User Guide

2012-09-27

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Summation User Guide

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AccessData Legal and Contact Information
Document date: May 7, 2012

Legal Information
©2012 AccessData Group, LLC All rights reserved. No part of this publication may be reproduced, photocopied,
stored on a retrieval system, or transmitted without the express written consent of the publisher.
AccessData Group, LLC makes no representations or warranties with respect to the contents or use of this
documentation, and specifically disclaims any express or implied warranties of merchantability or fitness for any
particular purpose. Further, AccessData Group, LLC reserves the right to revise this publication and to make
changes to its content, at any time, without obligation to notify any person or entity of such revisions or changes.
Further, AccessData Group, LLC makes no representations or warranties with respect to any software, and
specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose.
Further, AccessData Group, LLC reserves the right to make changes to any and all parts of AccessData
software, at any time, without any obligation to notify any person or entity of such changes.
You may not export or re-export this product in violation of any applicable laws or regulations including, without
limitation, U.S. export regulations or the laws of the country in which you reside.

AccessData Group, LLC.
384 South 400 West
Suite 200
Lindon, Utah 84042
U.S.A.
www.accessdata.com

AccessData Trademarks and Copyright Information
AccessData®
AD

is a registered trademark of AccessData Group, LLC.

Summation is a registered trademark of AccessData Group, LLC

A trademark symbol (®, ™, etc.) denotes an AccessData Group, LLC. trademark. With few exceptions, and
unless otherwise notated, all third-party product names are spelled and capitalized the same way the owner
spells and capitalizes its product name. Third-party trademarks and copyrights are the property of the trademark
and copyright holders. AccessData claims no responsibility for the function or performance of third-party
products.

Documentation Conventions
In AccessData documentation, a number of text variations are used to indicate meanings or actions. For
example, a greater-than symbol (>) is used to separate actions within a step. Where an entry must be typed in

AccessData Legal and Contact Information

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using the keyboard, the variable data is set apart using [variable_data] format. Steps that require the user to
click on a button or icon are indicated by Bolded text. This Italic font indicates a label or non-interactive item in
the user interface.
A trademark symbol (®, ™, etc.) denotes an AccessData Group, LLC. trademark. Unless otherwise notated, all
third-party product names are spelled and capitalized the same way the owner spells and capitalizes its product
name. Third-party trademarks and copyrights are the property of the trademark and copyright holders.
AccessData claims no responsibility for the function or performance of third-party products.

Registration
The AccessData product registration is done at AccessData after a purchase is made, and before the product is
shipped. The licenses are bound to either a USB security device, or a Virtual CmStick, according to your
purchase.

Subscriptions
AccessData provides a one-year licensing subscription with all new product purchases. The subscription allows
you to access technical support, and to download and install the latest releases for your licensed products during
the active license period.
Following the initial licensing period, a subscription renewal is required annually for continued support and for
updating your products. You can renew your subscriptions through your AccessData Sales Representative.
Use License Manager to view your current registration information, to check for product updates and to
download the latest product versions, where they are available for download. You can also visit our web site,
www.accessdata.com anytime to find the latest releases of our products.
For more information, see Managing Licenses in your product manual or on the AccessData website.

AccessData Contact Information
Your AccessData Sales Representative is your main contact with AccessData Group, LLC. Also, listed below are
the general AccessData telephone number and mailing address, and telephone numbers for contacting
individual departments.

Mailing Address and General Phone Numbers
You can contact AccessData in the following ways:

AD Mailing Address, Hours, and Department Phone Numbers
Corporate Headquarters:

AccessData Group, LLC.
384 South 400 West
Suite 200
Lindon, UT 84042 USA
Voice: 801.377.5410
Fax: 801.377.5426

General Corporate Hours:

Monday through Friday, 8:00 AM – 5:00 PM (MST)
AccessData is closed on US Federal Holidays

AccessData Legal and Contact Information

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AD Mailing Address, Hours, and Department Phone Numbers (Continued)
State and Local
Law Enforcement Sales:

Voice: 800.574.5199, option 1
Fax: 801.765.4370
Email: Sales@AccessData.com

Federal Sales:

Voice: 800.574.5199, option 2
Fax: 801.765.4370
Email: Sales@AccessData.com

Corporate Sales:

Voice: 801.377.5410, option 3
Fax: 801.765.4370
Email: Sales@AccessData.com

Training:

Voice: 801.377.5410, option 6
Fax: 801.765.4370
Email: Training@AccessData.com

Accounting:

Voice: 801.377.5410, option 4

Technical Support
Free technical support is available on all currently licensed AccessData products.
You can contact AccessData Customer and Technical Support in the following ways:

AD Customer & Technical Support Contact Information
AD SUMMATION

Americas/Asia-Pacific:
800.786.2778 (North America).
415.659.0105.
Email: support@summation.com

Web Site:

http://www.AccessData.com/Support
The Support website allows access to Discussion
Forums, Downloads, Previous Releases, our
Knowledgebase, a way to submit and track your
“trouble tickets”, and in-depth contact information.

Standard Support:

Monday through Friday, 6:00 AM– 6:00 PM (PST),
except corporate holidays.

After Hours Support:

Monday through Friday by calling 415.659.0105.

After Hours Email-only Support:

Between 12am and 4am (PST) Product Support is
available only by email at
afterhours@accessdata.com.

AccessData Legal and Contact Information

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Contents
Section : AccessData Legal and Contact Information . . . . . . . . . . . . 3
Section : Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Part: Introducing the Summation Implementation Guide .
Part: Administrating Summation .

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. . . . . . . . . . . . . . . . . . . . . . . . .12

Section 1: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
1.1 Introducing Summation . . . . . . . . . . . . . . . . . . . . 13
1.2 Opening the Summation Console . . . . . . . . . . . . . . . . . . . . . .14
1.3 Introducing the Summation Console . . . . . . . . . . . . . . . . . . . .16
1.4 Workflows for Administrators . . . . . . . . . . . . . . . . . . . . . . . . .17
1.5 Management Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
1.6 About Content in Lists and Grids . . . . . . . . . . . . . . . . . . . . . .19
1.7 User Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Part: Managing Cases.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Section 2: Configuring and Managing System Users,
Groups, and Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2.1 About Users . . . . . . . . . . . . . . . . . . . . . . . . . . 26
2.2 Admin Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
2.3 Managing Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
2.4 Configuring and Managing Groups . . . . . . . . . . . . . . . . . . . . .40
Section 3: Configuring the System . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
3.1 System Configuration Tab . . . . . . . . . . . . . . . . . . . 45
3.2 Configuring Active Directory Synchronization . . . . . . . . . . . . .46
3.3 Configuring an Email Notification Server . . . . . . . . . . . . . . . . .48
3.4 Configuring Default Case Settings . . . . . . . . . . . . . . . . . . . . .49
Section 4: Using the System Console and Logs . . . . . . . . . . . . . . . . 58
4.1 System Console Tab. . . . . . . . . . . . . . . . . . . . . . 58
4.2 Using the System Administration Console . . . . . . . . . . . . . . . .60
4.3 Using the System Log and Security Log . . . . . . . . . . . . . . . . .62
Section 5: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
5.1 Introducing the Home Page . . . . . . . . . . . . . . . . . . 67

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5.2 About Cases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
5.3 Viewing the Case List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Section 6: Creating a Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
6.1 Viewing Details About the Case . . . . . . . . . . . . . . . . 73
Section 7: Setting Case Permissions . . . . . . . . . . . . . . . . . . . . . . . . . 75
7.1 Permissions Tab . . . . . . . . . . . . . . . . . . . . . . . . 75
7.2 Case-level Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
7.3 Creating a Case Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
7.4 Associating Users and Groups to a Case . . . . . . . . . . . . . . . .80
7.5 Associating Case Roles to Users and Groups . . . . . . . . . . . . .81
Section 8: Managing Custodians . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
8.1 Custodians Tab . . . . . . . . . . . . . . . . . . . . . . . . 82
8.2 Adding a Custodian to a Case . . . . . . . . . . . . . . . . . . . . . . . .85
8.3 Evidence Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87
Section 9: Configuring Review Tools . . . . . . . . . . . . . . . . . . . . . . . . . 89
9.1 Configuring Markup Sets . . . . . . . . . . . . . . . . . . . 89
9.2 Configuring Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . .93
9.3 Configuring Tagging Layouts . . . . . . . . . . . . . . . . . . . . . . . . .96
9.4 Configuring Highlight Profiles . . . . . . . . . . . . . . . . . . . . . . . . 101
Section 10: Monitoring the Work List . . . . . . . . . . . . . . . . . . . . . . . . 106
10.1 Work List Tab. . . . . . . . . . . . . . . . . . . . . . . . .106
Section 11: Managing Document Groups . . . . . . . . . . . . . . . . . . . . . 108
11.1 Creating a Document Group During Import . . . . . . . . .108
Section 12: Managing Transcripts and Exhibits . . . . . . . . . . . . . . . 111
12.1 Creating a Transcript Group . . . . . . . . . . . . . . . . .111
Section 13: Managing Review Sets . . . . . . . . . . . . . . . . . . . . . . . . . . 114
13.1 Creating a Review Set . . . . . . . . . . . . . . . . . . . .114
13.2 Deleting Review Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
13.3 Renaming a Review Set. . . . . . . . . . . . . . . . . . . . . . . . . . . 117
13.4 Manage Permissions for Review Sets . . . . . . . . . . . . . . . . . 118
Section 14: Managing Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
14.1 Managing Labels . . . . . . . . . . . . . . . . . . . . . . .119
14.2 Managing Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Part: Loading Summation Data.

. . . . . . . . . . . . . . . . . . . . . . . . . . 125

Section 15: Imporing Data Introduction . . . . . . . . . . . . . . . . . . . . . . 126
15.1 Importing Data . . . . . . . . . . . . . . . . . . . . . . . .126

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Section 16: Using the Evidence Wizard . . . . . . . . . . . . . . . . . . . . . .
16.1 About Adding Evidence Items Using the Evidence Wizard.
16.2 Adding Evidence to a Case Using the Evidence Wizard . . .
Section 17: Using Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
17.1 Importing Evidence Using Import. . . . . . . . . . . . . .
Section 18: Using Cluster Analysis . . . . . . . . . . . . . . . . . . . . . . . . . .
18.1 Cluster Analysis . . . . . . . . . . . . . . . . . . . . . .
Section 19: Editing Evidence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
19.1 Editing Evidence Items in the Evidence Tab . . . . . . . .
19.2 Evidence Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Part: Reviewing Summation Data .

. 133

136
.136
139
.139
140
.140
. 141

. . . . . . . . . . . . . . . . . . . . . . . 143

Section 20: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
20.1 Introducing the Case Review Page. . . . . . . . . . . . .
20.2 Workflow for Case Reviewers. . . . . . . . . . . . . . . . . . . . . .
Section 21: Customizing the Case Review Layout . . . . . . . . . . . . .
21.1 Working with Panels . . . . . . . . . . . . . . . . . . . .
21.2 Working with Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 22: Viewing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.1 Viewing Data in Panels . . . . . . . . . . . . . . . . . . .
22.2 The Explore Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.3 Using the Item List Panel . . . . . . . . . . . . . . . . . . . . . . . . .
22.4 Using the Natural Panel . . . . . . . . . . . . . . . . . . . . . . . . . .
22.5 Using Image Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.6 Using the Text Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.7 The Activity Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.8 The Similar Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.9 The Production Panel . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.10 The Notes Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.11 The Conversation Panel . . . . . . . . . . . . . . . . . . . . . . . . .
22.12 The Family Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
22.13 The Linked Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 23: Working with Transcripts and Exhibits . . . . . . . . . . . .
23.1 Working with Transcripts . . . . . . . . . . . . . . . . . .
23.2 The Exhibits Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 24: Imaging Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . .
24.1 Converting a Document to an Image . . . . . . . . . . . .

Contents

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144
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148
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Section 25: Applying Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
25.1 The Tags Tab. . . . . . . . . . . . . . . . . . . . . . . .
25.2 The Labeling Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
25.3 Applying Labels to Single Documents . . . . . . . . . . . . . . . .
25.4 Applying Labels to Multiple Documents . . . . . . . . . . . . . . .
25.5 Viewing Documents with Tags . . . . . . . . . . . . . . . . . . . . .
Section 26: Coding Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
26.1 The Review Sets Tab. . . . . . . . . . . . . . . . . . . .
26.2 Using the Coding Panel . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 27: Annotating Evidence . . . . . . . . . . . . . . . . . . . . . . . . . . .
27.1 Adding a Note . . . . . . . . . . . . . . . . . . . . . . .
27.2 Adding a Highlight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
27.3 Adding a Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
27.4 Adding a Redaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
27.5 Profiles and Markup Sets . . . . . . . . . . . . . . . . . . . . . . . . .
Section 28: Deleting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . .
28.1 Deleting a Document . . . . . . . . . . . . . . . . . . . .

Part: Searching Summation Data

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184
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. 187

191
.191
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. 197

198
.198

. . . . . . . . . . . . . . . . . . . . . . . . 199

Section 29: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
29.1 Searching Evidence . . . . . . . . . . . . . . . . . . . .
29.2 Understanding Search Operators . . . . . . . . . . . . . . . . . . .
29.3 Understanding Boolean Logic Options . . . . . . . . . . . . . . .
Section 30: Running Quick Searches . . . . . . . . . . . . . . . . . . . . . . . .
30.1 Searching in Natural View . . . . . . . . . . . . . . . . .
Section 31: Running Advanced Searches . . . . . . . . . . . . . . . . . . . .
31.1 Running an Advanced Search . . . . . . . . . . . . . . .
31.2 Understanding Advanced Variations . . . . . . . . . . . . . . . . .
31.3 Understanding Regular Expressions . . . . . . . . . . . . . . . . .
31.4 Using the Term Browser to Create Search Strings. . . . . . .
31.5 Importing Index Search Terms . . . . . . . . . . . . . . . . . . . . .
Section 32: Re-running Searches . . . . . . . . . . . . . . . . . . . . . . . . . . .
32.1 The Search Tab . . . . . . . . . . . . . . . . . . . . . .
32.2 Running Recent Searches . . . . . . . . . . . . . . . . . . . . . . . .
32.3 Saving a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
32.4 Sharing a Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 33: Culling Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Contents

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200
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33.1 About Filter Facets . . . . . . . . . . . . . . . . . . . . . .218
33.2 Configuring Filters Facets . . . . . . . . . . . . . . . . . . . . . . . . . 224
33.3 Filtering by Column in the Item List Panel . . . . . . . . . . . . . . 226

Part: Exporting Summation Data .

. . . . . . . . . . . . . . . . . . . . . . . . 227

Section 34: Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
34.1 About Production Sets and Exports . . . . . . . . . . . .
34.2 Export Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Section 35: Creating Production Sets . . . . . . . . . . . . . . . . . . . . . . . .
35.1 Production Set General Options . . . . . . . . . . . . . .
35.2 Production Set Files to Include Options . . . . . . . . . . . . . .
35.3 Production Set Image Branding Options . . . . . . . . . . . . . .
35.4 Additional Production Set Options . . . . . . . . . . . . . . . . . .
Section 36: Exporting Production Sets . . . . . . . . . . . . . . . . . . . . . .
36.1 Exporting Production a Set . . . . . . . . . . . . . . . . .

Part: Using Summation Mobile .

228
.228
. 230

231
.231
. 233
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. 245

246
.246

. . . . . . . . . . . . . . . . . . . . . . . . . . 249

Section 37: Using Summation Mobile . . . . . . . . . . . . . . . . . . . . . . . . 250
37.1 Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . .250
37.2 Copying a Case . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
37.3 Opening the Copy of Your Case Using Summation Mobile. . 258
37.4 Merging a Copied Case . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Contents

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Introducing the Summation
Implementation Guide

This Summation Implementation Guide includes all of the user documentation for AccessData Summation and
includes the following parts:
Administrating
Managing
Loading

Summation (page 12)

Cases (page 25)

Summation Data (page 125)

Reviewing

Summation Data (page 143)

Searching

Summation Data (page 199)

Exporting
Using

Summation Data (page 227)

Summation Mobile (page 249)

The informaion in each of these parts are also available as individual Guides which can be used by different
users depending on their role. The individual guides can be downloaded from http://summation.accessdata.com.

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Administrating Summation

The part describes how to administer Summantion and includes the following sections:
Introduction

(page 13)

Configuring

and Managing System Users, Groups, and Roles (page 26)

Configuring

the System (page 45)

Using

the System Console and Logs (page 58)

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1 Introduction
This document is designed to help administrators set up Summation users, groups, roles, and system settings.

1.1 Introducing Summation
1.1.1 About the Summation Console
The Summation interface is a web-based console that only retains full functionality in Internet Explorer.
Summation may be opened in other browsers, but will not be fully functional. You can open the Summation
application from any computer with network connectivity.
Internet Explorer 7 or higher is required to maintain full functionality of the Summation console. Internet Explorer
8 is recommended.
What you can access and do within the console depends on the rights and permissions that an administrator has
granted you. Users may have limited privileges based on the work that they will do.
See About Users on page 20.
All users are required to enter proper authentication credentials (username, password) in order to open the
console.

1.1.2 About User Accounts
Each user that uses the Summation Console must log in with an account. Administrators configure the user
accounts.
Depending on how Summation is configured, your account may be either a local Summation account or an
Integrated Windows Authentication account.
The type of account that you have will affect a few elements in the Summation interface, for example, whether or
not you can change your password within the console.

Introduction

| 8

1.2 Opening the Summation Console
You can use the Summation console to manage cases from case creation to production set export.
See About the Summation Console on page 8.
You can start the console from any computer that has network connectivity to the Summation server.
To start the console, you need to know the IP address or the host name of the computer on which the
Summation server is installed.
When you first access the console, you are prompted to log in. Your Summation administrator will provide you
with your username and password.

To open the Summation console
1.

Open Internet Explorer.
Note: Internet Explorer 7 or higher is required to use the Summation console for full functionality.
Internet Explorer 8 is recommended.

Type the following URL in the browser’s address field:
https:///ADG.map.Web/
where is the host name or the IP address of the Summation server.
This opens the login page.
You can save this web page as a favorite.

On the login page, enter the username and password for your account.
About User Accounts (page 8)
If you are logging in as the administrator for the very first time, do one of the following:
3a.

If you have not enabled Integrated Window Authentication, enter the pre-set default user name
and password. Contact your Technical Account Representative for login information.

3b. Click Login.
You will see one of two login pages:
If

you are not using Integrated Windows Authentication, you will see the following login page.

Summation Login Page

Introduction

Opening the Summation Console

| 9

Note: If you are using Integrated Windows Authentication and are not on the domain, you will see a
Windows login prompt.

Integrated Window Authentication Page

Click Login.
If you are authenticated, you will have access to the Summation console.
See About Users on page 20.
If you cannot log in, contact your Summation administrator.

Introduction

Opening the Summation Console

| 10

1.3 Introducing the Summation Console
Summation Main Window

The main interfaces of Summation are listed in the following table.

Elements of the Summation Main Window
Component

Description

Home page

The Home page lets you create, view, manage, and review cases based on the
permissions that you have. This is the default page when you open the console.
See the Case Manager Guide for more information on the Home page.

User Actions

Actions specific to the logged-in user that affects the user’s account. See User Actions
on page 18.

Management page

The Management page lets administrators perform global management tasks. See
Management Page on page 13.

Case Review page

The Case Review page lets you analyze, filter, code and label documents for a selected
case.
You access Case Review from the Home page.
See the Reviewer Guide for more information on the Case Review page.

The work that you do in the console will depend on the permissions that you have been given. You may have
permissions to view only parts of the Summation console. For example, a user with permissions to only perform
case reviews will not see the Management page.
In the top right corner, you will see the user login name. Click the drop-down arrow to perform user-specific
actions.

