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InControl User Guide

Version 6.0


























































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InControl User Guide Version 6.0


Contents

1 Getting Started ................................................................................................ 7

1.1 Overview ....................................................................................................................................... 7

1.2 Minimum System Requirements .................................................................................................. 7

1.2.1 Computer Hardware ............................................................................................................. 7

1.2.2 Display Size............................................................................................................................ 7

1.2.3 Connection Speed ................................................................................................................. 7

1.2.4 Browser Software.................................................................................................................. 7

1.2.5 Native Document Viewing .................................................................................................... 8

1.3 Logging In ...................................................................................................................................... 8

2 Project Manager .............................................................................................. 9



2.1 Dashboard ..................................................................................................................................... 9

2.1.1 Reveal Review Report Module............................................................................................ 11

2.2 Project Info.................................................................................................................................. 12

2.3 Specifications .............................................................................................................................. 12

2.4 Media .......................................................................................................................................... 13

2.4.1 Viewing and Updating the Media List ................................................................................. 13

2.4.2 Exporting the Media List ..................................................................................................... 13

2.5 Chain of Custody ......................................................................................................................... 14

2.5.1 Viewing and Updating the Chain of Custody ...................................................................... 14

2.5.2 Exporting the Chain of Custody .......................................................................................... 14

2.6 Contacts ...................................................................................................................................... 14

2.6.1 Viewing and Updating Contacts .......................................................................................... 15

2.6.2 Exporting Contacts .............................................................................................................. 15

2.7 Companies................................................................................................................................... 15

2.7.1 Viewing and Updating Companies ...................................................................................... 15

2.7.2 Exporting Companies .......................................................................................................... 16

2.8 Documents .................................................................................................................................. 16

2.8.1 Opening and Downloading Documents .............................................................................. 16

2.8.2 Adding and Updating Folders.............................................................................................. 16

2.8.3 Adding and Updating Documents ....................................................................................... 17

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2.9 Deliverables................................................................................................................................. 17

2.9.1 Updating Deliverables List .................................................................................................. 17

2.9.2 Exporting Deliverables List .................................................................................................. 17

2.10 Settings........................................................................................................................................ 18

3 Review ........................................................................................................... 18

3.1 Folder View ................................................................................................................................. 19

3.2 The Document List ...................................................................................................................... 26

3.2.1 Document List Page Navigation .......................................................................................... 26

3.2.2 Go to Row............................................................................................................................ 26

3.2.3 Set Page Size ....................................................................................................................... 27

3.2.4 Go to Page ........................................................................................................................... 27

3.2.5 Summary ............................................................................................................................. 28

3.2.6 Review Icon Columns .......................................................................................................... 29

3.2.7 Field Columns ...................................................................................................................... 30

3.2.8 Sorting ................................................................................................................................. 31

3.3 Document Viewing...................................................................................................................... 32

3.3.1 HTML View .......................................................................................................................... 33

3.3.2 Image View.......................................................................................................................... 34

3.3.3 Metadata View.................................................................................................................... 37

3.3.4 Native Download................................................................................................................. 37

3.4 Alerts ........................................................................................................................................... 38

3.5 Grouping & Reviewing Documents ............................................................................................. 39

3.5.1 Duplicates............................................................................................................................ 39

3.5.2 Near Duplicates ................................................................................................................... 39

3.5.3 Family members.................................................................................................................. 41

3.5.4 Email Threads...................................................................................................................... 41

3.5.5 Group Reviewed Status....................................................................................................... 41

3.6 Tagging, Foldering, and Coding ................................................................................................... 41

3.6.1 Individual Document Tagging/Foldering............................................................................. 42

3.6.1.1 Tag Profile Selection........................................................................................................ 42

3.6.1.2 Tag Overview................................................................................................................... 43

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3.6.2 Review Status ...................................................................................................................... 45

3.6.2.1 Profile Switching and Review Status ............................................................................... 46

3.6.3 Tagging/Foldering Related .................................................................................................. 48

3.6.3.1 Document Selection ........................................................................................................ 48

3.6.3.2 Tagging Area Selection .................................................................................................... 50

3.6.4 Updating Related Tags/Folders ........................................................................................... 51

3.6.4.1 Add .................................................................................................................................. 52

3.6.4.2 As-Is ................................................................................................................................. 54

3.6.4.3 Remove ........................................................................................................................... 55

3.6.4.4 Mutually Exclusive Tagging ............................................................................................. 56

3.6.4.5 Undo................................................................................................................................ 58

3.6.5 Bulk Tagging Document List ................................................................................................ 58

3.6.6 Folders................................................................................................................................. 60

3.6.7 Adding New Folders ............................................................................................................ 61

3.6.7.1 Creating Folders in Folder View ...................................................................................... 61

3.6.7.2 Folders-on-the-Fly ........................................................................................................... 62

3.6.8 Field Coding......................................................................................................................... 62

3.6.8.1 Updateable Fields ........................................................................................................... 63

3.6.9 Annotation .......................................................................................................................... 64

3.6.10 Redaction ............................................................................................................................ 64

3.7 My Assignments .......................................................................................................................... 65

3.7.1 Assignment Types ............................................................................................................... 65

3.7.2 Viewing Assignments .......................................................................................................... 65

3.7.2.1 Dynamic Reviewed Status Folders .................................................................................. 66

3.7.3 Self-Assign ........................................................................................................................... 67

3.8 Transcripts................................................................................................................................... 68

3.8.1 Ingestion/Processing of Transcripts .................................................................................... 68

3.8.2 Transcript Word List ............................................................................................................ 71

3.8.3 Transcript Tag List ............................................................................................................... 72

3.8.3.1 Tagging a Transcript Document ...................................................................................... 72

3.8.3.2 Navigating in Tag List ...................................................................................................... 74

3.8.3.3 Editing, Deleting, Exporting Transcript Tags ................................................................... 74
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3.8.4 Transcript Highlights ........................................................................................................... 75

3.8.4.1 Creating and Applying Transcript Highlights................................................................... 75

3.8.4.2 Navigating in Transcript Highlight Grid ........................................................................... 77

3.8.4.3 Deleting, Editing, Exporting Transcript Highlights .......................................................... 77

3.8.5 Transcript Document Links ................................................................................................. 78

3.8.5.1 Creating and Applying Document Links in Transcripts ................................................... 78

3.8.5.2 Navigating in Document Links......................................................................................... 80

3.8.5.3 Deleting, Editing, Exporting Transcript Document Links................................................. 81

3.9 My Views..................................................................................................................................... 81

3.10 Quick Entities .............................................................................................................................. 82

3.11 Document Clusters...................................................................................................................... 84

3.11.1 Cluster Groups and Labels .................................................................................................. 84

3.11.2 Cluster Relevancy Folders ................................................................................................... 84

3.11.3 Cluster Document Viewing ................................................................................................. 85

3.11.4 Cluster Document Bulk Tagging .......................................................................................... 85

3.11.5 Assigning Clusters ............................................................................................................... 85

3.12 User Options ............................................................................................................................... 86

3.13 Advanced Folder Actions & Views .............................................................................................. 92

3.13.1 Work Folder Security........................................................................................................... 92

3.13.2 Lock-Down Folder Content ................................................................................................. 94

3.13.3 Mark Folder Content for Deletion....................................................................................... 95

3.13.4 Deletion Confirmation ........................................................................................................ 96

3.14 Searching..................................................................................................................................... 98

3.14.1 Accessing Search ................................................................................................................. 98

3.14.2 Standard Search .................................................................................................................. 99

3.14.2.1 Body Only (PERCEPTIVE SEARCH) Searching ............................................................... 99

3.14.2.2 Metadata Only (SQL) Searching ................................................................................ 104

3.14.2.3 Both (SQL and PERCEPTIVE SEARCH) Searching........................................................ 110

3.14.3 Advanced Search (SQL) ..................................................................................................... 115

3.14.3.1 Advanced Search Operators (SQL) ............................................................................ 116

3.14.3.2 Advanced Search Field/Tag Search Options (SQL) .................................................... 118

3.14.3.1 Advanced Search Values ........................................................................................... 119
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3.14.4 Combining Standard Search and Advanced Search .......................................................... 119

3.14.5 ID Search ........................................................................................................................... 120

3.14.6 Additional Search Options ................................................................................................ 121

3.14.7 Search Results & Hits ........................................................................................................ 122

3.14.7.1 Search Results ........................................................................................................... 122

3.14.7.2 Search Hits (PERCEPTIVE SEARCH) ............................................................................ 122

3.14.1 Clearing a Search............................................................................................................... 123

3.14.2 Saving Searches................................................................................................................. 123

3.14.3 Search History ................................................................................................................... 124

3.14.4 Combination Searches ...................................................................................................... 125

3.14.5 Sharing Searches ............................................................................................................... 128

3.14.6 Wordlists ........................................................................................................................... 129

3.15 Printing & Exporting .................................................................................................................. 131

3.15.1 Printing an Individual Document ...................................................................................... 131

3.15.2 Bulk Printing ...................................................................................................................... 132

3.15.3 Export Jobs ........................................................................................................................ 133

4 Reports ........................................................................................................ 136



4.1 Review Reports ......................................................................................................................... 137

4.2 Admin Reports .......................................................................................................................... 138

5 Assisted Review ......................................................................................... 138

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1 Getting Started

1.1 Overview
Reveals InControl is a hosting platform designed to help facilitate the legal discovery process. It
has four parts represented as tabs: Project Manager, Review, Reports, and Admin.





The Project Manager area helps you document, collaborate, and store information about your
discovery project. The Review area is used to search, analyze, and review documents. The
Reports tab holds a variety of reports related to project and review progress. Admin is where
project administrators can customize the user environment. This guide covers the Project
Manager, Review, and Reports tabs. The Admin tab is covered in the InControl Admin Guide.

1.2 Minimum System Requirements
The following minimum system requirements are recommended to ensure the best possible
experience using InControl.

1.2.1 Computer Hardware
It is strongly recommended that those accessing InControl use a computer with a dual-
core processor with at least 1GB of memory. Performance is best with 2GB of memory
or more.

1.2.2 Display Size
For optimal viewing and functionality, user screen display should be set to 1280 x 1024.
Users can control the size of the display by using the [Ctrl][+] and [Ctrl][] keys, or by
selecting the Zoom size from the View menu in Internet Explorer.

1.2.3 Connection Speed
The faster your internet connection, the more quickly you will be able to search and
review documents. At minimum we recommend a DSL/Cable Modem capable of at
least 512 KB/sec. If you have a slower connection, such as dial-up, you will still be able
to use the tool, but may experience lag as data is transmitted between your computer
and the remote review server.

1.2.4 Browser Software
InControl is compatible with Internet Explorer, Firefox, Safari, and Chrome. It does not
yet support IE 10.

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1.2.5 Native Document Viewing
Depending on your permissions you may be able to download native copies of
documents to your computer. In order to open those documents, you must have the
native software or a suitable viewer installed on your computer. If the appropriate
software is not present, you will be able to save files, but unable to view them.

1.3 Logging In
InControl is an online application, used through your internet browser.

1. Open an Internet browser window.

2. Enter the InControl URL into the address bar of the Internet browser and press [Enter].
The User Login page will appear.




3. Enter your InControl user name and password and click Login.



4. If you have access to more than one database, a Select Project box will appear and you
must select the desired project or case from a drop-down (shown below). If you have
access to only one database, this box will not appear.

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2 Project Manager
InControls Project Manager is a centralized project management tool that allows you to store,
track, and report on discovery project information. The Project Manager is accessed by clicking the
Project Manager tab. Once this tab is selected, several separate areas, referred to as tasks
become available through the Select Task drop-down. The tasks are Dashboard, Project Info,
Specifications, Media, Chain of Custody, Contacts, Companies, Documents, Deliverables, and
Settings. Each area is discussed below.




2.1 Dashboard
The Project Manager Dashboard is a high-level reporting tool that allows users real-time status
updates on data processing or document review projects. Each user has the ability to customize
their own Dashboard to display modules related to their case or other news and interests.

Setting Up Your Dashboard

1. Select the type of module you wish to add by choosing from the Select Module drop-
down.



















2. Choose the initial location of the new module from the Select Dashboard Zone drop-
down.
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3. Click the Add Dock button to add the new module.

