the Immediate Children Method for Importing Evidence148
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Section 18: Using Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18.1 Importing Evidence Using Import. . . . . . . . . . . . . . Section 19: Using Cluster Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . 19.1 Cluster Analysis . . . . . . . . . . . . . . . . . . . . . . Section 20: Editing Evidence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20.1 Editing Evidence Items in the Evidence Tab . . . . . . . . 20.2 Evidence Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Section 21: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 21.1 Introducing the Case Review Page. . . . . . . . . . . . . .161
21.1.1 Accessing Case Review . . . . . . . . . . . . . . . . . . . . . . 163
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21.2 Workflow for Case Reviewers. . . . . . . . . . . . . . . . . . . . . . . 164 Section 22: Customizing the Case Review Layout . . . . . . . . . . . . . 165 22.1 Working with Panels . . . . . . . . . . . . . . . . . . . . .165
22.1.1 Hiding and Showing Panels . . . . 22.1.2 Collapsing and Showing Panels . 22.1.3 Moving Panels . . . . . . . . . . . . 22.1.4 Moving Panels to a New Window
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22.2.1 Resetting Layouts . . . . . . . . . . . 22.2.2 Saving Layouts . . . . . . . . . . . . . 22.2.3 Selecting a Layout . . . . . . . . . . . 22.2.4 Managing Saved Custom Layouts
Section 23: Viewing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170 23.1 Viewing Data in Panels . . . . . . . . . . . . . . . . . . . .170 23.2 The Explore Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171 23.3 Using the Item List Panel . . . . . . . . . . . . . . . . . . . . . . . . . . 172
23.3.1 Viewing Documents in the Item List Panel 23.3.2 Using the Quick Filter . . . . . . . . . . . . . . 23.3.3 Using Grid View. . . . . . . . . . . . . . . . . . 23.3.4 Using Summary View . . . . . . . . . . . . . . 23.3.5 Using Conversation View . . . . . . . . . . . 23.3.6 Using Columns in the Item List Panel . . .
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23.6 Using the Text Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 23.7 The Activity Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181 23.8 The Similar Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 23.9 The Production Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 23.10 The Notes Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184 23.11 The Conversation Panel . . . . . . . . . . . . . . . . . . . . . . . . . . 185 23.12 The Family Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 23.13 The Linked Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188 Section 24: Working with Transcripts and Exhibits . . . . . . . . . . . . 189 24.1 Working with Transcripts . . . . . . . . . . . . . . . . . . .189
24.1.1 The Transcript Panel . . . . . . 24.1.2 Viewing Transcripts . . . . . . . 24.1.3 Annotating Transcripts . . . . . 24.1.4 Searching in Transcripts . . . . 24.1.5 Opening Multiple Transcripts .
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Section 25: Imaging Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25.1 Converting a Document to an Image . . . . . . . . . . . . 25.2 TIFF on the Fly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Section 26: Applying Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26.1 The Tags Tab. . . . . . . . . . . . . . . . . . . . . . . . 26.2 The Labeling Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26.3 Applying Labels to Single Documents . . . . . . . . . . . . . . . . 26.4 Applying Labels to Multiple Documents . 26.5 Viewing Documents with Tags
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26.5.1 Viewing Documents with a Label Applied . . . . . . . . . . . 207 26.5.2 Viewing Documents with an Issue Coded. . . . . . . . . . . 207 26.5.3 Viewing Documents with a Category Coded . . . . . . . . . 207
Section 27: Coding Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208 27.1 The Review Sets Tab. . . . . . . . . . . . . . . . . . . . .208
27.1.1 The Review Batches Panel . . . . . . . . . . . . . . . . . . . . 209 27.1.2 Checking In/Out a Review Set . . . . . . . . . . . . . . . . . . 209
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27.3.1 The Coding Panel . . . . . . . . . . . . . . . . . . . . . . . . . . 214 27.3.2 Coding Single Documents . . . . . . . . . . . . . . . . . . . . . 215 27.3.3 Coding Multiple Documents . . . . . . . . . . . . . . . . . . . . 216
Section 28: Annotating Evidence . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 28.1 Adding a Note . . . . . . . . . . . . . . . . . . . . . . . .218 28.2 Adding a Highlight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
28.2.1 Adding a Transparent Rectangle . . . . . . . . . . . . . . . . 220
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28.4.1 Deleting Annotations . . . . . . . . . . . . . . . . . . . . . . . . 222 28.4.2 Toggling Redactions On and Off. . . . . . . . . . . . . . . . . 223
. . . . . . . . . . . . . . . . . . . . . . . . . 224
28.5.1 Selecting a Highlight Profile . . . . . . . . . . . . . . . . . . . . 224 28.5.2 Selecting a Markup Set . . . . . . . . . . . . . . . . . . . . . . . 224
Section 29: Deleting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29.1 Deleting a Document . . . . . . . . . . . . . . . . . . . . Section 30: Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30.1 Keyboard Shortcuts in Review . . . . . . . . . . . . . . . Section 31: Bulk Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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31.1 Printing Multiple Documents . . . . . . . . . . . . . . . . .227 31.2 Viewing Print Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
. . . . . . . . . . . . . . . . . . . . . . . . 229
Section 32: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32.1 Searching Evidence . . . . . . . . . . . . . . . . . . . . 32.2 Understanding Search Operators . . . . . . . . . . . . . . . . . . . 32.3 Understanding Boolean Logic Options . . . . . . . . . . . . . . . Section 33: Running Quick Searches . . . . . . . . . . . . . . . . . . . . . . . . 33.1 Running a Quick Search . . . . . . . . . . . . . . . . . . 33.2 Searching for Virtual Columns . . . . . . . . . . . . . . . . . . . . . 33.3 Running a Subset Search . . . . . . . . . . . . . . . . . . . . . . . .
230 .230
. 231 . 232
234 .234
. 235 . 236
33.4 Searching in Natural Panel . . . . . . . . . . . . . . . . . . . . . . . . . 237 Section 34: Running Advanced Searches . . . . . . . . . . . . . . . . . . . . 238 34.1 Running an Advanced Search . . . . . . . . . . . . . . . .238 34.2 Understanding Advanced Variations . . . . . . . . . . . . . . . . . . 241 34.3 Understanding Regular Expressions . . . . . . . . . . . . . . . . . . 242
34.3.1 Basic Regular Expression Characters . . . . . . . . . . . . . 242
34.4 Using the Term Browser to Create Search Strings. . . . . . . . 244 34.5 Importing Index Search Terms . . . . . . . . . . . . . . . . . . . . . . 245 Section 35: Re-running Searches . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 35.1 The Search Tab . . . . . . . . . . . . . . . . . . . . . . .246 35.2 Running Recent Searches . . . . . . . . . . . . . . . . . . . . . . . . . 247
35.2.1 Clearing Search Results . . . . . . . . . . . . . . . . . . . . . . 247
35.3 Saving a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248 35.4 Sharing a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249 Section 36: Culling Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 36.1 About Filters and Facets . . . . . . . . . . . . . . . . . . .250
36.1.1 The Facets Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 36.1.2 Available Filter Categories . . . . . . . . . . . . . . . . . . . . . 251 36.1.3 Examples of How Filters Work . . . . . . . . . . . . . . . . . . 253
36.2 Configuring Facets . . . . . . . . . . . . . . . . . 36.3 Caching Filter Data . . . . . . . . . . . . . . . . . 36.4 Filtering by Column in the Item List Panel .
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. . . . . . . . . . . . . . . . . . . . . . . . 260
Section 37: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37.1 About Production Sets and Exports . . . . . . . . . . . . Section 38: Creating Production Sets . . . . . . . . . . . . . . . . . . . . . . . . 38.1 Production Set General Options . . . . . . . . . . . . . . 38.2 Production Set Files to Include Options . . . . . . . . . . . . . . 38.3 Production Set Image Branding Options . 38.4 Additional Production Set Options . . . . .
38.4.1 Saving Production Set Options as a Template . . . . . . . 276 38.4.2 Deleting a Production Set . . . . . . . . . . . . . . . . . . . . . 276 38.4.3 Sharing a Production Set . . . . . . . . . . . . . . . . . . . . . 276
Section 39: Exporting Production Sets . . . . . . . . . . . . . . . . . . . . . . 277 39.1 Export Tab . . . . . . . . . . . . . . . . . . . . . . . . . .277 39.2 Exporting Production a Set . . . . . . . . . . . . . . . . . . . . . . . . . 278
. . . . . . . . . . . . . . . . . . . . . . . . . . 281
40.2 Copying a Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40.3 Opening the Copy of Your Case Using Summation Mobile. 40.4 Merging a Copied Case . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . 293
Section 41: Case Folder Structure . . . . . . . . . . . . . . . . . . . . . . . . . . 294 41.1 Case Folder Path . . . . . . . . . . . . . . . . . . . . . . .294
41.1.1 Finding the Case Folder Path . . . . . . . . . . . . . . . . . . 294
. . . . . . . . . . . . . . . . . . . . . . . . . . 295
41.2.1 Opening Case Files . . . . . . . . . . . . . . . . . . . . . . . . . 295 41.2.2 Files in the Case Folder . . . . . . . . . . . . . . . . . . . . . . 296
. . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Section 1: Migrating to Summation . . . . . . . . . . . . . . . . . . . . . . . . . . 298 42.1 About Migrating your Case . . . . . . . . . . . . . . . . . .298
Contents | 14
Contents
| 15
This Summation Implementation Guide includes all of the user documentation for AccessData Summation and includes the following parts:
Administrating Managing Loading
Summation on page 17
Cases on page 72 Summation Data on page 160 Summation Data on page 229 Summation Data on page 260
The information in each of these parts are also available as individual guides which can be used by different users depending on their role. The individual guides can be downloaded from http://summation.accessdata.com.
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Administrating Summation
This part describes how to administrate Summation and includes the following sections:
Introduction Configuring Configuring Using
(page 18) and Managing System Users, Groups, and Roles (page 30) the System (page 49)
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1 Introduction
This document is designed to help administrators set up Summation users, groups, roles, and system settings.
Introduction
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Open Internet Explorer. Note: Internet Explorer 7 or higher is required to use the Summation console for full functionality. Internet Explorer 8 is recommended.
2.
Type the following URL in the browsers address field: https://<host_name>/ADG.map.Web/ where <host_name> is the host name or the IP address of the Summation server. This opens the login page. You can save this web page as a favorite. On the login page, enter the username and password for your account. About User Accounts on page 18 If you are logging in as the administrator for the very first time, do one of the following:
3a.
3.
If you have not enabled Integrated Window Authentication, enter the pre-set default user name and password. Contact your Technical Account Representative for login information.
3b. Click Login. You will see one of two login pages:
If
you are not using Integrated Windows Authentication, you will see the following login page.
Introduction
| 19
Note: If you are using Integrated Windows Authentication and are not on the domain, you will see a Windows login prompt.
4.
Click Login. If you are authenticated, you will have access to the Summation console. See About Users on page 30. If you cannot log in, contact your Summation administrator.
Introduction
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Description
The Home page lets you create, view, manage, and review cases based on the permissions that you have. This is the default page when you open the console. See the Case Manager Guide for more information on the Home page. Actions specific to the logged-in user that affects the users account. See User Actions on page 28. The Management page lets administrators perform global management tasks. See Management Page on page 23. The Case Review page lets you analyze, filter, code and label documents for a selected case. You access Case Review from the Home page. See the Reviewer Guide for more information on the Case Review page.
The work that you do in the console will depend on the permissions that you have been given. You may have permissions to view only parts of the Summation console. For example, a user with permissions to only perform case reviews will not see the Management page. In the top right corner, you will see the user login name. Click the drop-down arrow to perform user-specific actions. See User Actions on page 28.
Introduction
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Task
Decide which authentication mode to use Manage users, groups, and roles
At regular intervals, administrators should perform the following tasks to manage the overall system health and performance of Summation.
Task
Monitor system activity using logs Monitor the performance of the Distribution Server and the Work Managers
Link to the tasks See Using the System Log and Security Log on page 67. See Using the System Administration Console on page 65.
Most of these administrative tasks are performed in the Summation console in the Management page.
Log in to the Summation console as administrator or as a user with management permissions. See Opening the Summation Console on page 19. See Managing Users on page 37. In the Summation console, click Management.
2.
On the Management page, there are several different tabs where you perform administrative tasks.
Introduction
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Management Page
Available Options
See Users Tab on page 30. See User Groups Tab on page 45. See Admin Roles on page 33. See Configuring Active Directory Synchronization on page 50. See Configuring Export Options on page 52. See Configuring Default Case Settings on page 54. See System Console Tab on page 63. See System Log Tab on page 67. See Security Log Tab on page 69.
Introduction
Management Page
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Refreshing the Contents in List and Grids on page 24. Managing Columns in Lists and Grids on page 24. Sorting by Columns on page 25. Filtering Content in Lists and Grids on page 26. Managing the Grids Pages on page 26.
To manage columns
1.
Columns. .
Columns This lists all of the Columns that are available to display. They are listed in alphabetical order. If the column is configured to be in the Visible Columns, it has a If the column is not configured to be in the Visible Columns, it has a . .
Visible
Columns This lists all of the Columns that are displayed. They are listed in the order in which they appear.
Introduction
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3.
To configure columns to be visible, in the Available Columns list, click the visible. To configure columns to not be visible, in the Visible Columns list, click the not visible. or to change the position.
for the column you want for the column you want
4. 5.
To change the display order of the columns, in the Visible Columns list, select a column name and click Click OK.
6.
Click the column head to sort by that column in an ascending order. Click it a second time to sort by descending order.
Introduction
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Below a list, click the Page Size drop-down menu. Select the number of items to display in one page. Use the arrows by Page n of n to view the different pages.
This would include activities that pertain to the BSmith user account, such as when the account was created and permissions for that user were configured. You could add a second filter: Activity contains BSmith BSmith
OR Username =
This would include the activities performed by BSmith, such as each time she logged in or created a case. In this example, because an OR was used instead of an AND, both sets of results are displayed. You can add as many filters as needed to see the results that you need.
To use filters
1.
Above the list, click Filter Options. This opens the filter tool.
Filter Options
2. 3. 4.
Use the Property drop-down to select a property on which to filter. This list will depend on the page that you are on and the data that you are viewing. Use the Operator drop-down to select an operator to use. You can use = (equals),!= (does not equal), Contains, StartsWith, or EndsWith. Use the Value field to enter the text on which you want to filter, such as a name, date, or text string.
Introduction
| 26
5.
Click Apply. The results of the filter are displayed. Once a filter had been applied, the text Filter Enabled is displayed in the upper-right corner. This is to remind you that a filter is applied and is affecting the list of items. To further refine the results, you can add additional filters by clicking
6. 7.
Add .
When adding additional filters, be careful to properly select And/Or. If you select And, all filters must be true to display a result. If you select OR, all of the results for each filter will be displayed. After configuring your filters, click Apply. To remove a single filter, click .
8. 9.
10. To remove all filters, click Clear All. 11. To hide the filter tool, click Filter Options.
Introduction
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User Actions
In the top right corner of the console, there are links and user information.
Description
The username of the logged-on user is displayed; for example, administrator. This link lets the logged-on user change their password. See Changing Your Password on page 28. Note: This function is hidden if you are using Integrated Windows Authentication. This link logs the user off and returns to the login page.
Logout
are changing a default password after you log in for the first time. are changing your password on a schedule, such as quarterly. are changing your password after having a password reset.
Log in using your username and current password. See Opening the Summation Console on page 19. In the upper right corner of the console, click Change Password.
Introduction
User Actions
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3.
In the Change User Password dialog, enter the current password and then enter and confirm the new password in the respective fields. The following are password requirements:
The At At
4.
Click OK.
Introduction
User Actions
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Reviewers:
Reviewers can be assigned different permissions to perform various tasks within a case. See About User Permissions on page 32. See Adding Users on page 38.
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From the Users list, you can also add, edit, or delete Summation users. You can set users as active or inactive, reset user passwords, and set global and group permissions. The Users list pane view is the default page when you click Management on the menu bar. The Admin Roles tab below the Users list pane identifies the permissions that are associated with a highlighted user. Changes to permissions for a currently logged-in user take effect when they log out and log back in.
Description
Allows you to filter users in the list. See Filtering Content in Lists and Grids on page 26. Displays all users. Click the column headers to sort by the column. Refreshes the Users list. See Refreshing the Contents in List and Grids on page 24. Click to adjust what columns display in the Users list. See Sorting by Columns on page 25. Click to delete the selected user. Only active when a user is selected. See Deleting Users on page 41. Click to add a user. See About Users on page 30. Click to edit the selected user. You can add or change a selected users email address that is used for notifications of Summation events. See Editing the Email Address of a User on page 39. Click to delete the selected user(s). See Deleting Users on page 41. Assigns a new password for the selected Summation user. See Resetting a Users Password on page 40. Makes selected user inactive in Summation. See Deactivating a User on page 41. Reactivates selected Summation user. See Activating a User on page 41. Associate or disassociate groups to users. See Associating a Group to a User on page 42. Associate or disassociate admin roles to users. See Associating Admin Roles to a User on page 38. Click to associate a user to a group or admin role.
Delete
Add Users
Edit User
Deactivate Users
Activate Users
Groups Tab
Add Association
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Description
Click to disassociate a user from a group or admin role.
do you want to distinguish between users who can create and manage cases versus those who only review them? should perform case exports?
Who
a case
Review
The permissions that a user has affects the items that they see in the web console when they log in. A user needs one of the following permissions to see the Management page in the console:
Administrator Create/Edit Delete
Case
You can assign permissions at the system management level or at the individual case level. Changes to permissions for a currently logged-in user take effect when they log out and log back in.
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Admin Roles
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Description
Allows you to filter admin roles in the list. See Filtering Content in Lists and Grids on page 26. Displays all admin roles. Click the column headers to sort by the column. Refreshes the Admin Roles List. See Refreshing the Contents in List and Grids on page 24. Click to adjust what columns display in the Admin Roles List. See Sorting by Columns on page 25. Click to delete the selected admin roles. Only active when an admin roles is selected. See Admin Roles on page 33. Click to add an admin role. See Creating an Admin Role on page 34. Click to edit the selected admin roles.
Columns
Delete
Edit Admin Roles Click to delete the selected admin roles. Delete Admin Roles Associate or disassociate users to an admin role. Users Tab Associate or disassociate groups to an admin role. Groups Tab Add administrator permissions to an admin role. See Adding Permissions to an Admin Role on page 35.
Features Tab
Log in to the Summation console using administrator rights. Click on the Management tab. Click on the Admin Roles tab. See Admin Roles on page 33. Click the Add button .
4.
Admin Roles
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5. 6.
Enter a name for the admin role and a description. Click OK. The role is added to the Admin Role list.
Log in to the Summation console using administrator rights. Click on the Management tab. Click on the Admin Roles tab. See Admin Roles on page 33. Select the role from the Admin Roles List. Click on the Features tab Select the Permissions:
Administrator: Custom:
Select the administrator roles that you want. The following are available: Case: Grants the right to create and edit cases on the Home page. Delete Case: Grants the right to delete cases on the Home page. Manage User Groups: Grants the right to add, edit, delete, and assign roles to groups. Manage Admin Roles: Grants the right to add, edit, delete and assign admin roles. Manage Users: Grants the rights to add, edit, delete, activate, deactivate, reset passwords, and assign admin roles to users.
Create/Edit
Note: Users with the Manage Admin Roles, Manage Users, or Manage User Groups permission have the ability to upgrade themselves or other users to system administrators.
7.
Click Save.
Admin Roles
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Admin Roles
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Users on page 38 the Email Address of a User on page 39 a Users Password on page 40 a User on page 41 Users on page 41 a User on page 41 Admin Roles to a User on page 38
Resetting Deleting
Deactivating Activating
Associating
Log in as an administrator or a user that has the Manage Users permission. See Opening the Summation Console on page 19. Click Management. Click Users .
The users list lets you view all the users, including the following columns of information about them:
Username Email Date Date
that the user was created of last login for the user status of a user and Last name of the user
Active First
Description
From the users list, you can also add, edit, or delete users. You can set users as active or inactive, reset user passwords, and associate groups to users and admin roles. When you create and view the list of users, they are displayed in a grid. You can do the following to modify the contents of the grid:
Control If
you have a large list, you can apply a filter to display the items that you want.
Managing Users
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To add a user
1.
Open the Users tab. See Managing the List of Users on page 37. In the User Details pane, click (add).
2. 3.
In the Username field, enter a unique username. The name must be between 7 - 32 characters and must contain only alphanumeric characters. If you are using Integrated Windows Authentication, enter the users domain and username. For example, <domain>\<username>. Enter the First and Last name of the user. (Optional) In the Email Address field, enter the email address of the user. If you are not using Integrated Windows Authentication, in the Password and the Reenter Password fields, enter a password. The password must be between 7 - 20 characters. Click OK.
4. 5. 6.
7.
Open the Users tab. See Managing the List of Users on page 37. In the user list pane, select a user who you want to associate to an admin role. In the bottom pane, select the Admin Roles tab. Click the Add Association button .