Introduction

Introducing the Summation Console

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1.4 Workflows for Administrators
Administrators and managers configure and manage the global Summation environment.
Before creating and reviewing cases, you should review and perform the following tasks for configuring
Summation.

Workflow for Configuring Summation
Step

Task

Link to the Tasks

Decide which authentication
mode to use

See Opening the Summation Console on page 9.

Manage users, groups, and roles

See Managing Users on page 27.
See Configuring and Managing Groups on page 34.
See About Planning User Roles on page 22.

Configure default case settings

See Configuring Default Case Settings on page 43.

At regular intervals, administrators should perform the following tasks to manage the overall system health and
performance of Summation.

Workflow for Managing Summation
Step

Task

Link to the tasks

Monitor system activity using logs

See Using the System Log and Security Log on page 56.

Monitor the performance of the
Distribution Server and the Work
Managers

See Using the System Administration Console on page 54.

Most of these administrative tasks are performed in the Summation console in the Management page.

1.4.1 Opening the Management Page
Administrators, and users with management permissions, use the Management page to manage global settings
and permissions.

To access the Management page
1.

Log in to the Summation console as administrator or as a user with management permissions.
See Opening the Summation Console on page 9.
See Managing Users on page 27.

In the Summation console, click Management.

On the Management page, there are several different tabs where you perform administrative tasks.

Introduction

Workflows for Administrators

| 12

1.5 Management Page
You can use the Management page to maintain the list of people who use Summation, including their specific
usage rights and roles. From Management, you can view system and security logs.
You can also configure Active Directory, agent credentials, a notification email server. The system administration
console area of the Management page lets you view Work Manager status.

Management Page

Management Page Features and Options
Management Feature

Available Options

Users

See Users Tab on page 20.

User Groups

See User Groups Tab on page 35.

Admin Roles

See Admin Roles on page 23.

System Configuration

See Configuring Active Directory Synchronization on page 40.
See Configuring an Email Notification Server on page 42.
See Configuring Default Case Settings on page 43.

System Console

See System Console Tab on page 52.

System Log

See System Log Tab on page 56.

Security Log

See Security Log Tab on page 58.

Introduction

Management Page

| 13

1.6 About Content in Lists and Grids
Many objects within the Home, Management, and Case Review tabs are made up of lists and grids. Many items
in the lists and grids recur in the panels, tabs, and panes within the interface. The following sections describe
these recurring elements.
You can manage how the content is displayed in the grids.
See

Refreshing the Contents in List and Grids on page 14.

See

Managing Columns in Lists and Grids on page 14.

See

Sorting by Columns on page 15.

See

Filtering Content in Lists and Grids on page 16.

See

Managing the Grid’s Pages on page 16.

1.6.1 Refreshing the Contents in List and Grids
There may be times when the list you are looking at is not dynamically updated. You can refresh the contents by
clicking

1.6.2 Managing Columns in Lists and Grids
You can manage the columns of data that are displayed in lists and grids. You can select which columns to
display and the order of the columns.

To manage columns
1.

In the grid, click

Columns.

Note: In the Case Review, the Columns button appears as
2.

In the Manage Columns dialog, there are two lists:
Available

Columns
This lists all of the Columns that are available to display. They are listed in alphabetical order.
If the column is configured to be in the Visible Columns, it has a
If the column is not configured to be in the Visible Columns, it has a

.
.

Visible

Columns
This lists all of the Columns that are displayed. They are listed in the order in which they appear.

Introduction

About Content in Lists and Grids

| 14

Manage Columns Dialog

To configure columns to be visible, in the Available Columns list, click the
visible.

for the column you want

To configure columns to not be visible, in the Visible Columns list, click the
not visible.

for the column you want

To change the display order of the columns, in the Visible Columns list, select a column name and click
or

to change the position.

Click OK.

1.6.3 Sorting by Columns
You can sort grids by columns. This is available on most columns.

To sort a grid by columns
1.

Click the column head to sort by that column in an ascending order.

Click it a second time to sort by descending order.

Introduction

About Content in Lists and Grids

| 15

1.6.4 Managing the Grid’s Pages
When a list or grid has many items, you can configure how many items are displayed at one time on a page. This
is helpful for customizing your view based on your display size and resolution and whether or not you want to
scroll in a list.

To configure page size
1.

Below a list, click the Page Size drop-down menu.

Select the number of items to display in one page.

Use the arrows by Page n of n to view the different pages.

1.6.5 Filtering Content in Lists and Grids
When a list or grid has many items, you can use a filter to display a portion of the list. Depending on the data you
are viewing, you have different properties that you can filter for.
For example, when looking at the Activity Log, there could be hundreds of items. You may want to view only the
items that pertain to a certain user. You can create a filter that will only display items that include references to
the user.
For example, you could create the following filter:
Activity

contains BSmith

This would include activities that pertain to the BSmith user account, such as when the account was created and
permissions for that user were configured.
You could add a second filter:
Activity

contains BSmith

OR Username =

BSmith

This would include the activities performed by BSmith, such as each time she logged in or created a case.
In this example, because an OR was used instead of an AND, both sets of results are displayed.
You can add as many filters as needed to see the results that you need.

To use filters
1.

Above the list, click Filter Options.
This opens the filter tool.

Filter Options

Use the Property drop-down to select a property on which to filter.
This list will depend on the page that you are on and the data that you are viewing.

Use the Operator drop-down to select an operator to use.
You can use = (equals),!= (does not equal), Contains, StartsWith, or EndsWith.

Use the Value field to enter the text on which you want to filter, such as a name, date, or text string.

Introduction

About Content in Lists and Grids

| 16

Click Apply.
The results of the filter are displayed.
Once a filter had been applied, the text Filter Enabled is displayed in the upper-right corner. This is to
remind you that a filter is applied and is affecting the list of items.

To further refine the results, you can add additional filters by clicking

When adding additional filters, be careful to properly select And/Or.
If you select And, all filters must be true to display a result. If you select OR, all of the results for each
filter will be displayed.

After configuring your filters, click Apply.

To remove a single filter, click

Add .

10. To remove all filters, click Clear All.
11. To hide the filter tool, click Filter Options.

Introduction

About Content in Lists and Grids

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1.7 User Actions
Once in the Summation console, there are actions that can be performed that are specific to the logged-in user.

User Actions

In the top right corner of the console, there are links and user information.

Links in Top Right Corner of Summation Page
Link

Description

Logged-on user

The username of the logged-on user is displayed; for example, administrator.

Change password

This link lets the logged-on user change their password.
See Changing Your Password (page 18).
Note: This function is hidden if you are using Integrated Windows
Authentication.

Logout

This link logs the user off and returns to the login page.

1.7.1 Changing Your Password
Note: This function is hidden if you are using Integrated Windows Authentication. Change your password using
Windows methods.
See About User Accounts on page 8.
Any logged-in user can change their password. You may want to change your password for one of the following
reasons:
You

are changing a default password after you log in for the first time.

You

are changing your password on a schedule, such as quarterly.

You

are changing your password after having a password reset.

To change your own password
1.

In the upper right corner of the console, click Change Password.

Introduction

User Actions

| 18

In the Change Password dialog, enter the current password and then enter and confirm the new
password in the respective fields. The following are password requirements:
The

password must be between 7 - 20 characters.

At

least one Alpha character.

At

least one non-alphanumeric character.

Click OK.

Introduction

User Actions

| 19

Managing Cases

The part describes how to manage Summantion cases and includes the following sections:
Introduction
Creating
Setting

(page 67)

a Case (page 72)

Case Permissions (page 75)

Managing

Custodians (page 82)

Configuring
Monitoring

Review Tools (page 89)

the Work List (page 106)

Managing

Document Groups (page 108)

Managing

Transcripts and Exhibits (page 111)

Managing

Review Sets (page 114)

Managing

Tags (page 119)

| 25

2 Configuring and Managing System Users,
Groups, and Roles
This chapter will help administrators to set up global users.

2.1 About Users
A user is any person who logs in and performs tasks in the web console. Each person should have their own
user account. You can configure accounts to have specific permissions to perform specific tasks.
There are three types of users:
Administrator:
Case

An Administrator has all privileges.

Manager: Case Manager has some administrative privileges to manage cases.

Reviewers:

Users can be assigned different permissions to perform various tasks.
See About User Permissions on page 22.
See Adding Users on page 28.

2.1.1 Users Tab
The Users tab on the Management page can be used by administrators to add, edit, delete, and associate users
on a global scale. Users are people who are logging in and working in Summation.

Users Tab on the Management Page

Configuring and Managing System Users, Groups, and Roles

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From the Users list, you can also add, edit, or delete Summation users. You can set users as active or inactive,
reset user passwords, and set global and group permissions.
The Users list pane view is the default page when you click Management on the menu bar. The Admin Roles tab
below the Users list pane identifies the permissions that are associated with a highlighted user.
Changes to permissions for a currently logged-in user take effect when they log out and log back in.

Elements of the Users Tab
Element

Description

Filter Options

Allows you to filter users in the list. See Filtering Content in Lists and Grids on
page 16.

Users List

Displays all users. Click the column headers to sort by the column.
Refreshes Users List. See Refreshing the Contents in List and Grids on page 14.

Refresh
Columns

Delete

Add Users

Edit User

Delete User
Reset a User’s Password

Click to adjust what columns display in the Users List. See Sorting by Columns
on page 15.
Click to delete the selected user. Only active when a user is selected. See
Deleting Users on page 31.
Click to add a user.
See About Users on page 20.
Click to edit the selected user. You can add or change a selected user’s email
address that is used for notifications of Summation events.
See Editing the Email Address of a User on page 29.
Click to delete the selected user(s).
See Deleting Users on page 31.
Assigns a new password for the selected Summation user.
See Resetting a User’s Password on page 30.

Deactivate Users

Makes selected user inactive in Summation.
See Deactivating a User on page 31.

Activate Users

Reactivates selected Summation user.
See Activating a User on page 31.

Groups Tab

Admin Roles Tab

Associate or disassociate groups to users. See Associating a Group to a User on
page 32.
Associate or disassociate admin roles to users. See Associating Admin Roles to
a User on page 28.
Click to associate a user to a group or admin role.

Add Association

Configuring and Managing System Users, Groups, and Roles

| 21

Elements of the Users Tab (Continued)
Element

Description

Remove Association

Click to disassociate a user from a group or admin role.

2.1.2 About Planning User Roles
Before creating users, plan the kind of user roles that users will perform. This will make it easier to know which
permissions to assign to which users.
See About User Accounts on page 8.
For example, consider the following:
How

many users should have Administrator permissions?

How

do you want to distinguish between users who can create and manage cases versus those who only
review them?

Who

should perform case exports?

2.1.3 About User Permissions
You can assign users different permissions based on the tasks that you want them to perform. For example, you
can have one set of users manage the creation of cases while another group only reviews files in a case.
See Associating Admin Roles to a User on page 28.
You can configure people or groups of people to do the following:
Manage
Create
View

global settings like user permissions

and manage cases

a case

Review

data in a case

The permissions that a user has affects the items that they see in the web console when they log in.
A user needs one of the following permissions to see the Management page in the console:
Administrator
Create/Edit
Delete

Case

Manage

User Groups

Manage

Admin Roles

Manage

Users

You can assign permissions at the system management level or at the individual case level.
Changes to permissions for a currently logged-in user take effect when they log out and log back in.

Configuring and Managing System Users, Groups, and Roles

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2.2 Admin Roles
You can create admin roles that you can assign to users or groups. The admin roles permissions allow users to
manage users, cases, and permissions.
When you create an admin role, you can grant users Administrator permissions (all permissions) or grant a
combination of individual permissions.
If you want to grant permissions to a user that only lets them review a case, use case-level permissions, rather
than admin roles.
See Case-level Permissions on page 26.

2.2.1 Admin Roles Tab
The Admin Roles tab on the Management page can be used to add, edit, delete, and associate admin roles.
Admin roles are a set of global permissions that you can associate with a user or a group.

Admin Roles Tab

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Admin Roles

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Elements of the Admin Roles Tab
Element

Description

Filter Options

Allows you to filter admin roles in the list. See Filtering Content in Lists and
Grids on page 16.

Admin Roles List

Displays all admin roles. Click the column headers to sort by the column.

Refresh

Refreshes Admin Roles List. See Refreshing the Contents in List and Grids
on page 14.

Columns

Click to adjust what columns display in the Admin Roles List. See Sorting by
Columns on page 15.
Click to delete the selected admin roles. Only active when an admin roles is
selected. See Admin Roles on page 23.

Delete

Click to add an admin role. See Creating an Admin Role on page 24.
Add Admin Roles
Click to edit the selected admin roles.
Edit Admin Roles
Click to delete the selected admin roles.
Delete Admin Roles
Associate or disassociate users to an admin role.
Users Tab
Associate or disassociate groups to an admin role.
Groups Tab

Features Tab

Add administrator permissions to an admin role. See Adding Permissions to
an Admin Role on page 25.

2.2.2 Creating an Admin Role
Before you can assign permissions to an admin role, you have to create the role.

To create an admin role
1.

Click on the Management tab.

Click on the Admin Roles tab. See Admin Roles on page 23.

Click the Add button

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Admin Roles

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Admin Roles Details

Enter a name for the admin role and a description.

Click OK.
The role is added to the Admin Role list.

2.2.3 Adding Permissions to an Admin Role
After you have created an admin role, you need to add permissions to it before you assign it to a user or a group.

To add permissions to an admin role
1.

Click on the Management tab.

Click on the Admin Roles tab. See Admin Roles on page 23.

Select the role from the Admin Roles List.

Click on the Features tab

Select the Permissions:
Administrator:

Grants all rights to the user/group for all cases.

Custom:

Select the administrator roles that you want. The following are available:
 Create/Edit Case: Grants the right to create and edit cases on the Home page.
 Delete Case: Grants the right to delete cases on the Home page.
 Manage User Groups: Grants the right to add, edit, delete, and assign roles to groups.
 Manage Admin Roles: Grants the right to add, edit, delete and assign admin roles.
 Manage Users: Grants the rights to add, edit, delete, activate, deactivate, reset passwords,
and assign admin roles to users.

Note: Users with the Manage Admin Roles, Manage Users, or Manage User Groups permission have
the ability to upgrade themselves or other users to system administrators.
7.

Click Save.

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Admin Roles

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2.2.4 Case-level Permissions
Case-level permissions are set by the case manager, see the Case Manager documentation for more
information on how to set case-level permissions. These are permissions that are given only to individuals
working on a specific case.

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Admin Roles

| 26

2.3 Managing Users
Administrators, and users assigned the Manage Users permission, manage users by doing the following:
Managing

the List of Users (page 27)

Adding

Users (page 28)

Editing

the Email Address of a User (page 29)

Resetting
Deleting

a User’s Password (page 30)

Users (page 31)

Deactivating
Activating

a User (page 31)

Associating

Admin Roles to a User (page 28)

2.3.1 Managing the List of Users
You create and manage users from the Users tab on the Management page.

To open the Users tab
1.

Click Management.

Click Users

The users list lets you view all the users, including the following columns of information about them:
Username
Email

Address of the user

Date

that the user was created

Date

of last login for the user

Active
First

status of a user

and Last name of the user

Description

From the users list, you can also add, edit, or delete users. You can set users as active or inactive, reset user
passwords, and associate groups to users and admin roles.
When you create and view the list of users, they are displayed in a grid. You can do the following to modify the
contents of the grid:
Control
If

which columns of data are displayed in the grid.

you have a large list, you can apply a filter to display the items that you want.

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Managing Users

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2.3.2 Adding Users
Each person that uses the console must log in with a username and password. Each person should have their
own user account.
Administrators, and users assigned the Manage Users permission, can add new user accounts.
When a user is created, an entry is created in the system databases.
How you add users is a little different depending on whether or not you are using Integrated Windows
Authentication.
If you are not using Integrated Windows Authentication, you configure both the username and password.
In this mode, a password is required, and the Password field is bolded.
If you are using Integrated Windows Authentication, you enter the domain username and do not enter a
password.
In this mode, a password is not required, and the Password field is hidden.

To add a user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the User Details pane, click

In the Username field, enter a unique username.
The name must be between 7 - 32 characters and must contain only alphanumeric characters.
If you are using Integrated Windows Authentication, enter the user’s domain and username. For
example, \.

Enter the First and Last name of the user.

(Optional) In the Email Address field, enter the email address of the user.

If you are not using Integrated Windows Authentication, in the Password and the Reenter Password
fields, enter a password.
The password must be between 7 - 20 characters.

Click OK.

(add).

2.3.3 Associating Admin Roles to a User
Administrators, and users assigned the Manage Users permission, can associate admin roles to users.
See About User Permissions on page 22.

To associate admin roles to user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the user list pane, select a user who you want to associate to an admin role.

In the bottom pane, select the Admin Roles tab.

Click the Add Association button

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Associate Admin Roles Dialog

Click the plus sign to add the role to the user.

Click OK.

2.3.4 Disassociating an Admin Role from a User
Administrators, and users assigned the Manage Users permission, can disassociate admin roles from users.
See About User Permissions on page 22.

To disassociate admin roles from a user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the user list pane, select a user who you want to disassociate from an admin role.

In the bottom pane, select the Admin Roles tab.

Check the role that you want to remove.

Click the Remove Association button

2.3.5 Editing the Email Address of a User
Administrators, and users assigned the Manage Users permission, can change the email address of an existing
user. If you need to make more than an email change (such as changing the username), you must delete the
user, and then recreate the user with the correct information.

To edit the email address of a user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the user list pane, select the user whose email address you want to edit.

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In the User Details pane, click

(edit).

In the Email Address field, enter the email address of the user.

Click OK.

2.3.6 Resetting a User’s Password
If a user has forgotten their password, administrators and users assigned the Manage Users permission can
reset password for users.
Note: This function is hidden if you are using Integrated Windows Authentication. Reset a password using
Windows methods.
You cannot reset the password of the Service Account.
See Changing the Password of the Service Account on page 30.
When you reset a user’s password, a new password is automatically created. You can then give the new
password to the user. After they log in with the new password, they can change the password themselves.
You cannot reset your own password. To change your own login password, you do not use the User page, but
the Change Password dialog instead.
See Changing Your Password on page 18.

To reset the password of an administrator or user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the user list pane, check a user.

Click

A new password for the user is generated and displayed.
4.

Copy the password and email it to the user, informing them that they can change the password after
logging in.

2.3.6.1 Changing the Password of the Service Account
This only applies if you are not using Integrated Windows Authentication. The service account password can
only be changed by the user who is logged in as the master administrator. This person is typically the one who
initially performed the installation. The username cannot be changed.
See Changing Your Password on page 18.
You can use the same process as you do for a user.
See Resetting a User’s Password on page 30.

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2.3.7 Deleting Users
Users can be deleted by an administrator or a user with the right to delete users.
If you try to recreate a deleted user, you receive a warning that the user already exists in Summation and was
marked as deleted. You can continue to create the user anyway and assign user rights as if they are a new user.

To delete users
1.

Open the Users tab.
See Managing the List of Users (page 27).

Do one of the following:

In

the users list, highlight the user that you want to delete. In the User Details pane, click

In

the users list, check one or more users that you want to delete. Click

(delete).

Delete.

In the Confirm Deletion dialog box, click OK.

2.3.8 Deactivating a User
You can deactivate users as needed to make the console unavailable to them. When you deactivate a user, that
user remains in the users list of the Users tab, and has the status of False in the Active column. The user’s data
remains in the database; however, the user cannot log in, and they are not available for any other assignments
or work. The user remains inactive until an administrator reactivates them. You can activate or deactivate users
individually or collectively.
See Activating a User on page 31.

To deactivate a user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the user list pane, check one or more users whose Active status is True.

Click

In the Deactivate user message box, click Yes.

Deactivate.