4. Once a module has been added, choose the report you wish to display within it by
selecting from the drop-down immediately to the right of the Show Toolbar button.

5. To change the layout of the modules, click on the modules title bar and drag-and-drop it
to the desired location.

6. Access a new modules toolbar functions by clicking the Show Toolbar button. The button
will turn orange and a toolbar will appear directly below. This toolbar allows you to
export, refresh, or print the report being displayed. The toolbar buttons and functions
are as follows:

- Export the Dashboard report to the following formats:

XML file with report data
CSV (comma delimited)
Acrobat (PDF) file
MHTML (web archive)
Microsoft Excel
TIFF file
Microsoft Word

- Refresh the report results

- Print the report

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2.1.1 Reveal Review Report Module
The Review Report Module can display various progress reports related to document
review. The following reports are available.

Tag Summary A pie chart displaying the number of documents tagged with
each standard tag.

























Privilege Types Summary A pie chart displaying the number of documents
tagged with each privileged type tag.

Standard Tag Status A pie chart displaying the number of documents tagged
by each user.

Assignment Progress A bar chart displaying the total number of documents
currently assigned and reviewed by each user.

Tagging Progress A pie chart showing the number of documents untagged and
tagged.

Assigned Documents to User A pie chart showing the number of documents
assigned to each user.

Confidential Tags Summary A pie chart showing the number of documents
tagged with each confidential tag.

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2.2 Project Info
Project and client information is found in the Project Info area of the Project Manager. To access
this area, select Project Info from the Select Task drop-down. Project Information and Client
Information buttons appear in the left-hand pane, and the information itself is displayed in the
right-hand pane. To enter or modify that information, just make the desired changes and click
Save in the upper-left corner of the right-hand pane.



2.3 Specifications
The Specifications area of the Project Manager is used to store project instructions. Select
Specifications from the Select Task drop-down and you will see three buttons in the left-hand
pane: Project Intake, Processing Specification, and Production Specification.

Project Intake stores the following information:

Project Details
Client Contacts
Provider Contacts
Project Overview
















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Processing Specification stores the following information:

Project Details
Client Contacts
Provider Contacts
Project Overview
File Filtering
Review
Tiffing



Production Specification stores the following information:

Bates & Confidentiality Stamping
Load Files
Fields

To enter or update information in any of the Specifications fields, click the field and make your
changes, then click Save in either the upper-left corner or the bottom of the right-hand pane.

To export a Specifications report, click Export at the top of the right-hand pane. An Export box
opens where you can choose the desired format then click Export to download the Specifications
document to a location on your computer.




2.4 Media
The Media area of the Project Manager can be used to track all media related to a discovery
project such as CDs, DVDs, hard drives, FTP transfers, or others. Access it by selecting Media from
the Select Task drop-down.



2.4.1 Viewing and Updating the Media List
Clicking List Media will display all the media entries. To create a new media entry, click
Create Media, and to refresh the media list after a new entry has been added, click
Refresh Media List. In this view, there are also an Edit and Delete links in the first two
columns of each row which can be used to edit or delete a record.

2.4.2 Exporting the Media List
To export a media list, click Export at the top of the right-hand pane. An Export box

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opens, where you can choose the desired format then click Export to download the
document to the desired location on your computer.

2.5 Chain of Custody
The Chain of Custody area can be used to track pieces of media as they change hands. This is not
a replacement for a paper chain of custody with signature, but can be used to ensure that
evidence locations are tracked in a centralized location. Access the Chain of Custody area by
selecting Chain of Custody from the Select Task drop-down.





2.5.1 Viewing and Updating the Chain of Custody
To view chain of custody for a specific piece of media, select the media item from the
left. Click List Chain of Custody to display all chain of custody entries for that piece of
media. To create a new chain of custody entry, click Create Chain of Custody, and to
refresh the media list after a new entry has been added, click Refresh Chain of Custody
List. In this view, there are also Edit and Delete links in the first two columns of each
row which can be used to edit or delete a record.

2.5.2 Exporting the Chain of Custody
To export a chain of custody list, click Export at the top of the right-hand pane. An
Export box opens, where you can choose the desired format then click Export to
download the document to the desired location on your computer.




2.6 Contacts
The Contacts area is where key contacts related to your project can be stored. Access it by
selecting Contacts from the Select Task drop-down. A folder tree appears in the left-hand pane.
Clicking on a folder will display a contact list in the right-hand pane.


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2.6.1 Viewing and Updating Contacts
To view a contact list, click the first letter of the contacts last name in the folder tree. To
view a list of all contacts, click the top folder named Contacts.

Clicking the List Contacts button will display all contacts that are in a selected folder. To
create a new contact entry, click Create Contact, and to refresh the contact list after a
new entry has been added, click Refresh Contact List. In this view, there are also Edit
and Delete links in the first two columns of each row which can be used to edit or delete
a record.

2.6.2 Exporting Contacts
To export a contact list, click Export Contacts at the top of the right-hand pane. An
Export box opens, where you can choose the desired format then click Export to
download the document to the desired location on your computer.




2.7 Companies
The Companies area is a place to store company information for each of your contacts. Access it
by selecting Companies from the Select Task drop-down. A folder tree appears in the left-hand
pane. Clicking on a folder will display a company list in the right-hand pane.





2.7.1 Viewing and Updating Companies
To view a company list, click the first letter of the companys name in the folder tree. To
view a list of all contacts, click the top folder named Companies.

Click Company List to display all companies in the selected folder. To create a new
company entry, click Create Company, and to refresh the contact list after a new entry
has been added, click Refresh Company List. In this view, there are also Edit and Delete
links in the first two columns of each row which can be used to edit or delete a record.

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2.7.2 Exporting Companies
To export a company list, click Export Company List at the top of the right-hand pane.
An Export box opens, where you can choose the desired format then click Export to
download the document to the desired location on your computer.




2.8 Documents
The Documents area allows you to upload, download, and organize project documents into
folders. This area is for project related documentation, not case documents. Access it by
selecting Documents from the Select Task drop-down. A folder tree appears in the left-hand
pane. Clicking on a folder will display a list in the right-hand pane.

2.8.1 Opening and Downloading Documents
To view the documents found in a folder, click on the folder in the tree or click the View
Documents menu button. A list of documents in the selected folder will appear. Next,
click the Download link in the row of the desired document. The document will open in
its native application. If the document does not open, you may need to obtain and
install the native application or an applicable viewer.

2.8.2 Adding and Updating Folders




To create a new folder, click on the folder in the tree where you would like your new
folder to reside, and then click the Create Folder button at the top of the right-hand
pane. Next, give the folder a name and click Create Folder underneath the new name.

To edit a folder name, click the folder in the tree, then click the Edit Folder button at the
top of the right-hand pane. Next, enter the new name and click the Save button
underneath the new name.

To delete a folder, click the folder in the tree, then click the Delete Folder button at the
top of the right-hand pane.

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2.8.3 Adding and Updating Documents




To add a new document, click on the folder where you want the document to reside,
and then click the Add Document link. Next, click the Select button, browse to the files
location, select the document, and click the Attach Document button.

To delete a document, click the documents Delete link in the column to the right.




2.9 Deliverables
The Deliverables area allows you to track and report on project deliverables such as document
productions. Access it by selecting Deliverables from the Select Task drop-down. A document
tree appears in the left-hand pane, and a list of deliverables appears in the right-hand pane.






Clicking on a document in the tree will display the associated item in edit mode at the right.

2.9.1 Updating Deliverables List
To create a new deliverable entry, click Create Deliverable, and to refresh the list after a
new entry has been added, click Refresh Deliverable List. In this view, there is also an
Edit and Delete button in the first two columns of each row which can be used to edit or
delete a record.

2.9.2 Exporting Deliverables List
To export a deliverables list, click Export Deliverable at the top of the right-hand pane.
An Export box opens, where you can choose the desired format then click Export to
download the document to the desired location on your computer.

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2.10 Settings
InControl allows users to be automatically notified via email if certain information in the Project
Manager is added, updated, or deleted. The Settings area of the Project Manager is where a
users notification preferences are configured. Access it by selecting Settings from the Select Task
drop-down. The available settings appear in the right-hand pane.

The notifications for each area of the Project Manager are set separately, and they include:

Never Notify Me
Created
Updated
Deleted
Created or Updated
Updated or Deleted
Created or Deleted
Created, Updated or Deleted

Simply choose the desired options from the drop-downs and click Save.





3 Review



The Review tab is where case teams can view, analyze, and code documents. When the Review tab
is selected, the Review menu bar is shown immediately below the Review tab. Below the Review
menu bar, at the far left edge of the screen, there buttons for Folder View, Search, and Print,
Export, & Bulk Tag. These buttons each expand a special pane in the left side of the screen, allowing
for various tasks to be performed.

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3.1 Folder View
Clicking on Folder View will open the Folder View pane, displaying a folder tree. As you work, the
Refresh button at the top of the Folder View pane can be used to update the quantities and items
shown in the folder tree.

To the right of the Folder View pane is the Document List, where the contents of a selected folder
are displayed. Section 3.2 discusses the Document List in greater detail.




Characteristics of the various folders shown in Folder View are outlined below.

Documents Clicking on this folder will bring all documents in the database into the Document
List. Sub-folders under the Documents folder are called Document Folders. Document Folders
are used to organize the overall document set.

My Assignments The folders in My Assignments are set up by a review manager and are used to
facilitate document review. Each assignment folder contains documents that have been assigned
to you. As documents are reviewed they automatically move from the Reviewed to Not Reviewed
folder, enabling each user to monitor their own progress and quickly identify the documents
remaining to be reviewed.

Work Folders This contains private and public work folders. A new folder can be created by
right-clicking on Work Folders. Sub-folders can be created in a similar manner. To rename a
folder, right-click the folder name and select Edit Folder, enter a new name and click Update. Edit
Folder can also be used to make a folder read-only. When a folder is read-only its contents
cannot be changed.






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Inside the main folder there are two types of work folders: 1) Folders that are created by the user
and only they can see (Private) and 2) folders which are created by any user and shared with other
users that have access (Public).


Private Folders created by a user will not be marked with an icon. Shared folders that have been
created will be indicated by the special shared icon.

By default, a folder that a user creates will be private. However, if the user has the necessary
software permission, they will be able to share their folders with other users. Users can select the
users and/or teams that they wish to share a folder using the following steps: 1) Right-click on the
folder, 2) Select Edit, 3) Click Add, 4) Select the user(s) or team(s), 5) Click Save, and 6) Click Update.

Users that are added will automatically be added with Read Only permissions. To change the
permissions, click on the user(s)/team(s) and then click the Read Only button.

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My Views These are dynamic folders that categorize documents to enable quick review by
classification:






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Quick Entities This folder contains InControls Quick Entities.




My Searches This folder allows users to access saved private and public searches, as well as the
Search History. Search History saves the last 10 searches run by a user, whether the searches
were saved or unsaved. Unsaved searches are named by the date and time at which they were
run.



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Admin Views This folder gives review and database administrators the ability to see documents
that have been assigned and not assigned, as well as the ability to confirm deletion on documents
marked for deletion. It also now contains Admin management for the Saved Searches.




Assignments can be viewed in the Admin Views of the Folders area of the review tab. The
assignments are segregated by folder, batch, custodian, assignment job, reviewer, and threads.














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Documents are categorized by Custodian in the Admin Views of the Folders area of the review tab.



Documents can now be categorized by Document Folders in the Admin Views of the Folders area of
the review tab. Administrators can create Document Folders using fielded information in the Ops
Center.











Documents are categorized by Import or Load File in the Admin Views of the Folders area of the
review tab.



Saved Searches can be viewed and managed from the Admin Views of the Folders area of the
review tab. Both public and private searches can be viewed by administrators, categorized by
reviewer.


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Documents are categorized by Tags in the Admin Views of the Folders area of the review tab.
These are tags that have been applied by any user in the database.




Documents are now categorized by Work Folders in the Admin Views of the Folders area of the
review tab. They are segregated either by All Folders or by specific Users.



Clusters InControl clusters are formed through word analysis. Documents with content in
common are placed in the same cluster.

3.2 The Document List
When a folder in the Folder View is clicked, the contents of that folder will be displayed to the
right in table form. This table is referred to as the Document List. Each row represents a
document and the columns each display various information associated with that document.