Managing Users
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5. 6.
Click the plus sign to add the role to the user. Click OK.
Open the Users tab. See Managing the List of Users on page 37. In the user list pane, select a user who you want to disassociate from an admin role. In the bottom pane, select the Admin Roles tab. Check the role that you want to remove. Click the Remove Association button .
Open the Users tab. See Managing the List of Users on page 37. In the user list pane, select the user whose email address you want to edit.
Managing Users
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3. 4. 5.
(edit).
In the Email Address field, enter the email address of the user.
Open the Users tab. See Managing the List of Users on page 37. In the user list pane, check a user. Click .
A new password for the user is generated and displayed. Copy the password and email it to the user, informing them that they can change the password after logging in.
Managing Users
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To delete users
1. 2.
Open the Users tab. See Managing the List of Users on page 37. Do one of the following:
In In
the users list, highlight the user that you want to delete. In the User Details pane, click the users list, check one or more users that you want to delete. Click Delete.
(delete).
3.
To deactivate a user
1. 2. 3. 4.
Open the Users tab. See Managing the List of Users on page 37. In the user list pane, check one or more users whose Active status is True. Click Deactivate.
To activate a user
1. 2.
Open the Users tab. See Managing the List of Users on page 37. In the user list pane, check one or more users whose Active status is False.
Managing Users
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3. 4.
In the bottom of the middle pane, click In the Activate user frame, click Yes.
Open the Users tab. See Managing the List of Users on page 37. In the user list pane, select a user who you want to associate to a group. In the bottom pane, select the User Groups tab. Click the Add Association button .
5. 6.
Click the plus sign to associate the user to the group. Click OK.
Managing Users
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Open the Users tab. See Managing the List of Users on page 37. In the user list pane, select a user who you want to disassociate from a group. In the bottom pane, select the User Groups tab. Check the group you want to remove. Click the Remove Association button .
Managing Users
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Log in as an administrator or a user with the Manage Groups admin role. See Opening the Summation Console on page 19. Click Management. Click User Groups .
The users list lets you view all the groups, including the following columns of information about them:
User
Group Name
Description
From the group list, you can also add, edit, or delete groups. You can associate groups to users and admin roles. When you create and view the list of groups, they are displayed in a grid. You can do the following to modify the contents of the grid:
Control If
you have a large list, you can apply a filter to display the items that you want.
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Description
Allows you to filter groups in the list. See Filtering Content in Lists and Grids on page 26. Displays all groups. Click the column headers to sort by the column. Refreshes the Groups List. See Refreshing the Contents in List and Grids on page 24. Click to adjust what columns display in the Groups List. See Sorting by Columns on page 25. Click to delete the selected group. Only active when a group is selected. See Deleting Groups on page 47.
Columns
Delete
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Add Groups
Users Tab
Open the User Groups tab. See Opening the User Groups Tab on page 44. In the Groups Details pane, click (add).
2. 3. 4. 5.
In the User Group Name field, enter a unique username. The name must be between 7 - 32 characters and must contain only alphanumeric characters. Enter a Description. Click OK.
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Open the User Groups tab. See Opening the User Groups Tab on page 44. Do one of the following:
In
the groups list, highlight the group that you want to delete. In the Groups Details pane, click (delete). the users list, check one or more users that you want to delete. Click Delete.
In
3.
Open the User Groups tab. See Opening the User Groups Tab on page 44. In the Groups Details pane, click (edit).
2. 3. 4. 5.
In the User Group Name field, enter a unique username. The name must be between 7 - 32 characters and must contain only alphanumeric characters. Enter a Description. Click OK.
Open the User Groups tab. See Opening the User Groups Tab on page 44. In the user list pane, select a group to which you want to add an association. In the bottom pane, do one of the following:
Select Select
the Users tab to associate users to the group. the Admin Roles tab to associate roles to the group. .
4. 5. 6.
Click the Add Association button Click the plus sign to add users/roles. Click OK.
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7. 8.
Click the plus sign to associate the user to the group. Click OK.
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Description
You can configure Active Directory to synchronize and import Active Directory users. Synchronization is from Active Directory to Summation only. See Configuring Active Directory Synchronization on page 50. You can configure the following settings that will be used every time you create a case:
Case Defaults
Default paths for case data Default options for processing evidence in cases
See Configuring Export Options on page 52. Export Options Manage Multiple Databases Set the application to include Australian numbering. Configure multiple database servers.
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Log in as an administrator. See Opening the Summation Console (page 19). Click Management. Click System Configuration.
5.
In the Active Directory Configuration dialog, set all options and then click Next.
Description
Enter the server name of a domain controller in the enterprise. Enter the connection port number used by Active Directory. The default port number is 389.
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Description
Enter the starting point in the Active Directory hierarchy at which the search for users and groups begins. The Base DN (Distinguished Name) describes where to load users and groups. For example, in the following base DN dc=domain,dc=com you would replace domain and com with the appropriate domain name to search for objects such as users, computers, contacts, groups, and file volumes. Enter the distinguished name of the user that connects to the directory server. For example tjones or <domain>\tjones Enter the password that corresponds to the User DN account; used when connecting to the directory server. Click to test the current configuration to ensure proper communication exists with the Active Directory server.
User DN
Click Next. Select which Active Directory fields you want to import into User information. In the Active Directory Fields dialog box, in the Active Directory Fields list box, select an alias attribute and then click next to the user field that you want associated with the attribute.
User field names that are bold are required fields. The following are examples of fields that you can use:
Custodian Field
First Name (Required) Last Name (Required) Username (Required)
you have completed all the settings and are ready to sync, click Save and Sync.
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Log in as an administrator. See Opening the Summation Console (page 19). Click Management. Click System Configuration.
Click Export Options. The option available is described in the following table.
Description
This option is specific to what options are available when exporting to a load file format The same underlying technology performs both U.S. and Australian numbering. For example, the Box level in the Australian scheme corresponds to the Volume level in the U.S. scheme, and the Folder level is the same in both schemes. Changes the Volume/Document Options page in Export to include the numbering elements that are needed for Australian document IDs. For example, the U.S. numbering scheme uses volumes and folders in the load file. The Australian numbering scheme uses a party code, boxes, and folders for their volume structure in the load file. See the Exporting documentation for more information on Australian numbering.
5. 6.
If you want to change from the default U.S. numbering scheme, select a different option. Click Save.
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Log in as a user with Administration permissions. Click Management > System Configuration > Manage Multiple Databases.
3. 4. 5.
Click the Add (plus sign) button. Enter the Hostname, Port Number, Username, and Password of the server. Click OK.
To deactivate a server
1. 1. 2.
Log in as a user with Administration permissions. Click Management > System Configuration > Manage Multiple Databases. In the Manage Multiple Databases dialog, select the server you want to deactivate. Click the Deactivate button .
3.
Note: You can reactivate a server by clicking the Reactivate button in the Multiple Database dialog.
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It is not mandatory to set defaults. For processing options, there are defaults that are pre-set. If no default case paths are configured, the person creating the case will have to provide this information. If you do configure default settings, you can also choose whether or not to display those settings when a case is created. If you allow the values to be shown, the user creating the case can both see and change the values. You can configure the default values to be hidden. If you hide them, the person creating the case does not see the options and cannot change them. Therefore, if you want to force certain default settings, you can set the defaults and then hide them. See Setting Default Case Settings on page 54. See Default Evidence Folder Options on page 55. See Default Evidence Processing Options on page 55.
Log in as an administrator. See Opening the Summation Console (page 19). Click Management. Click System Configuration.
Click Case Defaults. On the Info tab, set the default path settings. See Default Evidence Folder Options on page 55. On the Processing Options tab, set the default evidence processing options. See Default Evidence Processing Options on page 55. Click Save.
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Paths
Case Folder Path Job Data Path Lets you specify a local path or a UNC network path to the case folder. The responsive folder path is the location of reports data.
Description
Lets you hide the processing options dialog when a user creates a case. This forces the case to use the default values set here. Pre-set default is off. Standard (Pre-set default mode) See Evidence Processing and Deduplication Options on page 57. Standard No Search See About Indexing for Text Searches of Content of Files on page 62. Forensic
Processing Mode
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Description
Enables the default Summation processing options. Note: These defaults are not editable. Will include: Hashing (MD-5 only) KFF (NIST modules only) eDiscovery Deduplication - Case level for both Documents and Email Flag bad extensions Expand Compound Files (archive expansion) of the following file types: IPD, BZIP, DBX, GZIP, NSF, MBOX, EDB, MS Office, MSG, PKCS, PST, RAR, RFC822, TAR, ZIP Will index: Text data Will not include: HTML file listing Deleted files Thumbnails for graphics Refinement options: File slack Free space KFF ignorable files Microsoft OLE Streams Microsoft OPC documents Office 2010 package contents Zero length files OS/File System Files Will not index: Graphic files, executable files, and email headers Uses the default Summation processing options, but does not include the indexing of text data.
Standard No Search
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Description
Will include: Hashing (MD-5, SHA-1, SHA-256) Flag bad extensions Thumbnails for graphics Deleted files Microsoft OLE Streams Microsoft OPC documents Refinement options: File slack Free space Will index: all file types Will not include: KFF (for faster processing) Expand Compound Files (archive expansion) HTML file listing eDiscovery Deduplication Increases the speed of the processing of evidence by using minimal options to expedite the processing. Indexing, hashing, archive file drill down, and file identification are disabled (files are identified by header analysis instead of file extension). If you click this option, the KFF Lookup option is disabled. The reason for this behavior is because Field Mode is a processing option that is intended to speed up the process; it turns off indexing, hashing, and other options that tend to slow down data processing. The KFF Lookup option takes time to process and slows down data processing. Therefore, if both Field Mode and KFF Lookup were both enabled, it would defeat the purpose of the Quick option. Generates text from graphics files and indexes the resulting content. You can then use Case Review to search and label the content, and treat it as you would any other text in the case. AccessData uses the GlyphReader engine for optical character recognition. Checking this option can increase processing time up to 50%. It also may give you results that differ between processing jobs on the same computer, with the same piece of evidence.
Quick
Enable OCR
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Note: In Case Review, if the duplicate filter is on, and if you do a search for a file using a word that is part of the file path, and that path and file name is a duplicate, the search will not find that file. For example, suppose there is a spreadsheet that is located in one folder called Sales and a duplicate of the file exists in a folder called Marketing. And suppose that the file in Sales is flagged as the primary and the file in Marketing is flagged as a duplicate. If you do a search for spreadsheets in the folder named Sales, it will be found. However, if you do a search for spreadsheets in the folder named Marketing, it will not be found. You would have to turn off the duplication filter and then perform the search. See Evidence Processing and Deduplication Options on page 57. Deduplication options are integrated on the Processing Options page. The following tables describe the deduplication options that are available in the Processing Options.
Description
Deduplication compares each of the e-documents processed within a case against the others as they receive their hash during processing. If the hash remains singular throughout processing, it receives no duplicate flag. In the case of duplicate files, the first hash instance receives a primary flag and each reoccurrence of the hash thereafter receives a secondary flag. Deduplication compares the e-documents found in each custodial storage location against the other files from that same custodial location (custodians, or in the case of no custodian, the storage location). If the hash remains singular throughout processing, it receives no duplicate flag. In the case of duplicate files the first hash instance receives a primary or master flag and each reoccurrence of the hash thereafter receives a duplicate flag. Deduplicates actual files instead of all files. Checking this option excludes OLE files and Alternate Data Stream files.
Custodian Level
You can also deduplicate email, marking the email, email contents, or email attachments as a duplicate of others.
Description
The scope of the email deduplication. Deduplication compares each of the emails processed within a case against the others as they are processed. If the deduplication value remains singular throughout processing, it receives no duplicate flag. In the case of duplicate email, the first value instance receives a primary flag and each reoccurrence of the value thereafter receives a duplicate flag. If two custodians have the same email, it is marked as a duplicate.
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Description
The scope of the email deduplication. Deduplication compares the email found in each custodial storage location against the other emails from that same custodial location (custodians, or in the case of no custodian, the storage location). If the value remains singular throughout processing it receives no duplicate flag. In the case of duplicate emails, the first email instance receives a primary or master flag and each reoccurrence of the email thereafter receives a duplicate flag. In the case of duplicate files, the first value instance receives a primary flag and each reoccurrence of the value thereafter receives a duplicate flag. Deduplicates email based on the recipients in the To field. Deduplicates email based on the senders in the From field. Deduplicates email based on the recipients in the Carbon Copy field. Deduplicates email based on the recipients in the Blind Carbon Copy field. Deduplicates email based on the contents in the Subject field. Deduplicates email based on the date and time the email was initially sent. Deduplicates email based on the date and time the email was delivered to the recipients. Deduplicates email based on the number of attached files. Deduplicates email based on the hash value. Includes email body, recipients (the To field), sender (the From field), CC, BCC, Subject field contents, body, the number of attachments, and the attachments for deduplication. Includes only the email body and the list of attachment names for deduplication.
Email To Email From Email CC Email Bcc Email Subject Email Submit Time Email Delivery Time Email Attachment Count Email Hash Body and Attachments
Body Only
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As a Summation administrator, you can use the System Administration Console to view pending, active, or completed work orders. You can also view the performance of the entire system or specific Work Managers.
Description
Select to either view the performance of the entire system or specific Work Managers. Displays pending work orders. Displays active work orders. Displays completed work orders. You can access the Overall System Performance panel by expanding the Performance pane on the right side of the page. On the Overall System Performance panel, the displayed time range indicates the time frame in which the status information was collected.
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See Validating Activate Work Orders on page 65. See Viewing the System Log or Security Log on page 70. See Configuring a Work Manager on page 65.
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Log in as an administrator. See Opening the Summation Console (page 19). Click Management. Click System Console.
In System Administration Console, click a work manager name to view active work orders. In the left pane, at the bottom, click Validate Active Work Orders to confirm and update current work orders and their status.
Open the System Administration Console. See Opening the System Administration Console (page 65).
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2. 3. 4. 5.
In the System Administration Console, in the left pane, under Overall System Status, click a work manager name. In the right pane, click the Configuration tab. In the Configuration pane, click When completed, click OK. (edit).
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System Errors
You can filter the log information that is displayed based on the following different types of criteria:
Date Log Log
type such as an error, information, or warning message contents component caused the log entry method caused the log entry name
Which Which
Username Computer
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Description
Allows you to filter the items in the system log. See Filtering Content in Lists and Grids on page 26. Displays all the events. Click the column headers to sort by the column. Click to delete all the events in the log. See Clearing the Log on page 70. Click to export the log. It is recommended that you export and save logs before you clear them. See Exporting the Log on page 70.
Clear Log
Export Log
You can filter the log information that is displayed based on the following different types of criteria:
Activity Activity
Date
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Username
Description
Allows you to filter the items in the security log. See Filtering Content in Lists and Grids on page 26. Displays all the events. Click the column headers to sort by the column. Click to delete all the events in the log.
Clear Log
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Description
Click to export the log. It is recommended that you export and save logs before you clear them. Refreshes security log. See Refreshing the Contents in List and Grids on page 24. Click to adjust what columns display in the security log. See Sorting by Columns on page 25.
Columns
Control which columns of data are displayed in the grid. you have a large list, you can apply a filter to display only the items you want.
If
Log in as an administrator. Click Management. Click System Log or Security Log. (refresh).
Open the Logs page. In the bottom left corner, click Clear Log. Click Yes to confirm the deletion.
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Open the Logs page. See Security Log Tab (page 69). In the bottom left corner of the View Log pane, click Export Log. In the Save As dialog box, specify a file name and file location. Click Save.
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Managing Cases
This part describes how to manage Summation cases and includes the following sections:
Introduction Creating Setting
(page 73)
a Case (page 78) Custodians (page 90) Review Tools (page 97) the Work List (page 118) Document Groups (page 120) Transcripts and Exhibits (page 123) Review Sets (page 127) Tags (page 132)
Managing
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5 Introduction
This guide is designed to help case managers perform common tasks. Case manager tasks are performed on the Home page and in Case Review. Case managers can perform their tasks as long as the administrator has granted the case manager the correct permission. See the Administrators guide for more information on how administrators can grant global permissions.
Description
See The Case List Panel on page 74. See Viewing Details About the Case on page 79. See Evidence Tab on page 95. See Custodians Tab on page 90. See Setting Case Permissions on page 82. See Running Reports on page 138.
Introduction
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Description
See the Admin Guide for more information. See the Export documentation. See Configuring Markup Sets on page 97. See Tagging Layout Tab on page 104. See Highlight Profiles Tab on page 110. See Work List Tab on page 118. See Custom Fields Tab on page 101.
Launch
If you are not an administrator, you will only see either the cases that you created or cases you were granted permissions to.
Introduction
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The following table lists the elements of the case list. Some items may not be visible depending on the permissions that you have.
Description
Click to create a new case. If there are a large number of cases in the list, you can use the search bar to narrow the list. Type a text string and any cases that have that text in the name will be displayed. Click the X to clear the search results. Lists the names of all the cases that the logged-in user has permissions to. Lists the status of the cases: Not Started - The case has been created but no evidence has been imported. Processing - Evidence has been imported and is still being processed. Completed - Evidence has been imported and processed. See Refresh below. Lists the size of the data within the case. Lets you add evidence to a case or enter Case Review. Lets you add data to the selected case.
Add Data Lets you review the case using Case Review. See the Reviewers Guide for more information. Lets you select how many cases to display in the list. The total number of cases that you have permissions to see is displayed. Lists the total number of cases displayed in the Case List. Lets you view another page of cases. If you create a new case, or make changes to the list, you may need to refresh the case list Add, edit, and delete custom columns with the default value that will be listed in the Case list panel. When you create a case, this additional column will be listed in the case creation dialog. Add, or remove viewable columns in the Case List. Columns Highlight case and then click the Delete Case button to delete it from the Case List.
Refresh
Custom Properties
Delete
Introduction
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Manage evidence and custodians Configure the review tools to be used in case review
View details about the case Monitor the Work List Manage Document Groups Upload Transcripts/Exhibits Create Production Sets Export the selected evidence Run reports
Introduction
About Cases
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cases
evidence to a case
Launch
If you are not an administrator, you will only see either the cases that you created or cases to which you were granted permissions.
Log in to the Summation console. In the Summation console, click Home. The Case List Panel is on the left-side of the page.
See The Case List Panel on page 74. Administrators, and users with the Create/Edit Cases permission, create cases to add and process evidence. See About Cases on page 76.
Introduction
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6 Creating a Case
Administrators and case managers with the Create Case admin role can create cases from the Case List panel.
Log in as an administrator or as a user that has permissions to create cases. Click Create New Case.
3.
Enter a Case Name and a Description. Note: Case Names must be only alphanumeric characters. Special characters will cause the case creation to fail.
4.
Enter the Case Folder Path and the Job Data Path. Note: This setting may have a default value that you can use or change, or this setting may be configured and hidden by the administrator. See the Admin Guide for information on configuring case defaults.
Paths
Case Folder Path Lets you specify a local path or a UNC network path to the case folder. This path is the location where all nonOracle case data is stored. The responsive folder path is the location of reports data.
5.
(Optional) Click the Custodians tab to add custodians to the case. This is where you configure the custodians of the evidence of this case. Custodians for the case can be configured later, but should be done before processing evidence. See Setting Case Permissions on page 82.
Creating a Case
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6.
Click the Processing Options tab to set the processing options for the case. This is where you set the options for how the evidence is processed when it is added to the case. This setting may have a default value that you can use or change, or this setting may be configured and hidden by the administrator. See the Admin Guide for more information on setting default processing options. Note: You cannot change the processing options after you have created the case.
7.
Case: Click to create the case without importing evidence. This option will create the case and return you to the Case Management page. You can then configure the case by adding evidence, assigning permissions, and so on. Case and Import Evidence: Click to create the case and begin importing evidence. See the Loading Data documentation for information on how to import evidence.
Create
Name and modification date and time creator who last modified the case
Creation Case
Listing
Counts
Processing
Creating a Case
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Creating a Case
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Description
Displays the case ID for the associated FTK case if applicable. Displays the priority of the case: Low, Normal, or High. Displays any description that was given to the case. Displays any associated FTK cases.
Creating a Case
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Permissions Tab
Permission
Allows the user to filter users in the list. Displays the users and groups associated with the case. Click the column headers to sort by the column.
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Permission
Refreshes the User/Group List.
Displays the details for the selected user or group. Displays the available roles for the case. Click to add a role. Specify the permissions of the role in this data form.
To apply permissions to a user or group, you must create a case role. You can then associate that case role to a user or group on the Permissions tab. See Creating a Case Role on page 86. See Associating Users and Groups to a Case on page 88. See Case-level Permissions on page 84.
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Description
Can Manage Case Roles. Can assign access permissions to users & groups. Has all case level functional permissions listed below. Can import/export. Can see job list for jobs created for his case.