2.3.9 Activating a User
You can activate users as needed. When a user is activated, they can log in and be available for work. An
activated user remains active until an administrator deactivates them. You can activate or deactivate users
individually or collectively.
See Deactivating a User on page 31.

To activate a user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the user list pane, check one or more users whose Active status is False.

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In the bottom of the middle pane, click

In the Activate user frame, click Yes.

2.3.10 Associating a Group to a User
Groups are a set of users grouped together that perform the same tasks. Putting users into groups makes it
easier to assign and manage case permissions for users. Administrators, and users assigned the Manage Users
permission, can associate groups to users.
See About User Permissions on page 22.

To associate groups to user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the user list pane, select a user who you want to associate to a group.

In the bottom pane, select the User Groups tab.

Click the Add Association button

All User Groups Dialog

Click the plus sign to associate the user to the group.

Click OK.

Configuring and Managing System Users, Groups, and Roles

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2.3.11 Disassociating a Group from a User
Administrators, and users assigned the Manage Users permission, can disassociate groups from users.
See About User Permissions on page 22.

To disassociate groups from user
1.

Open the Users tab.
See Managing the List of Users (page 27).

In the user list pane, select a user who you want to disassociate from a group.

In the bottom pane, select the User Groups tab.

Check the group you want to remove.

Click the Remove Association button

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2.4 Configuring and Managing Groups
Groups are a set of users grouped together. Groups allow you to put sets of users together who perform the
same tasks. Putting users into groups makes it easier to assign and manage case permissions for users.
The case permissions that you assign to users define the tasks that they can perform. Therefore, if you have a
group of users who all are going to review documents, you can put them in a group and grant them permissions
to review, code, and label documents.
Administrators, and users assigned the Manage Groups permission, can manage groups.

2.4.1 Opening the User Groups Tab
To open the User Groups tab
1.

Click Management.

Click User Groups

The users list lets you view all the groups, including the following columns of information about them:
User

Group Name

Description

From the group list, you can also add, edit, or delete groups. You can associate groups to users and admin roles.
When you create and view the list of groups, they are displayed in a grid. You can do the following to modify the
contents of the grid:
Control
If

which columns of data are displayed in the grid.

you have a large list, you can apply a filter to display the items that you want.

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2.4.2 User Groups Tab
The User Groups tab on the Management page can be used to add, edit, delete, and associate user groups on a
global scale. Groups are collections of users who perform the same tasks in Summation.

User Groups Tab

Elements of the User Groups Tab
Element

Description

Filter Options

Allows you to filter groups in the list. See Filtering Content in Lists and Grids on
page 16.

Groups List

Displays all groups. Click the column headers to sort by the column.

Refresh

Refreshes Groups List. See Refreshing the Contents in List and Grids on
page 14.

Columns

Delete

Click to adjust what columns display in the Groups List. See Sorting by
Columns on page 15.
Click to delete the selected group. Only active when a group is selected. See
Deleting Groups on page 37.

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Elements of the User Groups Tab (Continued)
Element

Description
Click to add a group. See Adding Groups on page 36.

Add Groups
Click to edit the selected group. See Editing Groups on page 37.
Edit Groups
Click to delete the selected group. See Deleting Groups on page 37.
Delete Groups

Users Tab

Admin Roles Tab

Associate or disassociate users to groups. See Associating Users/Admin
Roles to a Group on page 37.
Associate or disassociate admin roles to groups. See Associating Users/Admin
Roles to a Group on page 37.
Click to associate a group to a user or admin role.

Add Association
Click to disassociate a group from a user or admin role.
Remove Association

2.4.3 Adding Groups
To add a group
1.

Open the User Groups tab.
See Opening the User Groups Tab (page 34).

In the Groups Details pane, click

In the User Group Name field, enter a unique username.
The name must be between 7 - 32 characters and must contain only alphanumeric characters.

Enter a Description.

Click OK.

(add).

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2.4.4 Deleting Groups
To delete a group
1.

Open the User Groups tab.
See Opening the User Groups Tab (page 34).

Do one of the following:
In

the groups list, highlight the group that you want to delete. In the Groups Details pane, click
(delete).

In

the users list, check one or more users that you want to delete. Click

Delete.

In the Confirm Deletion dialog box, click OK.

2.4.5 Editing Groups
To edit a group
1.

Open the User Groups tab.
See Opening the User Groups Tab (page 34).

In the Groups Details pane, click

In the User Group Name field, enter a unique username.
The name must be between 7 - 32 characters and must contain only alphanumeric characters.

Enter a Description.

Click OK.

(edit).

2.4.6 Associating Users/Admin Roles to a Group
From the User Groups tab, you can associate users and admin roles to the selected group.

To associate users/admin roles to a group
1.

Open the User Groups tab.
See Opening the User Groups Tab (page 34).

In the user list pane, select a group who you want to add an association to.

In the bottom pane, do one of the following:
Select

the Users tab to associate users to the group.

Select

the Admin Roles tab to associate roles to the group.

Click the Add Association button

Click the plus sign to add users/roles.

Click OK.

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All User Groups Dialog

Click the plus sign to associate the user to the group.

Click OK.

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3 Configuring the System
This chapter will help administrators configure the Summation system to their preferences.

3.1 System Configuration Tab
The System Configuration tab on the Management page allows you to configure multiple items. This section
describes each item.

System Configuration Tab

Elements of the System Configuration Tab
Element

Description

Active Directory

You can configure Active Directory to synchronize and import Active Directory users.
Synchronization is from Active Directory to Summation only.
See Configuring Active Directory Synchronization on page 40.

Email Server

You can configure the Email Notification Server so that when you create a job,
notification emails are sent to the email address that is specified for a particular
Summation user.
See Configuring an Email Notification Server on page 42.

Case Defaults

You can configure the following settings that will be used every time you create a case:



Default paths for case data
Default options for processing evidence in cases

See Configuring an Email Notification Server on page 42.

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3.2 Configuring Active Directory Synchronization
You can sync with Active Directory to import your domain users to be Summation custodians.
Note: When you sync with Active Directory, all users will be imported.
Synchronization is only one direction from Active Directory.
Note: Domain Users can be imported, but they cannot be Summation users. They will only be used as
custodians.

To configure Active Directory synchronization
1.

Click Management.

Click

Click Active Directory.

System Configuration.

Active Directory Configuration Dialog

In the Active Directory Configuration dialog box, set all options and then click Next.

Options in the Active Directory Configuration Dialog
Option

Description

Server

Enter the server name of a domain controller in the enterprise.

Port

Enter the connection port number used by Active Directory.
The default port number is 389.

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Options in the Active Directory Configuration Dialog (Continued)
Option

Description

Base DN

Enter the starting point in the Active Directory hierarchy at which the search for users and
groups begins.
The Base DN (Distinguished Name) describes where to load users and groups.
For example, in the following base DN
dc=domain,dc=com
you would replace domain and com with the appropriate domain name to search for objects
such as users, computers, contacts, groups, and file volumes.

User DN

Enter the distinguished name of the user that connects to the directory server.
For example
tjones or \tjones

Password

Enter the password that corresponds to the User DN account; used when connecting to the
directory server.

Test
Configuration

Click to test the current configuration to ensure proper communication exists with the Active
Directory server.

Click Next.

Select which Active Directory fields you want to import into User information.
In the Active Directory Fields dialog box, in the Active Directory Fields list box, select an alias attribute
and then click

next to the user field that you want associated with the attribute.

User field names that are bold are required fields.
The following are examples of fields that you can use:

Active Directory Fields
Active Directory
Field

Custodian Field

givenname

First Name (Required)

Last Name (Required)

samaccountname

Username (Required)

displayname

Notes Username

mail

Click Next.

Do one of the following:
To
If

save the settings, but not perform a sync, click Save.

you have completed all the settings and are ready to sync, click Save and Sync.

10. View the imported user in the Users tab.

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3.3 Configuring an Email Notification Server
You can configure the Email Notification Server so that when you create a job, notification emails are sent to the
email address that is specified for a particular Summation user.

To configure an email notification server
1.

Click Management.

Click System Configuration.

Click Email Server.

Email Server Configuration

In the Email Server Configuration dialog box, set the email options that you want. The following table
describes the available options.

Email Server Configuration Options
Option

Description

SMTP Server Address

Specifies the address of the SMTP mail server (for example,
smtpserver.domain.com or server1) on which you have a valid account.
You must have an SMTP-compliant email system, such as a POP3 mail
server, to receive notification messages from Summation.

SMTP Port

Port 25 is the standard non-SSL SMTP port, but it could also be different. If
a connection is not established with default port 25, contact the email server
administrator to get the correct port number.

Default From Address

Specifies the name of the default email account from which alerts and
notifications are sent.

SMTP SSL

Lets you configure the use of SSL by the SMTP server. The default SSL
port is 465.

Default Username

Specifies the sender’s name. The default credentials (Username,
Password, Domain) are optional.

Default Password

Specifies the sender’s password.

Default Domain

Specifies the sender’s domain.

Click Save.

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3.4 Configuring Default Case Settings
3.4.1 About Default Case Settings
You can configure the following settings that will be used every time that you create a case:
Default

paths for case data

Default

options for processing evidence in cases

It is not mandatory to set defaults. For processing options, there are defaults that are pre-set.
If no default case paths are configured, the person creating the case will have to provide this information.
If you do configure default settings, you can also choose whether or not to display those settings when a case is
created. If you allow the values to be shown, the user creating the case can both see and change the values.
You can configure the default values to be hidden. If you hide them, the person creating the case does not see
the options and cannot change them. Therefore, if you want to force certain default settings, you can set the
defaults and then hide them.
See Setting Default Case Settings on page 43.
See Default Evidence Folder Options on page 44.
See Default Evidence Processing Options on page 44.

3.4.2 Setting Default Case Settings
You can set default case evidence settings.
See About Default Case Settings on page 43.
To set default case options
1.

Click Management.

Click

Click Case Defaults.

On the Info tab, set the default path settings.
See Default Evidence Folder Options on page 44.

On the Processing Options tab, set the default evidence processing options.
See Default Evidence Processing Options on page 44.

Click Save.

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3.4.3 Default Evidence Folder Options
You can define default locations where the case data is stored. These locations are set whenever you create a
case.
See Configuring an Email Notification Server on page 42.
Local paths only work on single box installations.
If a network UNC path is specified, you can validate the path to ensure that the application can access the
location. If the path is not validated, you may need to re-enter the path correctly, or specify a new path.
To verify the path, click

Paths
Case Folder Path

Lets you specify a local path or a UNC network path to
the case folder.

Job Data Path

The responsive folder path is the location of reports
data.

3.4.4 Default Evidence Processing Options
The processing options that are set here are the default options used by a case when it is created.
See About Default Case Settings on page 43.
See Evidence Processing and Deduplication Options on page 46.
You can also choose whether or not to display these settings when a case is created. If you allow the values to
be shown, the user creating the case can both see and change the values.
You can configure the default values to be hidden. If you hide them, the person creating the case does not see
the options and cannot change them. Therefore, if you want to force certain default settings, you can set the
defaults and then hide them.
Hover the mouse over the information icon to get information about each item.
The installed defaults are specified below:

Default Evidence Processing Options
Option

Description

Hide Processing Options

Lets you hide the processing options dialog when a user creates a case.
This forces the case to use the default values set here.
Pre-set default is off.

Processing Mode

Standard (Pre-set default mode)
See Evidence Processing and Deduplication Options on page 46.
Standard No Search
See About Indexing for Text Searches of Content of Files on page 51.
Forensic

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| 44

Default Evidence Processing Options (Continued)
Option

Description
Quick

Optical Character Generation

Enable OCR.
Pre-set default is off.
See About Optical Character Recognition on page 51.
See Evidence Processing and Deduplication Options on page 46.

Document Deduplication: Dedup At:

Case level (Pre-set default)
See Evidence Processing and Deduplication Options on page 46.
See Deduplication Options on page 48.
Custodian Level

Document Deduplication: Dedup On:

Actual Files Only
Pre-set default is off.

Email Deduplication: De-dup
At:

Case level (Pre-set default)
See Evidence Processing and Deduplication Options on page 46.
See Deduplication Options on page 48.
Custodian Level

Email Deduplication: De-dup
On:
To (Pre-set default)
From (Pre-set default)
Subject (Pre-set default)
CC
BCC
Submit Time (Pre-set default)
Delivery Time
Email Hash
Whole Email Contents
Email Body Only
Cluster Analysis:
Perform Cluster Analysis: Invokes the extended analysis of documents to
determine related, near duplicates, and email threads.
Cluster Threshold: Determines the level of similarity required for documents
to be considered related or near duplicates.
Language Identification:
None: Performs no language identification, all documents are assumed to
be written in English. This is the faster processing option.

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| 45

Default Evidence Processing Options (Continued)
Option

Description
Basic: Performs language identification for English, Chinese, Spanish,
Japanese, Portuguese, German, Arabic, French, Russian, and Korean.
Extended: Performs language identification for 71 different languages. This
is the slowest processing option.

3.4.5 Evidence Processing and Deduplication Options
The options you select determine the data that is contained in cases, reports, and consequently, production sets.
Note: You cannot edit any settings on the Processing Options section after you have added evidence to a
case
The following table describes the Processing Options.
See Deduplication Options on page 48.

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| 46

See Default Evidence Processing Options on page 44.

Processing Options
Option

Description

Standard Mode

Enables the default Summation processing options.
Note: These defaults are not editable.
Will include:
 Hashing (MD-5 only)
 KFF (NIST modules only)
 eDiscovery Deduplication - Case level for both Documents and Email
 Flag bad extensions
 Expand Compound Files (archive expansion) of the following file types:
IPD, BZIP, DBX, GZIP, NSF, MBOX, EDB, MS Office, MSG, PKCS, PST,
RAR, RFC822, TAR, ZIP
Will index:
 Text data
Will not include:
 HTML file listing
 Deleted files
 Thumbnails for graphics
 Refinement options:
File slack
Free space
KFF ignorable files
 Microsoft OLE Streams
 Microsoft OPC documents
 Office 2010 package contents
 Zero length files
 OS/File System Files
Will not index:
 Graphic files, executable files, and email headers

Standard No Search

Uses the default Summation processing options, but does not include the indexing
of text data.

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| 47

Processing Options (Continued)
Option

Description

Forensic

Will include:
 Hashing (MD-5, SHA-1, SHA-256)
 Flag bad extensions
 Thumbnails for graphics
 Deleted files
 Microsoft OLE Streams
 Microsoft OPC documents
 Refinement options:
File slack
Free space
Will index:
 all file types
Will not include:
 KFF (for faster processing)
 Expand Compound Files (archive expansion)
 HTML file listing
 eDiscovery Deduplication

Quick

Increases the speed of the processing of evidence by using minimal options to
expedite the processing.
Indexing, hashing, archive file drill down, and file identification are disabled (files are
identified by header analysis instead of file extension).
If you click this option, the KFF Lookup option is disabled. The reason for this
behavior is because Field Mode is a processing option that is intended to speed up
the process; it turns off indexing, hashing, and other options that tend to slow down
data processing. The KFF Lookup option takes time to process and slows down
data processing. Therefore, if both Field Mode and KFF Lookup were both enabled,
it would defeat the purpose of the Quick option.

Enable OCR

Generates text from graphics files and indexes the resulting content. You can then
use Case Review to search and label the content, and treat it as you would any
other text in the case.
AccessData uses the GlyphReader engine for optical character recognition.
Checking this option can increase processing time up to 50%. It also may give you
results that differ between processing jobs on the same computer, with the same
piece of evidence.

3.4.5.1 Deduplication Options
Deduplication helps a case investigation by flagging duplicate electronic document (e-document) files and
emails within the data of a case or custodian. The duplicates filter, when applied during case analysis, removes
all files flagged “True” (duplicate) from the display, significantly reducing the number of documents an
investigator needs to review and analyze to complete the case investigation.
If you set document deduplication at the case level, and two custodians have the same file, one file is flagged as
primary and the other file or files are flagged as duplicates. The file resides in the case and the file paths are
tracked to both custodians. To limit the production set, the file is only created one time during the load file/native
file production. You can also deduplicate email, marking the email, email contents, or email attachments as
duplicates of others.

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Note: In Case Review, if the duplicate filter is on, and if you do a search for a file using a word that is part of the
file path, and that path and file name is a duplicate, the search will not find that file. For example, suppose
there is a spreadsheet that is located in one folder called Sales and a duplicate of the file exists in a folder
called Marketing. And suppose that the file in Sales is flagged as the primary and the file in Marketing is
flagged as a duplicate. If you do a search for spreadsheets in the folder named Sales, it will be found.
However, if you do a search for spreadsheets in the folder named Marketing, it will not be found. You
would have to turn off the duplication filter and then perform the search.
See Evidence Processing and Deduplication Options on page 46.
Deduplication options are integrated on the Processing Options page.
The following tables describe the deduplication options that are available in the Processing Options.

Document Deduplication Options
Option

Description

Case Level

Deduplication compares each of the e-documents processed within a case against the
others as they receive their hash during processing.
If the hash remains singular throughout processing, it receives no duplicate flag.
In the case of duplicate files, the first hash instance receives a “primary” flag and each
reoccurrence of the hash thereafter receives a “secondary” flag.

Custodian
Level

Deduplication compares the e-documents found in each custodial storage location against
the other files from that same custodial location (custodians, or in the case of no custodian,
the storage location).
If the hash remains singular throughout processing, it receives no duplicate flag.
In the case of duplicate files the first hash instance receives a “primary” or “master” flag
and each reoccurrence of the hash thereafter receives a “duplicate” flag.

Actual Files
Only

Deduplicates actual files instead of all files. Checking this option excludes OLE files and
Alternate Data Stream files.

You can also deduplicate email, marking the email, email contents, or email attachments as a duplicate of
others.

Email Deduplication Options
Option

Description

Case Level

The scope of the email deduplication.
Deduplication compares each of the emails processed within a case against the
others as they are processed.
If the deduplication value remains singular throughout processing, it receives no
duplicate flag.
In the case of duplicate email, the first value instance receives a “primary” flag and
each reoccurrence of the value thereafter receives a “duplicate” flag.
If two custodians have the same email, it is marked as a duplicate.

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| 49

Email Deduplication Options (Continued)
Option

Description

Custodian Level

The scope of the email deduplication.
Deduplication compares the email found in each custodial storage location against
the other emails from that same custodial location (custodians, or in the case of no
custodian, the storage location).
If the value remains singular throughout processing it receives no duplicate flag.
In the case of duplicate emails, the first email instance receives a “primary” or
“master” flag and each reoccurrence of the email thereafter receives a “duplicate”
flag.
In the case of duplicate files the first value instance receives a “primary” flag and
each reoccurrence of the value thereafter receives a “duplicate” flag.

Email To

Deduplicates email based on the recipients in the “To” field.

Email From

Deduplicates email based on the senders in the “From” field.

Email CC

Deduplicates email based on the recipients in the “Carbon Copy” field.

Email Bcc

Deduplicates email based on the recipients in the “Blind Carbon Copy” field.

Email Subject

Deduplicates email based on the contents in the “Subject” field.

Email Submit Time

Deduplicates email based on the date and time the email was initially sent.

Email Delivery Time

Deduplicates email based on the date and time the email was delivered to the
recipients.

Email Attachment
Count

Deduplicates email based on the number of attached files.

Email Hash

Deduplicates email based on the hash value.

Body and Attachments

Includes email body, recipients (the “To” field), sender (the “From” field), CC, BCC,
Subject field contents, body message, the number of attachments, and the
attachments for deduplication.

Body Only

Includes only the email body and the list of attachment names for deduplication.