3.2.1 Document List Page Navigation
Every Document List has pages. The default page size is 25 rows. To go from your current page
to the next, click the Next navigation button. To go from your current page to the previous
page, click the Previous navigation button.

3.2.2 Go to Row
Each document in the list is represented as a row in the document list. The number of rows
represented per page and total number of rows (documents) is represented in the upper right of
the list.

In the upper middle you are able to type in and go to a specific row in the Document List. This
row can exist on your current page or a different page.
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3.2.3 Set Page Size
You can change your page size from the default 25 rows to any number under 100. This is done
in the Page Size area at the top of the Document List. Enter the amount you would like to
display on each page and click the Change button.




3.2.4 Go to Page
You can also go to a specific page in the Document List. This is done in the Page area at the
bottom of the Document List. Enter the page number you would like to go to and click the Go
button.

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3.2.5 Summary
You can get a summary of the documents in the Grid View by clicking the Summary link
located at the top of the grid.




Clicking on the Summary link will allow the Summary Window to pop up. You can select
a field in order to sort by its values, provided that field has been enabled as a Tally field.















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Once a field is selected, you can filter for specific values, sort by count, export a report
of the values in Excel or PDF format, and/or browse the documents with specific values
by selecting the value(s) and hitting the Browse button.

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3.2.6 Review Icon Columns
Immediately to the right of the checkbox column are several columns for review icons,
which provide additional categorization and information about the displayed
documents. The review icons are defined as follows:

- Document Type (email, PDF, Excel, etc.)

- Is assigned to you

- Is reviewed

- Has Alerts

- Has Standard Tags

- Has Issue Tags

- Has Annotations

- Has General Notes

- Has Family Members

- Has Duplicates

- Has Near-Duplicates

- Has Email Threads

- Is locked

- Is marked for deletion



All of the icon columns are visible by default, but users can hide icon columns by clicking
Options on the Review menu bar. This opens a Manage Options box. In the Manage
Options box, there is a Review Icons tab containing a series of checkboxes that can be
updated and saved by the user.

3.2.7 Field Columns
To the right of the icon columns are the field columns. Users can remove field columns
or change the order in which they are displayed by clicking Fields on the Review menu
bar.





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This opens the Manage Fields window.



At the top of the Manage Fields window, the field profile can be seen. Each user is
assigned a field profile which provides access to a specific set of fields when using the
Document List. An administrator will set up your initial profile and you can further
customize your view by checking and unchecking boxes in this window as desired.

The Manage Fields window is also where the order of fields can be modified. Just
highlight the field you want to move by clicking on its name, and use the arrows in the
upper left of the window to shift the position of that field. Click Save to keep your
changes.

3.2.8 Sorting
The Document List can be sorted in two ways. One is by clicking on the Document List
column headers. The second is by using the sort menu.



Clicking on Sort will launch the Sort window and enable you to setup single or multi-
level default sorting.






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To remove a field from the sort list, click Delete. To add fields to the sort order, click
Add Field and select the fields you would like to add.




When all the fields you wish to use for sorting are in the list, you may modify the order
of the fields by dragging the fields up and down using the icons circled below.












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3.3 Document Viewing
To view a document, you must first open a Document List by clicking the desired folder in your
Folder View. Once the Document List appears, simply click anywhere in the row of a document,
and a new browser window, referred to as a Document Review window, will open to display the
document on the right, and the Document Coding pane on the left.

Along the top of the Document Review window is the Document Review toolbar. The Document
Review toolbar is used in conducting the review of individual documents. The Document Review
toolbar buttons are as follows:

- Save Review

- HTML view

- Image view

- Show Metadata

- Navigate to first document

- Navigate to previous document

- Navigate to next document

- Navigate to last document

- Navigate to first hit highlight

- Navigate to previous hit highlight

- Navigate to next hit highlight

- Navigate to last hit highlight

- Hit Legend

- Download native

- Print document

- Email document

- Lock status

- Mark to delete

InControl offers four different document views: HTML view, Image view, native download view,
and metadata view.
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3.3.1 HTML View
This view might also be considered the HTML/text view, as it will display either an HTML
rendering of a native document, the text of a document, or an error. An HTML
rendering is typically used if a searchable native version of the document is available.
Text is used if the native version is not searchable or if extracted/OCR text is preferable
to HTML renderings.

HTML view is InControl's default document view. To change the default document view,
see Review Options.




3.3.2 Image View
Image view displays a TIFF of JPEG rendering of the native document. This view is
accessed by clicking the Show Image button on the Document Review toolbar.














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When viewing a document in Image view, the Image View toolbar will appear below the
Document Review toolbar. The Image View toolbar is used for navigating image pages,
adjusting the size and fit of the image, and making annotations/redactions on the
image.




Image View toolbar buttons:

- Navigate to first image page

- Navigate to previous image page

- Navigate to next image page

- Navigate to last image page

- Zoom in

- Zoom out

- Zoom full

- Adjust to best fit to page

- Fit to width of review screen

- Create highlighter annotations

- Create free-hand annotations

- Create text annotations

- Create sticky note annotations



- Create redaction annotation

- Clear annotations

- Turn Thumbnail viewer on/off

- Rotate image page

Page Viewing Options:

You can jump to a specifc page by using the go to page options upper right.

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Viewing Multiple Imaged Versions:

All documents have an Original imaged version which is either loaded or created by
InControl. In addition, a document may have other imaged versions. For example, after
a document is produced, there may be the Original and also a stamped Produced
version. All versions available for a document are associated with an image set and
viewable in the Image Set drop-down.





The default image set while you are viewing images is the Original version. To change to
another version, select the other image set in the drop-down.

Sticky Image Set:


There is a Sticky Image Set button to the right of the image set drop-down. This can
be used to temporarily change your image set from the Original to another set during
your review session.

To use this feature:

1. Select the image set you are interested in viewing.






2. Then click the Sticky Image Set button.

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3. The selected image set will display until you close the review window.
4. To continue using current Sticky image set for review use the previous/next
arrows or row selection to view additional documents
5. Once the review window is closed, your image will default back to the Original
(default) set.

Note: Should you encounter a document that is not part of the selected image
set, the software will ask you if you would like to view the Original instead. If
you say yes, this alternate view is only temporary and will not permanently
revert back to the Original. Your Sticky Image Set remains sticky until you close
the review window.



3.3.3 Metadata View
The Metadata View can be used to view a documents metadata.




3.3.4 Native Download
Native Download allows you to download a document to your local machine in order to
view it in its native application. The native application must be installed on your local
machine to view the native files.

To download documents in native format, click the Download button on the Document
Review toolbar. A File Download box will appear. In the File Download box, select
either the Open or Save option. Save the file to the desired location on the user
machine.




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3.4 Alerts
The Alerts feature can be used to display a variety of information. The most common are alerts
related to unique document attributes such as Excel Hidden Columns, Excel Hidden Rows, and
Word Revisions. In the below example, the alert tells the reviewer that they might want to review
the document in Excel so they can unhide the hidden information and see all data.

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3.5 Grouping & Reviewing Documents
InControl allows convenient viewing of duplicates, near-duplicates, and threads. Items are
displayed in the Document Coding pane in the form of a document tree, and they are clearly
denoted with relationship type or document type icons.




Your original document is displayed in blue, and the related documents can viewed either by
clicking on them in the document tree, or by using the navigation buttons on the Document
Review toolbar to cycle through the tree. The Original Doc button will bring you back to your
original document.

3.5.1 Duplicates
Exact duplicates in InControl can be reviewed and tagged using the Duplicates section of
the Document Coding pane. If a document with duplicates is open in a Document
Review window and you have permission to view duplicates a Duplicates section
will be present at the top of the Document Coding pane. The quantity of duplicates
available to view is shown in parentheses next to Duplicates. Click on Duplicates to
expand the Duplicates section and you will see the document tree displaying the
available duplicates organized by Begin Number.

To view a duplicate document, either click on the duplicates Begin Number in the
document tree, or navigate through the duplicate group by clicking the Next and
Previous buttons on the Document Review toolbar. Note that the document counter
just below the Document Review toolbar will now also show a duplicate counter in
parentheses (for example, Showing duplicate 2 of 9).

To navigate out of the duplicate group, click on the top-level document, then click the
Next button on the Document Review toolbar. The duplicate counter will disappear and
you will see the next document from your Document List.

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3.5.2 Near Duplicates


A near duplicate is defined during the processing phase of a case. If a document in
InControl has near duplicates and you have permission to view them you can
review and tag the near duplicate group using the Near Duplicates section of the
Document Coding pane.

Reviewing of near duplicates is performed as it is for duplicates, described above, and as
with duplicates, they are only visible with the appropriate processing and user
permissions.

Diff Near Duplicates

In the Near Duplicates Grouping Pane you can compare near duplicates to see what the
differences are between the two documents. Just display a document, and then mark
the checkbox next to the document you would like to compare. Next, click the Diff
button.



A new window will open displaying the documents side by side with the differences
highlighted.

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3.5.3 Family members
Family members are documents which are related such as an email and its attachments.
If a document in InControl has family members and you have permission to view
them you will see the Family Members section in the Document Coding pane.

3.5.4 Email Threads
InControl's email threading technology groups email conversations (threads) together
and displays the threads in chronological order to allow users a more efficient review
method of email chains. If a document in InControl has email threads and you have
permission to view them you will see the Email Threads section in the Document
Coding pane. To view a document in the email thread, click on the documents Begin
Number shown in the document tree.




3.5.5 Group Reviewed Status
Any documents that have been reviewed will display the review status icon in the tree.





3.6 Tagging, Foldering, and Coding
There are several ways you can classify and categorize documents. You can apply tags, code
document fields, and add documents to folders.

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3.6.1 Individual Document Tagging/Foldering
You can apply tags to individual documents using the Document Coding pane in the Document
Review window. Tagging is done using a Tag Profile. You may belong to one or multiple tagging
profiles.

You can also apply folders to documents using the Document Coding pane in the Document
Review window. Applying folders is very similar to applying tags.

3.6.1.1 Tag Profile Selection
To begin tagging, open a document and use the current or select a different tag profile in
the Tag Profile dropdown. All areas except for Assignment Folders allow Tag Profile
selection. Tag profile selection can be made in the Review Window or the Document List
Grid.

Review Window Tag Profile Selection:




Document List Grid Tag Profile Selection:

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3.6.1.2 Tag Overview
Each tagging area is comprised of panes. You may have single or multiple panes.



There are three types of tags in InControl:

1. Mutually exclusive tags are depicted as radio buttons. They only allow for one tag
within a given category to be applied (e.g. one Standard Tag).

2. Multi-select tags are depicted as checkboxes. They allow for multiple tags within a
category to be applied to a document.

3. Tree tags are depicted as checkboxes and contain tags are varying levels. They
allow for multiple tags within a category to be applied to a document.

Fields can also be added to a tag form and applied.

To apply a tag to a document:

1. Click the radio button or checkbox next to the tag label.



2. Click Save in the Document Review toolbar.

To remove a multi-select tag from a document:

1. Click the checkbox next to the tag label to remove the check.

2. Click Save in the Document Review toolbar.

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To remove a mutually exclusive radio button tag:

1. Select another tag in its tag set.
OR
Click the Clear button.

Note: As long as the Force Explicit Save option is turned off, the system will automatically
save your tags upon navigating to the next or previous document. It will also save
your changes when you use row navigation by clicking on a row in the document list
to open another document.

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3.6.2 Review Status
Review Status will keep track of what has been reviewed and not yet reviewed in
InControl. When created, each Tag Profile is setup so that certain tags associated to it
are considered Reviewed or Not Reviewed when used.

InControl has a Review Status icon visible in the Document List which will be populated
when a document has a required tag and is, therefore, considered Reviewed. In the
below example, the first two documents are Reviewed for the First Level Review tag
profile. We know this because the First Level Review Tag Profile is selected in the table
and when we hover over the Reviewed Status Icon the tooltip says Reviewed First Level
Review.



This may mean that the documents have all, some, or just one of the tags in the profile.
It all depends on how the profile was setup. For example, lets assume there are only
three Tags in your profile: Relevance Yes, No and Query.