Can open Case Review. Can assign access permissions to users & groups. Can run searches in the Case Review. Note: User must have this permission to perform other search functions as well. Can save searches that the user performs themselves. Can share your saved searches with other groups. Can view the labels everywhere that labels appear. Can create and edit labels in the Case Explorer in Case Review. Note: Must have View Labels permission as well to create and delete labels. Can delete labels in Case Review. Can label documents. Can grant permissions to labels Can view the review sets in the Case Explorer and Review Batches panel in the Case Review. Can create review sets. Can delete review sets in Case Review. Can assign review sets to users/groups. Can view the Native panel in Case Review. Can view the Text panel in Case Review. Can view the Coding panel in Case Review. Can change data for documents using tagging layouts.
Delete Labels Assign to Labels Manage Labels View Review Sets Create Review Sets Delete Review Sets Manage Review Sets View Native View Text View Coding Layout Edit Document
Case-level Permissions
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Description
Can view categories in Case Review. Can assign a document to a category. Can create or edit categories in Case Review. Can delete categories in Case Review. Can assign permissions for categories and category values. Can view issues in Case Review. Can assign issues to a document. Can create and edit issues in Case Review. Can delete issues in Case Review. Can assign permissions for issue values. Can view notes everywhere that they appear in Case Review. Can add notes in Case Review. Can delete notes in Case Review. Can view annotations in Image, Natural, and Transcript panels in Case Review. Can add annotations in Case Review. Can delete annotations in Case Review. Can view Activity panel in Case Review. Can create production sets in Case Review. Can delete production sets in Case Review. Can edit and assign permissions for production sets. Can delete document records that were loaded using Import. See the Loading Data documentation for more information. Can perform the imaging mass action in the Item List panel and can create an image using the Annotate option in the Natural panel. Can create a transcript group in Case Review. Can upload transcripts in Case Review. Can upload exhibits in Case Review. Can assign permissions to Transcript Groups.
Case-level Permissions
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Administrator: Contains permissions that a case administrator needs. User: Contains permissions for a high level reviewer. Contains permissions for a low level reviewer.
Power User:
On the Home page, select a case, and click the Permissions tab. If no user is associacted with the case, you must first associate a user by clicking the associate button at the bottom of the upper pane. In the Case Roles pane at the bottom of the screen, click the add button .
3.
4. 5. 6.
Enter a Case Role Name. Check the permissions that you want to include in the role. See Case-level Permissions on page 84. Click OK.
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On the Home page, select a case, and click the Permissions tab. In the Case Roles pane at the bottom of the screen, click the add button Edit the permissions in the data form and click OK. .
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On the Home page, select a case, and click the Permissions tab. In the User/Group list pane, click the Add Association button .
3. 4.
Click the plus sign to add the user or group to the case. Click OK.
On the Home page, select a case, and click the Permissions tab. Check the user or group you want to remove from the case in the User/Group list pane. In the User/Group list pane, click the Remove Association button .
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On the Home page, select a case, and click the Permissions tab, select users/groups that you want to set permissions for. In the Case Roles pane, click the Add Association button .
2.
3. 4.
Click the plus sign to assign the case role to the user or group. Click OK.
On the Home page, select a case, and click the Permissions tab, select the users/groups that you want to set permissions for. Check the users or groups that you want to disassociate in the Users/Groups list pane. In the Case Roles pane, click the Remove Association button .
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8 Managing Custodians
Administrators, and users with the Create/Edit Case permission, can manage custodians for a case using the Custodians tab on the Home page. For information on user permissions, see Setting Case Permissions (page 82). The Custodians tab is case specific, not global. Note: In order for custodians to be used in Case Review, custodians must be created and selected before you process the evidence. See Evidence Tab on page 95.
Custodians tab.
When you create and view the list of custodians, they are displayed in a grid. You can do the following to modify the contents of the grid:
Control If
you have a large list, you can apply a filter to display only the items you want.
Managing Custodians
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Custodians Tab
Description
Allows the user to filter the list. Displays the custodians for the case. Click the column headers to sort by the column. Refreshes the Evidence Path list.
Remove Association
Managing Custodians
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Description
Click to import custodians from a file.
Add Custodian
Edit Custodian
Evidence Tab
Managing Custodians
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Manually Importing
custodians from a file See Importing Custodians From a File on page 94. or importing custodians while importing evidence See the Loading Data documentation for more information on creating custodians during import.
Creating
If you manually add or import custodians, they are added to the shared list of custodians.
Add.
The Associate Custodians to case page opens. Select the shared custodians that you want associated with the case. You can click a singe custodian or use Shift-click or Ctrl-click to select multiple custodians. Click or Add all Selected.
3.
This moves the custodians to the Associated Custodians list. You can also check the selection box next to First Name to add all of the custodians.
4.
You can remove custodians from the Associated Custodians list by selecting custodians and clicking or Remove All Selected. You can also clear the selection box next to First Name to remove all of the custodians. Click OK.
5.
You can also add case-level custodians from shared custodians using the Custodians tab when creating a case. See Creating a Case on page 78.
(add).
You can also manually create custodians from the Custodians tab when creating a case. See Creating a Case on page 78.
Managing Custodians
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On the Home > case > Custodians tab, select a custodian that you want to edit. Click Click OK. (edit).
On the Home > Custodians tab, select the check box for the custodians that you want to remove. Below the custodian list, click Remove.
and last name separated by a space For example, John Smith or Bill Jones
For example, you can create a TXT or CSV file with the following text: Chris Clark Sarah Ashland
On the Home > Custodians tab, click Browse to the TXT or CSV file. Click Open.
When the import is complete, view the summary and click OK.
Managing Custodians
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Evidence Tab
Description
Allows the user to filter the list. Displays the paths of evidence in the case. Click the column headers to sort by the column. Refreshes the Evidence Path List.
Refresh Click to adjust what columns display in the Evidence Path List. Columns
Managing Custodians
Evidence Tab
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Description
Includes editable information about imported evidence. Information includes: That path from which the evidence was imported A description of the case, if you entered one The evidence file type What custodians were associated with the evidence Who added the evidence When the evidence was added Lists any messages that occurred during processing.
Processing Status
a custodian when importing an evidence item. This associates the custodian when the evidence is processed. You can then use custodian data when in Case Review and in exports. See Managing Custodians on page 90. See the Loading Data documentation for more information on creating custodians on import. When you associate a custodian to an evidence item, the custodian will be associated to all evidence in that item, whether the evidence item contains a single file or a folder of many files, messages, and so on. an evidence item that has already been imported and associate a custodian. If you do this, the custodian association will not be visible or usable in Case Review nor in exports. You can only view this association in the Evidence and Custodians tabs of the Home page.
Edit
Managing Custodians
Evidence Tab
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Sets: Configuring Markup Sets (page 97) Layouts: Creating Category Values (page 103) Profiles: See Configuring Highlight Profiles on page 110. Text: See Configuring Redaction Text on page 115. Fields: See Configuring Custom Fields on page 101.
Highlight Custom
Redaction
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Description
Allows the user to filter markup sets in the list. Displays the markup sets already created for the case. Click the column headers to sort by the column. Refreshes the Markup Sets List.
Refresh Click to adjust what columns display in the Markup Sets List. Columns Click to delete selected markup set. Only active when a markup set is selected. Delete Click to add a markup set. Add Markup Set
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Description
Click to edit the selected markup set.
Log in as a user with Case Administrator rights. Click on the Markup Sets tab. See Markup Sets Tab on page 98. Click the Add button Click OK. .
3. 4. 5.
In the Markup Set Detail form, enter the name of the Annotation Set.
Log in as a user with Case Administrator rights. Click on the Markup Sets tab. See Markup Sets Tab on page 98. Select the markup set that you want to delete. Click the Delete button .
Log in as a user with Case Administrator rights. Click on the Markup Sets tab. See Markup Sets Tab on page 98. Select the markup set that you want to edit. Click the Edit button Click OK. .
Log in as a user with Case Administrator rights. Click on the Markup Sets tab. See Markup Sets Tab on page 98. Select the markup set that you want to associate to a user or group. Click the User or Group tab at the bottom of the page. Click the Add Association button Click OK. .
In the All Users or All User Groups dialog, click the plus sign to add the user or group to the markup set.
Log in as a user with Case Administrator rights. Click on the Markup Sets tab. See Markup Sets Tab on page 98. Check the markup set that you want to disassociate to a user or group. Click the User or Group tab at the bottom of the page. Click the Remove Association button .
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fields from documents upon import to the custom fields you create. See the Loading Data documentation for more information on mapping fields. documents for the custom fields in Case Review, using tagging layouts. See the Reviewer Guide for more information on coding data.
See See See
Code
Adding Custom Fields on page 102. Creating Category Values on page 103. Adding a Tagging Layout on page 106.
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Description
Allows the user to filter custom fields in the list. Displays the custom fields already created for the case. Click the column headers to sort by the column. Refreshes the Custom Fields List.
Refresh Click to adjust what columns display in the Custom Fields List. Columns Click to delete selected custom fields. Only active when a custom field is selected. Click to add a custom field. Add Custom Fields Click to edit the selected custom field. Edit Custom Fields
Delete
Log in as a user with Case Administrator rights. Click on the Custom Fields tab. See Custom Fields Tab on page 101. Click the Add button Select a Display Type:
Check Date:
3. 4. 5.
In the Custom Field Detail form, enter the name of the custom field. box: Create a column that contains a check box. This is for coding categories only. Create a column that contains a number.
Create a column that contains a date. Create a column that contains a radio button. This is for coding categories only.
6. 7. 8.
Enter a Description for the custom field. Check ReadOnly to make the column un-editable. Click OK.
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Log in as a user with Case Administrator rights. Click on the Custom Fields tab. See Custom Fields Tab on page 101. Select the custom field you want to edit. Click the Edit button. Make your edits. Click OK.
Log in as a user with Assign Categories permissions. Click the Case Review Expand the Categories. Right-click on the category and select Create Category Value. button next to the case in the Case List.
6. 7.
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Description
Allows the user to filter tagging layouts in the list.
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Description
Displays the tagging layouts already created for the case. Click the column headers to sort by the column. Refreshes the Tagging Layout List.
Refresh Click to adjust what columns display in the Tagging Layout List. Columns Click to delete selected tagging layout. Only active when a tagging layout is selected. Click to add a tagging layout. Add Tagging Layout Click to edit the selected tagging layout. Edit Tagging Layout Click to delete the selected tagging layout. Delete Tagging Layout Tagging Layout Fields Tab Use this tab to associate/disassociate fields to a tagging layout.
Delete
Use this tab to associate users to a tagging layout. Users Tab Use this tab to associate groups to a tagging layout. Groups Tab Click to associate a group, user, or field to a tagging layout. Add Association Click to disassociate a tagging layout from a user, group, or field. Remove Association
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Log in as a user with Case Administrator rights. Click on the Tagging Layout tab. See Tagging Layout Tab on page 104. Click the Add button .
3. 4. 5. 6.
In the Tagging Layout Detail form, enter the name of the Tagging Layout. Enter the number of the order that you want the layout to appear to the user in the Case Review. Repeated numbers appear in alphabetical order. Click OK.
Log in as a user with Case Administrator rights. Click on the Tagging Layout tab. See Tagging Layout Tab on page 104. Check the layout that you want to delete. Click the Delete button .
Note: You can also delete multiple layouts by clicking the trash can delete button.
5.
Log in as a user with Case Administrator rights. Click on the Tagging Layout tab. See Tagging Layout Tab on page 104. Click the Edit button .
3. 4. 5. 6.
In the Tagging Layout Detail form, enter the name of the Tagging Layout. Enter the number of the order that you want the layout to appear to the user in the Case Review. Repeated numbers appear in alphabetical order. Click OK.
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Log in as a user with Case Administrator rights. Click on the Tagging Layout tab. See Tagging Layout Tab on page 104. Select the layout that you want from the Tagging Layout list pane. Select the fields tab in the lower pane Click the Add Association button . .
6. 7. 8. 9.
Click the plus sign to add the field to the layout. Click OK. Enter a number for the Order that you would like the fields to appear in the coding layout. Check the fields that you just added (one at a time) and click the Edit button in the Tagging Layout Field Details. Select one of the following:
Read
Only: Select to make the field read only and disallow edits. Any standard or custom field that is defined to be 'Read Only' cannot be redefined as a "Required" or "None." Select to make the field required to code before the reviewer can save the coding. Select to have no definition on the field.
Required: None: Is
Carryable: Check to allow the field data to carry over to the next record when the user selects the Apply Previous button during coding.
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Note: Some fields are populated by processing evidence or are system fields and cannot be changed. These fields, when added to the layout, will have a ReadOnly value of True.
Log in as a user with Case Administrator rights. Click on the Tagging Layout tab. See Tagging Layout Tab on page 104. Check the layout that you want from the Tagging Layout list pane. Click the fields tab in the lower pane Click the Remove Association button . .
Log in as a user with Case Administrator rights. Click on the Tagging Layout tab. See Tagging Layout Tab on page 104. Select the layout that you want from the Tagging Layout list pane. Select either the User or Groups tab. Click the Add Association button .
In the All Users or All User Groups dialog, click the plus sign to add the user or group to the tagging layout. Click OK.
Log in as a user with Case Administrator rights. Click on the Tagging Layout tab. See Tagging Layout Tab on page 104. Check the layout that you want from the Tagging Layout list pane.
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4. 5. 6.
Select either the User or Groups tab. Check the user or group that you want to disassociate. Click the Remove Association button .
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Description
Allows the user to filter highlight profiles in the list. Displays the highlight profiles already created for the case. Click the column headers to sort by the column. Refreshes the Highlight Profiles List.
Refresh Click to adjust what columns display in the Highlight Profiles List. Columns
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Description
Click to delete selected highlight profiles. Only active when a highlight profile is selected. Click to add a highlight profile.
Add Highlight Profiles Click to edit the selected highlight profile. Edit Highlight Profiles Click to delete the selected highlight profile. Delete Highlight Profiles Highlight Profile Keywords Use this tab to add keywords and highlights to the highlight profile.
Use this tab to associate users to a highlight profile. Users Tab Use this tab to associate groups to a highlight profile. Groups Tab Click to associate a user or group to a highlight profile. Add Association Click to disassociate a highlight profile from a user or group. Remove Association
Log in as a user with Case Administrator rights. Click on the Highlight Profiles tab. See Highlight Profiles Tab on page 110. Click the Add button .
3. 1. 2. 3.
In the Highlight Profile Detail form, enter a Profile Name. Enter a Description for the profile. Click OK.
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Log in as a user with Case Administrator rights. Click on the Highlight Profiles tab. See Highlight Profiles Tab on page 110. Select the profile that you want to edit. Click the Edit button .
In the Highlight Profile Detail form, enter a Profile Name. Enter a Description for the profile. Click OK.
Log in as a user with Case Administrator rights. Click on the Highlight Profiles tab. See Highlight Profiles Tab on page 110. Select the profile that you want to delete. Click the Delete button .
Note: You can also delete multiple profiles by clicking the trash can delete button.
Log in as a user with Case Administrator rights. Click on the Highlight Profiles tab. See Highlight Profiles Tab on page 110. Select a profile. Select the Keywords tab Click the Add Keywords . button.
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6. 7. 8. 9.
In the Keyword Details form, enter the keywords (separated by a comma) that you want highlighted. Expand the color drop-down and select a color you want to use as a highlight. Click OK. You can add multiple keyword highlights, in different colors, to one profile.
Note: You can edit and delete keyword details by clicking the pencil or minus buttons in the Keywords tab.
Log in as a user with Case Administrator rights. Click on the Highlight Profiles tab. See Highlight Profiles Tab on page 110. Select the profile that you want to associate to a user or group. Click on either the User or Groups tab. Click the Add Association button .
In the All Users or All User Groups dialog, click the plus sign to associate the user or group with the profile. Click OK.
Log in as a user with Case Administrator rights. Click on the Highlight Profiles tab. See Highlight Profiles Tab on page 110. Select the profile that you want to disassociate from a user or group. Click on either the User or Groups tab. Check the user or group that you want to disassociate. Click the Remove Association button .
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Description
Allows the user to filter redaction text profiles in the list. See Filtering Content in Lists and Grids on page 26. Displays the available redaction text profiles. Click the column headers to sort by the column. Refreshes the Redaction Text Profile list. See Refreshing the Contents in List and Grids on page 24. Click to adjust what columns display in the Redaction Text Profile list. See Sorting by Columns on page 25. Click to delete selected redaction text profile. Only active when a redaction text is selected.
Refresh
Columns
Delete
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Description
Click to create a redaction text profile. See Creating a Redaction Text Profile on page 116.
4. In the Redaction Text Detail form, enter the text that you want to appear on the redaction.
4. In the Redaction Text Detail form, enter the text that you want to appear on the redaction.
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Description
Allows the user to filter jobs in the list. Displays the jobs associated with the case. Click the column headers to sort by the column. Refreshes the Work List.
Refresh Click to adjust what columns display in the Work List. Columns Displays the statistics on the data found in the Work List. Overview Tab
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Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
In the Case Explorer, right-click the Document Groups folder and select Create Document Group.
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4. 5. 6.
Enter a Name for the document group. Enter a Description for the document group. Click Next.
Select Labels
7. 8.
Check the labels that you want to include in the document group. Click Next.
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Document Numbering
9.
from Last: Select to continue the numbering from the last document.
10. Enter a Prefix for the new numbering. 11. Enter a Suffix for the new numbering. 12. Select a Starting Number for the documents. 13. Select the Padding for the documents. 14. Click Next.
Review Summary
15. Review the Summary and click Create. 16. Click OK.
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Log in as a user with Create Transcript Group rights. Click the Case Review button next to the case in the Case List.
In the Case Explorer, right-click the Transcripts folder and select Create Transcript Group.
4. 5.
Note: You need to refresh your browser before you can add transcripts to the group.
To upload transcripts
1. 2. 3.
Log in as a user with Upload Transcripts rights. Click the Case Review button next to the case in the Case List.
In the Case Explorer, right-click the Transcripts folder and select Upload Transcript.
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4. 5. 6. 7. 8. 9.
Browse to the location of the transcript TXT file. Select a Transcript Group from the drop-down. See Creating a Transcript Group on page 123. Enter the name of the Deponent. Select the Deposition Date. If you are uploading more than one transcript from the same day, specify the volume number to differentiate between the transcripts uploaded on the same date. Check the This transcript contains unnumbered preamble pages to indicate that there are pages prior to the testimony. If you check this, enter the number of preamble pages prior that occur before the testimony. These pages will be numbered as Preamble 0000#. The numbering continues as normal after the preamble pages.
To update transcripts
1. 2. 3.
Log in as a user with Upload Transcripts rights. Click the Case Review button next to the case in the Case List.
In the Case Explorer, right-click the Transcripts folder and select Update Transcript.
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4. 5. 6. 7. 8. 9.
Select a Transcript Group. Select a Transcript. Enter the Deponent name. Enter the Deposition Date. If you are uploading more than one transcript on the same day, specify the volume number to differentiate between the transcripts uploaded on the same date. Click Update Transcript.
To upload an exhibit
1. 2. 3.
Log in as a user with Upload Exhibits rights. Click the Case Review button next to the case in the Case List.
In the Case Explorer, right-click the Transcripts folder and select Upload Exhibits.
4.
Select the Transcript Group that contains the transcript to which you want to link the exhibit.
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5. 6. 7. 8.
Expand the Transcripts drop-down and select the transcript to which you want to link the exhibit. Browse to the exhibit file. In the Name field, enter the text (that can be found in the transcript) that you would like to become a link to the exhibit. Every occurrence of the text in the transcript will become a hyperlink to the exhibit. Click Upload Exhibit.
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Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
Click the Review Sets button in the Case Explorer. See the Reviewer Guide for more information on the Review Sets tab. Right-click the Review Sets folder and select Create Review Set.
5. 6.
Enter a Name for the review set. Select a Review Column that indicates the status of the review. New columns can be created in the Custom Fields tab of the Home page. See Custom Fields Tab on page 101. Enter a prefix for the batch that will appear before the page numbers of the docs. Increase or decrease the Batch Size to match the number of documents that you want to appear in the review set.
7. 8.
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9.
Families together: Check this to include documents within the same family as the selected documents in the batch.
email clusters together: Check this to include email threads of the selected documents in the batch.
Keep
Similar document sets together: Check this to include documents related to the selected documents in the batch.
Note: Any Keep check box selected will override the restricted Batch Size.
10. Click Next.
11. Expand Labels and check the labels that you want to include in the review set. All documents with that
label applied will be included in the review set. This is only relevant if the documents have already been labeled by reviewers.
12. Expand the Document Groups and check the document groups that you want to include in the review
set.
13. Click Next. 14. Review the summary of the review set to insure everything is accurate and click Create. 15. Click Close.
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Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
Click the Review Sets button in the Case Explorer. See the Reviewer Guide for more information on the Review Sets tab. Expand the All Sets folder. Right-click the review set that you want to delete and select Delete. Click OK.