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3.4.6 About Optical Character Recognition
Optical Character Recognition (OCR) is a feature of the processing options for Summation. The OCR process
generates text from graphic files and then indexes the content so extracted text can be searched, labeled, and
so forth.
Note: It is important to understand the limitations and variability of the OCR process.
Therefore, the following information may prove useful as you incorporate the use of OCR in the
processing of your cases:
- OCR can have inconsistent results. OCR engines by nature have error rates which means that it is
possible to have results that differ between processing jobs on the same machine with the same piece of
evidence.
- Some large images can cause OCR to take an extraordinarily long time to complete and under some
circumstances not generate any output for a given file.
- Graphical images that have no text or pictures with unaligned text can generate garbage output.
- OCR is best on typewritten text that is cleanly scanned or similarly generated. All other picture files can
generate unreliable output that can vary from run to run.
OCR is only a helpful tool for the investigator to locate images from index searches and OCR results
should not be considered evidence without further review.

3.4.7 About Indexing for Text Searches of Content of Files
By default, when you add evidence to a case, the files are indexed so that the content of the files can be
searched. You can select a No Search processing mode, which is much faster, but does not index the evidence.

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4 Using the System Console and Logs
4.1 System Console Tab
The System Console tab, on the Management page, allows administrators to monitor the performance of the
Distribution Server and the Work Managers. The following figures display a sample of each screen available.
You can click on any work manager node by name to view specific server details.

System Administration Console in Summation

As a Summation administrator, you can use the System Administration Console to view pending, active, or
completed work orders. You can also view the performance of the entire system or specific Work Managers.

Elements of the System Console Tab
Element

Description

Overall System
Status Pane

Select to either view the performance of the entire system or specific Work Managers.

Pending Work
Orders

Displays pending work orders.

Active Work
Orders

Displays active work orders.

Completed Work
Orders

Displays completed work orders.

Overall System
Performance

You can access the Overall System Performance panel by expanding the Performance
pane on the right side of the page. On the Overall System Performance panel, the
displayed time range indicates the time frame in which the status information was
collected.

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| 52

See Validating Activate Work Orders on page 54.
See Viewing the System Log or Security Log on page 59.
See Configuring a Work Manager on page 54.

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4.2 Using the System Administration Console
In the System Administration Console page, the Administrator can monitor the performance of the
Distribution Server and the Work Managers. You can click on any work manager node by name to view
specific server details.
As an administrator, you can use the System Administration Console to view pending, active, or completed work
orders. You can also view the performance of the entire system or specific Work Managers.

4.2.1 Opening the System Administration Console
To open the System Administration Console page
1.

Click Management.

Click

System Console.

4.2.2 Validating Activate Work Orders
You can use Validate Active Work Orders to remove orphaned work orders from the Active Work Orders table.
Work orders can become orphaned when the work manager handling the work order shuts down, or in some
way loses contact with the Distribution server. When this happens, however, it does not change the status of the
associated job in the Jobs list.
See Using the System Console and Logs (page 52)
To validate active work orders
1.

In System Administration Console, click a work manager name to view active work orders.

In the left pane, at the bottom, click Validate Active Work Orders to confirm and update current work
orders and their status.

4.2.3 Configuring a Work Manager
You can configure a selected Work Manager by setting various property values.
See Using the System Console and Logs (page 52).

To configure a Work Manager
1.

Open the System Administration Console.
See Opening the System Administration Console (page 54).

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| 54

In the System Administration Console, in the left pane, under Overall System Status, click a work
manager name.

In the right pane, click the Configuration tab.

In the Configuration pane, click

When completed, click OK.

Using the System Console and Logs

(edit).

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| 55

4.3 Using the System Log and Security Log
4.3.1 About the System Log
When certain internal events occur in the system, it is recorded in the system log. This can be used in
conjunction with the security log to monitor the work and status of your system.
The following are examples of the types of events that are recorded:
Completion

of evidence processing for an individual case

Exports

started and finished

Starting

of internal services

Job

failures

System
Errors

errors

accessing computers and shares

You can filter the log information that is displayed based on the following different types of criteria:
Date

and time of the log message

Log

type such as an error, information, or warning

Log

message contents

Which

component caused the log entry

Which

method caused the log entry

Username
Computer

name

4.3.2 System Log Tab
The System Log tab on the Management page is only accessible to the Summation administrator. This log
maintains an historical record of the events that take place in the Summation software. The Summation
administrator can view, clear, and export the log file.

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| 56

System Log Tab

Elements of the System Log Tab
Element

Description

Filter Options

Allows you to filter the items in the system log. See Filtering Content in Lists and Grids
on page 16.

System Log

Displays all the events. Click the column headers to sort by the column.
Click to delete all the events in the log. See Clearing the Log on page 59.

Clear Log
Click to export the log. It is recommended that you export and save logs before you
clear them. See Exporting the Log on page 59.

Export Log

4.3.3 About the Security Log
When certain internal activities occur in the system, it is recorded in the Security log. This can be used in
conjunction with the system log to monitor the work and status of your system.
See About the System Log on page 56.
The following are examples of the types of activities that are recorded:
A

user logged out

A

user is forced to log out due to inactivity

You can filter the log information that is displayed based on the following different types of criteria:
Activity
Activity

Date

Username

Using the System Console and Logs

Using the System Log and Security Log

| 57

4.3.4 Security Log Tab
The Security Log tab on the Management page tracks the log in and log out attempts by administrators and
users of Summation.
The Security Log can help you detect and investigate attempted and successful unauthorized activity in
Summation and to troubleshoot problems.
The Security Log event columns include the activity date, username, activity message, and user ID.
Only an administrator can view, clear, and export the Security Log file.

Security Log Tab

Elements of the Security Log Tab
Element

Description

Filter Options

Allows you to filter the items in the security log. See Filtering Content in Lists and Grids
on page 16.

Security Log

Displays all the events. Click the column headers to sort by the column.
Click to delete all the events in the log.

Clear Log

Export Log

Click to export the log. It is recommended that you export and save logs before you
clear them.

Using the System Console and Logs

Using the System Log and Security Log

| 58

Elements of the Security Log Tab
Element

Description
Refreshes security log. See Refreshing the Contents in List and Grids on page 14.

Refresh

Columns

Click to adjust what columns display in the security log. See Sorting by Columns on
page 15.

4.3.5 Viewing the System Log or Security Log
An administrator can view, clear, and export the log file.
When you view the list of events, they are displayed in a grid. You can do the following to modify the contents of
the grid:


Control which columns of data are displayed in the grid.

If

you have a large list, you can apply a filter to display only the items you want.

To open the Log page
1.

Click Management.

Click

To refresh the log view, click

System Log or

Security Log.
(refresh).

4.3.6 Clearing the Log
An administrator can clear the log. When you clear the log, you delete all log entries across all pages. A new
entry is creating stating that the log was cleared and the user who cleared it. Before you clear the log, you may
want to consider exporting the log file to keep a historical record.

To clear the log
1.

Open the Logs page.

In the bottom left corner, click Clear Log.

Click Yes to confirm the deletion.

4.3.7 Exporting the Log
Exporting the log lets you maintain a historical record of events in the software and is useful if you intend to clear
the log. Only an administrator can view, clear, and export the log file. You can export the log to a CSV file to give
others, who may not have view log access, the ability to query and access the saved events.

Using the System Console and Logs

Using the System Log and Security Log

| 59

To export the log
1.

Open the Logs page.
See Security Log Tab (page 58).

In the bottom left corner of the View Log pane, click Export Log.

In the Save As dialog box, specify a file name and file location.

Click Save.

Using the System Console and Logs

Using the System Log and Security Log

| 60

1 Introduction
This guide is designed to help case managers perform common tasks. Case manager tasks are performed on
the Home page and in Case Review. Case managers can perform their tasks as long as the administrator has
granted the case manager the correct permission. See the Administrators guide for more information on how
administrators can grant global permissions.

1.1 Introducing the Home Page
Home Page

Elements of the Home Page
Elements

Description

Case List Panel

See The Case List Panel on page 10.

Case Details

See Viewing Details About the Case on page 15.

Permissions

See Setting Case Permissions on page 17.

Export

See the Export documentation.

Markup Sets

See Configuring Markup Sets on page 31.

Evidence

See Evidence Tab on page 29.

Custodians

See Custodians Tab on page 24.

Introduction

| 9

Elements of the Home Page (Continued)
Elements

Description

Tagging Layout

See Tagging Layout Tab on page 38.

Highlight Profiles

See Highlight Profiles Tab on page 43.

Work List

See Work List Tab on page 48.

Custom Fields

See Custom Fields Tab on page 35.

Processing
Options

See the Admin Guide for more information.

1.1.1 The Case List Panel
The Home page includes the Case List panel. The Case List panel is the default view after logging in. Users can
only view the cases for which they have been given permissions.
Administrators and users, given the correct permissions, can use the case list to do the following:
Create
View
Add

cases. See Creating a Case on page 14.

a list of existing cases.

evidence to a case. See the Loading Data documentation.

Launch

Case Review.

If you are not an administrator, you will only see either the cases that you created or cases you were granted
permissions to.

Case List Panel

Introduction

| 10

The following table lists the elements of the case list. Some items may not be visible depending on the
permissions that you have.

Elements of the Case List
Element

Description

Create New Case

Click to create a new case.

Search Bar

If there are a large number of cases in the list, you can use the search bar to
narrow the list.
Type a text string and any cases that have that text in the name will be
displayed.
Click the X to clear the search results.

Case Name Column

Lists the names of all the cases that the logged-in user has permissions to.

Status Column

Lists the status of the cases:
Not Started - The case has been created but no evidence has been imported.
Processing - Evidence has been imported and is still being processed.
Completed - Evidence has been imported and processed.
See Refresh below.

Size Column

Lists the size of the data within the case.

Action Column

Lets you add evidence to a case or enter Case Review.
Lets you add data to the selected case.

Add Data

Case Review

Lets you review the case using Case Review.
See the Reviewers Guide for more information.

Page Size Drop-down

Lets you select how many cases to display in the list.
The total number of cases that you have permissions to see is displayed.

Total

Lists the total number of cases displayed in the Case List.

Page

Lets you view another page of cases.

Refresh

Custom Properties

If you create a new case, or make changes to the list, you may need to refresh
the case list
Add, edit, and delete custom columns with the default value that will be listed
in the Case list panel. When you create a case, this additional column will be
listed in the case creation dialog.
Add, or remove viewable columns in the Case List.

Columns

Delete

Introduction

Highlight case and then click the Delete Case button to delete it from the Case
List.

| 11

1.2 About Cases
When you want to assess a set of evidence, you create a case and then add evidence to the case. When
evidence is added to the case, the data is processed so that it can be later reviewed, coded, and labeled by a
team of reviewers using the Case Review interface.

1.2.1 Workflow for Case Managers
Administrators, or users that have been given rights to manage cases, use the Home page of the console to
create and manage cases by doing the following tasks.

Basic Workflow for Case Managers
Task

Link to the tasks

Create a case

See Creating a Case on page 14.

Configure the user/group permissions for a
case

See Setting Case Permissions on page 17.

Loading Data

You can load data using import or by processing the
evidence into the system. See the Loading Data
documentation for more information.

Manage evidence and custodians

See Managing Custodians on page 24.

Configure the review tools to be used in case
review

See Configuring Markup Sets on page 31.
See Creating Category Values on page 37.
See Configuring Custom Fields on page 35.
See Configuring Highlight Profiles on page 43.
See Configuring Tagging Layouts on page 38.
See Managing Review Sets on page 56.
See Managing Tags on page 61.

View details about the case

See Viewing Details About the Case on page 15.

Manage cases: Back-up, archive, detach/
attach, restore, and delete cases and evidence

See the Summation Best Practices Guide.

Monitor the Work List

See Work List Tab on page 48.
See Monitoring the Work List on page 48.

Manage Document Groups

See Managing Document Groups on page 50.

Upload Transcripts/Exhibits

See Managing Transcripts and Exhibits on page 53.

Create Production Sets

See the Exporting documentation.

Export the selected evidence

See the Exporting documentation.

Introduction

About Cases

| 12

1.3 Viewing the Case List
Administrators, and users given permissions, use the case list to do the following:
Create
View
Add

cases

a list of existing cases

evidence to a case

Launch

Case Review

If you are not an administrator, you will only see either the cases that you created or cases you were granted
permissions to.

To view the case list
1.

In the Summation console, click Home.
The Case List Panel is on the left-side of the page.

See The Case List Panel on page 10.
Administrators, and users with the Create/Edit Cases permission, create cases to add and process evidence.
See About Cases on page 12.

Introduction

Viewing the Case List

| 13

2 Creating a Case
Administrators and case managers with the Create Case admin role can create cases from the Case List panel.

To create a new case
1.

Click Create New Case.

Create New Case Info Tab

Enter a Case Name and a Description.
Note: Case Names must be only alphanumeric characters. Special characters will cause the case
creating to fail.

Enter the Case Folder Path and the Job Data Path.
Note: This setting may have a default value that you can use or change, or this setting may be
configured and hidden by the administrator. See the Admin Guide for information on configuring
case defaults.

Paths
Case Folder Path

Lets you specify a local path or a UNC network path to
the case folder. This path is the location where all nonOracle case data is stored.

Job Data Path

The responsive folder path is the location of reports
data.

(Optional) Click the Custodians tab to add custodians to the case.
This is where you configure the custodians of the evidence of this case.
Custodians for the case can be configured later, but should be done before processing evidence.
See Setting Case Permissions on page 17.

Creating a Case

| 14

Click the Processing Options tab to set the processing options for the case.
This is where you set the options for how the evidence is processed when it is added to the case.
This setting may have a default value that you can use or change, or this setting may be configured and
hidden by the administrator.
See the Admin Guide for more information on setting default processing options.
Note: You cannot change the processing options after you have created the case.

Select one of the following options:
Create

Case: Click to create the case without importing evidence. This option will create the case
and return you to the Case Management page. You can then configure the case by adding evidence,
assigning permissions, and so on.

Create

Case and Import Evidence: Click to create the case and begin importing evidence. See the
Loading Data documentation for information on how to import evidence.

2.1 Viewing Details About the Case
You can view the following details about the case on the Case Details tab:
Case

Name

Creation
Case

and modification date and time

creator

Person

who last modified the case

Paths
Case

Case

description (editable)

Listing

of evidence statistics:

Counts

and sizes of files

Processing

statistics

To access the Case Details tab
From the Home page, select a case, and click the Case Details tab.

See Case Details Tab on page 15.

2.1.1 Case Details Tab
The Case Details tab displays data for the selected case. You can also edit some of the case data from this tab.

Creating a Case

| 15

Case Info Tab

Elements of the Case Information Tab
Element

Description
Click the edit button to edit information about the selected case. Only the Name,
Collected Data Path, and the Description can be edited.

Edit Button
Name

Displays the name of the case.

Creation Date

Displays the date that the case was created.

Created By

Displays the user who created the case.

Last Modified Date

Displays the date when the case was last modified.

Last Modified By

Displays the user who last modified the case.

Project Folder
Path

Displays the path where the case folder is stored.

Job Data Path

Displays the path where collected data is stored.

FTK Case ID

Displays the case ID for the associated FTK case if applicable.

Description

Displays any description that was given to the case.

Associated FTK
Case Pane

Displays any associated FTK cases.

Creating a Case

| 16

3 Setting Case Permissions
Administrators and case managers with the necessary permissions can manage permissions for users of a case
using the Permissions tab on the Home page.
The Permissions tab is case specific, not global. For information on how to manage global permissions, see the
Admin Guide.

3.1 Permissions Tab
The Permissions tab on the Home page is used to assign users or groups permissions within the case.

Permissions Tab

Elements of the Permissions Tab
Element

Permission

Filter Options

Allows the user to filter users in the list.

Users/Group List

Displays the users and groups associated with the case. Click the column
headers to sort by the column.

Setting Case Permissions

| 17

Elements of the Permissions Tab (Continued)
Element

Permission
Refreshes User/Group List.

Refresh
Click to adjust what columns display in the User/Group List.
Columns
Click to add either a group/user to a role or a role to a group/user.
Add Association
Remove Association

Click to disassociate a group/user from a role or disassociate a role from a
group/user.

User/Group Details Pane

Displays the details for the selected user or group.

Case Roles Tab

Displays the available roles for the case.
Click to add a role. Specify the permissions of the role in this data form.

Add Role
Click to edit the selected role.
Edit Role

To access the Permissions tab
From the Home page, select a case, and click the Permissions tab.

To apply permissions to a user or group, you must create a case role. You can then associate that case role to a
user or group on the Permissions tab.
See Creating a Case Role on page 21.
See Associating Users and Groups to a Case on page 22.
See Case-level Permissions on page 19.

Setting Case Permissions

| 18

3.2 Case-level Permissions
Administrators, and users with Create/Edit Cases rights, can assign users specific permissions to an individual
case. These are permissions that are given to individuals working on a specific case.
When you assign any of the custom permissions, the View Case permission is also assigned. In the case list,
users will only see cases that they have permissions to.
The following table describes the available case permissions on the Permissions tab.

Case-level Permissions
Permission

Description

Case Administrator







Can Manage Case Roles.
Can assign access permissions to users & groups.
Has all case level functional permissions listed below.
Can import/export.
Can see job list for jobs created for his case.

Manage Case Roles

Can assign access permissions to users & groups.

Run Searches

Can run searches in the Case Review.
Note: User must have this permission to perform other search functions as
well.

Save Searches

Can save searches that the user performs themselves.

Manage Saved Searches

Can share your saved searches with other groups.

View Labels

Can view the labels everywhere that labels appear.

Create Labels

Can create and edit labels in the Case Explorer in Case Review.
Note: Must have View Labels permission as well to create and delete
labels.

Delete Labels

Can delete labels in Case Review.

Assign to Labels

Can label documents.

Manage Labels

Can grant permissions to labels

View Review Sets

Can view the review sets in the Case Explorer and Review Batches panel in
the Case Review.

Create Review Sets

Can create review sets.

Delete Review Sets

Can delete review sets in Case Review.

Manage Review Sets

Can assign review sets to users/groups.

View Native

Can view the Native panel in Case Review.

View Text

Can view the Text panel in Case Review.

View Coding Layout

Can view the Coding panel in Case Review.

Edit Document

Can change data for documents using tagging layouts.

View Categories

Can view categories in Case Review.

Setting Case Permissions

Case-level Permissions

| 19

Case-level Permissions (Continued)
Permission

Description

Assign Categories

Can assign a document to a category.

Create Categories

Can create or edit categories in Case Review.

Delete Categories

Can delete categories in Case Review.

Manage Categories

Can assign permissions for categories and category values.

View Issues

Can view issues in Case Review.

Assign Issues

Can assign issues to a document.

Create Issues

Can create and edit issues in Case Review.

Delete Issues

Can delete issues in Case Review.

Manage Issues

Can assign permissions for issue values.

View Notes

Can view notes everywhere that they appear in Case Review.

Add Notes

Can add notes in Case Review.

Delete Notes

Can delete notes in Case Review.

View Annotations

Can view annotations in Image, Natural, and Transcript panels in Case
Review.

Add Annotations

Can add annotations in Case Review.

Delete Annotations

Can delete annotations in Case Review.

View Activity History

Can view Activity panel in Case Review.

Create Production Set

Can create production sets in Case Review.

Delete Production Set

Can delete production sets in Case Review.

Manage Production Set

Can edit and assign permissions for production sets.

Delete Summaries

Can delete document records that were loaded using Import. See the
Loading Data documentation for more information.

Imaging

Can perform the imaging mass action in the Item List panel and can create
an image using the Annotate option in the Natural panel.

Create Transcript Group

Can create a transcript group in Case Review.

Upload Transcripts

Can upload transcripts in Case Review.

Upload Exhibits

Can upload exhibits in Case Review.

Manage Transcripts

Can assign permissions to Transcript Groups.

Setting Case Permissions

Case-level Permissions

| 20

3.3 Creating a Case Role
Before you can apply permissions to a user or group, you must set up case roles. A case role is a set of
permissions that you can associate to multiple users or groups. Creating a case roll simplifies the process of
assigning permissions to users who perform the same tasks.