The two with arrows next to them, Yes, No and Query, are Reviewed
Status tags.


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If, in this example, Yes and No are setup as Reviewed Status tags by the
administrator, documents with either of those tags will appear as
Reviewed when either of those tags are applied.

If Query is not setup as a Reviewed Status tag, documents with Query and any
documents with no Tag will appear as Not Reviewed.

3.6.2.1 Profile Switching and Review Status
Its important to note that what is considered Reviewed may vary based on the tag
profile you are using. For example, this screenshot below shows that the user has
access to two profiles: First Level Review and Second Level Review.





In a previous example we saw that First Level Review, when selected, shows the two
documents ENE0008923 and ENE0008924 as being reviewed. This is because they
have Relevant Yes tags which are Review Status tags for that profile.

However, if the tag profile is changed to the Second Level Review profile and refresh
the table the review status goes away for these two documents.








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This is because the Second Level Review profile has different tags set to review status.
It contains the privileged tags below.




Both the Privileged and Not Privileged tags in the Privileged Tag Set are set to Review
Status. Therefore, using either of these tags will give the documents the review status
icon in the table.




Note: You will not be able to see review status icon changes without refreshing your
screen. You can do this by manually clicking refresh or by navigating to a different area
of InControl. InControl will refresh automatically if you change profiles.




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3.6.3 Tagging/Foldering Related
A related item is a document related to the document you are on. This document could be
related for a number of reasons. It may have been attached to the document in its original
form, for example, an attachment to an email. It may be part of the same email thread, a
duplicate, or a near duplicate. All of these are considered related items. InControl allows you to
not only see these documents while in the review window, but also to bulk tag them.

3.6.3.1 Document Selection
When you are on a document with related documents, you see the document you are on in
the right hand pane, and its coding form on the left. In the upper left, any related
documents will appear, organized by type: Duplicates, Near Duplicates, Family Members,
and Email Threads.

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To tag or folder any related items:
1. Check the items you would like to tag.
2. Click Select All if you want to select all the items.
Note: Once you select any related item, you will be locked out of
applying notes or updating fields. Only tags and folders can be
bulk added to related items.


















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3.6.3.2 Tagging Area Selection
You are able to control what gets applied to the documents you are updating: tag panes or
folders. This is done by clicking the checkboxes above each set of tags/folders. These are
outlined below.




In the above example, related documents are selected, but if you try to save, you will see
an error message. This is because none of the tagging areas (Standard Tags, Issue Tags, or
Folders) are selected.




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To apply tags to the related documents, you must do one of three things:

1. Select the checkbox next to the tag type you would like to apply.
o When you save the documents, the tags which appear in the tagging panel for
the selected areas will be applied to the documents.
2. Set your options to automatically select the checkboxes.
o See the Option to Default Select information below.
3. Modify one of the tags or folders while a related document is checked.
o Click a tag or folder and it will activate the area checkbox.


Option to Default Select
There is an Auto Tag Type Select setting in Coding Options where you can select the tagging
areas to be automatically selected.

Tags will automatically select the Tags areas.
Folders will automatically select the Folders area.













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3.6.4 Updating Related Tags/Folders
There are three actions you can take on each tag:
Add
o A check or selected radio button will apply that tag or folder to the selected
related documents.
Remove
o An empty box or radio button will remove that tag or folder from the selected
related documents.
As-Is
o An As-Is box next to the tag or on the sub-tag label will keep the tag or tag set As-
Is for all selected related documents. This is also used to indicate mixed sub-tags.



3.6.4.1 Add
Add Individual Tag:

Click once on an empty tag, to apply that tag. Add will display a checkbox: . For
example, this will add the Work Product privileged sub-tag to the related documents

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Bulk Add All:

Click on the tag label until it and all items below display the checkmark, will result in
adding the checked tags. Access an Add All option by right-mouse clicking under the
label.
For example, click the item label (highlighted in the red box below) once to mark all
empty items under the label with check:







Alternatively, you can right-click on the label and select Add All to check all items.










Bulk Add Nested:

The Add All click option is not available for bulk updating nested tags. However, there is
an option to do this through right-clicking.
Should you need to only add a set of sub-tags, you can use the right-click to tag just the
sub-set.
This is useful when you have a large amount of nested tags and only want some sets
added.

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3.6.4.2 As-Is
As-Is Individual Tag:

Clicking on an individual tag until it displays the As-Is indicator and grays out the text will
result in that tag remaining as-is for the document you are on and all related items.
This will keep the tag as-is and, in the example below, not remove or add the Attorney
Client privileged sub-tag to the related documents.









Bulk As-Is All:

Clicking on the tag label until it and all items below display the as-is indicator and gray
out their text will result in leaving all the items As-Is. There is also an as-Is right click
option for updating all items under the label or a parent tag.
Click the Label (highlighted in the red box below) to mark all items under label as As-Is.









OR, you can right-click on the label and select Leave All As-Is to mark all items
under label As-Is.

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Bulk As-Is Nested:

The As-Is click option is not available for bulk tagging nested tags. However, there is an
option to do this through right-clicking. Should you need to only mark a set of sub-tags
As-Is, you can use the right-click option to tag just the sub-set. This is useful when you
have a large amount of nested tags and only want some to be marked as-is.














3.6.4.3 Remove
Remove Individual Tag:










Bulk Remove All:

Clicking on the tag label until it and all items below display the as-is indicator and gray
out their text will result in leaving all the items As-Is. There is also an As-Is right click
option for updating all items under the label or a parent tag.
Click the Label (highlighted in the red box below) to mark all items under label as As-Is.







OR, you can right-click on the label and select Leave All As-Is to mark all items
under the label As-Is.

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Bulk Remove Nested:

The Remove All click option is not available for bulk tagging nested tags. However,
there is an option to do this through right-clicking.
Should you need to only remove a set of sub-tags, you can use the right-click
Remove All option to uncheck just the sub-set.
This is useful when you have a large amount of nested tags and only want some to
be removed.

























3.6.4.4 Mutually Exclusive Tagging
Mutually exclusive tags (identified by radio buttons), can be added, removed, or left as-is.
However, by adding one tag, you remove another, and the as-is option is not offered by
tag, but rather overall.

Leaving a Mutually Exclusive Tag As-Is:

Mutually exclusive sub-tags can be left as-is by clicking the checkbox next to tag label
once. For example, for Confidential Tags, click the label once to mark all as As-Is.
This gives you the ability to tag a parent tag, such as Produce, while leaving any existing
sub-tags alone for documents already tagged with that same tag (Produce).

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Adding a Mutually Exclusive Tag:

To add the tag, click the radio button. Since the tags are mutually exclusive, doing this
in bulk to related items could change existing tags, which means removing tags that
already existed.

For example, the picture below would remove the Confidential tag from all related items (if
they exist) and add the Confidential Attorneys Eyes Only tag.








To only modify the document you are reviewing, do not select related items. To keep as-
is for all related, follow the directions for Leaving a Mutually Exclusive Tag As-Is.

Removing Mutually Exclusive Tags:

To remove all mutually exclusive Standard Tags and their sub-tags, click the Clear
button.



To clear the sub-tags only, click the sub-tag label (e.g., Confidential Stamp) to turn off
the radio buttons.

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3.6.4.5 Undo
While using bulk tag related, should you need to revert back to the original
tags for the document you are viewing, click Undo.




3.6.5 Bulk Tagging Document List


Tagging or untagging multiple documents in one operation, referred to as bulk tagging,
is performed as follows:

1. Use Folder View or the Search pane to display the desired set of documents in a
Document List. You can further narrow your selection by using the checkboxes
in the left-most column of the Document List, but if you do wish to tag all of the
documents in the Document List, no boxes need be checked.

2. Click Bulk Tag on the Review menu bar. A Bulk Tag window will appear.

3. Select the appropriate radio button to choose whether to tag only the Selected
Documents (those with a checked checkbox) or All documents in results list (the
entire Document List).

4. Click the Add Tags or Remove tags radio button.

5. Select the tag profile you would like to tag from.


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6. Select the tag(s) as desired. If, for example, you wanted to clear all tags from
the selected documents, you would need to click the Remove tags radio button,
and then place a checkmark in all checkboxes.




7. When your selections are complete, click the Go button, then click OK to
confirm and apply the bulk tag.

8. A message box will appear summarizing your action. Click OK to close this box,
then close the Bulk Tag window by clicking X in the top right corner.

To check on the status of your Bulk Tag job, click Print, Export & Bulk Tag at the left edge
of the screen. Click on Bulk Tag Jobs to display your jobs details and status in a table to
the right. While the job is processing, the Job Status column will display an In Progress
icon. When the job is complete, the Job Status column will display a Complete icon.

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3.6.6 Folders
There are two types of folders in InControl:

Private folders are created and managed by individual users. No other users
have access to these folders.

Shared folders can be created and managed by any user that has the necessary
permission.

Adding or removing documents from a folder, generally referred to as foldering, can
be performed on single or multiple documents.

Individual Foldering

Individual documents can be placed into folders via the Folders section of the Document
Coding pane within the Document Review window.

To folder a document, click the Folders section of the Document Coding pane to expand
the section. Select the checkboxes next to the desired folders. Save your selections by
clicking the Save button on the Document Review toolbar (or with Force Explicit Save
turned off, simply navigate away from the document).

To remove a document from a folder, de-select the checkboxes next to the folders as
desired, and save your work as above.

Bulk Foldering

Bulk foldering the foldering of multiple documents in one operation is accomplished
through the bulk tagging function (described in section 3.6.1). Bulk foldering is
performed as follows:

1. Use Folder View or the Search pane to display the desired set of documents in a
Document List. You can further narrow your selection by using the checkboxes
in the left-most column of the Document List, but if you do wish to folder all of
the documents in the Document List, no boxes need be checked.

2. Click Bulk Tag on the Review menu bar. A Bulk Tag window will appear.

3. Select the appropriate radio button to choose whether to tag (or in this case, to
folder) only the Selected Documents (those with a checked checkbox) or All
documents in results list (the entire Document List).

4. Select Add Tags or Remove tags to add to a folder or remove from a folder,
respectively.

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5. Click Folders to expand the Folders section downward within the Bulk Tag
window.

6. Select the checkboxes next to the desired folders, then click the Go button.

7. Click OK to confirm and apply the bulk tag. A message box will appear
summarizing your action. Click OK to close this box, then close the Bulk Tag
window by clicking X in the top right corner.

3.6.7 Adding New Folders

3.6.7.1 Creating Folders in Folder View
To create a new folder while in folder view, right-click on the folder above where
you would like it to appear and select Create Folder.

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Folders created by you will not be marked with an icon. Shared folders created
by another user will be indicated by the special shared icon.

3.6.7.2 Folders-on-the-Fly
Users with permission can create folders on-the-fly from the review and bulk tag
windows.

To add a folder on-the-fly:

1. Right-click on the location in the tree you would like to place the folder.
2. Select create folder.
3. Type in the folder name.
4. Click create.




3.6.8 Field Coding
Fields in InControl that are set to be updatable are fields for which you can code in
values. Field coding is performed in the Document Coding pane.





























3.6.8.1 Updateable Fields
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Free Form
To enter data into a free form updateable field type the information
into the field.

Dropdown
To enter data into a field using a dropdown, select the value you would
like to change the field to from the dropdown. This will replace the
existing value to the one you selected.

Pick Lists
To enter or modify a field using a pick list, select the value or values you
would like to update the field to from the pick list. Any existing values
for the field will be selected when you click on the list. If you deselect
them they will be removed from the field.

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3.6.9 Annotation
Annotations can be applied to documents in Image view. The annotation options are
found in the Image View toolbar.

With a document in Image view, select the desired annotation to apply from the Image
View toolbar. Place your cursor on the face of the document and use the left mouse
button to drag and drop the annotation or redaction into place. Save your work by
clicking the Save button on the Document Review toolbar (or with Force Explicit Save
turned off, simply navigate away from the document).

Note that the text applied to the annotation can be edited on the fly or can be set in
User Options.

3.6.10 Redaction
Redactions can be applied to documents in the Image view. The redaction button is
found in the Image View toolbar. Text that is applied to the redaction can be
selected/edited by clicking the Select Text button found in the Image View tool bar.