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Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
Click the Review Sets button in the Case Explorer. See the Reviewer Guide for more information on the Review Sets tab. Expand the All Sets folder. Right-click the review set that you want to rename and select Rename. Enter a name for the review set.
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Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
Click the Review Sets button in the Case Explorer. See the Reviewer Guide for more information on the Review Sets tab. Expand the All Sets folder. Right-click the review set that you want to manage permissions for and select Manage Permissions.
6.
Check the groups that you want to grant permissions to the review set. Groups granted the Check In/ Check Out Review Batches permission will be able to check out the review sets to which they are granted permission. Click Save.
7.
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14 Managing Tags
Case managers can manage the tags for a case in the Case Review. The following tags can be created, deleted, renamed, and managed for permissions:
Labels: Issues:
See Managing Labels on page 132. See Managing Issues on page 135. See Creating Category Values on page 103.
Categories:
To create a label
1. 2. 3. 4. 5.
Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
Click the Tags button in the Case Explorer. See the Reviewer Guide for more information on tags. Expand the Tags folder. Right-click the Labels folder and select Create Label.
6. 7.
Enter a Label Name. Check Is Label Group if the label is a group to contain other labels and then skip to the last step.
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8.
Color: Select this to have no color associated with the label. Select this and then select a color to associate a color with the label.
Color:
Note: The default color is black if you select the Color option. The color selected appears next to the label in the labels folder.
9.
Click Save .
To delete a label
1. 2. 3. 4. 5. 6. 7.
Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
Click the Tags button in the Case Explorer. See the Reviewer Guide for more information on tags. Expand the Tags folder. Expand the Labels folder. Right-click the label that you want to delete and select Delete . Click OK.
To rename a label
1. 2. 3. 4. 5. 6. 7.
Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
Click the Tags button in the Case Explorer. See the Reviewer Guide for more information on tags. Expand the Tags folder. Expand the Labels folder. Right-click the label that you want to rename and select Rename . Enter the new name for the label.
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Log in as a user with Case Administrator rights. Click the Case Review button next to the case in the Case List.
Click the Tags button in the Case Explorer. See the Reviewer Guide for more information on tags. Expand the Tags folder. Expand the Labels folder. Right-click the label for which you want to grant permissions and select Manage Permissions .
7.
Check the groups that you want to grant permissions for the selected label. Note: By default, all groups that the logged-in user belongs to will be checked. To make it a personal label, all groups should be un-checked.
8.
Click Save.
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To create an issue
1. 2. 3. 4. 5.
Log in as a user with View Issues and Assign Issues rights. Click the Case Review button next to the case in the Case List.
Click the Tags button in the Case Explorer. See the Reviewer Guide for more information on tags. Expand the Tags folder. Right-click the Issues folder and select Create Issue.
6. 7.
Color: Select this to have no color associated with the issue. Select this and then select a color to associate a color with the issue.
Color:
8.
Click Save .
To delete an issue
1. 2.
Log in as a user with View Issues and Assign Issues rights. Click the Case Review button next to the case in the Case List.
Managing Tags
Managing Issues
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3. 4. 5. 6. 7.
Click the Tags button in the Case Explorer. See the Reviewer Guide for more information on tags. Expand the Tags folder. Expand the Issues folder. Right-click the issue that you want to delete and select Delete. Click OK.
To rename an issue
1. 2. 3. 4. 5. 6. 7.
Log in as a user with View Issues and Assign Issues rights. Click the Case Review button next to the case in the Case List.
Click the Tags button in the Case Explorer. See the Review Guide for more information on tags. Expand the Tags folder. Expand the Issues folder. Right-click the issue that you want to rename and select Rename. Enter the new name for the issue.
Log in as a user with View Issues and Assign Issues rights. Click the Case Review button next to the case in the Case List.
Click the Tags button in the Case Explorer. See the Reviewer Guide for more information on tags. Expand the Tags folder. Expand the Issues folder. Right-click the issue for which you want to grant permissions and select Manage Permissions .
Managing Tags
Managing Issues
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7. 8.
Check the groups that you want to grant permissions for the selected issue. Click Save.
Create an issue. See Creating Issues on page 135. Grant permissions for the issue. See Managing Issue Permissions on page 136. Add Issues to the Tagging Layout. See Associating Fields to a Tagging Layout on page 107. Check out a review set of documents. (optional) See the Reviewer Guide for more information on checking out review sets. Code the documents in the review set with the issues you created. See the Reviewer Guide for more information on coding.
Managing Tags
Managing Issues
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15 Running Reports
This chapter is designed to help you run and understand reports. Reports allow you to view data about your case. Users with the necessary permissions can run reports for a case using the Reports tab and the Exports tab on the Home page. The Reports and Exports tabs are case specific, not global.
Reports tab.
Deduplication Report on page 138. Data Volume on page 138. Audit Log on page 139. Export Set Report on page 140. (Only appears after generated)
Select a case in the Case List panel. Click the Reports tab on the Home page. Click View or Download under the Deduplication Summary Report pane.
Select a case in the Case List panel. Click the Reports tab on the Home page. Click View or Download under the Data Volume Report pane.
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Entered Exited
Search Filter Label Document Group Issue Category Review Set Out Review Set In Review Set Production Set Data Object Activities Document Document Redaction Redaction Redaction Highlight
Create Create Create Create Create Check Check Create Export Evidence Label
Annotate
Create Delete
Document (via Editable Grid) Document Document Document (via Tagging) Document (Includes Duration) Document
Image Code
Document Document
Compare Print
Select a case in the Case List panel. Click the Reports tab on the Home page. Under the Audit Log pane, do one of the following:
Click Click
Running Reports
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Select a case in the Case List panel. Click the Export tab on the Home page. Expand the Download Reports button of a production set. Select Download ER Report.
The name of the Export Set as defined by the user when the set was created. Lists which labels are included in the document set. Lists any comments that added when the export set was created.
Labels:
Count: Displays a total of the number of documents contained within the exported set of data. Size: Displays the total size of the documents being exported.
File Breakout
Type:
Lists the document type by file extension of the files contained within the exported set of documents. Displays a count of how many documents are contained within each group. Displays the total size of the files within each of the groupings.
Count: Size:
File List
Object
Name: Displays the name of the file being exported. Displays the name of the associated custodian. Displays the file extension of the exported item.
Displays the original filepath of the exported item. Date: Displays the metadata property for the created date of the exported item. Date: Displays the metadata property for the modification date of the exported item. Size: Displays the metadata property fore the logical size of the exported item.
Create Last
Access Date: Displays the metadata property for the last access date of the exported item.
Modify
Logical File
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Select a case in the Case List panel. Click the Export tab on the Home page. Expand the Download Reports button of a production set. Select Download ICE Report.
Unique Files: This count is the total items that had at least one keyword hit. If a document has several keywords that were found within its contents, a count of 1 is added to this total for that document. Unique Family Items: This count is the number of files where any single family member had a keyword hit. If any one file within a document family had a keyword hit, the individual files that make up this family are counted and added to this total. For example, one email had 3 attachments and the email hit on a keyword, a count of 4 files would be added to this count as a result. Family Emails: This count is the number of emails that have attachments where either the email itself or any of the attachments had a search hit. This count is for top level emails only. Emails as attachments are counted as attachments.
Total
Total
Family Attachments: This count is the number of the attachments where either the top level email or any of the attachments had a search hit. For example, if you have an email with an email attached and the attached email has 4 documents attached to it, this count would include the 5 attachments. Unique Emails with no Attachments: This count is the number of the emails that have no attachments where a search hit was found. Unique Loose eDocs: This count is the number of loose eDocuments where a search hit was found. This does not include attachments to emails, but does count the individual documents where a hit was found from within a zip file. Hit Count: This count is the total number of hits that were found within all of the documents.
Total Total
Total
Perform a search. In Case Review, click Search Options > Generate Report.
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This part describes how to load Summation data and includes the following sections:
Importing Using Using Using
the Evidence Wizard (page 144) Import (page 153) Cluster Analysis (page 156) Evidence (page 157)
Editing
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evidence items to a case properties about evidence items in a case custodians to evidence items in a case properties about evidence items in a case
View Edit
Associate
Note: You will normally want to have custodians created and selected before you process evidence. See About Creating Custodians when Adding Evidence Items on page 146.
To import data
1. 2.
Log in as a case manager. Click the Add Data button next to the case in the Case List panel.
3.
In the Add Data dialog, select on of the method by which you want to import data. The following methods are available:
Evidence Import: Cluster
(wizard):
Analysis:
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\\10.10.3.39\EvidenceSource\ \\10.10.3.39\EvidenceSource\John Smith \\10.10.3.39\EvidenceSource\Bobby Jones \\10.10.3.39\EvidenceSource\Samuel Johnson \\10.10.3.39\EvidenceSource\Edward Peterson \\10.10.3.39\EvidenceSource\Jeremy Lane
You could import the parent \\10.10.3.39\EvidenceSource\ as one evidence item. If you associated a custodian to it, all files under the parent would have the same custodian. On the other hand, you could have each subfolder be its own evidence item, and then you could associate a unique custodian to each item. An evidence item can either be a folder or a single file. If the item is a folder, it can have other subfolders, but they would be included in the item. When you use the Evidence Wizard to import evidence, you have options that will determine how the evidence is organized in evidence items.
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When you add evidence, you select from the following types of files.
Description
You can add AD1, E01, or AFF evidence image files. You can add native files, such as PDF, JPG, DOC PPT, PST, XLSX, and so on.
When you add evidence, you also select one of the following import methods.
Description
This method lets you create and import a CSV file that lists multiple paths of evidence and optionally automatically creates custodians and associates each evidence item with a custodian. Like the other methods, you specify whether the parent folder contains native files or image files. See About Using the CSV Import Method for Importing Evidence on page 146. This is similar to adding custodians by importing a file. See the Case Manager Guide for more information on adding custodians by importing a file. This method takes the immediate subfolders of the specified path and imports each of those subfolders content as a unique evidence item. You can automatically create a custodian based on the child folders name (if the child folder has a first and last name separated by a space) and have it associated with the data in the subfolder. See About Using the Immediate Children Method for Importing Evidence on page 148. Like the other methods, you specify if the parent folder contains native files or image files. This method lets you select a parent folder and all data in that folder will be imported. You specify that the folder contains either native files (JPG, PPT) or image files (AD1, E01, AFF). A parent folder can have both subfolders and files. Using this method, each parent folder that you import is its own evidence item and can be associated with one custodian. For example, if a parent folder had several AD1 files, all data from each AD1 file can have one associated custodian. Likewise, if a parent folder has several native files, all of the contents of that parent folder can have one associated custodian. This method lets you select individual files to import. You specify that these individual files are either native files (JPG, PPT) or image files (AD1, E01, AFF). Using this method, each individual file that you import is its own evidence item and can be associated with a custodian. For example, all data from an AD1 file can have an associated custodian. Likewise, each PDF, or JPG can have its own associated custodian.
Immediate Children
Folder Import
Individual File(s)
Note: The source network share permissions are defined by the administrator credentials.
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a CSV Evidence Import. See About Using the CSV Import Method for Importing Evidence on page 146. immediate children. See About Using the Immediate Children Method for Importing Evidence on page 148.
Importing
Adding
a custodian in the Add Evidence Wizard. You can select a custodian from the drop-down in the wizard or enter a new custodian name. See the Case Manager Guide for more information on creating custodians.
17.1.2 About Using the CSV Import Method for Importing Evidence
When specifying evidence to import in the Add Evidence Wizard, you can use one of two general options:
Manually Specify
folders, files, and custodians in a CSV file. There are several benefits of using a CSV file:
You You If If
can more easily and accurately plan for all of the evidence items to be included in a case by including all sources of evidence in a single file.
can more easily and accurately make sure that you add all of the evidence items to be included in a case. you have multiple folders or files, it is quicker to enter all of the paths in the CSV file than to browse to each one in the wizard.
you are going to specify custodians, you can specify the custodian for each evidence item. This will automatically add those custodians to the system rather than having to manually add each custodian.
When using a CSV, each path or file that you specify will be its own evidence item. The benefit of having multiple items is that each item can have its own associated custodian. This is in contrast with the Folder Import method, where only one custodian can be associated with all data under that folder. Specifying custodians is not required. However, if you do not specify custodians, when the data is imported, no custodians are created or associated with evidence items. Custodian data will not be usable in Case Review. See the Case Manager Guide for information on associating a custodian to an evidence item. If you do specify custodians in the CSV file, you use the first column to specify the custodian name and the second column for the path. If you do not specify custodians, you will only use one column for paths. When you load the CSV file in the Add Evidence Wizard, you will specify that the first column does not contain custodian names. That way, the wizard imports the first column as paths and not custodians. If you do specify custodians, they can be in one of two formats:
A
single name or text string with no spaces For example, JSmith or John_Smith and last name separated by a space For example, John Smith or Bill Jones
First
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In the CSV file, you can optionally have column headers. You will specify in the wizard whether it should use the first row as data or ignore the first row as headers.
CSV Example 1
This example includes headers and custodians. In the wizard, you select both First row contains headers and First column contains custodian names check boxes. When the data is imported, the custodians are created and associated to the case and the appropriate evidence item.
Custodians, Paths JSmith,\\10.10.3.39\EvidenceSource\JSmith JSmith,\\10.10.3.39\EvidenceSource\Sales\Projections.xlsx Bill Jones,\\10.10.3.39\EvidenceSource\BJones Sarah Johnson,\\10.10.3.39\EvidenceSource\SJohnson Evan_Peterson,\\10.10.3.39\EvidenceSource\EPeterson Evan_Peterson,\\10.10.3.39\EvidenceSource\HR Jill Lane,\\10.10.3.39\EvidenceSource\JLane Jill Lane,\\10.10.3.39\EvidenceSource\Marketing
This will important any individual files that are specified as well as all of the files (and additional subfolders) under a listed subfolder. You may normally use the same naming convention for custodians. This example shows different conventions simply as examples.
CSV Example 2
This example does not include headers or custodians. In the wizard, you clear both First row contains headers and First column contains custodian names check boxes. When the data is imported, no custodians are created or associated with evidence items.
17.1.3 About Using the Immediate Children Method for Importing Evidence
If you have a parent folder that has children subfolders, when importing it through the Add Evidence Wizard, you can use one of three methods:
Folder
Import Children
Immediate CSV
Import See About Using the CSV Import Method for Importing Evidence on page 146.
When using the Immediate Children method, each child subfolder of the parent folder will be its own evidence item. The benefit of having multiple evidence items is that each item can have its own associated custodian. This is in contrast with the Folder Import method, where all data under that folder is a single evidence item with only one possible custodian associated with it. Specifying custodians is not required. However, if you do not specify custodians, when the data is imported, no custodians are created or associated with evidence items. Custodian data will not be usable in Case Review. See the Case Manager Guide for more information on associating a custodian to evidence. When you select a parent folder in the Add Evidence Wizard, you select whether or not to specify custodians. If you do specify custodians, the custodian names are based on the name of the child folders. Imported custodian names can be imported in one of two formats:
A
single name or text string with no spaces For example, JSmith or John_Smith and last name separated by a space For example, John Smith or Bill Jones
First
For example, suppose a parent folder had four subfolders, each containing data from a different user. Using the Immediate Children method, each subfolder would be imported as a unique evidence item and the subfolder name could be the associated custodian. \Userdata\ (parent folder that is selected)
\Userdata\lNewstead (unique evidence item with lNewstead as custodian) \Userdata\KHetfield (unique evidence item with KHetfield as custodian)
\Userdata\James Ulrich (unique evidence item with James Ulrich as custodian) \Userdata\Jill_Hammett (unique evidence item with Jill_Hammett as custodian) Note: In the Add Evidence Wizard, you can manually rename the custodians if needed. The child folder may be a parent folder itself, but anything under it would be one evidence item.
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This method is similar to the CSV Import method in that it automatically creates custodians and associates them to evidence items. The difference is that when using this method, everything is configured in the wizard and not in an external CSV file.
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the Processing Options the way you want them. See the Admin Guide for more information on default processing options. whether or not you want to specify custodians. See the Case Manager Guide for more information on associating a custodian to evidence. you are importing custodians as part of the evidence, you must have custodians already associated with the case. See the Case Manager Guide for more information on creating custodians.
Plan
Unless
Note: Deduplication can only occur with evidence brought into Summation using evidence processing. Deduplication cannot be used on data that is imported.
(add evidence) in the case that you want to add evidence to.
In the Add Evidence Wizard, select the Evidence Data Type and the Import Method. See About Adding Evidence Items Using the Evidence Wizard on page 144. Click Next. Select the evidence folder or files that you want to import. This screen will differ depending on the Import Method that you selected.
5a.
If If
If you are using the CSV Import method, do the following: the CSV file uses the first row as headers rather than folder paths, select the First row contains headers check box, otherwise, clear it.
the CSV file uses the first column to specify custodians, select the First column contains custodian names check box, otherwise, clear it. See About Using the CSV Import Method for Importing Evidence on page 146. Click Browse. Browse to the CSV file and click OK. The CSV data is imported based on the check box settings. Confirm that the custodians and evidence paths are correct. You can edit any information in the list. If the wizard cant validate something in the CSV, it will highlight the item in red and place a red box around the problem value. If a new custodian will be created, it will be designated by . If you are using the Immediate Children method, do the following: If you want to automatically create custodians, select Sub folders are custodian names, otherwise, clear it. See About Using the Immediate Children Method for Importing Evidence on page 148.
5b.
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Click
Browse. the IP address of the server where the evidence files are located and click Go. For example, 10.10.2.29 Browse to the parent folder and click Select. Each child folder is listed as a unique evidence item. If you selected to create custodians, they are listed as well. Confirm that the custodians and evidence paths are correct. You can edit any information in the list. If the wizard cant validate something, it will highlight the item in red and place a red box around the problem value.
Enter
If you are using the Folder Input or Individual Files method, do the following: Click Browse. Enter the IP address of the server where the evidence files are located and click Go. For example, 10.10.2.29 Expand the folders in the left pane to browse the server. In the right pane highlight the parent folder or file and click Select. If you are selecting files, you can use Ctrl-click or Shift-click to select multiple files in one folder. The folder or file is listed as a unique evidence item.
6.
If you want to specify a custodian, select one from the Custodian Name drop-down list or type in a new custodian name to be added. If you enter a new custodian that will be created, it will be designated by You can also edit a custodian name if it was imported. .
7.
Specify a Timezone. From the Timezone drop-down list, select a time zone. See Evidence Time Zone Setting on page 152. (Optional) Enter a Description. This is used as a short description that is displayed with each item in the Evidence tab. For example, Imported from Filename.csv or Children of path. This can be added or edited later in the Evidence tab.
8.
9.
10. Click Next. 11. In the Evidence to be Added and Processed screen, you can view the evidence that you selected so far.
From this screen, you can perform one of the following actions:
Add Add
Evidence and Process: Click this button to add and process the evidence listed. When you are done, you are returned to the case list. After a few moments, the job will start and the case status should change to Processing. (refresh).
13. When the evidence import is completed, you can view the evidence items in the Evidence and
Custodians labels.
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18 Using Import
18.1 Importing Evidence Using Import
Administrators and case managers with the Create/Edit Case Admin Role can import evidence for a case. Your documents must be compiled into a DII or CSV file format in order to import them into Summation using the Import feature. Transcripts and exhibits are uploaded from Case Review and not from the Import dialog. See the Case Manager Guide for more information on how to upload transcripts and exhibits.
Log in to Summation as an Administrator or a user with Create/Edit Case rights. In the Case List panel, click the Add Evidence button Select Import. next to the case.
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Import Dialog
4. 5. 6.
In the Import dialog, select the file type, either DII or CSV. These are the only supported file types. Enter the location of the file, or Browse to the location. Select the Import Destination:
Existing
Document Group: Select this to add the documents to an existing document group. Select the group from the drop-down. See the Case Manager Guide for more information on managing document groups.
Create
New Document Group: Select this to add the documents to a new document group. Enter the name of the group in the field next to this radio button.
7.
Click the Map Fields button to map the fields in the documents of the CSV or DII file to the custom fields that you have created in the case. Mapping the fields will put the correct information about the document in the correct columns in the Case Review. The check file process is run after clicking the Map Fields button. Any errors that have to be corrected before the file can be imported are reported at this time. Note: If you need custom fields, you must create them in the Custom Fields tab on the Home page before importing in order to map to those fields. This process may take a long time for large DII files.
7a.
Using Import
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7b.
Note: Every time you click the Map Fields button, the fields are reset to their original state.
8.
Select the Import Options for the file. These options will differ depending on whether you select DII or CSV.
DII
Options:
Page
Count Follows Doc ID: Check if your DII file has an @T value that contains both a Doc ID and a page count. Import OCR/Full Text: Check to import OCR/Full Text documents for each record. Import Native Documents/Images: Check to import Native Documents and Images for each record.