To create a case role
1.

On the Home page, select a case, and click the Permissions tab.

In the Case Roles pane at the bottom of the screen, click the add button

Add Case Roles Data Form

Enter a Case Role Name.

Check the permissions that you want to include in the role.
See Case-level Permissions on page 19.

Click OK.

3.3.1 Editing a Case Role
You can edit case roles if you want to alter the permissions in the role.

To edit a case role
1.

On the Home page, select a case, and click the Permissions tab.

In the Case Roles pane at the bottom of the screen, click the add button

Edit the permissions in the data form and click OK.

Setting Case Permissions

Creating a Case Role

| 21

3.4 Associating Users and Groups to a Case
Before you can apply a case role to a user or group, you must first associate the user or group to the case.
Administrators and case managers with the correct permissions can associate users and groups to a case in the
Permissions tab. Once a user or group is added to a case, the user can see and access the case in the Case
List panel.

To associate a user or group to a case
1.

On the Home page, select a case, and click the Permissions tab.

In the User/Group list pane, click the Add Association button

All Users and Groups Dialog

Click the plus sign to add the user or group to the case.

Click OK.

3.4.1 Disassociate Users and Groups from a Case
Administrators and case managers with the correct permissions can remove users from a case by disassociating
them from the case in the Permissions tab.

To disassociate a user or group to a case
1.

On the Home page, select a case, and click the Permissions tab.

Check the user or group you want to remove from the case in the User/Group list pane.

In the User/Group list pane, click the Remove Association button

Setting Case Permissions

Associating Users and Groups to a Case

| 22

3.5 Associating Case Roles to Users and Groups
Administrators, and users with the Manage Case Permissions rights, can associate case roles to users and
groups for a specific case.

To associate a case roll to a user or group
1.

On the Home page, select a case, and click the Permissions tab, select users/groups that you want to
set permissions for.

In the Case Roles pane, click the Add Association button

All Case Roles Dialog

Click the plus sign to assign the case role to the user or group.

Click OK.

3.5.1 Disassociating Case Roles from Users or Groups
Administrators, and users with the Manage Case Permissions rights, can disassociate case roles from users and
groups for a specific case.

To disassociate a case role to a user or group
1.

On the Home page, select a case, and click the Permissions tab, select the users/groups that you want
to set permissions for.

Check the users or groups that you want to disassociate in the Users/Groups list pane.

In the Case Roles pane, click the Remove Association button

Setting Case Permissions

Associating Case Roles to Users and Groups

| 23

4 Managing Custodians
Administrators, and users with the Create/Edit Case permission, manage custodians for a case using the
Custodians tab on the Home page.
For information on user permissions, see Setting Case Permissions (page 17).
The Custodians tab is case specific, not global.
Note: In order for custodians to be used in Case Review, custodians must be created and selected before you
process the evidence.
See Evidence Tab on page 29.

4.1 Custodians Tab
Administrators, and users with the Create/Edit Case permission, manage custodians for a case using the
Custodians tab on the Home page.

To manage custodians for a case
From the Home page, select a case, and click the

Custodians tab.

When you create and view the list of custodians, they are displayed in a grid. You can do the following to modify
the contents of the grid:
Control
If

which columns of data are displayed in the grid.

you have a large list, you can apply a filter to display only the items you want.Custodians Tab.

Managing Custodians

| 24

Custodians Tab

Elements of the Custodians Tab
Element

Description

Filter Options

Allows the user to filter the list.

Custodians List

Displays the custodians for the case. Click the column headers to sort by the column.
Refreshes Evidence Path List.

Refresh
Click to adjust what columns display in the Evidence Path List.
Columns
Add Association

Click to associate existing custodians to the case.

Remove

Click to disassociate an existing custodian from the case.

Association

Managing Custodians

| 25

Elements of the Custodians Tab (Continued)
Element

Description

Import Custodians

Click to import custodians from a file.

Add Custodian

Click to add a custodian.

Edit Custodian

Click to edit the selected custodian.

Evidence Tab

Lists the evidence associated with the selected custodian.

Managing Custodians

| 26

4.2 Adding a Custodian to a Case
Administrators, and users with the Create/Edit Case permission, can add custodians to a case.
You can add case-level custodians in the following ways:
Adding

case-level custodians from the Shared Custodians list

Manually

adding custodians

Importing

custodians from a file
See Importing Custodians From a File on page 28.

Creating

or importing custodians while importing evidence
See the Loading Data documentation for more information on creating custodians during import.

If you manually add or import custodians, they are added to the shared list of custodians.

To add a custodian from shared custodians
1.

On the Home > Custodians tab, click

Add.

The Associate Custodians to case page opens.
2.

Select the shared custodians that you want associated with the case.
You can click a singe custodian or use Shift-click or Ctrl-click to select multiple custodians.

Click

or Add all Selected.

This moves the custodians to the Associated Custodians list.
You can also check the selection box next to First Name to add all of the custodians.
4.

You can remove custodians from the Associated Custodians list by selecting custodians and clicking
or Remove All Selected.
You can also clear the selection box next to First Name to remove all of the custodians.

Click OK.

You can also add case-level custodians from shared custodians using the Custodians tab when creating a case.
See Creating a Case on page 14.

4.2.1 Manually Creating Custodians for a Case
To manually create a case-level custodian
1.

On the Home > Custodians tab, click

(add).

In Custodian Details, enter the custodian details.

Click OK.

You can also manually create custodians from the Custodians tab when creating a case.
See Creating a Case on page 14.

Managing Custodians

Adding a Custodian to a Case

| 27

4.2.2 Editing a Custodian
You can edit any custodian that you have added to the case.

To edit a case-level custodian
1.

On the Home > case > Custodians tab, select a custodian that you want to edit.

Click

In Custodian Details, edit custodian details.

Click OK.

(edit).

4.2.3 Removing a Custodian
You can remove one or more custodians from a case. This does not delete the custodian from the shared
custodians, it just disassociates it from the case.

To remove one or more custodians from a case
1.

On the Home > Custodians tab, select the check box for the custodians that you want to remove.

Below the custodian list, click

Remove.

To confirm the deletion, click OK.

4.2.4 Importing Custodians From a File
You can import one or more custodians into a case from a file. Even though you perform this task at the case
level, it will also add the custodians to the global custodians list.
The source file can be either in TXT or CSV format. The file must not contain any headers.
The custodian name can in the following format:
First

and last name separated by a space
For example, John Smith or Bill Jones

For example, you can create a TXT or CSV file with the following text:
Chris Clark
Sarah Ashland

To import custodians from a file
1.

On the Home > Custodians tab, click

Browse to the TXT or CSV file.

Click Open.

When the import is complete, view the summary and click OK.

Managing Custodians

Import Custodians from File.

Adding a Custodian to a Case

| 28

4.3 Evidence Tab
Users with permissions can view information about the evidence that has been added to a case. To view the
Evidence tab, users need one of the following permissions: administrator, create/edit case, or manage evidence.

Evidence Tab

Elements of the Evidence Tab
Element

Description

Filter Options

Allows the user to filter the list.

Evidence Path List

Displays the paths of evidence in the case. Click the column headers to sort by the
column.
Refreshes Evidence Path List.

Refresh
Click to adjust what columns display in the Evidence Path List.
Columns

Managing Custodians

Evidence Tab

| 29

Elements of the Evidence Tab (Continued)
Element

Description

External Evidence
Details

Includes editable information about imported evidence. Information includes:
 That path from which the evidence was imported
 A description of the case, if you entered one
 The evidence file type
 What custodians were associated with the evidence
 Who added the evidence
 When the evidence was added

Processing Status

Lists any messages that occurred during processing.

4.3.1 About Associating a Custodian to an Evidence Item
You can use custodians to associate data to its owner.
You can associate a custodian to an evidence item in one of two ways, however, the results are different.
Specify

a custodian when importing an evidence item.
This associates the custodian when the evidence is processed. You can then use custodian data when in
Case Review and in exports.
See Managing Custodians on page 24.
See the Loading Data documentation for more information on creating custodians on import.
When you associate a custodian to an evidence item, the custodian will be associated to all evidence in
that item, whether the evidence item contains a single file or a folder of many files, messages, and so on.

Edit

an evidence item that has already been imported and associate a custodian.
If you do this, the custodian association will not be visible or usable in Case Review nor in exports. You
can only view this association in the Evidence and Custodians tabs of the Home page.

Managing Custodians

Evidence Tab

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5 Configuring Review Tools
Case managers with the correct permissions can configure many of the review tools that case reviewers use in
Case Review. See Setting Case Permissions (page 17) for information on the permissions needed to set up
review tools. The following review tools can be set up from the Home page:
Markup
Tagging

Sets: Configuring Markup Sets (page 31)
Layouts: Creating Category Values (page 37)

Highlight
Custom

Profiles: See Configuring Highlight Profiles on page 43.

Fields: See Configuring Custom Fields on page 35.

5.1 Configuring Markup Sets
Markup sets are a set of redactions and annotations performed by a specified group of users. For example, you
can create a markup set for paralegals, then when paralegal reviewers perform annotations on documents in the
Case Review, all of their markups will only appear when Paralegal is selected as the markup for the document in
the Natural or Image panel.
Note: Only redactions and annotations are included in markup sets.

Configuring Review Tools

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5.1.1 Markup Sets Tab
The Markup Sets tab on the Home page can be used to create markup sets for reviewers to use. Markup sets
are a set of redactions and highlights performed by a specified group of users.

Markup Sets Tab

Markup Sets Elements
Element

Description

Filter Options

Allows the user to filter markup sets in the list.

Markup Sets List

Displays the markup sets already created for the case. Click the column headers
to sort by the column.
Refreshes the Markup Sets List.

Refresh
Click to adjust what columns display in the Markup Sets List.
Columns
Click to delete selected markup set. Only active when a markup set is selected.
Delete
Click to add a markup set.
Add Markup Set

Configuring Review Tools

| 32

Markup Sets Elements (Continued)
Element

Description
Click to edit the selected markup set.

Edit Markup Set
Click to delete the selected markup set.
Delete Markup Set
Use this tab to associate users to a markup set.
Users Tab
Use this tab to associate groups to a markup set.
Groups Tab
Click to associate a group/user to a markup set.
Add Association
Remove Association

Click disassociate a markup set from a user/group.

5.1.2 Adding a Markup Set
Before you can assign a markup set to a user or group, you must first create the markup set on the Home page.
Case managers with the Case Administrator permission can create, edit, and delete markup sets.

To add a markup set
1.

Click on the Markup Sets tab.
See Markup Sets Tab on page 32.

Click the Add button

In the Markup Set Detail form, enter the name of the Annotation Set.

Click OK.

5.1.3 Deleting a Markup Set
To delete a markup set
1.

Click on the Markup Sets tab.
See Markup Sets Tab on page 32.

Select the markup set that you want to delete.

Click the Delete button

In the confirm deletion dialog, click OK.

Configuring Review Tools

| 33

5.1.4 Editing the Name of a Markup Set
You can edit the name of an existing markup set if you have Case Administrator rights.

To edit a markup set
1.

Click on the Markup Sets tab.
See Markup Sets Tab on page 32.

Select the markup set that you want to edit.

Click the Edit button

Change the name of the Annotation Set.

Click OK.

5.1.5 Associating a User or Group to a Markup Set
If you are a user with Case Administrator rights, you can associate users or groups to markup sets. Once
associated, annotations that the user performs in the Case Review will appear on the document in Native or
Image view when the markup set is selected.

To associate a user or group to a markup set
1.

Click on the Markup Sets tab.
See Markup Sets Tab on page 32.

Select the markup set that you want to associate to a user or group.

Click the User or Group tab at the bottom of the page.

Click the Add Association button

In the All Users or All User Groups dialog, click the plus sign to add the user or group to the markup set.

Click OK.

5.1.6 Disassociating a User or Group from a Markup Set
If you are a user with Case Administrator rights, you can disassociate users or groups to markup sets.

To disassociate a user or group from a markup set
1.

Click on the Markup Sets tab.
See Markup Sets Tab on page 32.

Check the markup set that you want to disassociate to a user or group.

Click the User or Group tab at the bottom of the page.

Click the Remove Association button

Configuring Review Tools

| 34

5.2 Configuring Custom Fields
Custom fields include the columns that appear in the Case Review and categories that can be coded in Case
Review. You can create custom fields that will allow you to display the data that you want for each document in
Case Review, in production sets, and in exports. Custom fields allow you to:
Map

fields from documents upon import to the custom fields you create. See the Loading Data
documentation for more information on mapping fields.

Code

documents for the custom fields in Case Review, using tagging layouts. See the Reviewer Guide
for more information on coding data.
See

Adding Custom Fields on page 36.

See

Creating Category Values on page 37.

See

Adding a Tagging Layout on page 40.

Note: Once created, you cannot delete a custom field.

5.2.1 Custom Fields Tab
The Custom Fields tab on the Home page can be used to add and edit custom fields for Case Review and
coding.

Custom Fields Tab

Configuring Review Tools

Configuring Custom Fields

| 35

Elements of the Custom Fields Tab
Element

Description

Filter Options

Allows the user to filter custom fields in the list.

Highlight Custom Fields

Displays the custom fields already created for the case. Click the column
headers to sort by the column.
Refreshes Custom Fields List.

Refresh
Click to adjust what columns display in the Custom Fields List.
Columns
Click to delete selected custom fields. Only active when a custom field is
selected.

Delete

Click to add a custom field.
Add Custom Fields
Click to edit the selected custom field.
Edit Custom Fields

5.2.2 Adding Custom Fields
Case managers with the Case Administrator permission can create and edit custom fields. You can use the
custom fields to add categories, text, number, and date fields.

To add a custom field
1.

Click on the Custom Fields tab.
See Custom Fields Tab on page 35.

Click the Add button

In the Custom Field Detail form, enter the name of the custom field.

Select a Display Type:
Check
Date:

box: Create a column that contains a check box. This is for coding categories only.

Create a column that contains a date.

Number:
Radio:
Text:

Create a column that contains a number.

Create a column that contains a radio button. This is for coding categories only.

Create a column that contains text.

Enter a Description for the custom field.

Check ReadOnly to make the column un-editable.

Click OK.

Configuring Review Tools

Configuring Custom Fields

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5.2.3 Editing Custom Fields
Case managers with the Case Administrator permission can create and edit custom fields. You cannot edit the
Display Type of the custom field.

To edit a custom field
1.

Click on the Custom Fields tab.
See Custom Fields Tab on page 35.

Select the custom field you want to edit.

Click the Edit button.

Make your edits.

Click OK.

5.2.4 Creating Category Values
After you have created a Custom Field for check boxes or radio buttons, you can add values to the check boxes
and radio buttons in Case Review. You can create multiple values for each category.

To add values to categories
1.

Click the Case Review

In the Case Explorer, click the Tags tab.

Expand the Categories.

Right-click on the category and select Create Category Value.

button next to the case in the Case List.

Create New Category Value Dialog

Enter a Name for the value.

Click Save.

Configuring Review Tools

Configuring Custom Fields

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5.3 Configuring Tagging Layouts
Tagging Layouts are layouts used for coding in the Case Review that the case manager creates. Users must
have Case Administration permissions to create, edit, delete, and associate tagging layouts. First, you must
create the layout, then associate fields to the layout for the reviewer to code, and finally, associate users or
groups to the layout so that they can code with it in Case Review.
Custom fields must be created by the case manager before they can be added to a tagging layout. See
Configuring Custom Fields (page 35) for information on how to create custom fields.
Tagging Layouts can be used to code fields in the Case Review for documents in the case. Coding is editing the
data that appears in the fields for each document.

5.3.1 Tagging Layout Tab
The Tagging Layout tab on the Home page can be used to create layouts for coding in the Case Review.

Tagging Layout Tab

Elements of the Tagging Layout Tab
Element

Description

Filter Options

Allows the user to filter tagging layouts in the list.

Configuring Review Tools

Configuring Tagging Layouts

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Elements of the Tagging Layout Tab (Continued)
Element

Description

Tagging Layout List

Displays the tagging layouts already created for the case. Click the column
headers to sort by the column.
Refreshes Tagging Layout List.

Refresh
Click to adjust what columns display in the Tagging Layout List.
Columns

Delete

Click to delete selected tagging layout. Only active when a tagging layout is
selected.
Click to add a tagging layout.

Add Tagging Layout
Click to edit the selected tagging layout.
Edit Tagging Layout
Click to delete the selected tagging layout.
Delete Tagging Layout
Tagging Layout Fields Tab

Use this tab to associate/disassociate fields to a tagging layout.

Use this tab to associate users to a tagging layout.
Users Tab
Use this tab to associate groups to a tagging layout.
Groups Tab
Click to associate a group, user, or field to a tagging layout.
Add Association
Click to disassociate a tagging layout from a user, group, or field.
Remove Association

Configuring Review Tools

Configuring Tagging Layouts

| 39

5.3.2 Adding a Tagging Layout
Case managers with the Case Administrator permission can create, edit, delete, and associate tagging layouts.

To add a tagging layout
1.

Click on the Tagging Layout tab.
See Tagging Layout Tab on page 38.

Click the Add button

In the Tagging Layout Detail form, enter the name of the Tagging Layout.

Enter the number of the order that you want the layout to appear to the user in the Case Review.
Repeated numbers appear in alphabetical order.

Click OK.

5.3.3 Deleting a Tagging Layout
Case managers with the Case Administrator permission can create, edit, delete, and associate tagging layouts.

To delete a tagging layout
1.

Click on the Tagging Layout tab.
See Tagging Layout Tab on page 38.

Check the layout that you want to delete.

Click the Delete button

Note: You can also delete multiple layouts by clicking the trash can delete button.
5.

In the confirmation dialog, click OK.

5.3.4 Editing a Tagging Layout
Case managers with the Case Administrator permission can create, edit, delete, and associate tagging layouts.

To edit a tagging layout
1.

Click on the Tagging Layout tab.
See Tagging Layout Tab on page 38.

Click the Edit button

In the Tagging Layout Detail form, enter the name of the Tagging Layout.

Enter the number of the order that you want the layout to appear to the user in the Case Review.
Repeated numbers appear in alphabetical order.

Click OK.

Configuring Review Tools

Configuring Tagging Layouts

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5.3.5 Associating Fields to a Tagging Layout
Case managers with the Case Administrator permission can create, edit, delete, and associate tagging layouts.
Custom fields must be created before you can associate them with a tagging layout.
See Configuring Custom Fields on page 35.

To associate fields to a tagging layout
1.

Click on the Tagging Layout tab.
See Tagging Layout Tab on page 38.

Select the layout that you want from the Tagging Layout list pane.

Select the fields tab in the lower pane

Click the Add Association button

.
.

Associate Tagging Layouts Dialog

Click the plus sign to add the field to the layout.

Click OK.

Enter a number for the Order that you would like the fields to appear in the coding layout.

Check the fields that you just added (one at a time) and click the Edit button in the Tagging Layout Field
Details. Select one of the following:
Read

Only: Select to make the field read only and disallow edits. Any standard or custom field that is
defined to be 'Read Only' cannot be redefined as a "Required" or "None."

Required:
None:

Select to make the field required to code before the reviewer can save the coding.

Select to have no definition on the field.

10. Click OK.

Note: Some fields are populated by processing evidence or are system fields and cannot be changed. These
fields, when added to the layout, will have a ReadOnly value of True.

Configuring Review Tools

Configuring Tagging Layouts

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5.3.6 Disassociating Fields from a Tagging Layout
Case managers with the Case Administrator permission can disassociate tagging layouts.

To disassociate fields from a tagging layout
1.

Click on the Tagging Layout tab.
See Tagging Layout Tab on page 38.

Check the layout that you want from the Tagging Layout list pane.

