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Summation Pro - Review and Production FAQs

Created by: April Humberd
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 Overview

This is a list of Frequently Asked Questions, and answers, we get about different aspects of a Summation Pro Review and Production workflow.

 

Labels/Issues/Categories

  1. Why would one user be able to see Labels/Issues/Category Values but another user can’t?
    • The label creator has not shared the label with the other user. Right click the label, choose “Manage Permissions”, then choose the group with which to share the label. If the label is already shared with a group and the user still can’t see the label, make sure the user is a member of the group.
  2. What do the Colors signify for Labels/Issues/Categories?
    • Labels – Nothing
    • Category Values – Nothing
    • Issues – When making a note, the text you selected to make a note about will be highlighted in this color, if you assign the note to a given issue. Otherwise the highlight is a default color.
  3. Why is adding cc (or any additional character) to the beginning of a custom column beneficial?
    • It groups them together to make them easier to find within the list.
    • It prevents possible field duplication when installing updates. We add new fields to each version and often times they could have the same name as a custom field the user created in a previous version.

 

Search

 

  1. What are the three areas of text you can specifically search with the Quick Search? What is the difference?
    • FullText Contains Apple – Will search any text you could see on the document if you were to print it to paper
    • AnyText Contains Apple – Will search any text you could see on the document if you were to print to paper as well as any text you could find in any of the Item List fields
    • Apple – Just searching for Apple will search both A and B but will also search any metadata that we extracted but just didn’t have a template field to place it in. That data is stored, just not exactly easily accessible.
  2. In the Advanced Search Builder, what type of search is the text box for?
    • That is a design choice to search only the search index (not SQL) for the terms entered in that box. This is why after you enter search terms in this box and run the search, the Item List search box adds FullText Con (…) around your search terms.
  3. Why are the words highlighted within the text on the Natural panel on some documents and not on other documents?
    • Inline text search highlighting only works with documents that had searchable text when they were added to the project. Documents that were imported with OCR text only or documents that Summation PRO had to OCR, do not have Inline text metadata, therefore summation knows the word is in the document, but there are no pointers to tell it on what page and where that word is located.
  4. How is a highlight profile different than search highlighting?
    • Highlight Profiles are designed to be used during a document review. The intent is to allow the reviewer to quickly find the important keywords (search terms) within the documents without having to re-run searches.

 

Tagging Layout Creation

 

  1. Are tagging layouts available to all case users?
    • No, they must be shared with either a user or a group for it to be available in the Coding Panel.
    • If you just added a user to a tagging layout, that user will need to F5 refresh or logout/in before it will be available to them.
  2. Can you change the order in which the tagging layouts are seen by the user(s) in the drop down list?
    • Yes, That is what the “Order” field is for when you create the tagging layout.
    • Note: You cannot change the 0 on the Predictive coding layout, so it will always be the first in the list for Case Administrators. For all other users, do not grant them permissions to the Predictive coding tagging layout and they will not see it in their menu.
  3. Can you change the order in which the fields are listed within each tagging layout?
    • Yes, change the order number for each field and that will designate the order they are seen.
    • Note: Leave gaps between the numbers for future additions. For example, Number them 5, 10, 15, 20 so if you later wanted to add another field that is seen between 5 and 10, you can give it a number 6-9. This prevents you from having to renumber them all, or having two with the same number that may or may not show up in the order you want.

 

Annotations

 

  1. What is the purpose of having multiple mark-up sets?
    • It allows the users to mark up a single document many different ways while allowing them to preserve each version.
    • Note: This is helpful when you have a single document that needs to have certain content redacted for one recipient and content redacted another way for a different recipient. A multi-defendant case for example.
  2. Do you have to click the redaction box every time you want to make another redaction (does the option stick)?
    • Yes, you will have to click the redaction annotation tool every time. The option does not stick to allow you to make multiple redactions at a time.
  3. Can you do smart redactions like Full Page, multi-page, or specific searched words?
    • As of current versions, no, you cannot. This is a current feature request.
  4. Can you export a copy of a document with the Highlights you made on it?
    • No, there is no option to allow you to export the highlights at this time.
  5. If you redact on both the Image Panel and the Natural panel for a single markup set, which one will be produced?
    • Whichever one was redacted on first.