CSV
Options: Row Contains Field Names: Check if the CSV file being imported contains a row header. Separators: Enter the symbols for the different separators that the CSV file being imported contains. Each separator value must match the CSV separators exactly or the field being imported for each record will not be populated correctly. Return Placeholder: Choose the same value that the CSV file being imported contains as a replacement value for carriage return and line feed characters.
First
9.
Select the way that you want the dates to appear in the documents by selecting an option from the Date Options drop-down.
New
Record: Add: Select to add new records. Skip: Select to ignore new records. Record: Select to update duplicate records with the record being imported. Overwrite: Select to overwrite the duplicate records with the record being imported. Skip: Select to skip the duplicate files.
Update:
Existing
Immediately on First Error: Check to stop the import when it encounters an error. If you do not check this, it will skip items with errors and continue the import, excluding those files.
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Load the email thread or near duplicate data using Evidence Processing or Import. On the Home page, in the Case List panel, click the Add Evidence button next to the case. In the Add Data dialog, click Cluster Analysis. Select a threshold to group the documents based on similarity. The default value is 80%. Click Start. The data for the email thread appears in the Conversation tab in Case Review. The data for Near Duplicate appears in the Related tab in Case Review. An entry for cluster analysis will appear in the Work List.
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20 Editing Evidence
20.1 Editing Evidence Items in the Evidence Tab
Users with Create/Edit case admin permissions can view and edit evidence for a case using the Evidence tab on the Home page.
Log in as a user with Create/Edit case admin permissions. Select a case from the Case List panel. Click on the Evidence tab. Select the evidence item you want to edit and click the Edit (pencil) button. In the External Evidence Details form, edit the desired information.
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Evidence Tab
Description
Allows the user to filter the list. Displays the paths of evidence in the case. Click the column headers to sort by the column. Refreshes the Evidence Path List.
Refresh
Editing Evidence
Evidence Tab
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Description
Click to adjust what columns display in the Evidence Path List.
Processing Status
Editing Evidence
Evidence Tab
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This part describes how to review Summation data and includes the following sections:
Introduction Customizing Viewing Working Imaging Applying Coding
Data (page 170) with Transcripts and Exhibits (page 189) Documents (page 196) Tags (page 202) Evidence (page 218)
Annotating Deleting
Keyboard Bulk
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21 Introduction
This guide is designed to aid reviewers in performing tasks in Case Review.
The Case Review page is made up of a case bar and below that, multiple panels that are customizable.
Case Bar
Description
The name of the current case. Click this button to return to the Home page.
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Description
Click previous page or previous document button to move around in the Item List panel. Click next page or next document to move around in the Item List panel. Displays the DocID, ObjectID, or Transcript name for the item selected in the Item List grid. Enter a DocID and click Go to go to that document in the Item List panel. You can also enter the DocID to open the native file. Note: If you processed data using evidence processing, you will need to put the documents into a Document group in order to use this feature. Expand to manipulate panels in the Case Review. Panels can be hidden, shown, dragged, and/or docked to customize the Case Review page for your workflow. Displays the name of the currently logged in user and allows you to log out if desired.
The Case Review page is made up of many panels that can be visible or hidden. The following table briefly overviews each panel available in the Case Review.
Description
Lists the history of actions performed on the selected document. See The Activity Panel on page 181. Contains five tabs: filters, explorer, tags, searches and review sets. See The Explore Tab on page 171. Use to select and edit coding layouts. See The Coding Panel on page 214. Displays email conversation threads. See The Conversation Panel on page 185. Displays exhibits for the selected transcript. See The Exhibits Panel on page 195. Lists available filters to apply to documents. See the Searching documentation. Lists the family relationships for email documents. See The Family Panel on page 186. Displays the selected document as an image. You can perform annotations, redactions, and make notes in this view. See Using Image Panel on page 179. Lists the filtered evidence for the selected case. This panel also includes the search bar. See Using the Item List Panel on page 172.
Item List
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Description
Lists available labels in the case to apply to evidence. Also displays the selected label for the document currently being viewed. See The Labeling Panel on page 203. Two types of documents are displayed in this view: Documents manually linked to other documents of the same case Documents linked to other documents during import See The Linked Panel on page 188. This viewer displays a files contents as it would appear normally without having to use the native application. The first time you use this view, you will need to follow the prompts to install the viewer application. See Using the Natural Panel on page 178. Use to display the notes for the currently selected document. See The Notes Panel on page 184. Displays the history of production. See the Loading Data documentation. Use to set relationships between documents. See The Similar Panel on page 182. Displays review batches. You can check in and check out batches from this panel. See The Review Batches Panel on page 209. The Text view displays the files content as text. You can configure the text view so that sentences wrap if they are longer than the panels width. You can also limit how much text is displayed by setting the Page Depth in characters. See Using the Text Panel on page 180. Displays transcripts for the case. See The Transcript Panel on page 189.
Linked
Natural View
Transcript
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Task
After you process a collection, you open the resulting case in Case Review View Data Search Documents Culling Documents Imaging Documents Coding Documents Annotating Documents Work with Transcripts
2 3 4 5 6 7 8
Deleting Documents
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and Showing Panels (page 165) and Showing Panels (page 166) Panels (page 167) Layouts (page 168) Saved Custom Layouts (page 169) Layouts (page 168)
Collapsing Moving
Resetting Saving
Managing
To hide a panel
To hide a panel, do one of the following:
Click Click
the close button (x) on the panel. Layout > Panes and uncheck the panel you want to hide.
To show a panel
Click Layout > Panes and check the panel from the list.
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To collapse a panel
1.
In top-right corner of the panel, click . The panel is collapsed and the name of the panel is displayed in a box on the left side. If the panel was in the top half of the page, the collapsed panel name is displayed in the top-left corner. If the panel was in the bottom half of the page, it will be displayed in the bottom-left corner.
Collapsed Panels
2.
To view a collapsed panel, mouse over the panel name and the panel will be shown until you move the mouse away from the panel. To un-collapse a panel, view the panel, and in the top-right corner of the panel, click .
3.
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Click and drag the panel that you want to move. Docking guides appear on the page.
2.
to a location on the page: Dock the panel by dragging the panel to one of the docking guide arrows and releasing the mouse button. There are four page docking guides on the outside of the page.
Docking
as a tab on another panel: Drag the panel on top of another panel and onto the center of the docking cluster and release the mouse button. There is a cluster of four page docking guides on the panel.
The Natural, Image, and Text panels open in one window with tabs at the bottom so that you can toggle between views. The transcript panel opens in its own window.
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To reset a layout
Select Layout > Reset Layout.
If you have modified a custom layout, it will reset to the last saved state.
To save a layout
1. 2.
3.
Layout: Designed to aid reviewers in searching documents Layout: Designed to aid reviewers in culling documents Layout: Designed to aid reviewers in viewing documents Layout: Designed to aid reviewers in working with transcripts
Transcript
To select a layout
In Case Review, select Layout > Layouts > and select a layout.
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Default layouts appear above the line and custom layouts appear below the line.
2. 3. 4.
To rename a layout, select the layout, and enter a new name. To delete a layout, click the X next to the layout, and click OK. Click Save.
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23 Viewing Data
23.1 Viewing Data in Panels
The following panels allow you to view documents in Case Review.
Links
See The Explore Tab on page 171. See Viewing Documents in the Item List Panel on page 173. See Using the Natural Panel on page 178. See Using Image Panel on page 179. See Using the Text Panel on page 180.
Note: The language identification feature only works in the following categories: documents, spreadsheets, and email The following panels allow you to view data about the selected document..
Link
See The Activity Panel on page 181. See The Similar Panel on page 182. See The Production Panel on page 183. See The Notes Panel on page 184. See The Conversation Panel on page 185. See The Family Panel on page 186. See The Linked Panel on page 188.
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Groups Sets
Document Tree
When you check an item in the document tree, all documents in that category will be included in your search query.
Description
Check to include document groups in your search. Right-click to create document groups. Check to include production sets in your search. Right-click to create productions sets. Check to include transcripts in your search. Right-click to create transcript groups, upload transcripts, update transcript, and upload exhibits. Check to include notes in your search. Check to include exhibits in your search.
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Description
Click to select the columns visible in the Item Grid. Enter search terms to perform a quick search of documents checked in the Document Tree. Results appear in the Item Grid. Click to execute your quick search. Select to perform the following actions: Clear Searches, Advanced Search, Expansion, Settings, and Generate Search Reports. The following view buttons are available: Grid View: See Using Grid View on page 174. Summary View: See Using Summary View on page 175. Conversation View: See Using Conversation View on page 175.
Select Checked to perform mass actions on documents checked in the Item Grid. Select All to perform mass actions on all documents in the Item Grid. Select the mass action that you want to perform on the documents in the Item Grid. The following actions are available: Convert Documents, Label Assignments, Delete, and Bulk Coding. Click to execute the selected mass action. Select the number of documents you want visible in the Item List.
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Description
Lists the page you are on and the number of pages. Click the next arrow to see the next page. Click the refresh button to update the Item List.
Description
Lists the position of the evidence item. Displays an icon of the source file, based on the file extension, for the evidence item. Select a label to apply to the evidence See Applying Labels to Single Documents on page 204. Lists the name of the evidence item. Lists the custodian for the evidence item. Lists the extension for the evidence item. Lists the path for the evidence item. Lists the date the evidence file was created. Lists the last date the evidence file was accessed. Lists the date that the evidence file was last modified. Lists the size of the evidence file. The type of file.
view: See Using Grid View on page 174. view: See Using Summary View on page 175. view: See Using Conversation View on page 175.
Summary
Conversation
In Case Review, show the Case Explorer and Item List panel if they are not already showing. In Case Explorer panel, check folders in the Explore, Tags, or Review Sets tabs that contain documents that you want to view.
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3.
Click the Apply (check mark) button in the Case Explorer panel. The documents in the selected folders appear in the Item List panel. See Using the Item List Panel on page 172.
Description
Enabling this will show duplicate items. Enabling this will show folder items. Enabling this shows extra files that may not be important. For example, this includes embedded files, such as XML, RELS, and graphics that are embedded in office documents.
Grid View
In the Grid and Summary view, you can perform the following tasks.
Link
See the Searching documentation. See Coding Multiple Documents on page 216. See Imaging Documents on page 196.
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Link
See Applying Labels to Multiple Documents on page 205. See Deleting Documents on page 225.
Summary View
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Conversation View
To move columns
In the Grid view, click and drag columns to the position you want them.
In the Item List panel in Grid view, click the Columns button and select Select Columns.
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2. 3.
Click the right arrow to add columns to the Grid and the left arrow to remove them from the Grid. Organize the order of the columns by clicking the up and down arrows.
Note: The first three columns in the Item List Grid cannot be hidden or moved.
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Natural Panel
Description
Contains the highlight profiles for the logged-in user. Contains the markup sets for the logged-in user. Contains a Save button, Print button, zoom in and out buttons and slider bar, Fit to width button, Previous Page button, Next Page button, and Select Text tool. Contains search field and search button. Contains a Save button, Print button, Select Text tool, Transparent Rectangle tool, Color tool, Delete button, and Toggle View Off button. Contains a Save button, Filled Rectangle tool, Select Text tool, Delete button, and Toggle View Off button. Fit to Width button, Rotate tools, and Thumbnail view button. Click to expand the image to the full screen.
In Case Review, select a file in the Item List panel. Click on the Natural tab. If the Natural panel isnt showing, select the panel from the Layouts drop-down.
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Image Panel
Description
Select a predefined markup set to view specified users annotations. Contains the following buttons: Save, Print, Zoom In, Zoom Out, Fit to Width, Previous Page, and Next Page. Contains the following buttons: Save, Print, Filled Rectangle, Transparent Rectangle, Delete Redaction, and Toggle Redaction On/Off. Contains the following buttons: Fit to Width, Rotate Single Page, Rotate All Pages, and Thumbnail View. Click to make the image a full screen.
In Case Review, select a file in the Item List panel. Click on the Image view tab. If the Image panel isnt showing, select the panel from the Layouts drop-down.
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Text Panel
Description
Select the number of characters you want visible in the Text Panel. Check to wrap the text in the panel.
In Case Review, select a file in the Item List panel. Click on the Text view tab. If the Text panel isnt showing, select the panel from the Layouts drop-down.
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Activity Panel
Description
Displays the date of the action performed. Displays the user that performed the action. Displays the type of activity that was performed.
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Similar Panel
Viewing Data
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Production Panel
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Notes Panel
Description
Lists the author of the note. Displays the text of the note. Displays the date that the note was created. Displays the page on which the note was made. Displays the line number on which the note was made. Expand the first actions drop-down and select one of the following options: All: To include all notes visible in the panel in the action Checked: To include checked notes in the action Unchecked: To include all the unchecked notes in the action This Page: To include all the notes on the current page in the action Select an action to perform from the drop-down. Click to execute the selected action. Select the number of documents you want visible in the Linked panel. Lists the page you are on and the number of pages. Click the next arrow to see the next page. Click the refresh button to update the Linked panel.
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email clusters are displayed in a hierarchical order with the original message displayed first, followed by subsequent messages for any email that have a conversational ID.
There
may be an email in the cluster that is from the thread which is not necessarily a part of the cluster since they are a part of the thread. may be identified because they are in the cluster, but not a part of the thread. are green. items are black. items in a cluster are marked with a star.
Emails
Clusters
Threaded
Significant
You can use the Filters panel to refine the list by: who the email was sent to, who the email is from, and a date range.
Conversation Tab
Description
Displays the number of emails in the thread. Displays the number of attachments. Displays the time frame when the emails were sent. Displays the email address of the email participants. Select Checked or All to perform mass actions. Select the type of mass action that you want to perform. Click to start the mass actions.
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Apply
When you click the child attachment in the Family panel, that child document will be displayed in the document view panel. Also, the Current Item ID will also change to reflect the child's record number so that you can select the hyperlink and open the child record in its native format. However, the Item List panel will not change to highlight the child's record; it will still remain on the parent's record.
Family Panel
Description
Displays the DocID for the documents in the same family as the selected document. Displays the DocID for the parent document. Displays whether the parent document has attachments.
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Description
Select to perform a mass action. Select the action that you want to perform. Click to start the mass action.
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manually linked to other documents of the same case linked to other documents during import
Linked Panel
Description
Select Checked to perform actions on documents checked in the Linked panel. Select All to perform actions on all documents in the Linked panel. Select the action that you want to perform on the documents in the Linked panel. The following actions are available: Link Documents and Remove Links. Click to execute the selected action. Select the number of documents you want visible in the Linked panel. Lists the page you are on and the number of pages. Click the next arrow to see the next page. Click the refresh button to update the Linked panel.
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Transcript Panel
Description
Click to print the transcript. Click to print a report of the transcript with notes and highlights optionally included. Enter text that you want to search for in the selected transcript. Click to go to the previous hit of the search term.
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Description
Click to go to the next hit of the search term. The name of the transcript appears in the title bar. Click to go to the previous page in the transcript. Displays the current page that you are on in the transcript. You can enter a page number to quickly jump to a desired page in the transcript. Click to go to the next page in the transcript.
In the Case Review, ensure the Case Explorer, Item List and Transcript panels are showing. In the Case Explorer, in the Document Tree, expand the Transcript folder. Select the transcript group you want to view. In the Item List panel, select the transcript you want to view. The transcript appears in the Transcript panel.
Adding a Note to a Transcript on page 190. Adding Highlights to a Transcript on page 191. Adding Links to a Transcript on page 191.
View a transcript in the Transcripts panel. See Viewing Transcripts on page 190. In the Transcripts panel, highlight the text to which you want to add a note. Right-click and select Add Note. In the Create Note View dialog, enter a note in the Note field.
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5. 6.
Select a Date for the note. (Optional) Check issues related to the note. Note: If you check an issue that has a color associated with it, the selected text will be highlighted that color.
7. 8.
Check the groups with which you want to share the note. Click Save.
To add a highlight
1. 2. 3. 4.
Log in as a user with Add Annotations permission. Click the Case Review button in the Case List panel next to the case.
View a transcript in the Transcripts panel. See Viewing Transcripts on page 190. In the Transcripts panel, expand the color drop-down and select a color for your highlight.
Color Drop-down
5.
Log in as a user with Add Annotations permission. Click the Case Review button in the Case List panel next to the case.
View a transcript in the Transcripts panel. See Viewing Transcripts on page 190.
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4. 5.
In the Transcripts panel, highlight the text to which you want to add a link. Right-click and select Add Transcript Link.
6. 7. 8.
In the Add Transcript Link dialog, select the Transcript Group that contains the transcript to which you want to link. In the Transcript drop-down, select the transcript to which you want to link. Click Ok.
Linking to a Document
To link to another transcript
1. 2. 3. 4. 5.
Log in as a user with Add Annotations permission. Click the Case Review button in the Case List panel next to the case.
View a transcript in the Transcripts panel. See Viewing Transcripts on page 190. In the Transcripts panel, highlight the text to which you want to add a link. Right-click and select Add Document Link.
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6.
In the Search field, enter the DocID of the document you want to link to. Note: If you want to see a list of DocIDs, enter a wildcard (*) and click Go.
7. 8. 9.
Click Go. Select the document you want link to from the search results. Click OK.
View a transcript in the Transcripts panel. See Viewing Transcripts on page 190. Enter a keyword in the search field. Click the Next button to see the first instance of the keyword. The keyword is highlighted in the transcript. Click the Next or Previous buttons to see more instances of the keyword.
In the Item List Grid, check the transcripts that you want to open. In the first Actions drop-down, select Checked.
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3. 4. 5.
In the second Actions drop-down, select View Transcripts. Click Go. Click OK. The transcripts open in their own windows.
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Exhibits Tab
Description
Lists the name of the exhibit for the selected transcript. Select to perform a mass action. Select the action that you want to perform. Click to start the mass action.
To view exhibits
1. 2. 3. 4.
In the Case Review, ensure the Case Explorer, Exhibits, Item List, and Natural panel are showing. Select a transcript group in the Case Explorer. In the Item List, select a transcript. In the Exhibits panel, select an exhibit. The exhibit is displayed in the Natural panel.
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25 Imaging Documents
Reviewers with the Imaging permission can convert multiple documents to an image using the Imaging mass action in the Item List panel.
Log in as a user with Imaging permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure the Item List panel is showing. In the Item List panel, check the documents that you want to convert to images. Skip this step if you are converting all the documents to images. In the first Actions drop-down at the bottom of the panel, do one of the following:
Select Select
Checked to convert all the checked documents. All to convert all documents, including documents on pages not visible.
6. 7.
8.
In the General tab of the Document Conversion dialog, make your selections and click Next. The following options are available in this tab.
Description
Check to create an image of the documents. Check to create an image that will appear in the Image panel for annotation.
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Description
Check to create an image that will appear in the Natural panel for annotation.
9.
In the Image Rendering Options, make your selections and click Next. The following options are available in this tab.
Description
Enter the file extensions of documents that you do not want to be converted. File extensions must be typed in exactly as they appear and separated by commas between multiple entries. This field does not allow the use of wild card characters. The default values are: EXE, DLL, and COM Select which format you want the native file converted to: Multi-page - one TIFF image with multiple pages for each document. PDF - one PDF file with multiple pages for each document. Single Page - a single TIFF image for each page of each document. For example, a 25 page document would output 25 single-page TIFF images.
Image Format
TIFF Compression
CCITT3 (Bitonal) - Produces a lower quality black and white image. CCITT4 (Bitonal) - Produces a higher quality black and white image. LZW (Color) - Produces a color image with LZW compression. None (Color) - Produces a color image with no compression (This is a very
large image).
DPI
Set the resolution of the image. The range is from 96 - 1200 dots per inch (DPI).
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Description
This and the following two options are available if you are rendering to CCITT3 or CCITT4 format and allows you to specify certain file extensions to render in color JPGs. For example, if you wanted everything in black and white format, but wanted all PowerPoint documents in color, you would choose this option and then type PPT or PPTX in the To JPG Extensions text box. Additionally, you can choose the quality of the resulting JPG from 1 - 100 percent (100 percent being the most clear, but the largest resulting image). Lets you specify file extensions that you want exported to JPG images. Sets the value of JPG quality (1-100). A high value (100) creates high quality images. However, it also reduces the compression ratio, resulting in large file sizes. A value of 50 is average quality.
10. In the Excel Rendering Options, make your selections and click Next. The following options are
Description
Check to use the settings from the original document. Select the size of the paper that you would like to use for the image. Select the orientation of the paper that you would like to use for the image. Set the size of the Header margin of the image (in inches). Set the size of the Footer margin of the image (in inches). Set the size of the page margins of the image (in inches).