Click the fields tab in the lower pane

Click the Remove Association button

.
.

5.3.7 Associate User or Group to Tagging Layout
Case managers with the Case Administrator permission can create, edit, delete, and associate tagging layouts.

To associate users or groups to a tagging layout
1.

Click on the Tagging Layout tab.
See Tagging Layout Tab on page 38.

Select the layout that you want from the Tagging Layout list pane.

Select either the User or Groups tab.

Click the Add Association button

In the All Users or All User Groups dialog, click the plus sign to add the user or group to the tagging
layout.

Click OK.

5.3.8 Disassociate User or Group to Tagging Layout
Case managers with the Case Administrator permission can disassociate tagging layouts.

To disassociate users or groups from a tagging layout
1.

Click on the Tagging Layout tab.
See Tagging Layout Tab on page 38.

Check the layout that you want from the Tagging Layout list pane.

Select either the User or Groups tab.

Check the user or group that you want to disassociate.

Click the Remove Association button

Configuring Review Tools

Configuring Tagging Layouts

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5.4 Configuring Highlight Profiles
You can set up persistent highlighting profiles that will highlight predetermined keywords in the Natural panel of
the document. Persistent highlighting profiles are defined by the administrator or case manager and can be
toggled on and off using the Select Profile drop-down in the Case Review.
See Highlight Profiles Tab on page 43.

5.4.1 Highlight Profiles Tab
The Highlight Profiles tab on the Home page can be used to set up persistent highlighting profiles that will
highlight predetermined keywords in the Natural View of the document. Persistent highlighting profiles are
defined by the administrator or case manager and can be toggled on and off using the Select Profile drop-down
in the Case Review.

Configuring Review Tools

Configuring Highlight Profiles

| 43

Highlight Profiles Tab

Elements of the Highlight Profiles Tab
Element

Description

Filter Options

Allows the user to filter highlight profiles in the list.

Highlight Profiles List

Displays the highlight profiles already created for the case. Click the column
headers to sort by the column.
Refreshes Highlight Profiles List.

Refresh
Click to adjust what columns display in the Highlight Profiles List.
Columns

Configuring Review Tools

Configuring Highlight Profiles

| 44

Elements of the Highlight Profiles Tab (Continued)
Element

Description
Click to delete selected highlight profiles. Only active when a highlight profile
is selected.

Delete

Click to add a highlight profile.
Add Highlight Profiles
Click to edit the selected highlight profile.
Edit Highlight Profiles
Click to delete the selected highlight profile.
Delete Highlight Profiles
Highlight Profile Keywords

Use this tab to add keywords and highlights to the highlight profile.

Use this tab to associate users to a highlight profile.
Users Tab
Use this tab to associate groups to a highlight profile.
Groups Tab
Click to associate a user or group to a highlight profile.
Add Association
Click to disassociate a highlight profile from a user or group.
Remove Association

5.4.2 Adding Highlight Profiles
Case managers with the Case Administrator permission can create, edit, delete, and associate highlight profiles.

To add a highlight profile
1.

Click on the Highlight Profiles tab.
See Highlight Profiles Tab on page 43.

Click the Add button

In the Highlight Profile Detail form, enter a Profile Name.

Enter a Description for the profile.

Click OK.

Configuring Review Tools

Configuring Highlight Profiles

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5.4.3 Editing Highlight Profiles
Case managers with the Case Administrator permission can create, edit, delete, and associate highlight profiles.

To edit a highlight profile
1.

Click on the Highlight Profiles tab.
See Highlight Profiles Tab on page 43.

Select the profile that you want to edit.

Click the Edit button

In the Highlight Profile Detail form, enter a Profile Name.

Enter a Description for the profile.

Click OK.

5.4.4 Deleting Highlight Profiles
Case managers with the Case Administrator permission can create, edit, delete, and associate highlight profiles.

To delete a highlight profile
1.

Click on the Highlight Profiles tab.
See Highlight Profiles Tab on page 43.

Select the profile that you want to delete.

Click the Delete button

Note: You can also delete multiple profiles by clicking the trash can delete button.

5.4.5 Add Keywords to a Highlight Profile
After you have created a highlight profile, you can add keywords to the profile that will appear highlighted in the
Natural panel of the Case Review when the profile is selected.

To add keywords to a highlight profile
1.

Click on the Highlight Profiles tab.
See Highlight Profiles Tab on page 43.

Select a profile.

Select the Keywords tab

Click the Add Keywords

Configuring Review Tools

.
button.

Configuring Highlight Profiles

| 46

In the Keyword Details form, enter the keywords (separated by a comma) that you want highlighted.

Expand the color drop-down and select a color you want to use as a highlight.

Click OK.

You can add multiple keyword highlights, in different colors, to one profile.

Note: You can edit and delete keyword details by clicking the pencil or minus buttons in the Keywords tab.

5.4.6 Associating a Highlight Profile
Case managers with the Case Administrator permission can create, edit, delete, and associate highlight profiles.
You can associate highlight profiles to users and groups.

To associate a highlight profile to a user or group
1.

Click on the Highlight Profiles tab.
See Highlight Profiles Tab on page 43.

Select the profile that you want to associate to a user or group.

Click on either the User or Groups tab.

Click the Add Association button

In the All Users or All User Groups dialog, click the plus sign to associate the user or group with the
profile.

Click OK.

5.4.7 Disassociating a Highlight Profile
Case managers with the Case Administrator permission can disassociate highlight profiles from users or groups.

To disassociate a highlight profile from a user or group
1.

Click on the Highlight Profiles tab.
See Highlight Profiles Tab on page 43.

Select the profile that you want to disassociate from a user or group.

Click on either the User or Groups tab.

Check the user or group that you want to disassociate.

Click the Remove Association button

Configuring Review Tools

Configuring Highlight Profiles

| 47

6 Monitoring the Work List
The case manager can use the Work List tab on the Home page to monitor certain activities on the case. The
following items are recorded in the Work List: searches, review sets, imaging, label assignments, imports, bulk
coding, cluster analysis, bulk labeling, transcript/exhibit uploading, and delete summaries.
The Job IDs are unique to every job. Jobs cannot be deleted or edited, only monitored. Case managers can be
informed as to the actions performed in the case and errors that users have encountered in the case from the
Work List tab.

6.1 Work List Tab
The Work List tab on the Home page can be used to view data for the selected case. The bottom panel displays
the number of documents processed and number of errors. This will be updated periodically to reflect current
status.

Work List Tab

Monitoring the Work List

| 48

Elements of the Work List Tab
Element

Description

Filter Options

Allows the user to filter jobs in the list.

Work List

Displays the jobs associated with the case. Click the column headers to sort by
the column.
Refreshes the Work List.

Refresh
Click to adjust what columns display in the Work List.
Columns
Displays the statistics on the data found in the Work List.
Overview Tab

Monitoring the Work List

| 49

7 Managing Document Groups
Case Managers with Folders and Case Administration permission can manage document groups. Document
groups are folders where imported evidence is stored. Document groups can contain numerous documents. You
can create document groups when importing evidence, or in Case Review.
You cannot assign permissions for documents unless the documents are in a document group. All documents in
a group will be assigned DocIDs. Documents not within a document group, will NOT have DocIDs.

7.1 Creating a Document Group During Import
A document group is a way for you to organize your evidence. You can name your document group to reflect
where the files were located, it can be a job number, a business name, or anything that will allow you to
recognize what files are contained in the group. While importing evidence, you can create a document group.
You can also place the documents into an existing document group.
See the Loading Data documentation for information on how to create new document groups while importing
evidence and putting evidence into existing document groups.

7.1.1 Creating a Document Group in Case Review
Case Managers with Folders permissions can create Document Groups in the Case Review.

To create document groups in Case Review
1.

Click the Case Review

In the Case Explorer, right-click the Document Groups folder and select Create Document Group.

Managing Document Groups

button next to the case in the Case List.

| 50

Create Document Group Dialog

Enter a Name for the document group.

Enter a Description for the document group.

Click Next.

Select Labels

Check the labels that you want to include in the document group.

Click Next.

Managing Document Groups

| 51

Renumber Documents

Select the Re-Number Documents radio button if you want to renumber the documents in the group.
To leave numbering the same, select the blank radio button.
9a.

Enter a Prefix for the new numbering.

9b.

Enter a Suffix for the new numbering.

9c.

Select a Starting Number for the documents.

9d.

Select the Padding for the documents.

9e.

Click Next.

Review Summary

10. Review the Summary and click Create.
11. Click OK.

Managing Document Groups

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8 Managing Transcripts and Exhibits
Case managers with the Upload Exhibits, Upload Transcripts, and Manage Transcripts permissions can upload
transcripts, create transcript groups, grant transcript permissions to users, and upload exhibits. Transcripts are
uploaded from Case Review and can be viewed and annotated in the Transcripts panel.

8.1 Creating a Transcript Group
Case managers with the Create Transcript Group permission can create transcript groups to hold multiple
transcripts.

To create a transcript group
1.

Click the Case Review

In the Case Explorer, right-click the Transcripts folder and select Create Transcript Group.

button next to the case in the Case List.

Create New Transcript Group Dialog

Enter a Transcript Group Name.

Click Save.

Note: You need to refresh your browser before you can add transcripts to the group.

8.1.1 Uploading Transcripts
Case managers with the Upload Transcripts permission can upload transcript (.txt) files and put them in
transcript groups. You can only add transcripts one at a time.

To upload transcripts
1.

Click the Case Review

In the Case Explorer, right-click the Transcripts folder and select Upload Transcript.

Managing Transcripts and Exhibits

button next to the case in the Case List.

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Upload Transcript Dialog

Browse to the location of the transcript .txt file.

Select a Transcript Group from the drop-down.
See Creating a Transcript Group on page 53.

Enter the name of the Deponent.

Select the Deposition Date.

If you are uploading more than one transcript from the same day, specify the volume number to
differentiate between the transcripts uploaded on the same date.

Check the This transcript contains unnumbered preamble pages to indicate that there are pages
prior to the testimony. If you check this, enter the number of preamble pages prior that occur before the
testimony. These pages will be numbered as “Preamble 0000#.” The numbering continues as normal
after the preamble pages.

10. Click Upload Transcript.

8.1.2 Updating Transcripts
Case managers with the Upload Transcripts permission can update transcripts in transcript groups. You can only
update transcripts one at a time.

To update transcripts
1.

Click the Case Review

In the Case Explorer, right-click the Transcripts folder and select Update Transcript.

Managing Transcripts and Exhibits

button next to the case in the Case List.

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Update Transcript Dialog

Select a Transcript Group.

Select a Transcript.

Enter the Deponent name.

Enter the Deposition Date.

If you are uploading more than one transcript on the same day, specify the volume number to
differentiate between the transcripts uploaded on the same date.

Click Update Transcript.

8.1.3 Uploading Exhibits
Case managers with the Upload Exhibits permission can upload exhibits in Case Review. Exhibits can be
viewed in the exhibits panel.

To upload an exhibit
1.

Click the Case Review

In the Case Explorer, right-click the Transcripts folder and select Upload Exhibits.

button next to the case in the Case List.

Upload Exhibit Dialog

Select the Transcript Group where you want to place the exhibit.

Browse to the exhibit file.

Enter a Description of the exhibit.

Click Upload Exhibit.

Managing Transcripts and Exhibits

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9 Managing Review Sets
Review sets are batches of documents that users can check out for coding and then check back in. Review sets
aid in the work flow of the reviewer; it allows the reviewer to track the documents that have been coded and still
need to be coded. Case managers with Create/Delete Review Set permissions can create and delete review
sets.

9.1 Creating a Review Set
Case managers with Create/Delete Review Set permissions can create and delete review sets.

To create a review set
1.

Click the Case Review

Click the Review Sets button in the Case Explorer.
See the Reviewer Guide for more information on the Review Sets tab.

Right-click the Review Sets folder and select Create Review Set.

button next to the case in the Case List.

Create Review Set Dialog

Enter a Name for the review set.

Select a Review Column that indicates the status of the review. New columns can be created in the
Custom Fields tab of the Home page.
See Custom Fields Tab on page 35.

Enter a prefix for the batch that will appear before the page numbers of the docs.

Increase or decrease the Batch Size to match the number of documents that you want to appear in the
review set.

Managing Review Sets

| 56

Check the following options if desired:
Keep

Families together: Check this to include documents within the same family as the selected
documents in the batch.

Keep

email clusters together: Check this to include email threads of the selected documents in the
batch.

Keep

Similar document sets together: Check this to include documents related to the selected
documents in the batch.

Note: Any “Keep” check box selected will override the restricted Batch Size.
10. Click Next.

Create Review Sets Dialog Second Screen

11. Expand Labels and check the labels that you want to include in the review set. All documents with that

label applied will be included in the review set. This is only relevant if the documents have already been
labelled by reviewers.
12. Expand the Document Groups and check the document groups that you want to include in the review

set.
13. Click Next.
14. Review the summary of the review set to insure everything is accurate and click Create.
15. Click Close.

Managing Review Sets

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9.2 Deleting Review Sets
Case managers with Create/Delete Review Set permissions can create and delete review sets.

To create a review set
1.

Click the Case Review

Click the Review Sets button in the Case Explorer.
See the Reviewer Guide for more information on the Review Sets tab.

Expand the All Sets folder.

Right-click the review set that you want to delete and select Delete.

Click OK.

Managing Review Sets

button next to the case in the Case List.

Deleting Review Sets

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9.3 Renaming a Review Set
Case managers with Manage Review Set permissions can rename review sets.

To rename a review set
1.

Click the Case Review

Click the Review Sets button in the Case Explorer.
See the Reviewer Guide for more information on the Review Sets tab.

Expand the All Sets folder.

Right-click the review set that you want to rename and select Rename.

Enter a name for the review set.

Managing Review Sets

button next to the case in the Case List.

Renaming a Review Set

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9.4 Manage Permissions for Review Sets
Case managers with Manage Review Set permissions can manage the permissions for review sets.

To rename a review set
1.

Click the Case Review

Click the Review Sets button in the Case Explorer.
See the Reviewer Guide for more information on the Review Sets tab.

Expand the All Sets folder.

Right-click the review set that you want to manage permissions for and select Manage Permissions.

button next to the case in the Case List.

Assign Security Permissions Dialog

Check the groups that you want to grant permissions to the review set. Groups granted the Check In/
Check Out Review Batches permission will be able to check out the review sets to which they are
granted permission.

Click Save.

Managing Review Sets

Manage Permissions for Review Sets

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10 Managing Tags
Case managers can manage the tags for a case in the Case Review. The following tags can be created, deleted,
renamed, and managed for permissions:
Labels:

See Managing Labels on page 61.

Issues:

See Managing Issues on page 64.

Categories:

See Creating Category Values on page 37.

10.1 Managing Labels
Labels are a tool that reviewers can use to group documents together. Reviewers apply labels to documents,
then case managers can use the Labels folder to view all the documents under the selected label. Before
reviewers can use a label, the case manager must create it.

10.1.1 Creating Labels
Case Managers can create labels for reviewers to use when reviewing documents.

To create a label
1.

Click the Case Review

Click the Tags
button in the Case Explorer.
See the Reviewer Guide for more information on tags.

Expand the Tags folder.

Right-click the Labels folder and select Create Label.

button next to the case in the Case List.

Create Label Dialog

Enter a Label Name.

Check Is Label Group if the label is a group to contain other labels and then skip to the last step.

Managing Tags

| 61

Do one of the following:
No

Color: Select this to have no color associated with the label.

Color:

Select this and then select a color to associate a color with the label.

Note: The default color is black if you select the Color option. The color selected appears next to the
label in the labels folder.
9.

Click Save .

10.1.2 Deleting Labels
Case Managers can delete existing labels.

To delete a label
1.

Click the Case Review

Click the Tags
button in the Case Explorer.
See the Reviewer Guide for more information on tags.

Expand the Tags folder.

Expand the Labels folder.

Right-click the label that you want to delete and select Delete .

Click OK.

button next to the case in the Case List.

10.1.3 Renaming a Label
Case Managers can rename labels in the Case Review.

To rename a label
1.

Click the Case Review

Click the Tags
button in the Case Explorer.
See the Reviewer Guide for more information on tags.

Expand the Tags folder.

Expand the Labels folder.

Right-click the label that you want to rename and select Rename .

Enter the new name for the label.

Managing Tags

button next to the case in the Case List.

| 62

10.1.4 Managing Label Permissions
Case Managers can grant permissions of labels to groups for use. Groups of users can only use the labels for
which they have permissions.

To manage permissions for labels
1.

Click the Case Review

Click the Tags
button in the Case Explorer.
See the Reviewer Guide for more information on tags.

Expand the Tags folder.

Expand the Labels folder.

Right-click the label for which you want to grant permissions and select Manage Permissions .

button next to the case in the Case List.

Assign Security Permissions

Check the groups that you want to grant permissions for the selected label.
Note: By default, all groups that the logged-in user belongs to will be checked. To make it a personal
label, all groups should be un-checked.

Click Save.

Managing Tags

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10.2 Managing Issues
Case managers with View Issues and Assign Issues permissions can create, delete, rename, and assign
permissions for issues. Issues work like labels. Reviewers can apply issues to documents to group similar
documents.

10.2.1 Creating Issues
Case managers with View Issues and Assign Issues permissions can create issues for other users to code.

To create an issue
1.

Click the Case Review

Click the Tags
button in the Case Explorer.
See the Reviewer Guide for more information on tags.

Expand the Tags folder.

Right-click the Issues folder and select Create Issue.

button next to the case in the Case List.

Create New Issue Dialog

Enter an Issue Name.

Do one of the following:
No

Color: Select this to have no color associated with the issue.

Color:

Select this and then select a color to associate a color with the issue.

Click Save .

10.2.2 Deleting Issues
Case managers with View Issues and Assign Issues permissions can delete issues.

To delete an issue
1.

Click the Case Review

Managing Tags

button next to the case in the Case List.

Managing Issues

| 64

Click the Tags
button in the Case Explorer.
See the Reviewer Guide for more information on tags.

Expand the Tags folder.

Expand the Issues folder.

Right-click the issue that you want to delete and select Delete.

Click OK.

10.2.3 Renaming Issues
Case managers with View Issues and Assign Issues permissions can rename issues.

To delete an issue
1.

Click the Case Review

Click the Tags
button in the Case Explorer.
See the Review Guide for more information on tags.

Expand the Tags folder.

Expand the Issues folder.

Right-click the issue that you want to rename and select Rename.

Enter the new name for the issue.

button next to the case in the Case List.

10.2.4 Managing Issue Permissions
Case Managers can grant permissions of issues to groups for use. Groups of users can only use the labels for
which they have permissions.

To manage permissions for labels
1.

Click the Case Review

Click the Tags
button in the Case Explorer.
See the Reviewer Guide for more information on tags.

Expand the Tags folder.

Expand the Issues folder.

Right-click the issue for which you want to grant permissions and select Manage Permissions .

Managing Tags

button next to the case in the Case List.

Managing Issues

| 65

Assign Security Permissions

Check the groups that you want to grant permissions for the selected issue.

Click Save.

10.2.5 Applying Issues to Documents
After an issue has been created and associated with a user group, it can then be added to a tagging layout for
coding.

To apply an issue to a document
1.

Create an issue.
See Creating Issues on page 64.

Grant permissions for the issue.
See Managing Issue Permissions on page 65.

Add Issues to the Tagging Layout.
See Associating Fields to a Tagging Layout on page 41.

Check out a review set of documents. (optional)
See the Reviewer Guide for more information on checking out review sets.

Code the documents in the review set with the issues you created.
See the Reviewer Guide for more information on coding.