 

Review Sets

 

  1. What is the Review Column Field for?
    • This is typically a custom field that the user has created in which every document will have an entry for. For Example a Review Responsiveness where every single document will either be marked Responsive or Not-Responsive.
    • This field having an entry is what determines the percent complete for each batch.

 

Coding

 

  1. Why are some fields Blue in the Coding Panel?
    • This is a required field. It means that no coding decisions will be saved for that record unless the required fields have a value.
  2. What are the checkboxes for next to some of the fields in the coding panel?
    • This means the value of that field can be carried to the next document. This helps streamline the coding process if you get into a group of documents that are similar and will all be coded with the same decisions. You can click the Apply Previous button and it will look at your previous coding decision and carry it over to your current document.
  3. Will Bulk Coding remove the existing text in my field and replace it or will it append to the current text?
    • It will replace the current text. Be careful.
  4. Will Bulk Coding remove the exiting check boxes and replace it with the bulk code options or will it add them?
    • Both and Neither. You have the same checkbox options here as you do for labels.
      • Hyphen -Do nothing
      • Plus – Add
      • Empty - Remove.
  1. How can I remove a radio button decision from a field?
    • Use Bulk Coding. Check the box next to the radio button field but do not choose any of the radio buttons. Click Save.

 

Item List

 

  1. What is the best way to sort the item list by family?
    • There is the option to “Keep Families Together” which will sort the project by ObjectID and add the families in as appropriate. This can be a little confusing and limit your other options with the Item List.
    • My preferred way is to use the PATH field. This will always keep the families together and it a way that is more logical and easier to understand.
  2. Can you have the Item list to sort by multiple fields at once?
    • Yes, Click the first field you would like the list to sort by, then hold the SHIFT key and click the second field you want considered for the sort order.

 

Production

 

  1. Can I create a production that only produces the Spreadsheets in Native and will Image everything but the Spreadsheets in a single production?
    • Yes, this is when you would use the “Categories to Exclude” options for both Native and Images.
  2. Can I create a production that will produce in native a subset of documents that I have identified or likewise a production that will not image a subset of documents that have identified.
    • Yes, this is when you make use of the “Labels to Exclude” or “Issues to exclude”. You will need to identify all of the documents you do NOT want produced in native or documents you do NOT want imaged and add them to a separate label or a certain issue. The label must be different than the label you are using to create the production set.
  3. How can I place a Global Endorsement on only certain documents within the production?
    • Create a custom checkbox field that has all the possible endorsement options you would like to use. During review, check the corresponding box for that custom field. During production, on the Imaging options, select “Field” and then the endorsement custom field you created.
  4. Should I use “PageID” or “Bates Numbering” option for branding a bates number on the document?
    • This is personal preference for the user.
    • I, April, prefer to use the PageID number to prevent any possible user error or system numbering mismatch.
    • PageID will refer to the Volume Document Options section where each and every page of every document was given a DocID so that the documents could be named/numbered correctly. PageID option will query sql and ask what DocID each page was assigned and then brand that DocID on the document.
    • Bates Numbering will ask you for the starting bates number and apply bates numbers from there. You run the risk of the user entering a different starting bates number here than they did on the Volume Document Options page. There is also the rare instance where the Volume Document Options may not have counted the same number of pages as the Bates number option and then you would have documents named one thing but the stamp is a different number.
  5. Why do I have a list of fields during the production creation and then a list of fields again during the production export.
    • The first list of fields is telling Summation which fields to include with the “copy” of the document that is loaded back into summation. I typically choose ALL fields here, but dev would argue that is a bad idea. At a minimum, you need to choose all your custom fields so that your coding decisions are carried over to the production copies. Hard to do a post production review on your “HOT” documents if the coding decisions did not carry over. All of the metadata fields carry over regardless of your choices here.
    • The second list of fields is the fields you actually want to export and send to whomever is receiving the production.

 

 

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