To apply a redactions, open a document in Image view and select the redaction button
from the Image View toolbar. Place your cursor on the face of the document and use
the left mouse button to drag and drop the redaction into place. Save your work by
clicking the Save button on the Document Review toolbar (or with Force Explicit Save
turned off, simply navigate away from the document).



To select from different text options or add text on the fly, click the Select Text button
on the Image View toolbar to open the Redaction Text Editor window. Once this
window is open, select the from the different text options or create new selections by
clicking the green plus symbol in the top right corner of the window. Redaction Text
profiles are set up by administrators and are assigned by permissions to individual users
or teams.









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3.7 My Assignments
My Assignments is the area in which documents assigned or made available to you by an
administrator will appear.

3.7.1 Assignment Types
Assignments can be grouped in a number of ways:

By Document Will keep family members together and assign in Begin Number order.

By Custodian Will keep family members and documents from a set of custodians
together.

By Thread Will keep family members and entire email threads together.

By Search The most flexible option and is a method for assigning search results.

Folders names and sizes are controlled by the administrator when documents are batched.

3.7.2 Viewing Assignments


There are two ways in which you can access assignments:

o They can be assigned to you directly by an administrator.

They will appear in your My Assignment folder.

o They can be placed in a pool you have access to for self-assign.

You need to select these on your own.

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3.7.2.1 Dynamic Reviewed Status Folders
Under each assignment folder you will see subfolders, Reviewed and Not Reviewed. This
will reflect the review status of the documents based on the Tag Profile associated to the
review folder.

The Reviewed folder will contain any documents which, per the reviewed status
of the tags applied, is considered reviewed.

The Not Reviewed will contain any documents which, per the reviewed status of
the tags applied, is not yet considered reviewed.

For example, assume there are only three Tags in your profile: Responsive, Not Responsive,
and Further Review.

If, in this example, Responsive and Not Responsive are setup as Is Reviewed by
the administrator, documents with either of those tags will appear in Reviewed
once you refresh your folders.

If Further Review is not setup as Is Reviewed that and any documents with no
Tag will appear in Not Reviewed.

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3.7.3 Self-Assign
Self-assign is an alternative to assigning directly to reviewers. If your assignments are set up for
self-assign, you can get your first and next batch by right-mouse clicking on My Assignments and
selecting Manage Batches, rather than through a direct assignment from an administrator.



Manage Batches will launch the Manage Batches window, which is where you can select
a batch. Select an available batch from the list by placing a check mark in the box.
After you select a batch, click Check Out to assign the folder to yourself.
After completing an assignment or in order to make an assignment available to another
reviewer, you can Check In the batch by Right Clicking on the review batch and selecting
Check In Batch.

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3.8 Transcripts
InControl now has a fully integrated Transcript tool. Transcripts can be imported as text files, and
then the reviewer has the ability to word search by page and line, highlight and tag key portions of
the transcript, and hyperlink exhibits or documents.

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3.8.1 Ingestion/Processing of Transcripts
The ingestion of a transcripts works off of Transcript folders, which, in essence, are very
similar to Work Folders. Transcripts that are loaded as text files can be Processed as a
transcript in order to enable the InControl Transcript tools.
*Please note, For the first iteration of the Transcript tool, InControl can only handle the
ingestion of .txt files.

1. Create a Transcript folder by right-clicking on Transcripts.

2. Tag transcript files that you wish to process as transcripts into the appropriate
transcript folder.

2. Once the transcripts are in the Transcripts folder, right-click on the folder and
select, Process Transcripts.


3. When on the Transcript Job screen, select the folders of documents to be
processed as transcripts.



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5. Within the settings, users can select the following:

a. Pages to Skip: This is the number of pages to skip prior to the numbered
pages. This is usually called the preamble.
b. Page Number Location: The page numbers can be located at the Top or
the Bottom of the page
c. Start Column for Page Numbers: This is the column where the page
numbering begins. This is zero based. User should scan entire transcript
to see where the first instance of a number will be on any line. For
instance, a line may have a space preceding a single digit line number,
but there will be no space before a double digit line number. In this
case, use the column where the first number occurs for the larger
number.












d. End Column for Line Numbers: This is the column in which the last
number for the line number is present. User should scan the entire
transcript document and see what the largest column number is
throughout the entire document and use that value.
e. Spaces after line number: The number of spaces between the last
number in the line number and the starting of the text on each line.
Start from the largest page numbers column position and count the
blank spaces preceding the start of text.
f.

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3.8.2 Transcript Word List
This is a comprehensive listing of every non-common, or non-stop word within the
transcript file. It contains the term and the location, that is listed as page:line form.

Items where the term appears twice on the same line will only be listed once in the
wordlist location column. Each instance of the term will be highlighted.

Users can filter and sort on the Word and Count Columns. Users can also drag and drop
columns to the order they prefer.



Additionally, users can right-click on any column header to access the sorting, filtering,
and columns menu.

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Using the columns menu, the user can select which columns are present in the Word
List grid.



The entire word list or filtered word list can be exported to Excel by clicking the Excel
icon in the grid toolbar.

3.8.3 Transcript Tag List
InControl allows the user to select specific text within a transcript file and apply a
searchable tag to that text. Additionally, users can apply free-hand notes to the text.
Once a tag has been applied, an entry will be made in the Tag List grid. Users will then
be able to select entries to jump to that entries location within the transcript
document.

























3.8.3.1 Tagging a Transcript Document
1. To tag a document, select a portion of the transcript text and use the right-click
context menu to bring up the action dialog box.

2. Once on the menu, select Tag.

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3. Selecting Tag will bring up the Tag Document dialog. This contains three panels:
Selected Text, Tags, and Notes.

a. Selected Text contains a non-editable window displaying the selected
document text.

b. Tags contains a dropdown that contains every tag profile for which the
user currently has access.

c. Notes is a free text area that allows the user to enter any notes
pertaining to the selected document text.

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3.8.3.2 Navigating in Tag List
Selecting an entry in the Tag List column will jump to the location in the
document for the selected text and highlight that selection.

















Within the Tag List the user can sort and filter on of the Text, Notes, and Tags
columns. Users can also drag and drop columns to the order they prefer.
Additionally, users can right-click on any column header to access the sorting,
filtering, and columns menu.


Using the columns menu, the user can select which columns are present in the
grid.


3.8.3.3 Editing, Deleting, Exporting Transcript Tags
Tags can be edited and/or deleted by using the controls present in the title panel.
These buttons are only present when the panel is expanded. To edit or delete
and entry, the user must select an entry in the grid and select the appropriate
button.

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Refresh to refresh tag list

Edit edit transcript tag

Delete delete transcript tag

Export export list of tags, notes, and text excerpts

3.8.4 Transcript Highlights
InControl allows the user to select specific text within a transcript file and apply a
searchable highlight to that text. Additionally, users can apply free-hand notes to the
text. Once a tag has been applied, an entry will be made in the Highlights grid. Users
will then be able to select entries to jump to that entries location within the transcript
document. All highlights will show as persistent within the document once applied.























3.8.4.1 Creating and Applying Transcript Highlights
1. To highlight a document, the user selects a portion of the transcript text and
uses the right-click context menu to bring up the action dialog box. From here,
the user selects Highlight.

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2. Selecting Highlight will bring up the Highlight Transcript Text dialog. This
contains two panels: Selected Text and Notes.
a. Selected Text contains a non-editable window displaying the selected
document text.
b. Notes is a free text area that allows the user to enter any notes
pertaining to the selected document text.






































3. Once the highlight is applied, the highlight will show in the document window
and an entry will be added to the end of the Highlight list.

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4. A two-line excerpt of the text will appear in the Text column. The same will be
true for the notes field. To see the entirety of the text, there is a hover tool- tip
present in each cell of the grid. Hover the mouse of the selected text for 3
seconds and the full text will be presented.













3.8.4.2 Navigating in Transcript Highlight Grid
Within the Highlights grid the user can sort and filter on of the Text and Notes
columns. Users can also drag and drop columns to the order they prefer.
Additionally, users can right-click on any column header to access the sorting,
filtering, and columns menu.


Using the columns menu, the user can select which columns are present in the
grid.


3.8.4.3 Deleting, Editing, Exporting Transcript Highlights
Users have the ability to edit and delete Highlights by using the control present in
the title panel. These buttons are only present when the panel is expanded. To
edit or delete an item, the user must select an entry in the grid and then press the
appropriate button.

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Refresh to refresh highlight list

Edit edit transcript highlights

Delete delete transcript highlights

Export export list of highlights, notes, and text excerpts

3.8.5 Transcript Document Links
InControl allows the user to select specific text within a transcript file and link another
document in the case to that text. Additionally, users can apply free-hand notes to the
text. Once a Document Link has been applied, an entry will be made in the Document
Links grid. Users will then be able to select entries to jump to that entries location
within the transcript document and the text selection will be highlighted.























3.8.5.1 Creating and Applying Document Links in Transcripts
1. To link a document, select a portion of the transcript text and uses the right-
click context menu to bring up the action dialog box.

2. From here, select Link To A Document.

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3. Selecting Link To A Document will bring up the Link Transcript Text dialog.
This contains three panels: Selected Text, Link To Document and Notes.

a. Selected Text contains a non-editable window displaying the selected
document text.

b. Link to Document contains a Lookup By field dropdown and a text box
to input a document control number and a go button.

c. Notes is a Selected Text contains a non-editable window displaying
the selected document text.








































4. The user will choose a Lookup field and enter a value in the text box. Hitting
the Go button will search for that value and, if found, the Begin Number and
File Name values will be populated.

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5. Custom Lookup By fields can be defined in the Ops center by enabling the Is
Transcript Lookup checkbox when creating the field. By default only the
Begin Number and ItemID fields are present in the Lookup By dropdown.










6. Once the Document Link is saved an entry will be added to the end of the
Highlight list. Select the entry to open the document.
















3.8.5.2 Navigating in Document Links
Within the Document Links grid the user can sort and filter on of the Text and
Notes columns. Users can also drag and drop columns to the order they prefer.
Additionally, users can right-click on any column header to access the sorting,
filtering, and columns menu.


Using the columns menu, the user can select which columns are present in the
grid.






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3.8.5.3 Deleting, Editing, Exporting Transcript Document Links
Users have the ability to edit and delete Document Links by using the control
present in the title panel. These buttons are only present when the panel is
expanded. To edit or delete an item, the user must select an entry in the grid and
then press the appropriate button.



Refresh to refresh document links list

Edit edit transcript document links

Delete delete transcript document links

Export export list of document links, notes, and text excerpts




3.9 My Views
My views are dynamic folders that categorize documents to enable quick review by classification.



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Assignments Organizes the documents currently assigned to you

o Document Folders Organizes documents assigned to you by document folders.



o Custodians Organizes documents assigned to you by custodian.

Tags Organizes documents to which you have applied a tag.

o Category Tags Organizes by category the documents to which you have applied
category tag(s) to.
o Privilege Tags - Organizes by privilege the documents to which you have applied a
privileged tag.
o Redacted Tag Organizes the documents to which you have applied a redaction tag.
o Relevance Tag Organizes by relevance the documents to which you have applied a
relevance tag.
o Special Interest Organizes by Special Interest the documents to which you have
applied a special interest tag.

3.10 Quick Entities
Quick Entities enable you to view the documents organized in a number of helpful ways. This
organization is done through analysis of the documents metadata or text.

There are three types of entities: Message, Author, and Named.

Message entities are built using email message fields such as To, From, CC, and BCC. You
can use these to find emails to or from certain domains, or to or from certain people or
email addresses.

Author entities can be used to find documents written by a specific author or user.

Named entities are built from the text of the document. You can use these to find
people, organizations, and places.

You can access Quick Entities by clicking [>] to expand the folders.








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You will find that the subfolders and the entities within them are presented in alphabetical order.
The actual entities are denoted by a magnifying glass or binoculars icon.

To view the entity documents, click on the entity name, and the documents will appear in
the Document List to the right.




Note: Entities will only be as reliable as the text and metadata that InControl receives.


3.11 Document Clusters
InControl concept clusters are formed through word analysis. Similar documents with words in
common are placed in the same cluster.

3.11.1 Cluster Groups and Labels
The clustering will use five significant words to name the cluster. Once the documents are
clustered, it takes clusters with name overlap of three words or more and places the clusters in
the same group. The top three words that caused the clusters to be placed into that shared
group are placed in the group name.