Managing Tags

Managing Issues

| 66

Loading Summation Data

The part describes how to load Summantion data and includes the following sections:
Imporing

Data Introduction (page 126)

Using

the Evidence Wizard (page 127)

Using

Import (page 136)

Using

Cluster Analysis (page 139)

Editing

Evidence (page 140)

| 125

1 Imporing Data Introduction
1.1 Importing Data
This document will help you import data into your case. You create cases in order to organize data. Data can be
added to cases in the forms of native files, such as DOC, PDF, XLS, PPT, and PST files, or as evidence images,
such as AD1, E01, and AFF files.
To manage evidence, administrators, and users with the Create/Edit Cases permission, can do the following:
Add

evidence items to a case

View
Edit

properties about evidence items in a case

Associate

custodians to evidence items in a case

Note: You will normally want to have custodians created and selected before you process evidence.
See About Creating Custodians when Adding Evidence Items on page 10.

To import data
1.

Click the Add Data button next to the case in the Case List panel.

Add Data Dialog

In the Add Data dialog, select on of the method by which you want to import data. The following
methods are available:
Evidence

(wizard):

Import:
Cluster

Analysis:

Imporing Data Introduction

| 7

2 Using the Evidence Wizard
2.1 About Adding Evidence Items Using the Evidence
Wizard
When you add evidence to a case, you can use the Add Evidence Wizard to specify the data that you want to
add. You specify to add either parent folders or individual files.
Note: If you activated Cluster Analysis as a processing option when you created the case, cluster analysis will
automatically run after processing data.
You select sets of data that are called “evidence items.” It is useful to organize data into evidence items because
each evidence item can be associated with a unique custodian.
For example, you could have a parent folder with a set of subfolders.

\\10.10.3.39\EvidenceSource\
\\10.10.3.39\EvidenceSource\John Smith
\\10.10.3.39\EvidenceSource\Bobby Jones
\\10.10.3.39\EvidenceSource\Samuel Johnson
\\10.10.3.39\EvidenceSource\Edward Peterson
\\10.10.3.39\EvidenceSource\Jeremy Lane

You could import the parent \\10.10.3.39\EvidenceSource\ as one evidence item. If you associated a custodian
to it, all files under the parent would have the same custodian.
On the other hand, you could have each subfolder be its own evidence item, and then you could associate a
unique custodian to each item.
An evidence item can either be a folder or a single file. If the item is a folder, it can have other sub-folders, but
they would be included in the item.
When you use the Evidence Wizard to import evidence, you have options that will determine how the evidence is
organized in evidence items.

Using the Evidence Wizard

| 8

When you add evidence, you select from the following types of files.

Evidence File Types
File Type

Description

Evidence Images

You can add AD1, E01, or AFF evidence image files.

Native Files

You can add native files, such as PDF, JPG, DOC PPT, PST, XLSX, and so on.

When you add evidence, you also select one of the following import methods.

Import Methods
Method

Description

CSV Import

This method lets you create and import a CSV file that lists multiple paths of
evidence and optionally automatically creates custodians and associates each
evidence item with a custodian.
Like the other methods, you specify whether the parent folder contains native
files or image files.
See About Using the CSV Import Method for Importing Evidence on page 10.
This is similar to adding custodians by importing a file.
See the Case Manager Guide for more information on adding custodians by
importing a file.

Immediate children

This method takes the immediate subfolders of the specified path and imports
each of those subfolders’ content as a unique evidence item. You can
automatically create a custodian based on the child folder’s name (if the child
folder has a first and last name separated by a space) and have it associated
with the data in the subfolder.
See About Using the Immediate Children Method for Importing Evidence on
page 12.
Like the other methods, you specify if the parent folder contains native files or
image files.

Folder Import

This method lets you select a parent folder and all data in that folder will be
imported. You specify that the folder contains either native files (JPG, PPT) or
image files (AD1, E01, AFF).
A parent folder can have both subfolders and files.
Using this method, each parent folder that you import is its own evidence item
and can be associated with one custodian.
For example, if a parent folder had several AD1 files, all data from each AD1 file
can have one associated custodian. Likewise, if a parent folder has several
native files, all of the contents of that parent folder can have one associated
custodian.

Individual File(s)

This method lets you select individual files to import. You specify that these
individual files are either native files (JPG, PPT) or image files (AD1, E01, AFF).
Using this method, each individual file that you import is its own evidence item
and can be associated with a custodian.
For example, all data from an AD1 file can have an associated custodian.
Likewise, each PDF, or JPG can have its own associated custodian.

Note: The source network share permissions are defined by the administrator credentials.

Using the Evidence Wizard

| 9

2.1.1 About Creating Custodians when Adding Evidence Items
When you add evidence items to a case, you can also create custodians at the same time. There are three ways
you can create custodians while adding evidence to a case:
Using

a CSV Evidence Import.
See About Using the CSV Import Method for Importing Evidence on page 10.

Importing

immediate children.
See About Using the Immediate Children Method for Importing Evidence on page 12.

Adding

a custodian in the Add Evidence Wizard.
You can select a custodian from the drop-down wizard or enter a new custodian name.
See the Case Manager Guide for more information on creating custodians.

2.1.2 About Using the CSV Import Method for Importing Evidence
When specifying evidence to import in the Add Evidence Wizard, you can use one of two general options:
Manually

browse to all evidence folders and files.

Specify

folders, files, and custodians in a CSV file.
There are several benefits of using a CSV file:
You

can more easily and accurately plan for all of the evidence items to be included in a case by
including all sources of evidence in a single file.

You

can more easily and accurately make sure that you add all of the evidence items to be included in
a case.

If

you have multiple folders or files, it is quicker to enter all of the paths in the CSV file than to browse
to each one in the wizard.

If

you are going to specify custodians, you can specify the custodian for each evidence item. This will
automatically add those custodians to the system rather than having to manually add each custodian.

When using a CSV, each path or file that you specify will be its own evidence item. The benefit of having multiple
items is that each item can have its own associated custodian. This is in contrast with the Folder Import method,
where only one custodian can be associated with all data under that folder.
Specifying custodians is not required. However, if you do not specify custodians, when the data is imported, no
custodians are created or associated with evidence items. Custodian data will not be usable in Case Review.
See the Case Manager Guide for information on associating a custodian to an evidence item.
If you do specify custodians in the CSV file, you use the first column to specify the custodian name and the
second column for the path.
If you do not specify custodians, you will only use one column for paths. When you load the CSV file in the Add
Evidence Wizard, you will specify that the first column does not contain custodian names. That way, the wizard
imports the first column as paths and not custodians.
If you do specify custodians, they can be in one of two formats:
A

single name or text string with no spaces
For example, JSmith or John_Smith

First

and last name separated by a space
For example, John Smith or Bill Jones

Using the Evidence Wizard

| 10

In the CSV file, you can optionally have column headers. You will specify in the wizard whether it should use the
first row as data or ignore the first row as headers.

CSV Example 1
This example includes headers and custodians.
In the wizard, you select both First row contains headers and First column contains custodian names
check boxes.
When the data is imported, the custodians are created and associated to the case and the appropriate evidence
item.

Custodians, Paths
JSmith,\\10.10.3.39\EvidenceSource\JSmith
JSmith,\\10.10.3.39\EvidenceSource\Sales\Projections.xlsx
Bill Jones,\\10.10.3.39\EvidenceSource\BJones
Sarah Johnson,\\10.10.3.39\EvidenceSource\SJohnson
Evan_Peterson,\\10.10.3.39\EvidenceSource\EPeterson
Evan_Peterson,\\10.10.3.39\EvidenceSource\HR
Jill Lane,\\10.10.3.39\EvidenceSource\JLane
Jill Lane,\\10.10.3.39\EvidenceSource\Marketing

This will important any individual files that are specified as well as all of the files (and additional sub-folders)
under a listed subfolder.
You may normally use the same naming convention for custodians. This example shows different conventions
simply as examples.

CSV Example 2
This example does not include headers or custodians.
In the wizard, you clear both First row contains headers and First column contains custodian names check
boxes.
When the data is imported, no custodians are created or associated with evidence items.

\\10.10.3.39\EvidenceSource\JSmith
\\10.10.3.39\EvidenceSource\Sales\Projections.xlsx
\\10.10.3.39\EvidenceSource\BJones
\\10.10.3.39\EvidenceSource\SJohnson
\\10.10.3.39\EvidenceSource\EPeterson
Using the Evidence Wizard

| 11

\\10.10.3.39\EvidenceSource\HR
\\10.10.3.39\EvidenceSource\JLane
\\10.10.3.39\EvidenceSource\Marketing

2.1.3 About Using the Immediate Children Method for Importing
Evidence
If you have a parent folder that has children subfolders, when importing it through the Add Evidence Wizard, you
can use one of three methods:
Folder

Import

Immediate

Children

CSV

Import
See About Using the CSV Import Method for Importing Evidence on page 10.

When using the Immediate Children method, each child subfolder of the parent folder will be its own evidence
item. The benefit of having multiple evidence items is that each item can have its own associated custodian. This
is in contrast with the Folder Import method, where all data under that folder is a single evidence item with only
one possible custodian associated with it.
Specifying custodians is not required. However, if you do not specify custodians, when the data is imported, no
custodians are created or associated with evidence items. Custodian data will not be usable in Case Review.
See the Case Manager Guide for more information on associating a custodian to evidence.
When you select a parent folder in the Add Evidence Wizard, you select whether or not to specify custodians.
If you do specify custodians, the custodian names are based on the name of the child folders.
Imported custodian names can be imported in one of two formats:
A

single name or text string with no spaces
For example, JSmith or John_Smith

First

and last name separated by a space
For example, John Smith or Bill Jones

For example, suppose a parent folder had four subfolders, each containing data from a different user. Using the
Immediate Children method, each subfolder would be imported as a unique evidence item and the subfolder
name could be the associated custodian.
\Userdata\

(parent folder that is selected)

\Userdata\lNewstead (unique evidence item with lNewstead as custodian)
\Userdata\KHetfield

(unique evidence item with KHetfield as custodian)

\Userdata\James Ulrich (unique evidence item with James Ulrich as custodian)
\Userdata\Jill_Hammett (unique evidence item with Jill_Hammett as custodian)
Note: In the Add Evidence Wizard, you can manually rename the custodians if needed.
The child folder may be a parent folder itself, but anything under it would be one evidence item.

Using the Evidence Wizard

| 12

This method is similar to the CSV Import method in that it automatically creates custodians and associates them
to evidence items. The difference is that when using this method, everything is configured in the wizard and not
in an external CSV file.

Using the Evidence Wizard

| 13

2.2 Adding Evidence to a Case Using the Evidence Wizard
You can import evidence for cases you have permissions for.
When you add evidence, it is processed so that it can be reviewed in Case Review.
Note: Some data cannot be changed after it has been processed. Before adding and processing evidence, do
the following:
Configure

the Processing Options the way you want them.
See the Admin Guide for more information on default processing options.

Plan

whether or not you want to specify custodians.
See the Case Manager Guide for more information on associating a custodian to evidence.

Unless

you are importing custodians as part of the evidence, you must have custodians already
associated with the case.
See the Case Manager Guide for more information on creating custodians.

To import evidence for a case
1.

In the case list, click

(add evidence) in the case that you want to add evidence to.

Select Evidence.

In the Add Evidence Wizard, select the Evidence Data Type and the Import Method.
See About Adding Evidence Items Using the Evidence Wizard on page 8.

Click Next.

Select the evidence folder or files that you want to import.
This screen will differ depending on the Import Method that you selected.
If you are using the CSV Import method, do the following:

5a.
If

the CSV file uses the first row as headers rather than folder paths, select the First row contains
headers check box, otherwise, clear it.

If

the CSV file uses the first column to specify custodians, select the First column contains
custodian names check box, otherwise, clear it.
See About Using the CSV Import Method for Importing Evidence on page 10.
 Click Browse.
 Browse to the CSV file and click OK.
The CSV data is imported based on the check box settings.
Confirm that the custodians and evidence paths are correct.
You can edit any information in the list.
If the wizard can’t validate something in the CSV, it will highlight the item in red and place a red
box around the problem value.
If a new custodian will be created, it will be designated by

5b.

If you are using the Immediate Children method, do the following:
 If you want to automatically create custodians, select Sub folders are custodian names,
otherwise, clear it.
See About Using the Immediate Children Method for Importing Evidence on page 12.
 Click Browse.
 Enter the IP address of the server where the evidence files are located and click Go.
For example, 10.10.2.29
 Browse to the parent folder and click Select.

Using the Evidence Wizard

Adding Evidence to a Case Using the Evidence Wizard

| 14

Each child folder is listed as a unique evidence item.
If you selected to create custodians, they are listed as well.
Confirm that the custodians and evidence paths are correct.
You can edit any information in the list.
If the wizard can’t validate something, it will highlight the item in red and place a red box
around the problem value.
If a new custodian will be created, it will be designated by
5c.

If you are using the Folder Input or Individual Files method, do the following:
 Click Browse.
 Enter the IP address of the server where the evidence files are located and click Go.
For example, 10.10.2.29
 Expand the folders in the left pane to browse the server.
 In the right pane highlight the parent folder or file and click Select.
If you are selecting files, you can use Ctrl-click or Shift-click to select multiple files in one
folder.
The folder or file is listed as a unique evidence item.

If you want to specify a custodian, select one from the Custodian Name drop-down list or type in a new
custodian name to be added.
If you enter a new custodian that will be created, it will be designated by

You can also edit a custodian name if it was imported.
7.

Specify a Timezone.
From the Timezone drop-down list, select a time zone.
See Evidence Time Zone Setting on page 15.

(Optional) Enter a Description.
This is used as a short description that is displayed with each item in the Evidence tab.
For example, “Imported from Filename.csv” or “Children of path”.
This can be added or edited later in the Evidence tab.

(Optional) If you need to delete an evidence item, click the

for the item.

10. Click Next.
11. In the Evidence to be Added and Processed screen, you can view the evidence that you selected so far.

From this screen, you can perform one of the following actions:
Add

More: Click this button to return to the Add Evidence screen.

Add

Evidence and Process: Click this button to add and process the evidence listed.
When you are done, you are returned to the case list. After a few moments, the job will start and the
case status should change to Processing.

12. If you need to manually update the list or status, click

(refresh).

13. When the evidence import is completed, you can view the evidence items in the Evidence and

Custodians labels.

2.2.1 Evidence Time Zone Setting
Because of worldwide differences in the time zone implementation and Daylight Savings Time, you select a time
zone when you add an evidence item to a case.
In a FAT volume, times are stored in a localized format according to the time zone information the operating
system has at the time the entry is stored. For example, if the actual date is Jan 1, 2005, and the time is 1:00
Using the Evidence Wizard

Adding Evidence to a Case Using the Evidence Wizard

| 15

p.m. on the East Coast, the time would be stored as 1:00 p.m. with no adjustment made for relevance to
Greenwich Mean Time (GMT). Anytime this file time is displayed, it is not adjusted for time zone offset prior to
being displayed.
If the same file is then stored on an NTFS volume, an adjustment is made to GMT according to the settings of
the computer storing the file. For example, if the computer has a time zone setting of -5:00 from GMT, this file
time is advanced 5 hours to 6:00 p.m. GMT and stored in this format. Anytime this file time is displayed, it is
adjusted for time zone offset prior to being displayed.
For proper time analysis to occur, it is necessary to bring all times and their corresponding dates into a single
format for comparison. When processing a FAT volume, you select a time zone and indicate whether or not
Daylight Savings Time was being used. If the volume (such as removable media) does not contain time zone
information, select a time zone based on other associated computers. If they do not exist, then select your local
time zone settings.
With this information, the system creates the case database and converts all FAT times to GMT and stores them
as such. Adjustments are made for each entry depending on historical use data and Daylight Savings Time.
Every NTFS volume will have the times stored with no adjustment made.
With all times stored in a comparable manner, you need only set your local machine to the same time and date
settings as the case evidence to correctly display all dates and times.

Using the Evidence Wizard

Adding Evidence to a Case Using the Evidence Wizard

| 16

3 Using Import
3.1 Importing Evidence Using Import
Administrators and Case Managers with the Create/Edit Case Admin Role can import evidence for a case. Your
documents must be compiled into a DII or CSV file format in order to import them into Summation using the
Import feature.
Transcripts and exhibits are uploaded from the Case Reviewer and not from the Import dialog; see the Case
Manager Guide for more information on how to upload transcripts and exhibits.

To import evidence into a case
1.

In the Case List panel, click the Add Evidence button

Select Import.

Using Import

next to the case.

| 17

Import Dialog

In the Import dialog, select the file type, either DII or CSV. These are the only supported file types.

Enter the location of the file, or Browse to the location.

Select the Import Destination:
Existing

Document Group: Select this to add the documents to an existing document group. Select
the group from the drop-down.
See the Case Manager Guide for more information on managing document groups.

Create

New Document Group: Select this to add the documents to a new document group. Enter
the name of the group in the field next to this radio button.

Click the Map Fields button to map the fields in the documents of the CSV or DII file to the custom fields
that you have created in the case. Mapping the fields will put the correct information about the
document in the correct columns in the Case Review. The check file process is run after clicking the
Map Fields button. Any errors that have to be corrected before the file can be imported are reported at
this time.
Note: If you need custom fields, you must create them in the Custom Fields tab on the Home page
before importing in order to map to those fields.
This process may take a long time for large DII files.
7a.

Using Import

Select Skip Unmapped to skip items that do not map.

| 18

7b.

Click Reset to return the fields back to their original state.

Note: Every time you click the Map Fields button, the fields are reset to their original state.
8.

Select the Import Options for the file. These options will differ depending on whether you select DII or
CSV.
DII

Options:

  Page

Count Follows Doc ID: Check if your DII file has an @T value that contains both a Doc
ID and a page count.
 Import OCR/Full Text: Check to import OCR/Full Text documents for each record.
 Import Native Documents/Images: Check to import Native Documents and Images for each
record.
CSV

Options:
Row Contains Field Names: Check if the CSV file being imported contains a row
header.
 Separators: Enter the symbols for the different separators that the CSV file being imported
contains. Each separator value must match the CSV separators exactly or the field being
imported for each record will not be populated correctly.
 Return Placeholder: Choose the same value that the CSV file being imported contains as a
replacement value for carriage return and line feed characters.
 First

Select the way that you want the dates to appear in the documents by selecting an option from the Date
Options drop-down.

10. Select the Record Handling Options.
New

Record:
 Add: Select to add new records.
 Skip: Select to ignore new records.

Existing

Record:
Select to update duplicate records with the record being imported.
 Overwrite: Select to overwrite the duplicate records with the record being imported.
 Skip: Select to skip the duplicate file.
 Update:

11. Select the Run Import Options.
Validation

Only: Check to validate whether the file is good to import.

Stop

Immediately on First Error: Check to stop the import when it encounters an error. If you do not
check this, it will skip items with errors and continue the import, excluding those files.

Using Import

| 19

4 Using Cluster Analysis
4.1 Cluster Analysis
You can use Cluster Analysis to group Email Threaded data and Near Duplicate data together for quicker review.
Note: If you activated Cluster Analysis as a processing option when you created the case, cluster analysis will
automatically run after processing data and will not need to be run manually.

To perform cluster analysis
1.

Load the email thread or near duplicate data using Evidence Processing or Import.

On the Home page, in the Case List panel, click the Add Evidence button next to the case.

In the Add Data dialog, click Cluster Analysis.

Select a threshold to group the documents based on similarity. The default value is 80%.

Click Start.
The data for the email thread appears in the Conversation tab in Case Review. The data for Near
Duplicate appears in the Related tab in Case Review.
An entry for cluster analysis will appear in the Work List.

Using Cluster Analysis

| 20

5 Editing Evidence
5.1 Editing Evidence Items in the Evidence Tab
Users with Create/Edit case admin permissions can view and edit evidence for a case using the Evidence tab on
the Home page.

To edit evidence in the Evidence tab
1.

Select a case from the Case List panel.

