13. Batching and Coding¶

13.1. Background¶

Starting with the version 1.9.1 we have added Batching and Coding functionality to Intella Connect. Batching allows a large number of documents to be broken down into smaller (more manageable) groups called batches. Batches can be assigned to reviewers for a linear document review. The Coding feature allows the user to apply subjective coding (via a coding layout) to a document during the review of a batch.

Custom coding layouts containing the coding options can be created and applied to a batch when the batch is being created. This allows for coding layouts with different parameters to be created to match the data, type of investigation and workflow for a particular case. The coded data is added to the Details table and can be exported from the case in several formats (CSV file, load file etc.) if required.

13.2. Coding Layouts¶

Before we can batch documents and code them, we need to create a coding layout. Coding layout defines which tags and how can be applied to an item. Each layout consists of several elements called Coding Fields which are derived from tags existing in a case.

We would like to create a typical coding layout for a “First Pass Review”. Before we start then, let’s look at what we would like to achieve:

This particular layout consists of three coding fields:

• “Responsive”
• “Privileged”
• “Requires further review”

As you can see each one of them renders a bit differently. The first field is a classical Radio button field. It allows to select just one value from the provided set of options. These options are called Coding Options in Intella Connect. A Coding field can have zero, one ore many Coding Options, depending on its type and the tag from which it was created. Note that this field is considered a mandatory (required) field. When coding an item using this coding layout, user would have to make a decision as to which Coding Option applies to this item (in this case either “yes” or “no”).

The second field is also a required field, however of a different type. This time Coding Options are rendered as Checkboxes. This type of a Coding Field will allow user to select one or several Coding Options.

The last field is also a Checkbox, however this time it’s not required and have no Coding Options to choose from. Therefore is rendered as a standard Checkbox.

To create such Coding Layout one must create appropriate tags structure beforehand, as in Intella Connect Coding Layouts are created based on tags. A typical tags structure that would allow us to create such layout could look like this:

As you can see few of those tags are hierarchical tags. Several types of Coding Fields will require a hierarchical tags in order to function properly (Radio fields and Dropdown fields).

Now that we have a solid tags structure to base our Coding Layout upon, we can proceed to creating our layout.

13.3. Creating a Coding Layout¶

Coding Layouts are created, modified and imported via Preferences. When you try to create a new Coding Layout you must provide a unique name for it. If layout with the same name exists you won’t be able to add it. You have also an option to allow for this layout to be shared among other cases. This settings is switched off by default to prevent leaking of sensitive information (like custodian name) which might be used in a Coding Field. After new Coding Layout is created, you can start adding Coding Fields to it. This is rather simple task thanks to our visual builder. It allows you to add/remove and change properties of each Coding Field and immediately see results of this change in the Live Preview on the right. Coding Layout for tags structure from our example can be easily constructed by choosing the following options:

Now that our first Coding Layout is created, we can proceed to batches creation.

13.4. Creating batches¶

Batches are created in the main Search View. It’s the job of a case manager to search and find any items that ought to be split into batches first. This step shouldn’t be taken lightly, as after batches are created one cannot add any more items to them. Therefore one should make sure if he wants to include duplicates, conversations, children and/or parents of resulting set prior to creating a batch.

In the main Search View select all items that you want to include in batches and right click in Details Panel to bring up contextual menu, then select Create Batches.

This will cause an additional modal dialog to appear:

The options used here should be pretty straightforward. The only thing requiring attention is the Keep items from the same family together. This allows, for instance, to keep emails and their attachments in the same batch. Using this option can cause the total items count assigned to a batch to extend the count specified as the batch size.

After one presses the OK button it should be a matter of seconds before batches are created and appropriate notification is shown to the user. From this point forward reviewers can find new batches in the batches list view.

13.5. Batches List¶

All batches created in the case are listed on Batches List. This view allows you to see details for each batch, including its basic information along with current state of the review. You can select multiple batches by pressing a CTRL button on your keyboard and clicking on multiple rows. Use buttons in the menu ahead of the list to control the state of selected batches.

