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Take advantage of automation – if you have it, flaunt it with eDiscovery!

We are busy professionals who don’t always have time to learn all the new features that come along. I understand. I really do. I can’t tell you how many times I get lost typing a Word document because I can’t find that dropdown option anymore, you know! – all due to the latest update from Microsoft. But when a new feature becomes a key feature that was implemented several years ago and can really save us time on a day-to-day basis, maybe that’s when we get down to business and learn a couple of new tricks with our software.

Sometimes our hesitation is about a fundamental change in the way we have always worked in the past. For example, most eDiscovery review platforms allows you to automate much of the review batch process. In fact, even the original concept of linear batches is getting a bit dated. If you’ve always shortlisted records to send to your reviewers, it can be a bit cumbersome to automate the process. But if your manual process can be boiled down to searches and filters, you’re already halfway to automation and saving time. Below are some details on using review automation in open textTM Expedited review and analysisTM (“Speed ​​up”) as an example.

active searches

Active searches are saved search terms, filters, and other search conditions that our software can use to automatically perform certain actions. For example, these saved searches can be used to continue searching for new documents that meet our document review requirements as new data is uploaded to the database or documents are coded by reviewers.

Using active searches with a universe

In Axcelerate, you can split, chunk, and even overlap data sets from your Universes recordset to accommodate more than one type of review (for example, document production review and statement preparation). To create a universe from a data set that you have identified with a search query, follow these three easy steps:

Step 1: From the Analysis page, apply your search query and filters.

Step 2: Change yourself Labelled panel to the Review workflow panel using the dropdown arrow (top right), then press the button Add Universe button.

Picture of the screen showing "Review workflow" menu.

Step 3: Get into Name and an optional Description for your Universe within new universe entrance window.

Screenshot showing fields for the name of the new universe and an optional description.

That’s all! Are you ready. An active search will be created behind the scenes, and from then on any new documents that meet your search criteria can be quickly added to your Universe.

Review your eDiscovery workflow

A review workflow is a method of setting up a group of documents for review in line with your primary review call. For example, if you’re doing a typical first-level document review for responsive documents, you might have a field called « Responsiveness » and some tag values ​​under it, such as « Responsive, » « Not Responsive, » and « Review. » additional » (see below screenshot). Documents identified as « responsive » are your primary target, so that particular review call becomes your review workflow.

Image of the opening screen of the Review Workflow sequence.

To set up your review workflow, make sure you know which universe you plan to use beforehand and have created a batch template about him Templates page. Then follow these five easy steps:

Step 1: press the add workflow button from inside the Review workflows page for your Universe. The name of the universe will appear above this button (‘Arbitrage Preparation’ is the universe in the example below).

Picture of the screen showing "Preparation for arbitration" like the name of the universe.

Step 2: complete the add workflow fly-in identifying the Field (eg, responsiveness) and etiquette Values (for example, responsive) that represents your main review call. Check Enable predictive coding. You may also want to check Do not create batches automatically at this point until you are ready to implement the automation. Press Save.

Screen image showing the remaining fields for the Add Workflow sequence.

Step 3: From the Analysis page, filter to your Universe dataset, then apply your search query and filters.

Picture of the screen showing "Search by Keyword" dropdown.

Stage 4: Change yourself Labelled panel to the Review workflow (top right) and select your Review workflow appears under the name of his Universe.

Screenshot showing selectable workflows below "Preparation for arbitration" like the name of the universe.

Step 5: complete the update schedule section of the Review workflow fly-in to schedule the frequency, condition, and time to locate new documents that meet your criteria and group them for review. Don’t forget to uncheck that Do not create batches automatically when you’re ready to get this going! Finally, press Add to workflow.

screen image for "Review the workflow," with "Add to workflow" in the background.

Once these elements are in place, other automations can be triggered from the Review workflows page. For example, iterations of adaptive batch processing and predictive coding.

last thoughts

Once you understand these steps, there are many ways to apply them in real life to save time and avoid simple human errors within the review batch process. Consider automatically moving documents from first-pass review to second-pass review based on coding calls.

‘Snack’ training videos on YouTube:

How to create a universe

How to add a workflow

How to configure review statuses and batch processing templates

How to automate predictive coding