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Description
Check if you want to set the options of the formula substitutions in the image of the excel document. Set how you would like the image to deal with formulas found in the excel file. The following options are available: Original Formula: Select to keep the original formulas in the excel file. Custom Text: Select to replace the formulas with the text you provide. Original Metadata: Select to keep the original metadata of the excel file. Select how you would like to treat comments in the image: Print in Place: Select to have the comments appear where they are in the document. Print No Comments: Select to not include comments in the image. Print Sheet End: Select to have the comments appear at the end of each sheet in the image. Set the print order: Over then Down: For use with Excel spreadsheets that may not fit on the rendered page. For example, if the spreadsheet is too wide to fit on the rendered page, you can choose to print left to right first and then print top to bottom. Down then Over: For use with Excel spreadsheets that may not fit on the rendered page. For example, if the spreadsheet is too wide to fit on the rendered page, you can choose to print top to bottom first and then print left to right. Check to include the gridlines of the spreadsheet in the image. Check to include the headings of the spreadsheet in the image. Set the number of pages that you want the information to shrink to fit on. Set the scale that you want to shrink or expand the content to on the image page. Check to center the sheet horizontally on the page. Check to center the sheet vertically on the page. Check to fit the image to the page. Check to put each sheet on its own page. Check to include hidden rows or columns in the image.
Print Comments
Print Order
Print Gridlines Print Headings Fit to X Pages Scaling Center Sheets Horizontally Center Sheets Vertically Fit Image to Page One Page Per Sheet Show Hidden Data
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11. In the Word Rendering Options, make your selections and click Next. The following options are
Description
Check to use the settings from the original document. Select the size of the paper that you would like to use for the image. Select the orientation of the paper that you would like to use for the image. Set the size of the Header margin of the image (in inches). Set the size of the Footer margin of the image (in inches). Set the size of the page margins of the image (in inches). Check if you want to set the options of the field substitutions in the image of the word document. Set how you would like the image to deal with fields found in the Word file. The following options are available: Original Formula: Select to keep the original formulas in the file. Custom Text: Select to replace the fields with the text you provide. Original Metadata: Select to keep the original metadata of the file. Check to include hidden text in the image. Check to include the endnotes at the end of the next section in the image.
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Log in as a user with Imaging permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure the Item List, Natural, and Image panels are showing. In the Item List panel, select the document for which you want to create an image. In the Natural panel, click the Create Image button. An image is created and opened in the Image panel. Make your annotations as usual.
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26 Applying Tags
26.1 The Tags Tab
The Tags tab in the Case Explorer can be used to create labels, create issues, and view categories. You can view documents assigned to tags using the Tags tab in the Case Explorer. See Viewing Documents with a Label Applied on page 207. See Viewing Documents with an Issue Coded on page 207. See Viewing Documents with a Category Coded on page 207. Case managers can create labels and issues for the case reviewer to use.
Description
Contains the Labels, Issues, and Categories folders. Contains all the existing labels. Right-click to create a new label for the case. Displays all the existing issues. Right-click to create a new issue for the case. Displays all the existing categories for the case. Right-click to create category values.
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Labeling Panel
Description
Expand to see the labels created by the case manager. Click to collapse all the folders. Click to expand all the folders. Click to refresh the label list. Click to apply the selected labels to the selected document. Click to reset the labels to their original condition.
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In the Case Review, ensure the Labeling and Item List panels are showing.
Labeling Panel
2. 3.
In the Item List panel, highlight the document to which you want to apply a label. In the Labeling panel, check the label(s) that you want to apply and click Save.
In the Case Review, ensure the Labelling and Item List panels are showing. In the Item List panel, highlight the document from which you want to remove a label. In the Labeling panel, uncheck the label(s) that you want to remove and click Save.
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In the Case Review, ensure the Item List panel is showing. Check the documents to which you want to apply labels. If applying labels to all documents, skip this step. In the first Actions drop-down at the bottom of the panel, do one of the following:
Select Select
Checked to apply labels to all the checked documents. All to apply labels to all documents, including documents on pages not visible.
4. 5.
6.
Check the labels that you want to assign to the documents. Note: Boxes with a dash (-) indicate that one or more (but not all) of the documents are already assigned that label. Click the box until it becomes a check mark to apply the label to all the selected documents.
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7.
Families Together: Check to apply the selected label to documents within the same family as the selected documents.
Email Clusters Together: Check to apply the selected label to email documents within the same cluster as the selected documents. Related Documents Together: Check to apply the selected label to all documents related to the selected documents. Linked Documents Together: Check to apply the selected label to all documents linked to the selected documents.
8.
Click Save.
In the Case Review, ensure the Item List panel is showing. Check the documents from which you want to remove labels. If removing labels from all documents, skip this step. In the first Actions drop-down at the bottom of the panel, do one of the following:
Select Select
Checked to remove labels from all the checked documents. All to remove labels from all documents, including documents on pages not visible.
4. 5. 6. 7.
In the second Actions drop-down, select Label Assignment. Click Go. In the Label Assignment dialog, click the check boxes until they are blank on the labels that you want to remove. Click Save.
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In the Case Review, ensure the Case Explorer and Item List panel are showing. In the Case Explorer, click on the Explore tab. Ensure all the folders are checked on this tab. In the Case Explorer, click on the Tags tab. See The Tags Tab on page 202. Uncheck everything on the Tags tab, then expand the Labels and check the label(s) that you want to see. Click the Apply check mark button in the Case Explorer panel. All documents with the selected label appear in the Item List panel.
In the Case Review, ensure the Case Explorer and Item List panel are showing. In the Case Explorer, click on the Explore tab. Ensure all the folders are checked on this tab. In the Case Explorer, click on the Tags tab. See The Tags Tab on page 202. Uncheck everything on the Tags tab, then expand the Issues and check the issue(s) that you want to see. Click the Apply check mark button in the Case Explorer panel. All documents with the selected issue appear in the Item List panel.
In the Case Review, ensure the Case Explorer and Item List panel are showing. In the Case Explorer, click on the Explore tab. Ensure all the folders are checked on this tab. In the Case Explorer, click on the Tags tab. See The Tags Tab on page 202. Uncheck everything on the Tags tab, then expand the Categories and check the category that you want to see. Click the Apply check mark button in the Case Explorer panel. All documents with the selected category appear in the Item List panel.
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27 Coding Documents
27.1 The Review Sets Tab
The Review Sets tab in the Case Explorer panel can be used to create review sets and view review sets in the Review Batches panel. Review sets are batches of documents that users can check out for coding and then check back in. Before you code a set of documents, you can check out a review set so that you can track the documents you code and to structure your workflow. Case managers can create and associate review sets. When you are done coding a set of documents, you can check them back in if you have the Check In/Check Out Review Batches permission. See Checking In/Out a Review Set on page 209.
Description
Contains the All Sets and My Batches folders. Displays all the review sets available. Displays review sets that you have checked out.
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Description
Displays the name of the review set. Displays the number of documents in review set. Displays the user that the review set is assigned to. Displays the status of the review set. Displays the number of documents reviewed in set. Expand the first actions drop-down and select one of the following options: All: To include all review sets in the panel in the action Checked: To include checked review sets in the action Unchecked: To include all the unchecked review sets in the action The second Actions drop-down allows you to select to either Check In or Check Out the review set. Click to execute the selected actions.
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2. 3. 4. 5.
In the Case Review, ensure that the Review Batches panel is showing. See The Review Batches Panel on page 209. In the Review Batches panel, check the batch(es) that you want to check out. Skip this step if you are checking out all the review batches. In the first Actions drop-down in the bottom of the panel, select one of the following:
Checked: All:
Select this to check out all of the review batches, including those not visible on the current page.
6.
Out: Select this to check out the review set. Only one person can have a review set checked out at a time. In: Select this to check in a checked out review set.
Check
7. 8.
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In Case Review, select the Item List panel and ensure it is in Grid View. Do one of the following:
Double Select
Note: Not all fields are editable. You can only edit non-read-only fields, and columns that are not evidence.
3. 4.
Enter or select the text, date, or numbers that you want for the field. See Editable Fields on page 211. Move the focus away from the field by doing one of the following to save the changes that you have made:
Click
anywhere else on the screen outside of the field. Tab to move to the next editable field.
Press
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Coding Documents
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Coding Documents
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Coding Panel
Coding Documents
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Description
Click to save your changes. Click to save your changes and move to the next codable record. Click to cancel the coding and leave edit mode. Click to apply the changes that you made to the previous record to the current record you are viewing. All available layouts for the user are in this drop-down.
Log in as a user with View Coding Layout permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List, Case Explorer and Coding panel are showing. If you are coding a checked out review batch, in the Case Explorer, click the Review Batches tab, expand the My Batches folder, and select the batch that you want to code. The documents for the selected batch appear in the Item List panel. See The Review Batches Panel on page 209. In the Item List panel, select the document that you want to code. See Using the Item List Panel on page 172. In the Coding panel, expand the layout drop-down and select the layout that you want to use. You must be associated with the layout in order to use it. Case managers can associate layouts to users and groups. See The Coding Panel on page 214. In the Coding panel, click Edit. Edit the data to reflect accurate data. The options available will differ depending on the layout that the case manager created. Click one of the following:
Save: Save
5. 6.
7. 8. 9.
Click this to save your changes and stay on the same document. and Next: Click this to save your changes and go to the next document in the Item List panel.
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Note: You will only be able to click Save if all the required fields (orange fields) are populated.
Log in as a user with View Coding Layout permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List and Case Explorer panel are showing. If you are coding a checked out review batch, in the Case Explorer, click the Review Batches tab, expand the My Batches folder, and select the batch that you want to code. The documents for the selected batch appear in the Item List panel. See The Review Batches Panel on page 209. In the Item List panel, check the documents that you want to code. Skip this step if you are coding for all the documents. See Using the Item List Panel on page 172. In the first Actions drop-down at the bottom of the panel, select one of the following:
Checked: All:
5.
6.
Select this to code all the documents in the Item List panel, including those on pages not currently visible.
7.
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8. 9.
In the Bulk Coding dialog, select the layout in the layout drop-down. Edit the data to reflect accurate data. The options available will differ depending on the layout that the case manager created. Check boxes with a dash (-) indicates that some of the documents have the box checked. Click the check box until it becomes a check mark to apply it to all the selected documents.
Keep
10. (Optional) Check the following Keep Together check boxes if desired:
Families Together: Check to apply the same coding to documents within the same family as the selected documents.
Email Clusters Together: Check to apply the same coding to email documents within the same cluster as the selected documents. Related Documents Together: Check to apply the same coding to all documents related to the selected documents. Linked Documents Together: Check to apply the same coding to all documents linked to the selected documents.
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28 Annotating Evidence
Reviewers with the Add Annotations permission can annotate documents and emails using the Natural and Image panels in the Case Review. In the Natural panel, the following annotation options are available:
Adding Adding Adding Adding Adding
a Note (page 218) a Highlight (page 220) a Link (page 221) a Transparent Rectangle (page 220) a Transparent Rectangle (page 220) a Highlight Profile (page 224) a Markup Set (page 224)
Selecting Selecting
Redactions, transparent rectangles, and markup sets are also available on the Image panel.
To add a note
1. 2. 3. 4. 5. 6. 7. 8.
Log in as a user with Add Notes permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List and Natural panel are showing. Select a document in the Item List panel that has a native application. The document shows up in the Natural panel without requiring the native application to view it. In the Natural panel, mark the Annotate radio button. Click the Redact tab. Click on the Select Text tool button. Highlight the text in the body of the document to which you want to add a note. The annotation options are displayed in a drop-down below the highlighted portion.
Annotation Options
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9.
10. Enter a note in the Note field. 11. Set a Date for the note. The date does not have to be exact, but can be just a month or year. 12. (Optional) Check issues related to the note.
Note: If you check an issue that has a color associated with it, the selected text will be highlighted that color.
13. Check the groups with which you want to share the note. 14. Click Save.
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To add a highlight
1. 2. 3. 4. 5. 6. 7. 8. 9.
Log in as a user with Add Annotations permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List and Natural panel are showing. Select a document in the Item List panel that has a native application. The document shows up in the Natural panel without requiring the native application to view it. In the Natural panel, mark the Annotate radio button. Click the Redact tab. Click on the Select Text tool button. Highlight the text in the body of the document to which you want to add a highlight. In the annotation options drop-down that appears, select Add Highlight.
Log in as a user with Add Annotations permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List and Natural panel are showing. Select a document in the Item List panel that has a native application. The document shows up in the Natural panel without requiring the native application to view it. In the Natural panel, mark the Annotate radio button. Click the Redact tab. Click the Transparent Rectangle tool button .
Click and drag the rectangle onto the body of the document.
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Adding a Highlight
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To add a link
1. 2. 3. 4. 5. 6. 7. 8. 9.
Log in as a user with Add Annotations permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List and Natural panel are showing. Select a document in the Item List panel that has a native application. The document shows up in the Natural panel without requiring the native application to view it. In the Natural panel, mark the Annotate radio button. Click the Redact tab. Click on the Select Text tool button. Highlight the text in the body of the document that you want to link to another document. In the annotation options drop-down that appears, select Add Link.
10. In the Search field, enter the DocID of the document you want to link to. 11. Press the tab button to activate the Go button and click Go. 12. Select the document you want to link to from the search results. 13. Click OK.
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To add a redaction
1. 2. 3. 4. 5.
Log in as a user with Add Annotations permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List and Natural or Image panel are showing. Select a document in the Item List panel. Select either the Natural or Image panel. Mark the Annotate radio button Click the Redact tab. Click the Redact tool button . .
6. 7. 8. 9.
Click and drag the rectangle onto the body of the document.
10. In the Select Redaction Reason dialog, select the text that you would like to appear on the redaction, or
To delete an annotation
1. 2. 3.
Log in as a user with Delete Annotations permission. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List and Natural panel are showing.
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4. 5. 6. 7.
Select a document in the Item List panel that has a native application. The document shows up in the Natural panel without requiring the native application to view it. In the Natural panel, mark the Annotate radio button. Click the Redact tab. Select the annotation that you want to delete and click the Delete button .
In the Case Review, ensure that the Item List and Natural panel are showing. Select a document in the Item List panel that has a native application. The document shows up in the Natural panel without requiring the native application to view it. In the Natural panel, mark the Annotate radio button. Click the Redact tab. Click the Redactions Off button .
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In the Case Review, ensure that the Item List and Natural panel are showing. Select a document in the Item List panel that has a native application. The document shows up in the Natural panel without requiring the native application to view it. In the Natural panel, expand the Highlight Profile drop-down and select a profile.
In the Case Review, ensure that the Item List and Natural panel are showing. Select a document in the Item List panel that has a native application. The document shows up in the Natural panel without requiring the native application to view it. In the Natural panel, expand the Markup Set drop-down and select a markup set.
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29 Deleting Documents
Users with the Edit Document permission can delete documents in the Item List panel of the Case Review. Users must be careful when deleting documents that the case is backed up first. You cannot delete documents that are a part of a production set. Note: Documents that have been brought into Summation using the Evidence Processing Wizard cannot be deleted.
Log in as a user with Edit Document permissions. Click the Case Review button in the Case List panel next to the case.
In the Case Review, ensure that the Item List panel is showing. Check the documents that you want to delete. Skip this step if you are deleting all the documents. In the first Actions drop-down, select one of the following:
Checked: All:
Select this to delete all of the documents, including documents on pages currently not visible.
6. 7.
8. 9.
Check Include Family to delete family documents as well. Click Delete. The job is sent to the Work List for the case manager to complete.
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30 Keyboard Shortcuts
30.1 Keyboard Shortcuts in Review
The following table describes the available keyboard shortcuts for the Review interface.
Keystroke
F2 Ctrl+F3 Ctrl+Shift+F3 Shift+F8 F8 Ctrl+Shift+S Ctrl+Shift+F6 Ctrl+F6 Ctrl+Shift+U Ctrl+U Ctrl+Shift+Z Ctrl+Alt+B Ctrl+Alt+D Ctrl+Alt+G Ctrl+U
Description
Toggles between Display and Edit modes. Clears the contents of the current field (Edit mode). Enters the current date in the active field (Edit mode). Moves to the previous record. Any changes will be saved. Moves to the next record. Any changes will be saved. Saves the current record (Edit mode only). Decrements the value of the current field by one (Edit mode) for integer and date fields. Increments the value of the current field by one (Edit mode) for integer and date fields. Unchecks all records on all pages. Toggles between selecting and deselecting current record. Undoes all changes made to the current row. Displays the previous note for documents/transcripts. Prompts you to delete the current note (and close Note View if you choose YES). Displays the next note for documents/transcripts. Undoes all changes made to the current row.
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31 Bulk Printing
Reviewers can print multiple records using the Bulk Printing mass action in the Item List panel. You can only print to printers that are on the server, not your local machine. Bulk printing will print the source documents, but will not include annotations or redactions.
11. In the Case Review, ensure the Item List panel is showing. 12. In the Item List panel, check the documents that you want to print. Skip this step if you are printing all
Checked to print all the checked documents. All to print all documents, including documents on pages not visible.
14. In the second Actions drop-down, select Bulk Printing. 15. Click Go.
16. In the Bulk Printing dialog, expand the Printer Selection drop-down and select the printer to which you
want to print.
17. Check Include Markups to include the redactions and highlighting that have been performed on the
records, on the printed document. Check the markup sets that you want included on the printed document.
18. Click Print.
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Select the case in the Case List panel. Click the Printing/Export tab on the Home page. Click on the Printer Status tab.
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This part describes how to search Summation data and includes the following sections:
Introduction Running Running
(page 230)
Quick Searches (page 234) Advanced Searches (page 238) Searches (page 246)
Re-running Culling
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32 Introduction
This document will help you filter and search through data in the Summation Case Review.
Groups
Any files that meet the search criteria will then be the only files shown in the Item List. When you start a search, be mindful of the items in the list that you are starting with. For example, if you have applied a filter to show only DOC files, and you search for a text string that you think is in a PDF file, it will not find it. You can do the following:
See See See See See
Running Quick Searches on page 234. Running an Advanced Search on page 238. Running Recent Searches on page 247. Saving a Search on page 248. Searching in Natural Panel on page 237.
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You can also use implied Boolean symbols directly in the search terms or phrases that you specify. The following are some examples of implied Boolean that you can use. Full Boolean logic: AND Implied Boolean logic search example: marijuana + cocaine You add implied Boolean logic symbols manually. However, you can add full Boolean logic by either typing the element in the text field or you can click the elements button in the user interface. If you use more than one logical operator, you should use parentheses to indicate precisely what you want to search for. For example, apple and pear or orange could mean either (apple and pear) or orange, or it could mean apple and (pear or orange). Noise words, such as if, and, or the are ignored in searches. Also, characters such as #, @, $, and similar characters are ignored. Only alpha-numeric characters are recognized. Therefore, if you searched for mckay accessdata, you would find mckay@accessdata. The search ignores the @ sign as a non-word character and finds the works mckay and accessdata together. The following search operators are available in the advanced search.
Description
Searches for the exact value entered. Searches for everything in the selected field except the exact value entered. Searches for the selected field. Searches for all documents without the selected field. Searches for a number greater than the value entered. Searches for a number greater than or equal to the value entered. Searches for a number less than the value entered. Searches for a number less than or equal to the value entered. Searches for the value entered. Searches for everything except the value entered. Searches between a range of dates. Searches for all dates except the range selected.
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Description
Returns as search results those evidence files that have all of the search words that you specified, or must contain the search words that you specified. For example: marijuana AND cocaine or marijuana + cocaine Returns as search results those evidence files that have any of the search words that you specified, at least one of the search words that you specified, or should contain the search words that you specified. For example: marijuana OR cocaine Returns as search results those evidence files that do not contain the search words that you specified, or should not contain the search words that you specified. This expression is an efficient way to eliminate potential privileged data from production sets. Used the expression at the beginning of your search word or phrase. For example: NOT licensed or - licensed Matches all evidence files except those with the word licensed in them. Returns as search results those evidence files that include the specified word or phrase that is found within so many number of words (for example, W/2) of another. The word range is W/1 W/8. For example: (rock AND stump) W/2 (fence AND gate) or (pear w/10 peach) W/7 (apple OR plum) This option is an excellent way to look for embedded email with a To and From header set to W/ 8 from. You can also use this option to search for evidence files with known words in certain locations or instant messaging chats. These are fixed search words used by the search engine to represent the first word of the document and the last word of the document. For example: copyright W/5 xlastword Matches when copyright if found within ten words of the end of the document. Returns as search results those evidence files that contain the expression on the left when the expression on the right is not found. For example: peach AND NOT pineapple
OR
NOT
W/N
xfirstword , xlastword
AND NOT
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Description
Returns as search results those evidence files that contain either the left expression or specifically not containing the right expression. For example: peach OR NOT pineapple Returns as search results those evidence files where the expression on the left does not occur within so many number of words of the right expression. For example: peach NOT W/8 pineapple Returns as search results those evidence files that match the left word or phrase with the optional combination of the word or phrase on the right. For example: (grape and pear) ANDANY (pineapple or melon)
NOT W/N
ANDANY
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Log in as a user with Run Search privileges. Click the Case Review button in the Case List panel next to the case.