Depending on permissions of currently logged in user, you will see a subset of these buttons:

• Assign to me - assigns batch to the current user (enabled only if selected batch is unassigned or if user has CAN_CHANGE_BATCH_ASSIGNEE permission)
• Assign reviewer - assigns one/multiple batch(es) to one/multiple reviewer(s) (enabled only if user has CAN_CHANGE_BATCH_ASSIGNEE permission)
• Unassign - removes the assignee from selected batch(es) (enabled only if user has CAN_CHANGE_BATCH_ASSIGNEE permission)
• Query for items - queries for items contained in selected batch (results are opened in Search UI)
• Adjust view - opens a panel where Batches List view can be customized
• More Actions / Delete - permanently deletes all information associated with batch (enabled only if user has CAN_ARCHIVE_OR_DELETE_BATCH permission)
• Mode Actions / Archive - changes the status of batch to Archived. Such batches can be hidden from view, but are not deleted from database (enabled only if user has CAN_ARCHIVE_OR_DELETE_BATCH permission)

Available columns in Batches List:

• Name - the name of the batch including the auto-generated number suffix
• Actions - renders auxiliary buttons which can be used to open a batch for browsing or review
• Reviewer - the name of the user who is currently designated as batch reviewer
• Total items - number of items inside the batch (note: this number can be larger for some batches if Keep items from the same family together was selected)
• Coded items - number of items for which a reviewer applied some coding decision
• Progress - ratio of coded to total items represented as a percentage
• Status - current status of batch. Available statuses are:
  • NEW - right after batch has been created.
  • IN_PROGRESS - when batch is assigned to a reviewer and hasn’t been completed
  • IDLE - when batch was already IN_PROGRESS before, but later it became unassigned
  • COMPLETED - when all items inside the batch have been coded
  • ARCHIVED - set when someone has archived the batch
• Coding layout - the name of the Coding Layout used in this batch
• Created - day of creation
• Completed - day of completion

13.6. Adjusting the view¶

Clicking on the Adjust view button will toggle a panel offering additional customization of the Batches List view. It allows to:

• filter batches depending on a keyword query - only batches matching the query will retain in the list and others will be hidden
• filter out archived batches
• select which columns should be rendered

13.7. Assigning batches¶

Depending on permissions assigned to your account, you may or may not have an option to freely reassign batches among reviewers. In most cases though reviewers will only have an option to assign a batch to themselves. Once the batch has been assigned, that user will see a link to the batch listed next to the All Batches link at the top. Batches List will also contain a column with action buttons, one of them being Start Review. This situation is illustrated on the picture in the previous section.

To start reviewing documents in the batch, simply click on the Start Review button.

13.8. Working with Coding View¶

13.9. Read Only Mode for batches¶

It can happen that reviewer will be presented with the following notification:

This prevents some potential mistakes by reviewers who could modify batch which is already completed or belongs to someone else. This message will be presented to reviewers if one of these three conditions is fulfilled:

• batch is unassigned
• batch is assigned to some other reviewer
• batch has either COMPLETED or ARCHIVED status
• batch has been DELETED while someone was reviewing it

13.10. Keyboard shortcuts¶

Coding View supports several keyboard accelerators which allows to review items faster. To see them, please press “SHIFT + ?” while in Coding View.

13.11. Best practices¶

• Validate your workflow of using Batching and Coding before using it in production.
• Prior to creating batches, make sure that the set of items that you wish to split contains everything you really need. Things you should take into account:
  • Should I include items families in my set (children, parents)?
  • Should I include conversation threads?
  • Should I or should I not include duplicates in my set?
  • Should I exclude irrelevant items?
  • Plus anything else that might be crucial for your review.
• When you are sure that you have all the items that you need - create a tag for them. This might save you some valuable time if you wish to ever see what was the original result set before batches were created.
• If you need to import any Coding Layouts to your case, do it right after you created it.
• Do not modify Coding Layouts when they are being already used in some cases. Results of such actions are unspecified.
• Try to avoid mixing tagging and coding. If you want your users to use Coding View, then do not simultaneously tag items manually if they are a part of the batch.
• Allow experienced users to fix any potential coding mistakes manually by modifying tags.
• Set up appropriate roles and permissions to keep reviewers duties separable. Giving too much power (like unassigning batches) to junior reviewers can hurt your process.
• Whenever possible avoid changing batch assignee too often. This is allowed for cases when user cannot further proceed with batch and it has to be released for others to carry on the review.
• Advice your reviewers to work with at most one batch at a time. That will allow you to track the progress better and avoid other workflow issues.
• Be aware that using “CANNOT SEE TAGGED ITEMS” together with Batching and Coding is not supported yet. Do not rely on cooperation of these two features.

13.12. Advanced topics¶