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3.11.2 Cluster Relevancy Folders
All clusters in a Group are placed by default in the Unreviewed folder. To move a cluster from
this folder, right-click, and select the folder name.



3.11.3 Cluster Document Viewing
o To view the documents in a cluster, click on the cluster to display the document
list. You can use the list to review documents.
















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3.11.4 Cluster Document Bulk Tagging
o To bulk tag the documents in a cluster use the Bulk Tag feature.




3.11.5 Assigning Clusters
o To assign a cluster, right-click on it, and select Assign Cluster.


















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3.12 User Options
User-defined review options are accessed by clicking Options on the Review menu bar. These
options allow users to control and manage general review options, review icons, large document
handling, and concept clustering handling.



Review Options

Enable Location Bookmarking begins a new session in the same area where the last
session ended. By default, this option will be enabled for each user.

Enable See Through Redactions will make all redactions semi-transparent, allowing the
redacted text to remain visible during review. Note that it does not impact a redactions
appearance in production.

Open Review Window As Pop Out allows for the document review window to open in its
own Browser instance in order to be used in a dual monitor set up.

Number of Rows to Be Displayed in a Grid sets the number of rows that will display in a
Document List. The default number of rows is 25.

Number of Rows to Be Displayed in a Tree List sets the number of rows that will display in
the Related Documents area of the Review Window. The default is set to 25.





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Show Thumbnail Viewer applies to documents in Image view only. Select this option to
display a thumbnail view of image pages to the left of the Image view. By default, this
option is enabled for each user.




Default Text Annotation Text allows users to choose the default text to be displayed in an
annotation when it is applied to a document image.


Default Document View sets the default view for documents when they are launched in a
Document Review window. You can choose Text/HTML or Image view. This option is
initially set to Text/HTML.

Default Image Fit applies to documents in image view only. Selecting Width will size the
text of each page across the width of the entire image viewer. Note that Width may
require you to use the scroll-bar on the right side of the image viewer to view the bottom
of a page. Best Fit will size each image page so that the entire page fits in the same view,
and using the scrollbar should not be required. The system default is Width.

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Bookmark Last Assignment Folder begins a new session in Folder View in the same
Assignment Folder where the last session ended. By default, this option is enabled for
each user.



Navigate Over Reviewed Documents will skip over documents that have been reviewed
when the navigation buttons are clicked.

Quick Entities: Display Only Those Not Reviewed will hide reviewed documents in the
entity Document Lists.

Quick Entities: Show Count Greater Than will only show entities above a specific
document count.

Include Family Members In Grouping will cause family members to be displayed in the
document coding pane for duplicates, near-duplicates, and threads.

Show Wordlist Highlighting will allow the keyword highlighting to be displayed, provided
that it has been set up in the Admin area.

Show Row Numbers will display the row numbers for the documents listed in the Grid
View.

Hide Duplicate Searches in History will allow for duplicative searches to not display when
in the Search History folder.

Coding Options



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Force Explicit Save forces you to explicitly save changes you make to a document upon
navigating away from the document. By default, this option will be enabled for each user.



Validate Required Fields on Related Documents will prevent you from moving to the next
document without entering information into required fields for related documents, as
well as for the original.

Auto Tag Type Select setting in Coding Options that where you can select the tagging
areas to be automatically selected.
o Standard Tags will automatically select the Standard Tags area.
o Issue Tags will automatically select the Issue Tags area.
o Folders will automatically select the Folders area.

Review Icons

In this area you can control which review icons display in your document list. Additionally,
selecting and deselecting the Is Reviewed Indicator will control whether or not it is see in the
Document Grouping Pane.


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Large Documents

By nature, larger documents require longer load times than smaller documents. InControl helps
to address this by providing for special handling of large documents.

Large Document Handling allows you to select the default preference for viewing large
documents. The options are to ask each time, display the document in HTML view,
display the document in image view, or download and view the document in native
application. The system default is to ask each time.

Large Document Size Threshold allows you to set the size threshold (in KB) at which they
would like the Large Document Handling feature to become active. To turn the Large
Document Handling option off, set the Large Document Size Threshold to zero.

Clustering Options

In InControl, concept clusters are organized into five categories that indicate cluster status:
Unreviewed, System Filtered, Irrelevant, Possibly Relevant, and Relevant.


Checking the box next to a category will make it visible as a folder in the clustering area.
Unchecking a category will hide it.

The recommended minimum document score is 0. This will display every cluster.

3.13 Advanced Folder Actions & Views
Folders can be used to perform advanced actions such as deleting and locking documents. These
can be done by right-clicking on a folder.

3.13.1 Work Folder Security
Work folder security is used to share and hide folders. Users with permission can share
folders they create and edit security existing folders.

Adding Work Folder Permissions
By default, a folder that a user creates will be private. To share, 1) click Add to add
users/teams, 2)select the users/teams you would like to grant permission to, 3) click
Save, and 4) click Create to create the folder with those permissions.

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By default, users/teams are added with Read Only permissions, meaning they will not
have the ability to add or remove documents from the folder. To update this, select the
users/teams and click the Read Only button at the bottom of the Add Folder menu
screen.



Editing Work Folder Permissions
After a folder has been created, users can select the users and/or teams that they wish
to share a folder using the following steps: 1) Right-click on the folder, 2) Select Edit, 3)
Click Add, 4) Select the user(s) or team(s), 5) Click Save, and 6) Click Update.

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3.13.2 Lock-Down Folder Content
Locking down documents is a security measure you may choose to take when reviewers
have completed work and you want to ensure that no additional changes in a particular
area are made to a document. This can be done by right-clicking on a folder. The lock-
down action is done to the contents of the folder, not the folder itself.



The Lock-Down Options are as follows:

Standard Tags which will lock all standard tags so that none of them can be
modified.

Privileged Tags which will lock all privileged tags so that none of them can be
modified.

Confidential Tags which will lock all confidential tags so that none of them can
be modified.

Issue Tags which will lock all issue tags so that none of them can be modified.

Field Coding which will lock all fields so that none of them can be modified.

Annotations which will lock the annotation area so that annotations cannot be
added or deleted.

Locking Down Documents

To lock down documents in a folder:

1. Select Add The Following Lock-Down Options.

2. Select the items you would like to lock.

3. Click Save.



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Unlock

To remove a lock from documents in a folder:

1. Select Remove The Following Lock-Down Options.

2. Select the items you would like to unlock.

4. Click Save.












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3.13.3 Mark Folder Content for Deletion
Deletion of a document is accomplished in two steps:
1. Mark the documents for deletion.
2. Confirm the deletion.

Note: When done on a folder, the marking is actually applied to the contents of the
folder, not the folder itself. You can also Un-Mark for Deletion.

Bulk Mark For Deletion

1. This can be done by right-clicking on a folder, and selecting Mark Contents for
Delete.



2. Next, you will see the Control Mark for Deletion window.

3. To mark documents for deletion and place them in a holding place for deletion
confirmation, click Mark For Deletion.

5. To remove a mark for deletion from documents, click Un-Mark for Deletion.














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3.13.4 Deletion Confirmation
Marking documents for deletion is only the first step in deleting documents. To actually
remove documents from a database you must confirm the deletion. This is done in the
Admin Folder area in Folder View.



1. Open the Admin folder and click the [>] to expand the folders under Documents
To Delete.

a. The Marked for Deletion folder contains all of the documents which
have been marked for deletion. You can use this folder to see and
confirm that all of the items in the folder should be deleted.

2. To confirm deletion, right-click on the Marked for Deletion folder.

3. Click Confirm Deletion to confirm that all documents in the folder should be
removed from the database.

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3.14 Searching
With InControl, you can search document text, fields, tags, folders, and notes. You can limit your
searches to those assigned to specific people or by record properties. You are also able to include
related documents, save your searches, and view search history.

3.14.1 Accessing Search
Click on the Review tab, and then click Search at the far left side of the screen. You will
see the Search pane, as shown below. Search results will appear to the right of the
Search pane in the Document List, as when operating in Folder View.




There are two main search options you can use: Standard Search and Advanced Search.

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3.14.2 Standard Search
Use Standard Search to search across document text, fields (metadata), or both.


1. To run a standard search, enter your query (your search syntax and operators) in the
Document text search box.
2. After entering your query, select the Body Only, Metadata Only, or Both radio
button below the Document text search box to define the scope of the search.
3. Click Go to run the search.
4. Click Clear to remove the search text.

3.14.2.1 Body Only (PERCEPTIVE SEARCH) Searching
InControl Body Only searching searches the PERCEPTIVE SEARCH index.
PERCEPTIVE SEARCH supports Boolean, Positional, and Precedence operators, as
well as, Special Symbols. Information on this technology can be viewed by
clicking the help button.



PERCEPTIVE SEARCH Boolean Operators
Body Only searching supports Boolean searching using the following operators.
AND The documents retrieved must contain both of the words/phrases. The
terms can appear anywhere in the document (unless modified by
additional operators).

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OR The document must contain at least one of the entered words or phrases.
Both terms may be present.


NOT The retrieved documents must not contain the term or phrase.



XOR The retrieved documents must contain either the first search term or the
second, but not both terms.


EXCEPT The retrieved documents must contain the first search term, but only if
the second term is not in the same paragraph as the first. Both terms can
appear in the document, but not in the same paragraph.



BUTNOT The BUTNOT operator is an even more precise form of EXCEPT. The
retrieved documents must contain the first term, and it must not appear
as part of the second term. For example, the query "WORLD BUTNOT
WORLD BANK" will find documents that contain the word "WORLD", and
which may or may not contain "BANK", but will not find "WORLD BANK"
where it appears as a phrase. Similarly, "PLAYER BUTNOT MEDIA PLAYER"
would find the word "PLAYER", but not where it occurs as part of the
phrase "MEDIA PLAYER".



PERCEPTIVE SEARCH Positional Operators
These operators specify the location of each of your search terms in relation to
each other within a document. Body Only searching supports the following
positional operators.


PHRASE To find words which occur next to each other as a phrase, just type
the words as you would normally. There is no need to enclose
phrases in quotes.


FAR The retrieved documents must contain both terms, and the second
FOLLOW term must follow the appearance of the first. The second term can
be anywhere in the document as long as it occurs after the first.
CLOSE The retrieved documents must contain both search terms occurring
FOLLOW in pairs. That is, the second term must immediately follow the first if
a document is to be retrieved, without a repeated occurrence of the
first term. If the first term occurs multiple times before the second
term, then it is the inner-most pair which is selected.

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LABEL Retrieved documents must contain a paragraph beginning with the
specified search term, for example LABEL ABSTRACT



IN \\ Both search terms must occur within the specified number of
PARAS paragraphs of each other. Placing a number between the lines
indicates the number of paragraphs separating each term.

No number between the \\ means the paragraphs must be
consecutive.
Single number (e.g. \5\). Search terms must occur within 5
paragraphs of each other.
Number separated by comma (e.g. \5,10\). The second
search term must appear within 5 to 10 paragraphs of the
first.
Negative numbers (e.g. \-5, +10\) indicate the paragraphs
may begin before the appearance of the term. That is, the
second term may appear up to 5 paragraphs before and up
to 10 after the first.

NEAR // Both search terms must appear within the same paragraph. The
BY order of appearance within the paragraph is not relevant. Placing a
number between the lines indicates the number of words separating
phrases.

Single number (e.g. /5/) (this can also be written as W/5).
The two search terms must appear within five words of each
other. Order of appearance is not relevant.
Number separated by comma (e.g. /5,10/). The search terms
must appear in no fewer than 5 words and no more than 10
words of each other.
Negative numbers (e.g. /-5, +10/). The search terms may
appear from 5 words before to 10 words after each other.

PERCEPTIVE SEARCH Paragraph Definitions
Different applications define a paragraph in different ways. Below are some
common examples:
In a Word document a paragraph has an end of paragraph marker.

In a Text document a double carriage return specifies the end of a
paragraph.

In an HTML document paragraphs are defined with <DIV> and <P> tags.

In a spreadsheet a cell is a paragraph.

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Note: PERCEPTIVE SEARCH uses the file that is indexed for searching. This may
not or may be the native file or what is visible in the HTML View. For more
information, discuss with your administrator.