In Case Review, ensure that the Case Explorer, the Item List, and Natural panel are showing. In the Case Explorer, default scope selection includes all evidence items in the case. Using the check boxes, uncheck items from both the Explore and Tags tabs to exclude items from the scope of the search. These scope items include:
Document Production Transcripts Notes Exhibits Labels Issues Categories
Groups Sets
5. 6.
In the Facets tab of the Case Explorer, you may select any combination of facets to apply to the current search scope. Click the Apply check mark button in the top of the Case Explorer. This will apply the currently selected scope and any selected facets to the Item List, allowing you to search and review on the resulting subset. The facets will persist through searches until you clear them. Scopes may be changed and searches re-run by use of the Apply button as well. After updating a facet or scope item, you may click the Apply button, which will update the scope and re-run any search that has not been cleared out by use of the Clear Search button in the Search Options menu of the Item List panel. In the search bar of the Item List panel, enter a word, or multiple words separated by commas. You may also enter a boolean search phrase in the search bar. See Understanding Regular Expressions on page 242. See Understanding Boolean Logic Options on page 232. Click Go to execute the search.
7.
8.
The search is performed within the specified scope and only searches the body content of the documents within the scope. Search results appear in the Item List panel. If you are searching by keyword, you can select a document from your search results, and see highlighted instances of the word in the Natural view. Quick searches will also appear in the Recent Searches on the Searches tab of the Case Explorer.
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| 235
Run a quick search. See Running a Quick Search on page 234. Enter new search criteria in the quick search field in the Item List panel.
3.
Click the Subset Search button. Your search results appear in the Item List panel.
Previous Search.
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In Case Review, ensure the Natural and Item List panel are showing. Select a document in the Item List that has a native application. In the Natural panel, click the Search tab. In the Search field, enter a keyword for which you want to search. Summation predicts the word you are looking for and it appears in the drop-down below the search field. The first instance of the word is highlighted in the natural view. Click the next and previous buttons to see the other instances of the keyword.
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Log in as a user with Run Search privileges. Click the Case Review button in the Case List panel next to the case.
In Case Review, ensure that the Case Explorer, the Item List, and Natural panel are showing. In the Case Explorer, default scope selection includes all evidence items in the case. Using the check boxes, uncheck items from both the Explore and Tags tabs to exclude them from the scope of the search. These scope items include:
Document Production Transcripts Notes Exhibits Labels Issues Categories
Groups Sets
5. 6.
In the Facets tab of the Case Explorer, you can select any combination of Facets to apply to the current search scope. Click the Apply check mark button in the top of the Case Explorer. This applies the currently selected scope and any selected Facets to the Item List, allowing search and review on the resulting subset. The scope of a search is saved along with the query. This Facet will persist through searches until you clear it. Scopes may be changed and searches re-run by use of the Apply button. After updating a Facet or scope item, you may click the Apply button to update the scope and re-run any search that has not been cleared out by use of the Clear Search button in the Search Options menu. Click the Search Options button in the Item List panel and select Advanced Search.
7.
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8.
Enter a Name for the search if you want to save the search. Otherwise, the search will appear in the Recent Searches list and will not be able to be saved.
(Optional) Select the type of Variation you want to include in your search. See Understanding Advanced Variations on page 241. Check Regular Expression if you want your search criteria to be a regular expression. See Understanding Regular Expressions on page 242. In the text field, enter the freeform text you want to include in the search. Freeform searching lets you combine keyword, boolean, and regular expression criteria to perform a search on evidence files.
8d.
8e. 8f. 9.
To add related terms for the words you entered, click Expand All. See Using the Term Browser to Create Search Strings on page 244. To import a list of terms from a TXT file, click Import Terms. See Importing Index Search Terms on page 245.
Expand the Conditions section to search within the fields/columns of the documents.
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See the Case Manager Guide for more information on creating custom fields.
10b. Select an Operator from the drop-down.
See Understanding Search Operators on page 231. See Understanding Boolean Logic Options on page 232.
10c. Select or enter a value using the following:
Field:
Enter text or symbols. Date: Enter a date or click the calendar to select a date. Look up button: Click the blank button to look up available search criteria for the selected field.
10d. Select either And or Or as the connector.
Columns
11a. Click the right arrow to add columns and the left arrow to remove columns. 11b. Click the up and down arrows to adjust the order of the columns. 12. Expand Result Sorting to select the column by which you want the search results to be sorted. The
Result Sorting
12a. In the Sort By drop-down, select the field you want to sort by. 12b. In the second drop-down, select whether you want to sort by Ascending or Descending. 13. Click Search.
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Description
No search criteria are applied. Finds grammatical variations on word endings. For example, stemming reduces the words fishing, fished, fishy, and fisher to the root word fish. Finds words that sound like the word that you are searching and begins with the same first letter. For example, searching for whale using phonic, would also find wale and wail. Finds word synonyms. For example, searching on fast would also find quick and rapid. You can enable this option for all words in a request. You can also add the & character after certain words in your request. Finds all words in the search criteria and any related words from the known related categories. Finds words that have similar spellings, such as raise and raize. You can enable this option for all words in a request. The level of fuzziness that you can set is 1-10. The higher the level of fuzziness, the more differences are allowed when matching words, and the closer these differences can be to the start of the word. Setting too many letter differences may make the search less useful. Dragging the slider bar to the right increases the number of letters in a word that can be different from the original search term. Dragging the slider bar to the left decreases the number of letters in a word that can be different from the original search term. You can also add fuzziness directly in the search term you enter using the % character. The number of % characters that you add determines the number of differences that are ignored when you search for a word. The position of the % characters determines how many letters at the start of the word have to match exactly. For example, ca%nada must begin with ca and have just one letter difference between it and canada. Whereas, c%%anada must begin with c and have only two letter differences between it and canada. In another example, marijuana can be spelled marihuana or maryjuana. In this case, your search expression could be mar%%uana. As with the fuzzy slider bar setting, you should exercise care when you use multiple % symbols because the number of junk hits rises quickly with each added error.
Synonyms
Related Fuzzy
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quotes and begin with ##. a single whole word. For example, ##app.*ie would not find apple pie. that include beginning of line or end of line regex criteria, such as ^ and $, do not work. letters are searchable. Characters that are not indexed by dtSearch are not searchable.
Match Only
Searches
You can find more information about regular expression searching by going to the following AccessData website: http://www.accessdata.com/media/en_us/print/techdocs/Web_regexp.pdf See Running an Advanced Search on page 238.
In Case Review, in the Item List panel, click Search Options > Advanced Search. Select Regular Expression. In the text field, enter the words and special characters that you want to use in the search pattern. See Basic Regular Expression Characters on page 242. Click Search. The hit results are displayed in the Evidence pane.
Example
Matches any single character. For example: r.ad Would match read or road. Matches the start of a line. Matches the end of a line. Treats the next character as a literal. For example: \+45 Would not be interpreted as one or more, but as 45. A bracket expression. Matches a single character that is contained within the brackets. For example: bon[abcd] Would match bona and bond, but not bone.
^ $ \
[ ]
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Example
The dash inside the brackets indicates a range of characters. For example: [a-z] Matches any single lower-case character. Matches a single character that is not contained within the brackets. For example, [^abc] matches any character other than a, b, or c. And [^a-z] matches any single character that is not a lowercase letter from a to z. Or, [^b]at matches all strings matched by .at except bat. Matches the preceding element zero or more times. For example: .* Matches any string of characters, or nothing. Matches the preceding element one or more times. For example: [rs]+at Matches rat, sat, rrat, rsat, srat, sssrat, and so on, but not at. Matches any string of at least one character. Matches any sequence of one or more lower-case characters.
[^ ]
[a-z]+
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In Case Review, in the Item List panel, click Search Options > Advanced Search. Enter a keyword. Click Expand All.
Term Browser
4. 5. 6. 7. 8.
In the Term Browser, highlight the keyword. A list of synonyms is generated. To add other related words, select the Include Related, Include Specific, and Include General check boxes. Select the words that you want to include in the search or click Variations to select all words. To build a search including the words that you selected, click Apply. You can edit the search or run it by clicking Search.
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In Case Review, in the Item List panel, click Search Options > Advanced Search. Click Import to import a set of search terms. Select the text file that you previously saved. Click Open.
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35 Re-running Searches
You can re-run searches by using the Search tab in the Case Explorer panel in the Case Review.
Description
Contains the Recent Searches, My Searches, and Shared Searches. Every time a search is performed, it is saved in the recent searches. The last 10 searches are saved here in chronological order. Users can execute and edit searches from Recent Searches. Displays all the searches that the user has saved. Users can execute, delete and edit searches from My Searches. Users can also share their searches. Displays all the shared searches that the user has permissions to access. Users can execute searches from Shared Searches.
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Log in as a user with Run Searches permissions. Click the Case Review button Click on the Searches tab. Expand the Recent Searches. Right-click the search and select Run Search. The search is run using the original search scope and the original search criteria. The search results appear in the Item List panel. in the Case List panel next to the case.
In Case Review, ensure the Item List panel is showing. Click Search Options > Clear Recent Searches.
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To save a search
1. 2. 3. 4.
Log in as a user with Run Search privileges. Click the Case Review button in the Case List panel next to the case.
In Case Review, ensure that the Case Explorer, and the Item List panel are showing. In the Case Explorer, default scope selection includes all evidence items in the case. Using the check boxes, uncheck items from both the Explore and Tags tabs to exclude them from the scope of the search. These scope items include:
Document Production Transcripts Notes Exhibits Labels Issues Categories
Groups Sets
5. 6.
In the Facets tab of the Case Explorer, you can select any combination of Facets to apply to the current search scope. Click the Apply check mark button in the top of the Case Explorer. This applies the currently selected scope and any selected Facets to the Item List, allowing search and review on the resulting subset. The scope of a search is saved along with the query. This Facet will persist through searches until you clear it. Scopes may be changed and searches re-run by use of the Apply button. After updating a Facet or scope item, you may click the Apply button to update the scope and re-run any search that has not been cleared out by use of the Clear Search button in the Search Options menu. Click the Search Options button in the Item List panel and select Advanced Search. Enter a Name for the search. Enter criteria for the search. See Running Recent Searches on page 247.
7. 8. 9.
Re-running Searches
Saving a Search
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To share a search
1. 2. 3. 4. 5. 6.
Log in as a user with Manage Searches permissions. Click the Case Review button Click on the Searches tab. Expand My Searches. Right-click the search and select Manage Permissions. in the Case List panel next to the case.
7. 8.
Check the groups with which you want to share the search. Click Save.
Re-running Searches
Sharing a Search
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36 Culling Data
In Case Review, you can filter evidence to help view only relevant evidence for the case. After you have applied filters, the results are then displayed in the Item List. You can also use searches and column sorting to help you further review and cull down evidence.
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Facets Panel
You can use filters to help you cull your evidence. There are many pre-defined filters that you can use. Some of the filters contain dynamic facets to choose from based on the evidence files that you have. All of the facets are organized into filter categories. When applying filters, you can choose one or more facets within a single filter or you can choose facets within other filters.
Description
Filters evidence based on custodians associated to the case.
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Description
Filters evidence based on the email senders display name. You can use the facets within this filter to drill down to specific values. Filters evidence based on the email senders address. You can use the facets within this filter to drill down to specific values. Filters evidence based on the email senders domain. You can use the facets within this filter to drill down to specific values. Filters evidence based on the email recipients display name. You can use the facets within this filter to drill down to specific values. Filters evidence based on the email recipients address. You can use the facets within this filter to drill down to specific values. Filters evidence based on the email recipients domain. You can use the facets within this filter to drill down to specific values. Filters evidence based on BCC recipient address, display name, and domain. You can use the facets within this filter to drill down to specific values. Filters evidence based on CC recipient address, display name, and domain. You can use the facets within this filter to drill down to specific values. Filters evidence by To recipient address, display name, and domain. You can use the facets within this filter to drill down to specific values. Filters evidence by email date. You can select to filter by the Delivered date or the Submitted date. You can use the facets within this filter to drill down to date ranges or specific dates. Filters evidence by file extension, including: .doc, .docx, .log, .msg, .rtf, .txt, .wpd, .wps. Filters evidence by file category, including: archives, databases, documents, email, executables, folders, graphics, internet/chat files, mobile phone data, multimedia, OS/file system files, other encryption files, other known types, presentations, slack/free space, spreadsheets, unknown types, and user types. You can use the facets within this filter to drill down to specific values. Filters evidence by file status, including: bad extension, email attachments, email related items, encrypted files, and OLE sub-items. Filters evidence by file size. Author of Microsoft Office documents. Filters evidence by email status, including: attachments, related items, replies, and forwarded.
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For each facet, there is also a link labeled Only. You can click Only for a facet and that one facet will be checked and all other facets in that filter will be cleared. You can also click on the facet name which will exclude all other facets and all other filters. See Configuring Facets on page 256.
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documents, emails, graphics, spreadsheets, and so on.) You can exclude the types of files that you do not need to review while leaving the file types that you do want to review.
the Custodians filter, select only the one custodian. the File Extensions filter, exclude unimportant file types, such as EXE and DLL files. the Email Senders Domain filter, exclude all emails that came from ESPN.com and Comast.com.
As another example, a development in a case may reveal that some very important evidence may exist as an email attachment sent either to or by a custodian within a specific date range. You can do the following:
Using Using Using
the Custodians filter, select only the one custodian. the File Status filter, select only Email Attachments. the Email by Date filter, select only emails delivered in March and April of 2009.
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Culling Data
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In the Facets panel on the Case Review page, expand the filter category that you want to use. For a list of filter categories, see Available Filter Categories (page 251). To expand all categories, click Expand.
2.
In the expanded filter, click the Facet name link. Click this link to exclude all other facets and filters. For example, in the filter, if you click the facet named Email, you will only get email messages. To reset a single facet, click .
3.
In the Facets panel on the Case Review page, expand the filter that you want to use. For a list of filters, see Available Filter Categories (page 251). To expand all filters, click Expand.
2.
Manually check the items that you want to include. Manually uncheck the items that you want to exclude.
Uncheck: Only:
Expand:
Many facets can be expanded to show dynamic facets. For example, in the Email By Date filter, there is a Delivered facet. You can expand it to show detailed facets for years, months, or days. Apply.
3.
Click
The Item List will change to display only the items that you filtered for. When you change the configuration of a category, a shows you which categories have been configured.
4.
(Optional) Repeat steps 2 and 3 as often as needed. After making any changes, you must click Apply.
Culling Data
Configuring Facets
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5.
undo an individual facet, check the box for an item that you previously unchecked. reset all facets in a single filter category, click the undo all filters, click Apply. Reset. next to the filter name.
6.
Click
Culling Data
Configuring Facets
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Set filters that you commonly use in the Case Review. In the Item List panel, select Options > Cache > Add current filter to cache. Your data is cached in the database and the cached icon turns orange.
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In Case Review, ensure the Item List panel is showing. Select the document groups, labels, or issues that you want to view from the Case Explorer and click Apply. In the Item List panel, click on the column filters button .
3.
Column Filters
4. 5. 6. 7.
Uncheck the items that you want to filter out of your view. (Optional) You can use the Search field to search by keyword among the items in the column. (Optional) Expand the Sort drop-down to sort the items in the column by ascending or descending hits or values. Click Apply. All documents with the item that you unchecked are removed from the Item List panel.
In Case Review, ensure the Item List panel is showing. Select the document groups, labels, or issues that you want to view from the Case Explorer. In the Item List panel, click on the column filters button Click Clear Filter. .
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This part describes how to export Summation data and includes the following sections:
Introduction Creating
(page 261)
Exporting
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37 Introduction
This document is about creating and exporting production sets for a case. Exporting, in most cases, is performed by the case manager. You need the correct permissions to create and export production sets.
Description
Exports your choice of Native, Filtered text (includes the OCR text that was created during processing), rendered images of the native document, and optionally OCR text of the rendered images. If the recipient intends to use third-party software to review the export set, select Load File Export. You have the option of exporting rendered documents in the following formats: Concordance EDRM (Electronic Discovery Reference Model) XML Generic iCONECT Introspect Relativity Ringtail (flat file) Summation eDII CaseVantage Some programs have load file size limits. If needed, you can split load files into multiple files. If you use the Concordance, Generic or Relativity exports, and include rendered images, you will also get an LFP and OPT file.
Introduction
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Before you create a production set, be sure you have applied at least one label to evidence files that you want to filter into the export set. Log in as a user with Create Production Set rights. Click the Case Review button next to the case in the Case List.
In the Case Explorer, select the Explore tab, right-click the Production Sets folder, and select Create Production Set. See Production Set General Options (page 263) for information on how to fill out the options in the General Options screen. Click Next. See Production Set Files to Include Options (page 264) for information on the option in the Files to Include screen. Click Next. In the Columns to Include, click the right arrow to add a column to the production set and the left arrow to remove a column from the production set. You can rearrange the order of the columns by clicking the up and down arrows. Note: Only columns added at this time will be available for exporting. Any columns not added will not be available in the production set.
10. Click Next. 11. See U.S. Volume Document Options (page 266) for information on the options in the Volume Document
Options screen.
12. See Production Set Image Branding Options (page 273) for information on the options in the Image
After your production set is created, it will appear in the Export tab of the Home page and under the Production Sets folder in the Case Explorer of the Case Review. See Export Tab on page 277.
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Description
Enter the name of the production set job you are creating. This does not need to be a unique name, but it is recommended that you make all names unique to avoid confusion. Select the label that has the documents you want to include in the production set. Enter a description for the production set if desired. Select a previously created template to populate all the fields of the production set wizard using the options selected in a previous production set.
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Description
Select this to include all filtered text files in the production set. This does not include redacted text. This will not re-extract text from native files. Select this option if you want to include the native documents with the production set. This will only include native files that have not been redacted. If the native file has been redacted, a PDF of the file will be included. Select this option if there are emails that were originally in a PST or an NSF format and you want to put them into a PST or NSF container. Select this option if there are emails that were originally in a PST or NSF and you want to make them HTML files. This option will not take loose MSG files and put them into a PST. Select this option if there are emails that were originally in a PST or an NSF that you want to make into MSG files. Select this option to include images that have been created in the Case Review. Additionally, if an image has not yet been created, this option will convert the native document to an image format.
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Description
Enter the file extensions of documents that you do not want to be converted. File extensions must be typed in exactly as they appear and separated by commas between multiple entries. This field does not allow the use of wild card characters. The default values are: EXE, DLL, and COM Select which format you want the native file converted to: Multi-page - one TIFF image with multiple pages for each document. PDF - one PDF file with multiple pages for each document. Single Page - a single TIFF image for each page of each document. For example, a 25 page document would output 25 single-page TIFF images.
File Format
Compression
CCITT3 (Bitonal) - Produces a lower quality black and white image. CCITT4 (Bitonal) - Produces a higher quality black and white image. LZW (Color) - Produces a color image with LZW compression. None (Color) - Produces a color image with no compression (This is a very
large image).
Set the resolution of the image. The range is from 96 - 1200 dots per inch (DPI). This and the following two options are available if you are rendering to CCITT3 or CCITT4 format and allows you to specify certain file extensions to render in color JPGs. For example, if you wanted everything in black and white format, but wanted all PowerPoint documents in color, you would choose this option and then type PPT or PPTX in the To JPG Extensions text box. Additionally, you can choose the quality of the resulting JPG from 1 - 100 percent (100 percent being the most clear, but the largest resulting image). Lets you specify file extensions that you want exported to JPG images. Sets the value of JPG quality (1-100). A high value (100) creates high quality images. However, it also reduces the compression ratio, resulting in large file sizes. A value of 50 is average quality. Creates a page by page OCR text file from the rendered images. By default, the text file uses a TXT extension. As a best practice, you would not create both Filtered Text files and OCR text files. However, if you do both, the Filtered Text files use a TXT extension and the OCR text files use an OCR.TXT extension. If you create only OCR text files and not Filtered Text files, the OCR text files use a TXT extension.
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Description
ANSI encoding has the advantage of producing a smaller text file than a Unicode file (UTF). ANSI-encoded text files process faster and save space. The ANSI encoding includes characters for languages other than English, but it is still limited to the Latin script. If you are exporting documents that contain languages written in scripts other than Latin, you need to choose a Unicode encoding form. Unicode encoding forms contain the character sets for all known languages. UTF- 16 Encodes load files using UTF-16. UTF - 8 (Default) Encodes load files using UTF-8. For more information on the Unicode standard, see the following website http://www.unicode.org/standard/principles.html
Redactions Markups
Check the Markup Sets that you want included in the production set. Markups will be burned into the images that are created.
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Option
Description
Choose a naming option: (Default) This file naming allows you to determine what the name of the files will be, based on the document ID numbering scheme. This option is used with the Document Numbering Options on this tab. In Case Review, you can view the ProductionDocID that is created for exported files. This is useful in associating an exported file with the original file. This file naming uses the original file name as the name of the document rather than a numbered naming convention. If the files were brought into the case by way of importing a DII or CSV file, the file name may not be present and therefore the file will be put into the Production Set using the original DocID that it was imported with. With this option, the files when exported will be put into a standard volume directory structure. This option uses both the original file name and the original file path when the production set is exported. The file path will be recreated within the export folder. You can sort the documents before they are converted and named. This allows you to choose one or more metadata field values to sort the documents in ascending or descending order. You can choose any combination of fields by which to sort, however, it is not recommended to choose more than 3 fields to sort by. Add volume partition sorting filters based on specified ascending or descending fields.