PERCEPTIVE SEARCH Precedence Operators
Where queries use more than one search term, certain words and operators take
precedence over others. That is, some operators will always be read before others,
regardless of where they occur in your query. The order of precedence is as
follows:

1. Phrases
2. //, LABEL, EXCEPT, BEFORE, AFTER
3. \\
4. ... , .. , AND, OR, NOT

Where a query expression, or part thereof, contains several operators of the same
precedence, they will be processed from left to right.

Use of parentheses

Parentheses (or brackets) allow you to control and define the order of precedence
in complex queries, as their use overrides the default searching order. They are not
necessary in searches of two terms, but with three or more, they can be invaluable.

Examples:

car allowance // manager OR salesperson

By default, this will be interpreted as follows:

((car allowance) // manager) OR salesperson

...which means that documents need only to contain the word "salesperson" to be
included with the more detailed search of "car allowance in the same paragraph as
manager".

To change the query to "find the phrase car allowance in the same paragraph as
manager or salesperson", use the following search:

car allowance // (manager OR salesperson)

PERCEPTIVE SEARCH Special Symbols
Certain symbols can be used in place of letters or characters in query words to help
refine or expand a query. Using these symbols can save you having to type in all the
permutations of a word that you need to include in a query.

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Note that using these word expansion systems can still only retrieve words that are
listed in your index.

* This is a wildcard symbol, and can be used to search for any number
of significant characters.

End of word
Will find all words that start with the letters appearing before the
symbol.
For example 'manage*' will find 'management', 'manages',
'managed', 'manager', etc.
Middle of word
Will find all words that begin and end with the specified letters.
e.g. 'd*ing' will find 'dying', 'divorcing', 'dividing', 'droning', etc.
Beginning of word
Will find all words that end with the specified letters. Note that
this option may significantly increase the search time required.
Alone
This will select the first word in all documents; a way of providing
a list of all the documents in the index.

? This is a single-character wildcard symbol, and can be used to
search for any single character. For example, searching for "h?t"
would match "hat" or "hit", but not "heat". Both forms of wildcard
may be used together in any combination desired,
e.g."un*gra?ing".

~ Tense conflation (tense expansion). Find all tense forms of the
word specified.

Trailing conflation
Expands the tenses at the end of a word.
For example, 'posting~' will find 'posted', 'posts', 'post' and
'poster', but not 'posture', 'postpone', etc.
Leading conflation
Expands the tenses at the beginning of a word.
For example, '~post' would also find 'outpost', 'prepost' and
'repost'.


PERCEPTIVE SEARCH Punctuation & Special Words
Punctuation in a query is treated in one of three ways:

Significant
This means the punctuated search word or phrase will match only with
words or phrases containing matching punctuation characters.

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Insignificant
The occurrence of specified punctuation in the text is ignored, meaning
that a search will bring up matching words and phrases, whether
punctuated or not.
Separators
Some punctuation marks will not be recognized as such, and treated the
same way as spaces between words. For example 'over-charge' will be
indexed as two words - 'over' and 'charge'. By default the period, or full
stop, is a punctuation character and thus not indexed.

Note: For a list of significant, insignificant, and separator characters, please ask
your administrator.

Reserved words are those used as operators, for example AND, OR, NOT, LABEL
and EXCEPT. If you need to include a reserved a word in a query, precede the
word with an insignificant character such as an underscore (_). This is a signal to
include the word as ordinary text in the search, and not an operator.

The // and \\ operators can be included in a search, if necessary, by enclosing
them in quotes (i.e."//" and "\\").

Perceptive Search Common Words
Common words are words such as I, THE, IT, IS, and other words that frequently
appear in many documents, but do not frequently have a significant meaning.
They are excluded from searches in order to save indexing space.

If your search includes a common word, it will be removed from the search
and the search will be reconstructed around the gap. For example, 'beside
the road' becomes 'beside /2/ road' automatically.
Where the common word includes a Boolean or positional operator, the
word is ignored. For example, 'manager and the' becomes simply 'manager'

Notes: For a list of common words please ask your administrator.

3.14.2.2 Metadata Only (SQL) Searching
InControl Metadata Only searching searches SQL stored and indexed fielded data
using the SQL Contains operator. Metadata Only supports Single Term, Phrase,
OR, AND, and NOT operators. It does not support other Boolean, proximity, or
wildcards operators.








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Metadata Only searches all fields in the database that have been given the Is
Searchable attribute by your administrator. For a list of searched fields, please
ask your administrator.

SQL Metadata Only Operators
Below are the operators supported by the Metadata Only search, along with
examples of how each can be used.

The examples use this example data from Document 1:



AND The documents retrieved must contain all the words/phrases you have typed. The
terms must appear in the same field.

Example 1: Weekly and Letter


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Results: This WILL NOT hit on Document 1 because the words are found in

separate fields.

Example 2: Weekly and Report


Results: This will hit on Document 1.
















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OR The document must contain at least one of the entered words or phrases. These
terms can be within the same field or multiple.

Example 3: Monitor or Monitoring or Monitored















Results: This will hit on Document 1.






Note: Metadata Only DOES NOT support wildcards. Monitor* will not return
Monitoring. It will only return Monitor.
PHRASE Phrase searches do not require quotation marks around the phrase.

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Example 4: weekly monitoring report





Results: This will hit on Document 1.





NOT The documents retrieved must contain all the words/phrases you have typed. The
terms must appear in the same field.

Example 1: Weekly not Letter















Results: This will return Document 1 because the words are found in

separate fields.

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Example 2: Weekly not Report




Results: This will not return Document 1 because the words are in same field.





Important Notes:

AND locates documents with all values inside a single field. For more
information see Example 1 above.

NOT is also field specific. For more information see Example 1 above.

Wildcards (* ?), W/, and other operators not listed above are not supported
by metadata only.

Tags, general notes, priv notes, priv document type, work folders, and
document folder information is not considered metadata by search.

Depending on your Field permissions and layout, when using Metadata Only
you may query data which you do not have permission to access or see in
your document list table.

SQL will ignore Full Text Stop Words. For a complete list of these words see
below.

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SQL Metadata Only Stop Words

Type Characters Language Type Characters Language
Symbols $ English Word for English

Single
Numbers 0-9 English Word from English

Single
Letters A-Z English Word by English
Word just English Word came English
Word like English Word can English
Word if English Word come English
Word in English Word could English
Word into English Word did English
Word is English Word been English
Word it English Word before English
Word its English Word being English
Word her English Word between English
Word here English Word both English
Word him English Word but English
Word himself English Word any English
Word his English Word are English
Word how English Word as English
Word get English Word at English
Word got English Word be English
Word had English Word because English
Type Characters Language Type Characters Language
Word has English Word after English
Word have English Word all English
Word he English Word also English
Word do English Word an English
Word does English Word and English
Word each English Word another English
Word else English Word about English


3.14.2.3 Both (SQL and PERCEPTIVE SEARCH) Searching
InControl Both searching searches the SQL index and the PERCEPTIVE SEARCH
index(es). To achieve expected results, you must limit your queries to operations
PERCEPTIVE SEARCH and SQL both support:

Single value (ex. Enron)

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Phrase (ex. Kenneth Lay)

OR (ex. Kenneth or Lay)

AND (ex. Kenneth and Lay)

NOT (ex. Kenneth not Lay)




Important Notes:

Both will only search fields in the database that have been given the Is
Searchable attribute by your administrator. For a list of searchable fields,
please ask your administrator.

PERCEPTIVE SEARCH common words and SQL stop words cannot be
searched. Searches must take into consideration special and reserved
word handling. For a complete list of common, special, reserved, and
stop words, please ask your administrator.

Please review Metadata Only and Body Only sections above and examples
below for more details on how the indexes will be searched.

Both Search Examples

This document, Document 1, metadata and text, is used in the below examples.

Document 1 (relevant) Metadata:

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Document 1 Body Text:




Example 1: Weekly and Report
















Results: Hits on Document Name and also on the Body






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Example 2: D38023218CAE720CD13E113059A3F7F9 or Belden

















Hits on Duplicate ID and the body text.


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Example 3: D38023218CAE720CD13E113059A3F7F9 and Belden


















Results: This WILL NOT hit on Document 1 because the words are found in
separate index types. D38023218CAE720CD13E113059A3F7F9 is in the SQL
metadata index and Belden is found in the PERCEPTIVE SEARCH index.



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An InControl Both query using AND would only locate if
D38023218CAE720CD13E113059A3F7F9 and Belden were in the same field of
metadata or document.




3.14.3 Advanced Search (SQL)
Advanced search is used to build complex searches or to search specific fields. It offers
many options such as field-specific searching, tag and folder searching, and pre-created
calculated searches for documents meeting certain criteria.



Access the Advanced Search by clicking the Advanced button above the Document text
search box. The Create Advanced Search box will open above the Document List.


Add as many lines as needed to include all the criteria for your search. When more than
one line is used, you must connect each line with an OR, AND, or NOT from the
Operator drop-down. You may also indicate an order of operations by selecting
parentheses from the drop-downs located to the left of the Field/Tag and right of the
Value field.

To run an Advanced Search, click Go above the Document text search box.










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3.14.3.1 Advanced Search Operators (SQL)
Advanced Search supports the operators shown in the following image:





Not all operators are available with every field. Information on each operator is
below:

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Operator Definition

The document field must match what is
Equal To entered.

The document field must not match what is
entered. Will return empty and NULL
Not Equal To values.

The field value must be greater than the
Greater Than value entered.

The field value must be greater than or
Greater Than or Equal To equal to the value entered.

The field value must be less the value
Less Than entered.

The field value must be less than or equal to
Less Than or Equal To the value entered.

Supports AND or OR between values. When
using AND all specified field values must be
found in the field. When using OR one or

more of the field values must be found.
Contains

Supports AND or OR between values.
Does Not Contain Returns the opposite of Contains.


Is Null The value must be null (missing or unkown).

The value must not be null (missing or
Is Not Null unkown).

Value is similar. Allows you to use wildcard
Is Like * before, middle, and after.

Value is not similar. Allows you to use

wildcard * before, middle, and after. Only
works on existing data. Cannot be used to
Is Not Like locate null or blank values.


Format required is First value, Second value.
Range Will locate values within the range specified.

The document field must contain one or
more of the words you have entered.
Has Any Requires you place OR between each value.

The document field must contain all the
values you have entered. Requires you
Has All place AND between each value.
Has None This is the opposite of Has Any.

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3.14.3.2 Advanced Search Field/Tag Search Options (SQL)
In Advanced Search you can search the following:




The following table has more details on the options available with each field:

Field\Tag Description Fields Operators Values Tips
Standard Used to search All standard and Varies based on Manually For certain field types and
Field any of the custom fields the field. Entered operators you may use
InControl user has access to and\or the value pick-lists to see
standard or per their profile Pick-List and select values.
custom fields. and permissions.

Tags Used to search All tag sets user Has Any Pick-list
any of the has access to per Has All
InControl tag their profile and Has None
sets. permissions. Not All
Notes Used to search All tag sets user Contains Manually You can copy\paste
any of the has access to per Does Not entered values from the review
special notes their profile and Contain screen Notes areas to
fields. permissions. ensure correct spelling.
Calculated Used to search Targets Has Any Yes or No Has Parents Yes' locates
document documents which Has All all children. 'Has
properties. have attribute. Has None Children' Yes locates all
Not All parents.
Folders Used to search Work Folders, Has Any Pick-List
any of the Assignment Has All
InControl Folders, and (if Has None
folders. available) Not All
Document
Folders.

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Assigned To Used to search N\A Has Any Drop-down Values includes 'Assigned
for documents Has None to Pool' option to find
in an individual items batched, but not
user's 'My yet assigned.
Assignments'

Is Reviewed Used to locate The tag profiles Equal To Yes or No To locate documents
documents that the user has reviewed across various
have been access to. profiles add multiple lines
reviewed. to the search.


3.14.3.1 Advanced Search Values
When searching fields, tags, and folders you may enter your values by typing
them in the Values box or you may be to use a pop-up pick-list.




For manual entry of Tag or Folder Search values use the semi-colon to join values.




For manual entry of Field Search values use the appropriate operator (AND\OR)
and place each unique value in quotes.