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Description
Delete the selected sorting option.
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Description
Lets you set the name of the Natives folder. See Files to Include Options on page 264. Lets you set the name of the Image folder. See Files to Include Options on page 264. Lets you set the name of the Text folder where text files go that are generated by the OCR engine. See Files to Include Options on page 264.
Document Numbering Options Prefix Suffix Starting Number Padding See About U.S. Document Numbering Options on page 271. Specifies the prefix-naming convention that you want to use for the document and page numbering within the folders of the export. Specifies the suffix-naming convention that you want to use for the document and page numbering within the folders of the export. Sets the starting number of the first document or image within the volume of the export. Specify the number of document counter digits that you want. The limit is 21.
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folder - Contains two levels of subfolders for organizing the files. A new volume will be created when a specified limit is reached. You can choose from the following limits.
Limits Limit
Documents
Description
Output will be placed into a volume until the specified number of documents has been reached, then a new volume will be created. For example, if you export 2000 files and you set the partition limit to 1000, you will have two document volumes. Output will be placed into a volume until the specified number of images has been reached, then a new volume will be created. This option is useful because a single, large document may create hundreds or thousands of single page images. Output will be placed into a volume until the specified megabyte size of all of the files has been reached, then a new volume will be created. For example, you can set a partition limit of 4000 MB if you intend to burn the files to DVD media. All output will be placed into one volume.
Images
Megabyte
Single
You can also specify a volume folder limit. In order to prevent issues with Microsoft Windows Explorer, you can specify an additional limit of the number of folders in a volume. This works in addition to the selected limit type. If the specified volume limit is not reached, but the folder limit is, a new volume will be created.
File
type folder - The first level subfolders within each volume are separated by the file types of the exported files. By default, the folders are named by file type, for example, native documents, images, or text files. You can name these file type folders anything you want. This allows you to put your image and text files into the same folder. While you can name all of the file type folders the same; thereby placing the natives, images, and text files into a single folder; it is not recommended because there could be naming conflicts if your native file and image or text file have the same name.
Level
2 folder - The second level folders contain the actual files being exported. You can specify a limit of the total number of files per folder. This limit, once reached, will create a new folder within the same file type folder until the volume maximum or number of folders has been reached.
Using the Partition Type, Partition Limit, and Folder limit values together, you can create the volume structure that meets your needs. The following graphic is an example of a volume structure.
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Note: No document that has been rendered will have its rendered pages divided into more than one folder. If a folder limit is about to be reached, but the next document that should go into that folder will exceed the maximum, a new folder will be started automatically for the new document. The same applies to document families, if the volume maximum is about to be reached and the next document family will exceed the limit, a new volume will be started and the next document family will be placed into that new volume.
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Independent
Document and Page Numbering This option generates a sequential number that is applied to the document without regard to the rendered pages that may or may not be produced. The images will also be numbered sequentially without regard to the document number. For example, if you have two documents each that produce two images during conversion, the output would be:
Image Output
IMG00001.tif IMG00002.tif
ABC00002.doc
IMG00003.tif IMG00004.tif
by Document with Page Counter Suffix This option generates a sequential number for every document and the pages produced for that document will carry the document's name with a counter as a suffix that represents which page is represented by the image. For example, if you have two documents each that produce two images during conversion, the output would be:
Image Output
ABC00001.001.tif ABC00001.002.tif
ABC00002.doc
ABC00002.001.tif ABC00002.002.tif
Number by Page This option generates a sequential number for every page created. The corresponding document name will be the same as its first page generated for each document. For example, if you have two documents each that produce two images during conversion, the output would be:
Image Output
ABC00001.tif ABC00002.tif
ABC00003.doc
ABC00003.tif ABC00004.tif
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Options
Options
Options
Description
Displays a sample of the image branding options selected. Set options to brand a watermark to the middle of the document. Sets the visibility of the watermark text. There are multiple types of image branding available. The options in the Watermark group box will differ depending on the Type that you select.
No branding on the image. Sets the font style for the text. Sets the font size for the text.
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Options
Description
Bates numbering is a term used for placing an identifying number on every page of evidence files that are presented in court. Bates numbering in this case is not driven by the document or page numbering that was assigned in the Volume/Document Options panel.
Prefix
Specify up to any 25 alphanumeric characters except the forward slash or backward slash. You can use a separator to create a visual break between the different sections of the Bates number. Sets the starting number to a value from 1-100. Specify the number of document counter digits that you want. The limit is 42. Sets the font style for the text. Sets the font size for the text. Brands each page with the Doc ID in the designated location. For example, if you have a single document that was assigned a DocID of ABC00005.doc, each image representing that document will have ABC00005 branded in the specified location.
Font Font Size Global Endorsem ent Text Font Font Size Page ID
Sets the font style for the text. Sets the font size for the text. Brands each page with the entered text in the designated location. Enter the text that you want to appear in the designated location. Sets the font style for the text. Sets the font size for the text. Brands each page with the name that was provided during the Production Set creation in the designated location. For example if you have a document that produced three image pages named ABC00001.tif, ABC00002.tif, and ABC00003.tif, the images will be branded with ABC00001, ABC00002, and ABC0003 respectively.
Sets the font style for the text. Sets the font size for the text.
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Options
Options
Options
Description
Displays the branding options for a header on the upper-left side of the page. The options in this dialog are based on the Header Type selected. See the Watermark Type options in this table for more information on the Header Type options as they are the same options. Displays the branding options for a header on the upper-center side of the page. The options in this dialog are based on the Header Type selected. See the Watermark Type options in this table for more information on the Header Type options as they are the same options. Displays the branding options for a header on the upper-right side of the page. The options in this dialog are based on the Header Type selected. See the Watermark Type options in this table for more information on the Header Type options as they are the same options. Displays the branding options for a header on the lower-left side of the page. The options in this dialog are based on the Header Type selected. See the Watermark Type options in this table for more information on the Header Type options as they are the same options. Displays the branding options for a header on the lower-center side of the page. The options in this dialog are based on the Header Type selected. See the Watermark Type options in this table for more information on the Header Type options as they are the same options. Displays the branding options for a header on the lower-right side of the page. The options in this dialog are based on the Header Type selected. See the Watermark Type options in this table for more information on the Header Type options as they are the same options.
Center Header
Far Header
Near Footer
Center Footer
Far Footer
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Access the production set wizard and set the options for the production set. See Export Tab on page 277. In the production set wizard, click Save As. Enter a name for the template. Click Save.
Log in as a user with Production Set rights. Click the Case Review button next to the case in the Case List.
In the Case Explorer, select the Explore tab, expand the Production Sets folder, right-click the production set that you want to delete and select Delete. Click OK.
Log in as a user with Production Set rights. Select the case in the Case List panel. Click the Print/Export tab on the Home page. Click the Delete button next to the production set.
Log in as a user with Production Set rights. Click the Case Review button next to the case in the Case List.
In the Case Explorer, select the Explore tab, expand the Production Sets folder, right-click the production set that you want to delete and select Manage Permissions. Check the groups that you want to have access to the production set that you created and click Save.
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Export Tab
Description
Enter text to search by production set name.
Lists the production sets and the status of the production sets. Click to export the production set to a load file.
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Description
Click to delete the production set.
Export tab.
Next to the production set that you want to export, click Export.
3. 4.
Enter or browse to the path where you want to save the export. Enter a name for the Load File.
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5.
Select a format that you want to use for the export. The following formats are available:
CaseVantage
- Generates a DII file specifically formatted for use with the AD Summation CaseVantage program. - Generates a DAT file that can be used in Concordance. - Generates an XML file that meets the EDRM v1.2 standard. - Generates a standard delimited text file. - Generates an XML file formatted for use with the iConect program. (IDX file) - Generates an IDX file specifically formatted for use with the Introspect
Concordance EDRM
Generic
iCONECT
Introspect
program.
Relativity Ringtail
(flat file) - Generates a delimited text file that can be converted to be used in Ringtail.
Summation
eDII - Generates a DII file specifically formatted for use with the AD Summation iBlaze or Enterprise programs.
Note: If you are outputting a Concordance, Relativity, or Generic load file, and include rendered images, you will also get an OPT and LFP file in the export directory.
6.
Depending on the load file format you choose, you may need to check whether or not to show the row header for the columns of data. The Show Row Header option is only available for the following load file formats:
Concordance Generic Introspect Relativity Ringtail
(Flat File)
7.
Select an option for Load File Encoding. The following options are available:
ANSI
- Encodes load files using ANSI (for text written in the Latin script). ANSI encoding has the advantage of producing a smaller load file than a Unicode file (UTF). ANSIencoded load files process faster and save space. The ANSI encoding includes characters for languages other than English, but it is still limited to the Latin script. If you are exporting documents that contain languages written in scripts other than Latin, you need to choose a Unicode encoding form. Unicode encoding forms contain the character sets for all known languages. - (Default) Encodes load files using UTF-8. For more information on the Unicode standard, see the following website: http://www.unicode.org/standard/principles.html Most commonly used for text written in Chinese, Japanese, and Korean. - Encodes load files using UTF-16. Similar to UTF-8 this option is used for text written in Chinese, Japanese, and Korean.
UTF-8
UTF-16
8.
Select a Field Mapping character. This delimiter is the character that is placed between the columns of data. The default delimiters are recommended by the program to which the load file was intended. However, you can change these defaults by selecting the drop-down and choosing an alternative. Field Mapping is available for the following load file formats:
Concordance Generic Introspect Relativity Ringtail
(Flat File)
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9.
Select a Text Identifier character. This delimiter is the character that is placed on either side of the value within each of the columns. All of the text that follows the character and precedes the next occurrence of the same character is imported as one value. The default delimiters are recommended by the program to which the load file was intended. However, you can change these defaults by selecting the drop-down and choosing an alternative. If you do not wish to use a delimiter, you can choose the (none) option. Text Identifier is available for the following load file formats:
Concordance Generic Introspect Relativity Ringtail
(Flat File)
10. Select a Newline character. This is a replacement character for any newline (carriage return/line feed)
character. The default delimiters are recommended by the program to which the load file was intended. However, you can change these defaults by selecting the drop-down and choosing an alternative. If you do not wish to use a delimiter, you can choose the (none) option. Newline is available for the following load file formats:
Concordance Generic Introspect Relativity Ringtail
(Flat File)
11. Select the Available Fields of metadata to be included in the load file and click the right arrow to add
the field.
12. Some load file applications require that certain fields be in the load file. In such cases, you can click the Custom plus button to add a custom field entry that is not already listed in the Available Fields list. 13. Click Export.
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This part describes how to use Summation Mobile and includes the following section:
Using
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40.1 Prerequisites
To use Summation Mobile, you need the following things:
Summation Rights
Mobile installed on your laptop (automatically installs the Copy Case utility) to the network during copying
Connection
Processing
Case
Users Groups Roles Permissions Custom Columns (including adding Categories) Tagging Layouts Persistent Highlighting Profiles Markup Sets Redaction Reasons AutoText Options Permissions for: Labels, Issue Values, Saved Searches, and Category Values
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Production Sets
Saved Searches
Groups / Transcripts
Searches Records
Document
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To copy a case
1.
2.
In the Provided Network Login Information group box, enter the following:
Network User
URL: Enter the URL for the network Summation application. Enter the password for the user you entered.
Password:
3.
In the Provide Mobile Login Information group box, enter the following:
User
Name: Enter a user that has access to the case you want to copy. Enter the password for the user you entered.
Password:
4. 5.
Browse to a Shared Directory. This directory needs to be a location where both the network and local machine has Read/Write access (used to store data temporarily during the copy process). Click OK.
Copying a Case
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6. 7.
In the Copy Case Modes group box, select Copy Network Case to Mobile System. In the Network Case group box, expand the case drop-down and select the case that you want to copy. Only cases that you have access to will appear. The Network Case Path and Case Size are automatically populated when you select a case. Note: With SQL Express on the local machine, you are limited in the size of the case that you can copy.
8.
Enter a new name for the case by which it will be saved on the local machine. Browse to a location on the local machine where you want to save the case. Case: Select this to copy the entire case to the local machine.
9.
Elements: Select this to choose what elements you want to copy. You can specify to copy the following: Transcript Groups, Review Sets, Production Sets, Saved Searches, and Labeled Documents.
Note: What you select in the Case Elements group box will determine the next screen you see.
10. Click Next. 11. If you selected to copy the Entire Case, skip to the Summary step. 12. If you selected to copy Designated Elements, you will see the Transcript Selection screen.
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13. In the Transcript Selection screen, make selections among the following and click Next:
Include
Transcript: Check this to include transcripts in the copy. Transcripts: Select this to include all the transcripts in the case, in the copy. Selected Transcripts: Select this to include only the transcript groups that you check in the copy.
All
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14. In the Documents Selection screen, make selections among the following and click Next:
Include
Documents: Check this to include documents in the copy. Documents: Select this to include all the documents in the case, in the copy. Documents Assigned to the Labels: Select this to include only the documents assigned to labels that you check in the copy.
All
15. In the Review Sets screen, make selections among the following and click Next:
Include
Review Sets: Check this to include review sets in the copy. All Review Sets: Select this to include all the review sets in the case, in the copy. Selected Review Sets: Select this to include only the review sets that you check in the copy.
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Other Selection
16. In the Other Selection screen, make selections among the following and click Next:
Include
Production Sets: Check this to include production sets in the copy. Production Sets: Select this to include all the production sets in the case, in the copy. Selected Production Sets: Select this to include only the production sets that you check in the copy.
All
Include
Note: Production sets cannot be changed. If you copy them to your local machine, you will not be able to make any changes to existing production sets and you will not be able to merge them back in to the network case. You can copy them for viewing purposes only.
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Summary Screen
17. In the Summary screen, review the selections you have made and click Start.
Process Complete
18. Click Yes to perform another copy or No if you are done. 19. Click Close.
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2. 3.
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Ensure your laptop is connected to the network. Open the Copy Case utility on your laptop. In the Provided Network Login Information group box, enter the following:
Network User
URL: Enter the URL for the network Summation application. Enter the password for the user you entered.
Password:
4.
In the Provide Mobile Login Information group box, enter the following:
User
Name: Enter a user that has access to the case you want to merge. Enter the password for the user you entered.
Password:
5. 6.
Browse to a Shared Directory. This directory needs to be a location where both the network and local machine has Read/Write access (used to store data temporarily during the merge process). Click OK.
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7. 8. 9.
In the Copy Case Modes group box, select Merge Changes from Mobile Case to Network Case. In the Mobile Case group box, select a copied case from the local machine. The respective Network case Name and Network case Path will be populated automatically. In the Case Elements group box, select one of the following:
Entire
Case: Select this to merge the entire case copy to the network application.
Designated
Elements: Select this to choose what elements you want to merge. You can specify to merge the following: Transcripts, Documents, Review Sets, Saved Searches, and Labeled Documents.
Note: Ensure that you check all the items that you want to merge because you will not be able to merge anything again after the merge is complete. You can only merge a case once. Note: What you select in the Case Elements group box will determine the next screen you see.
10. Click Next. 11. If you selected to copy the Entire Case, skip to the Summary step. 12. If you selected to copy Designated Elements, you will see the Transcript Selection screen. 13. In the Transcript Selection screen, make selections among the following and click Next:
Include
Transcript: Check this to include transcripts in the merge. Transcripts: Select this to include all the transcripts in the case, in the merge. Selected Transcripts: Select this to include only the transcript groups that you check in the merge.
All
14. In the Documents Selection screen, make selections among the following and click Next:
Include
Documents: Check this to include documents in the merge. Documents: Select this to include all the documents in the case, in the merge. Documents Assigned to the Labels: Select this to include only the documents assigned to labels that you check in the merge.
All
15. In the Review Sets screen, make selections among the following and click Next:
Include
Review Sets: Check this to include review sets in the merge. Review Sets: Select this to include all the review sets in the case, in the merge. Selected Review Sets: Select this to include only the review sets that you check in the merge.
All
Note: Production sets cannot be changed. You will not be able to merge production sets back in to the network case. You can copy them for viewing purposes only.
16. In the Summary screen, review the selections you have made and click Start. 17. Click Yes to perform another copy or No if you are done. 18. Click Close.
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This part describes the folder structure on the back end of Summation. This includes the following section:
See
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Log in to Summation. Select the case in the Case List panel. Click on the Case Detail tab on the Home page. Under Case Folder Path, the path is listed.
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This folder contains all the native files. This only pertains to Imported DII Documents and Production Set Documents.
This folder contains the Image Documents. This only pertains to Imported DII Image Documents, Production Set Image Documents, and Documents imaged using the Imaging option in the Item List panel of the Case Review.
Graphic_Swf: Click
This folder contains flash files created when imaging documents. There are two ways to create these flash files: on the Annotate button from the Image tab of the Document Viewer.
Select
Imaging in the mass operations of the Item List panel and then select the Process for Image Annotation option.
Native_Swf: Click
This folder contains flash files created when imaging documents. There are two way to create these flash files: on the Annotate button from the Natural tab of Document Viewer.
Select
Imaging in the mass operations of the Item List panel and then select the Process for Native Annotation option. This folder contains the DT Search Index Files. These are needed to be able to search for full This folder contains files that are the text of an email body.
Dts_idx:
text data.
Email_body: Filtered: OCR: JT:
This folder contains the files that are the text of the Native file extracted by Summation at the time of Import or Add Evidence. This folder contains the files that are the text of the Native/Image files loaded via Import DII. This folder contains files that are used for communication between processing host and processing engine. This is internal EP communication. This folder contains the jobs sent via the application (i.e. Import, Add Evidence, Cluster Analysis, etc.) There are multiple Job folders:
AA: AE: MI:
Jobs:
This folder contains the Additional Analysis Jobs which consist of Jobs from Import, Imaging, Transcript Uploads, Clustering, etc. This folder contains the jobs processed through Add Evidence. This folder contains files for Index Manager jobs. These are run anytime you run another job to help update the database. IDs: Within each of these folders theres a series of subfolders named by JobIDs. Within there, there are log files for the jobs.
Job
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The files in the Native Folder are a little more complicated. Youll need to match up the ObjectID to the one shown in the Case Review and determine what kind of native file it is and then change it to that extension accordingly. So that you dont alter the original file, it is best that you make a copy of the data files and then change the extension accordingly.
This is a log file of Add Evidence Jobs, Imaging Jobs, Production Sets, and
Clustering Jobs.
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Migrating to Summation
This part describes how to migrate your iBlaze or Enterprise cases to Summation. This includes the following section:
See
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1 Migrating to Summation
1.1 About Migrating your Case
You can migrate your AD Enterprise or AD iBlaze cases to Summation using the Migration utility. The Migration utility is installed in the following ways:
Summation Summation
Express: Installed with the Summation application Pro: Installed by the Technical Account Manager when Summation is installed.
The Migration utility should be run on the server where Summation is installed as the server will contain all of the prerequisites that the Migration utility needs to run.
Migration Utility
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2.
In the Source Details, browse to the location where the iBlaze or Enterprise case data is stored to set your Case Path. Note: You must have permission to access the folder where the case data is stored.
3.
Expand the Case Type drop-down and select one of the following:
iBlaze Enterprise
4. 5. 6. 7. 8.
If the case is an Enterprise case, enter the DB User Name and DB Password for the SQL server where the source data is stored. Expand the Case Name drop-down and select the case that you want to migrate. Check All Cases to migrate all the cases in the case folder. Migrating all the cases may take an extended period of time if it is a large database. In the Destination Details group box, browse to the location of the Summation case folder to set the Case Path. The following fields are automatically generated based on the information entered during installation:
DB DB
Server Name: Displays the name of the server where the Summation database is saved. Name: Displays the name of the Summation database. User Name: Enter the name of the user that has access to the Summation database. Password: Enter the password for the database user that you entered.
9.
10. In the DB Backup Directory, browse to the location where you want to back up the case files. 11. Check Data Verification to have a confirmation recorded in the log files that all data files were
migrated.
12. Check Rollback to roll data that fails to migrate back to the source. It is recommended that you always
keep this checked so that failed files do not stay in the Summation database.
13. In the Log Files Location, browse to the location where you want to save the log files which contain the
details of the migration including: an error log, status log, indexer, and warning log.
14. Click Start.
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Migration Complete
15. Click the Log Files button to view the log files for the migration.
Log in to Summation as a user with review permissions. Click the Case Review button next to the case in the Case List panel. In the Case Explorer panel, click the Document Tree button. Expand the Document Group folder. All records are saved under the eTable group. Expand the Transcripts folder. All transcripts are saved under Migrated Transcripts.
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To cancel a case
In the Migration utility, click Cancel.
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