3.14.4 Combining Standard Search and Advanced Search
If you want to combine the criteria you entered in a Standard Search (where you
entered criteria in the Document text search box) with criteria you entered in the
Advanced Search screen, you may do so through the Advanced Search.


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To combine Document text search criteria with Advanced search criteria, select AND
or OR from the drop-down located above the rest of the Advanced Search criteria
(pictured above).

3.14.5 ID Search
ID Search allows you to locate documents by number such as an item identifier,
beginning control number, or bates\production number.



1. If not already visible, click Document ID Search to expand the section within the
Search pane.

2. Within the Document ID Search section, select the IDs you are interested in from
the Field drop-down.

o ID options are:

Item ID this is the unique integer identifier used by InControl to
track and store a documents information.

Begin Number this is a zero padded text number which is typically
a control number and used to connect to any document images. It
resembles a production\bates number.

Image Sets you will also see any image sets listed by name and will
be able to search within each (ex. Production) or across all of them
(All Image Sets). This will search the image alias, which is the
images unique identifier at a page level. This is often a production

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or a bates number. (Images must be loaded or added through
production database update. Image-on-the fly page IDs are not
supported.)





3. Enter the value or values you are looking for in the Value(s) box and then click the
Go button to run the search.

o To search for multiple items:

Paste or Type items into the Value(s) box with semi-colons or
commas between the items

Click the folder button and select an ANSI text file containing the
items you would like to search for. The file must have each item on
a separate line or on a single line separated by commas or semi-
colons.



Note: ID searches cannot be saved.

3.14.6 Additional Search Options
You can use InControls Additional Search Options to include related items such as
family members and duplicates.

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Note: The Additional Search Options can only work when the required family
members, duplicates, near duplicates, and email threading data are available in
your database.



If not already visible, click Additional Search Options to expand the section
within the Search pane.

Click the checkbox(es) next to the desired criteria, then click Go to run the
search.

3.14.7 Search Results & Hits

3.14.7.1 Search Results
Once youve run your search, your results will display as a document list. The number of
documents in your results will appear on the top right.





3.14.7.2 Search Hits (PERCEPTIVE SEARCH)
To view a document in your search results:

Click on the documents row to launch the Review Window. The HTML view of
the document will show the search term hits. (Terms and phrases which hit in
the fielded data are not highlighted.)

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InControl will highlight search hits in multiple colors when providing search
results. When viewing a search you will see your search terms and their
associated colors in the Search Legend.




To move from one hit to the next, click on the hit navigation buttons:




3.14.1 Clearing a Search
At any point click the Clear button to clear your search criteria and start from scratch.










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3.14.2 Saving Searches
You have the ability to place saved searches in secure folders. To do so:

1. Click Save



2. Name your search in the Search Name field.





3. Select Save as new search or Update existing search information.

4. Select a folder to store your search. To create a new folder, right-click on your
desired folder location in the tree and select Create. If you have permission and are
creating a shared folder, add the users or teams who should have access.

5. Click Save in the upper left corner.








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If you are building from an existing search and would like to save a new search, you can
select Save as New Search to create a new search or Update Existing Search Information to
replace the existing query.

By default all search folders you create are private and visible only to you.



3.14.3 Search History
All searches run are saved to the database in search history. The Search History area
will display a limited number of searches. The limit is set by your administrator and the
default limit is 10 searches.

To run a search in search history:

1. Select the Search in Search History folder



Note: Hovering over the search will provide a search criteria tooltip.










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2. Scroll up and review the Search Criteria
3. Click the Go button to run the search




3.14.4 Combination Searches
Combination Search allows you to combine searches in search history. To do this, go to
your search history area:

Youll notice that every search has a number associated with it. This number is the
searches ID. It is stored in the database with the search and can be used to rerun
searches which are no longer visible in your history or combine searches run previously.




Youll also notice a character to the left of the searches. This character is the Combined
Search Designator.

To run a search from history:

1. Locate your search in the history area





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Note: Hovering over the search will provide a search criteria tooltip.




2. Make a mental or written note of the character and number next to the search.
3. Type the character and number in Document Search:



4. Click the Go button to run the search



You can also combine searches using search history.

To combine searches from history:

1. Locate your searches in the history area







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Note: Hovering over the search will provide a search criteria tooltip.




2. Make a mental or written note of the character and numbers next to the
searches.
3. Type the character and numbers in Document Search. Use AND, OR, or NOT to
combine your searches.


4. Click the Go button to run the search




3.14.5 Sharing Searches
If you have permission you will also be able to share folders with other users. To select
the users and/or teams with which you wish to share a folder, perform the following
steps:

1) Right-click on the search folder

2) Click Edit Folder

3) Click Add

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4) Select the users and\or teams

5) Click Save

6) Click Update to update the search with the new permissions


Shared folders you have not created will have the special shared icon. Folders
youve created, whether shared or not, will have no icon.




3.14.6 Wordlists
Your administrator can setup persistent term or phrase highlighting which InControl
calls Wordlists. These work as search term highlighting does. You will be presented
with the number of hits, a legend, and the ability to go from one hit to the previous or
next. Multiple lists are supported and each list is usually represented in a different
color.

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Wordlists are configurable by color and teams and multiple lists can be used at a time.
For example, you may have a list of responsive terms/phrases which are highlighted in
yellow assigned to your first level review team and your second level review team. In
addition, you may have a list of privilege terms/phrases which are highlighted in green
only for your second level review team.

To turn on/off the wordlists feature, go to Options and check/uncheck Show
wordlist highlighting.




3.15 Printing & Exporting
Printing documents with InControl is accomplished via print jobs. An InControl print job
automatically converts one or more documents into one or more PDF files, which may then be
downloaded to be printed as desired.

Exporting documents and/or Document Lists with InControl is accomplished via export jobs. An
InControl export job allows you to automatically download and zip all of the requested metadata
along with the native files for the selected documents.

3.15.1 Printing an Individual Document
To print an individual document:

1. Launch the document from the Document List. The document will open in a
Document Review window.

2. Open the Image view of the document by clicking the Show Image button on the
Document Review toolbar. This step is necessary, as documents cannot be
printed from an HTML view.

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3. Click the Print button on the Document Review toolbar. InControl will
create a PDF version of the document, download and open the PDF on your
local machine, and automatically open a Print dialog box.

4. Select the desired printer and printing options in the Print dialog box, then click
OK to print your document.

3.15.2 Bulk Printing
Printing multiple documents at once is performed similarly to individual printing, but
with a few additional steps.





To run a bulk print job:

1. Use Folder View or the Search pane to display the desired set of documents in a
Document List. You can further narrow your selection by using the checkboxes
in the left-most column of the Document List, but if you do wish to print all of
the documents in the Document List, no boxes need be checked.

2. Click Print on the Review menu bar. A Print Results box will appear.

3. Select the appropriate radio button to choose whether to print only the
Selected Documents (those with a checked checkbox) or All documents in
results list (the entire Document List).

4. Enter a name for the job in the Print Job Name field.

5. Select the image set you would like to print.

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6. Select your bulk print format: single document PDFs or multi-document PDF(s).

7. If you would like to stamp on the original document\page numbers select your
location in the drop-down.

8. If desired, modify the list of fields to be included on the metadata slip-sheets.
You may change the order in which the fields will appear on the slip-sheets by
dragging them up and down to the desired position. To exclude a field, simply
uncheck the box next to it. To exclude metadata slip-sheets altogether, you
can uncheck the Include Slipsheets checkbox above the list, but note that this
will result in no separation between documents as they are printed.



9. Click Submit at the top of the Print Results box and your print job will begin
processing.

10. Access your completed print job (or check the status of an incomplete print job)
by clicking on Print, Export, & Bulk Tag at the far left-edge of the screen. The
Print, Export, & Bulk Tag pane will open, showing links for Export Jobs, Print
Jobs, and Bulk Tag Jobs.

11. Click on Print Jobs. Your print job details and status will be displayed in a table.
While the job is still processing, the Job Status column will display the In
Progress icon and the Processed column. When complete, this will change to
the Complete icon. Any imaging errors will be counted in the Errors column.

12. Download the completed print job by clicking the underlined Download link. If
errors occurred your download will include an error log. Errors are slip sheeted
with a page including the document or page number.

13. Unzip, open the PDF file, and print as desired.







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3.15.3 Export Jobs
Export Jobs allow users to export a set of native documents and/or the document sets
metadata from InControl (e.g. exporting metadata of folder or search results). As with
bulk print jobs, export jobs can be created from the Folder View or from the Search
pane.




1. Use Folder View or the Search pane to display the desired set of documents in a
Document List. You can further narrow your selection by using the checkboxes
in the left-most column of the Document List, but if you do wish to export the
entire Document List, no boxes need be checked.

2. Click Export on the Review menu bar. An Export Results box will appear.

3. Select the appropriate radio button to choose whether to export only the
Selected Documents (those with a checked checkbox) or All documents in
results list (the entire Document List).

4. Enter a name for your export job in the Job Name field.

5. Select the export format for the job.

6. To include copies of the native files in the export job, click the checkbox next to
Include Native Files. This box is unchecked by default.

7. Select the fields to include in the export spreadsheet by clicking the checkboxes
in the field list.





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8. To change the order in which the fields are listed on the export spreadsheet,
simply drag them up and down to the desired position.

9. Click Submit to process your export job.


Access your completed export job (or check the status of an incomplete export job) by
clicking on Print, Export, & Bulk Tag at the far left-edge of the screen. The Print, Export,
& Bulk Tag pane will open with the Export Jobs area displayed by default. The details
and status of your export job will be displayed in a table. As with bulk print jobs, if the
job is still processing, the Job Status column will display the In Progress icon and when
complete it changes to the Complete icon.

Click the underlined Download link to download and save/open your export job.

Unzip the job file to see the Excel metadata report and any associated native files.

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4 Reports
InControl offers a variety of reports to assist users in tracking the progress of a project. These
reports are found in the Reports tab. There are three general types of reports: processing reports,
review reports and deliverable reports.




All reports have a toolbar at the top of the right-hand pane:




Page Navigation use the following buttons to navigate through the pages of a report.




Find Text This is a find on page feature you can use to locate text on a page. Note that it will only
search the page that is currently displayed.

-

The toolbar also provides the following buttons:


- Export the Dashboard report to the following formats:

Microsoft Word
Microsoft Excel
Acrobat (PDF) file

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XML file with report data
CSV (comma delimited)
MHTML (web archive)
TIFF file



- Refreshes the report results

- Prints the report

4.1 Review Reports
Review reports can be used to monitor user productivity. To access the review reports, first click
on the Reports tab, then press the Review button at the top of the right-hand pane. The available
reports will appear in the left-hand pane. To view a report, click on its name in the left-hand
pane.



A description of the review reports follows:

Assignment Folder Progress Summary Report Illustrates assignment progress by Folder, Profile,
and user.

Assignment Progress Summary Report Illustrates assignment progress by user.

Custodian Assignment Progress Report Illustrates assignment progress by custodian.

Custodian Progress Summary Report Illustrates review progress by custodian.

Entity Summary Report Provides a list and details on all the Entities in the database.

Tagging Efficiency Provides a breakdown of tagging history by user, tag, and tagged documents
per hour by user.

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Tagging by Date A breakdown of standard tagging history by date, then user and standard tag.

Tagging by User A breakdown of standard tagging history by user, then date and standard tag.

4.2 Admin Reports
Admin reports provide information such as case statics, user login detail, and load file status. To
access the Admin reports, first click on the Reports tab, then press the Admin button at the top of
the right-hand pane. The available reports will appear in the left-hand pane. To view a report,
click on its name in the left-hand pane.

The following reports are available:

Complete User Login Summary Tracks user history overall with a breakdown and totals by user.
Note: This report is only accurate if users log out when done using the software.

Load File Summary Provides a list and details on all the load files (imports) loaded into the
database.

User Login Summary Tracks user login history over a selected period of time. To view, select a
user from the Select User drop-down. Enter the start and end dates you wish to query in the Start
Date and End Date boxes, select View Report. Note: This report is only accurate if users log out
when done using the software.





5 Assisted Review
InControl now has a fully integrated Assisted Review module. For more information, please contact
your Reveal representative.

137 Confidential