Click on the Evidence tab.

Select the evidence item you want to edit and click the Edit (pencil) button.

In the External Evidence Details form, edit the desired information.

Editing Evidence

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5.2 Evidence Tab
Users with permissions can view information about the evidence that has been added to a case. To view the
Evidence tab, users need one of the following permissions: administrator, create/edit case, or manage evidence.

Evidence Tab

Elements of the Evidence Tab
Element

Description

Filter Options

Allows the user to filter the list.

Evidence Path List

Displays the paths of evidence in the case. Click the column headers to sort by the
column.
Refreshes Evidence Path List.

Refresh
Click to adjust what columns display in the Evidence Path List.
Columns

Editing Evidence

Evidence Tab

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Elements of the Evidence Tab (Continued)
Element

Description

External Evidence
Details

Processing Status

Lists any messages that occurred during processing.

Editing Evidence

Evidence Tab

| 23

Reviewing Summation Data

The part describes how to review Summantion data and includes the following sections:
Introduction
Customizing

(page 144)
the Case Review Layout (page 148)

Viewing

Data (page 153)

Working

with Transcripts and Exhibits (page 172)

Imaging

Documents (page 177)

Applying
Coding

Tags (page 178)

Documents (page 184)

Annotating
Deleting

Evidence (page 191)

Documents (page 198)

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1 Introduction
This guide is designed to aid reviewers in performing tasks in the Case Review interface.

1.1 Introducing the Case Review Page
You can use the Case Review page to search, analyze, filter, code, annotate, and label evidence for a selected
case. You have access to Case Review for the cases that you have created or that you are associated with. You
can access Case Review by clicking the magnifying glass button next to the case in the Case List panel.

Case Review Page

The Case Review page is made up of a case bar and below that, multiple panels that are customizable.

Case Bar

Elements of the Case Bar
Element

Description

Current Case

The name of the current case.

Return to Case Management

Click this button to return to the Home page.

Introduction

| 8

Elements of the Case Bar
Element

Description

Next and Previous Buttons

Click previous page or previous document button to move around in the Item
List panel.
Click next page or next document to move around in the Item List panel.

Current Item ID

Only available if the selected document has been assigned to a Document
Group and has a DocID value.

Go to Doc ID

Enter a DocID and click Go to go to that document in the Item List panel.
Note: If you processed data using evidence processing, you will need to put
the documents into a Document group in order to use this feature.

Layout

Click to manipulate panels in the Case Review. Panels can be hidden,
shown, dragged, and/or docked to customize the Case Review page for
your workflow.

The Case Review page is made up of many panels that can be visible or hidden. The following table briefly
overviews each panel available in the Case Review.

Panels in the Case Review
Panel

Description

Activity

Lists the history of actions performed on the selected document. See The Activity Panel
on page 28.

Case Explorer

Contains five tabs: filters, explorer, tags, searches and review sets. See The Explore
Tab on page 18.

Coding

Use to select and edit coding layout. See The Coding Panel on page 51.

Conversation

Displays email conversation threads. See The Conversation Panel on page 32.

Exhibits

Displays exhibits for the selected transcript. See The Exhibits Panel on page 40.

Facets

Lists available filters to apply to documents. See the Searching documentation.

Family

Lists the family relationships for email documents. See The Family Panel on page 33.

Image

Displays the selected document as an image. You can perform annotations, redactions,
and make notes in this view. See Using Image Panel on page 26.

Item List

Lists the filtered evidence for the selected case. This panel also includes the search
bar. See Using the Item List Panel on page 19.

Labeling

Lists available labels in the case to apply to evidence. Also displays the selected label
for the document currently being viewed.
See The Labeling Panel on page 43.

Linked

Two types of documents are displayed in this view:
 Documents manually linked to other documents of the same case
 Documents linked to other documents during import
See The Linked Panel on page 35.

Natural View

This viewer displays a file’s contents as it would appear normally without having to use
the native application.
The first time you use this view, you will need to follow the prompts to install the viewer
application. See Using the Natural Panel on page 25.

Introduction

| 9

Panels in the Case Review (Continued)
Panel

Description

Notes

Use to display the notes for the currently selected document. See The Notes Panel on
page 31.

Production

Displays the history of production. See the Loading Data documentation.

Similar

Use to set relationships between documents. See The Similar Panel on page 29.

Review Batches

Displays review batches. You can check in and check out batches from this panel. See
The Review Batches Panel on page 49.

Text

The Text view displays the file’s content as text.
You can configure the text view so that sentences wrap if they are longer than the
panel’s width.
You can also limit how much text is displayed by setting the Page Depth in characters.
See Using the Text Panel on page 27.

Transcript

Displays transcripts for the case. See The Transcript Panel on page 36.

1.1.1 Accessing Case Review
To access the Case Review page
From the case list on the Home page, click

Introduction

next to the desired case.

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1.2 Workflow for Case Reviewers
Although there is no formal order in which you process evidence, you can use the following basic workflow as a
guide.

Basic Workflow
Step

Task

Link to the tasks

After you process a collection, you
open the resulting case in Case
Review

See Working with Layouts on page 15.
See Working with Layouts on page 15.

View Data

See Viewing Data in Panels on page 17.

Search Documents

See the Searching documentation.

Imaging Documents

See Imaging Documents on page 41.

Culling Documents

See the Searching documentation.

Coding Documents

See Coding Documents on page 48.

Annotating Documents

Work with Transcripts

See Viewing Transcripts on page 37.
See Annotating Transcripts on page 37.
See Viewing Exhibits on page 40.
See Searching in Transcripts on page 39.

Deleting Documents

See Deleting Documents on page 62.

Introduction

Workflow for Case Reviewers

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2 Customizing the Case Review Layout
You can customize the Case Review panels for your workflow. Layouts are specific to the logged-in user.
You can save custom layouts for future use.
You can customize the layout by doing the following:
Hiding

and Showing Panels (page 12)

Collapsing
Moving

Panels (page 14)

Resetting
Saving

and Showing Panels (page 13)

Layouts (page 15)

Managing

Saved Custom Layouts (page 16)

2.1 Working with Panels
2.1.1 Hiding and Showing Panels
You can hide and show panels to fit your needs.

To hide a panel
To hide a panel, do one of the following:
Click

the close button (x) on the panel.

Click

Layout > Panes and uncheck the panel you want to hide.

To show a panel
Click Layout > Panes and check the panel from the list.

Customizing the Case Review Layout

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Layout Panel Drop-down

2.1.2 Collapsing and Showing Panels
You can collapse a panel so that it is still open, but not shown unless you hover your mouse over it. This is useful
for panels that you want to view less frequently.

To collapse a panel
1.

In top-right corner of the panel, click
.
The panel is collapsed and the name of the panel is displayed in a box on the left side.
If the panel was in the top half of the page, the collapsed panel name is displayed in the top-left corner.
If the panel was in the bottom half of the page, it will be displayed in the bottom-left corner.

Collapsed Panels

To view a collapsed panel, mouse over the panel name and the panel will be shown until you move the
mouse away from the panel.

To un-collapse a panel, view the panel, and in the top-right corner of the panel, click

Customizing the Case Review Layout

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2.1.3 Moving Panels
You can move panels to different locations in the Case Review page. When you move a panel, you can position
it in one of the following ways:

To move Case Review panels
1.

Click and drag the panel that you want to move.
Docking guides appear on the page.

Case Review Page with Docking Guides

Place the panel by doing one of the following:
Floating:

Leave the panel floating on top of the page.

Docking

to a location on the page: Dock the panel by dragging the panel to one of the docking guide
arrows and releasing the mouse button.
There are four page docking guides on the outside of the page.

Docking

as a tab on another panel: Drag the panel on top of another panel and onto the center of the
docking cluster and release the mouse button.
There is a cluster of four page docking guides on the panel.

Customizing the Case Review Layout

| 14

2.2 Working with Layouts
2.2.1 Resetting Layouts
If you have hidden, collapsed, or moved panels, you can return to the original layout.

To reset a layout
Select Layout > Reset Layout.

If you have modified a custom layout, it will reset to the last saved state.

2.2.2 Saving Layouts
If you have customized the default layout, you can save it as a custom layout. You can save multiple layouts.
To create a second custom layout, you must first return to a default layout, modify it, and then save it. If you
make changes to a custom layout, and save it, it will save it as an update.

To save a layout
1.

Customize the layout.

Click Layout > Save Layout.

Manage Layouts Dialog

Enter the name of the layout and click Save.

2.2.3 Selecting a Layout
You can view default layouts and custom layouts that you have saved in Case Review. The following are the
available default layouts:
Search

Layout: Designed to aid reviewers in searching documents

Culling

Layout: Designed to aid reviewers in culling documents

Review

Layout: Designed to aid reviewers in viewing documents

Transcript

Layout: Designed to aid reviewers in working with transcripts

To select a layout
In Case Review, select Layout > Layouts > and select a layout.

Customizing the Case Review Layout

Working with Layouts

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Default and Custom Layouts

Default layouts appear above the line and custom layouts appear below the line.

2.2.4 Managing Saved Custom Layouts
You can rename and delete custom layouts that you have saved. You cannot delete the currently selected layout
using the Manage Layouts dialog.

To manage a saved custom layout
1.

Select Layout > Manage Layouts.

Manage Layouts Dialog

To rename a layout, select the layout, and enter a new name.

To delete a layout, click the X next to the layout, and click OK.

Click Save.

Customizing the Case Review Layout

Working with Layouts

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3 Viewing Data
3.1 Viewing Data in Panels
The following panels allow you to view documents in Case Review.

Document Viewing Panels
Panel

Links

Explorer

See The Explore Tab on page 18.

Item List

See Viewing Documents in the Item List Panel on page 20.

Natural

See Using the Natural Panel on page 25.

Image

See Using Image Panel on page 26.

Text

See Using the Text Panel on page 27.

Note: The language identification feature only works in the following categories: documents, spreadsheets, and
email
The following panels allow you to view data about the selected document..

Document Data Panels
Panel

Link

Activity

See The Activity Panel on page 28.

Similar

See The Similar Panel on page 29.

Production

See The Production Panel on page 30.

Notes

See The Notes Panel on page 31.

Conversation

See The Conversation Panel on page 32.

Family

See The Family Panel on page 33.

Linked

See The Linked Panel on page 35.

Viewing Data

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3.2 The Explore Tab
The Explore tab in the Case Explorer panel can be used to search by the following items:
Document

Groups

Production

Sets

Transcripts
Notes
Exhibits

Document Tree

When you check an item in the document tree, all documents in that category will be included in your search
query.

Elements of the Document Tree
Element

Description

Document Groups

Check to include document groups in your search. Right-click to create document
groups.

Production Sets

Check to include production sets in your search. Right-click to create productions sets.

Transcripts

Check to include transcripts in your search. Right-click to create transcript groups,
upload transcripts, update transcript, and upload exhibits.

Notes

Check to include notes in your search.

Exhibits

Check to include exhibits in your search.

Viewing Data

The Explore Tab

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3.3 Using the Item List Panel
The Item List Panel lists the filtered evidence for the selected case. This panel also includes the search bar and
the ability to perform mass actions.

Item List Panel

Elements of the Item List Panel
Element

Description

Columns Button

Click to select the columns visible in the Item Grid.

Search Field

Enter search terms to perform a quick search of documents checked in the Document
Tree. Results appear in the Item Grid.

Go Button

Click to execute your quick search.

Search Options

Select to perform the following actions: Clear Searches, Advanced Search, Expansion,
Settings, and Generate Search Reports.

Views

The following view buttons are available: Grid view, Summary view, and Conversation
view.

Actions (Checked)

Select Checked to perform mass actions on documents checked in the Item Grid.
Select All to perform mass actions on all documents in the Item Grid.

Actions (Convert)

Select the mass action that you want to perform on the documents in the Item Grid. The
following actions are available: Convert Documents, Label Assignments, Delete, and
Bulk Coding.

Go Button (bottom
of panel)

Click to execute the selected mass action.

Depth

Select the number of documents you want visible in the Item List.

Page

Lists the page you are on and the number of pages. Click the next arrow to see the next
page.

Viewing Data

Using the Item List Panel

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Elements of the Item List Panel (Continued)
Element

Description

Refresh

Click the refresh button to update the Item List.

The following are the default columns in the Grid View.

Elements of the Item List Panel in Grid View
Element

Description

Position Column

Lists the position of the evidence item.

Source File Column

Displays an icon of the source file, based on the file extension, for the evidence
item.

Labels Column

Select a label to apply to the evidence
See Applying Labels to Single Documents on page 44.

Object Name Column

Lists the name of the evidence item.

Custodian Column

Lists the custodian for the evidence item.

Extension Column

Lists the extension for the evidence item.

Path Column

Lists the path for the evidence item.

Create Date Column

Lists the date the evidence file was created.

Last Access Date
Column

Lists the last date the evidence file was accessed.

Modify Date

Lists the date that the evidence file was last modified.

Logical Size

Lists the size of the evidence file.

File Type

The type of file.

3.3.1 Viewing Documents in the Item List Panel
The Item List panel displays the documents in the case in three different formats:
Grid

view: See Using Grid View on page 21.

Summary

view: See Using Summary View on page 22.

Conversation

view: See Using Conversation View on page 22.

To view documents in the Item List panel
1.

In Case Review, show the Case Explorer and Item List panel if they are not already showing.

In Case Explorer panel, check folders in the Explore, Tags, or Review Sets tabs that contain documents
that you want to view.

Click the Apply (check mark) button in the Case Explorer panel.
The documents in the selected folders appear in the Item List panel.
See Using the Item List Panel on page 19.

Viewing Data

Using the Item List Panel

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3.3.2 Using the Quick Filter
The Item List panel includes a Quick Filter that you can use to quickly refine the list of evidence.

Quick Filters
Filter

Description

Show Duplicates

Enabling this will show duplicate items.

Show Folders

Enabling this will show folder items.

Show eDiscovery
Refinement

Enabling this shows extra files that may not be important. For example, this
includes embedded files, such as XML, RELS, and graphics that are embedded
in office documents.

3.3.3 Using Grid View
The default view in the Item List panel is the grid view. Grid view is a grid that displays each document.

Grid View

In the Grid and Summary view, you can perform the following tasks.

Tasks Performed in the Grid View
Task

Link

Search
Documents

See the Searching documentation.

Bulk Coding

See Coding Multiple Documents on page 53.

Convert
Documents

See Imaging Documents on page 41.

Assign Labels

See Applying Labels to Multiple Documents on page 45.

Delete Documents

See Deleting Documents on page 62.

Viewing Data

Using the Item List Panel

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3.3.4 Using Summary View
The Summary view displays a detail of the documents.

To access Summary view
In the Item List panel, click the Summary View button

Summary View

3.3.5 Using Conversation View
Conversation view displays all the conversation threads for emails.

To access the conversation view
In the Item List panel, click the Conversation View button

Viewing Data

Using the Item List Panel

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Conversation View

3.3.6 Using Columns in the Item List Panel
You can customize, sort, and reposition the columns of information in the Item List panel in Grid.

3.3.6.1 Moving Columns in Grid View
You can rearrange columns in the Grid view in the Item List panel in any order you want. Some columns have
pre-set default positions. Column widths are also sizable.

To move columns
In the Grid view, click and drag columns to the position you want them.

3.3.6.2 Sorting Documents in Grid View by Column
You can sort information under a column heading in ascending or descending order.

To sort Grid view by column
In Grid view, click the column heading.

3.3.6.3 Selecting Visible Columns
You can select the columns that you want visible in the Grid view. Case Managers can create custom columns in
the Custom Fields tab on the home page.

To customize visible columns
1.

In the Item List panel in Grid view, click the Columns button and select Select Columns.

Viewing Data

Using the Item List Panel

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Select Columns Dialog

Click the right arrow to add columns to the grid and the left arrow to remove them from the grid.

Organize the order of the columns by clicking the up and down arrows.

Note: The first three columns in the Item List Grid cannot be hidden or moved.

Viewing Data

Using the Item List Panel

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3.4 Using the Natural Panel
The Natural panel displays a file’s contents as it would appear normally without having to use the native
application.
The first time you use this, you will need to follow the prompts to install the viewer application.

Natural Panel

Elements of the Natural Panel
Element

Description

Profiles

Contains the highlight profiles for the logged-in user.

Markup Sets

Contains the markup sets for the logged-in user.

Home Tab

Contains a Save button, Print button, zoom in and out buttons and slider bar, Fit to
width button, Previous Page button, Next Page button, and Select Text tool.

Search Tab

Contains search field and search button.

Review Tab

Contains a Save button, Print button, Select Text tool, Transparent Rectangle tool,
Color tool, Delete button, and Toggle View Off button.

Redact Tab

Contains a Save button, Filled Rectangle tool, Select Text tool, Delete button, and
Toggle View Off button.

View Tab

Fit to Width button, Rotate tools, and Thumbnail view button.

Go Fullscreen Button

Click to expand the image to the full screen.

To view documents in the Natural view
1.

In Case Review, select a file in the Item List panel.

Click on the Natural tab.
If the Natural panel isn’t showing, select the panel from the Layouts drop-down.

Viewing Data

Using the Natural Panel

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3.5 Using Image Panel
The Image view displays image documents and electronic documents that have been converted into images. in
the Natural panel.

3.5.1 Image Panel
The Image panel displays the selected document as an image. You can perform annotations and make notes in
this view.

Image Panel

Elements of the Image Panel
Element

Description

Markup Sets

Select a predefined markup set to view specified users annotations.

Home Tab

Contains the following buttons: Save, Print, Zoom In, Zoom Out, Fit to Width, Previous
Page, and Next Page.

Redact Tab

Contains the following buttons: Save, Print, Filled Rectangle, Transparent Rectangle,
Delete Redaction, and Toggle Redaction On/Off.

View Tab

Contains the following buttons: Fit to Width, Rotate Single Page, Rotate All Pages, and
Thumbnail View.

Go To Full Screen

Click to make the image a full screen.

To view documents in Image view
1.

In Case Review, select a file in the Item List panel.

Click on the Image view tab.
If the Image panel isn’t showing, select the panel from the Layouts drop-down.

Viewing Data

Using Image Panel

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3.6 Using the Text Panel
The Text panel in Case Review displays the file’s content as text. You can configure the text view so that
sentences wrap if they are longer than the panel’s width. You can also limit how much text is displayed by setting
the Page Depth in characters.

Text Panel

Elements of the Text Panel
Element

Description

Page Depth

Select the number of characters you want visible in the Text Panel.

Wrap Check Box

Check to wrap the text in the panel.

To view documents in Text view
1.

In Case Review, select a file in the Item List panel.

Click on the Text view tab.
If the Text panel isn’t showing, select the panel from the Layouts drop-down.

Viewing Data

Using the Text Panel

| 27

3.7 The Activity Panel
The Activity panel on the Case Review page lists the history of actions performed on the selected document.

Activity Panel

Elements of the Activities Panel
Element

Description

Date Column

Displays the date of the action performed.

User

Displays the user that performed the action.

Activity Type

Displays the type of activity that was performed.

Viewing Data

The Activity Panel

| 28

3.8 The Similar Panel
The Similar panel in Case Review can be used to set relationships between documents.

Similar Panel

Viewing Data

The Similar Panel

| 29

3.9 The Production Panel
The Production panel in Case Review displays the history of production for the case.

Production Panel

Viewing Data

The Production Panel

| 30

3.10 The Notes Panel
The Notes panel in Case Review can be used to view, navigate, and delete notes.

Notes Panel

Elements of the Notes Panel
Element

Description

Owner Column

Lists the author of the note.

Texts Column

Displays the text of the note.

Date Column

Displays the date that the note was created.

Page No Column

Displays the page on which the note was made.

Line No Column

Displays the line number on which the note was made.

Actions

Expand the first actions drop-down and select one of the following options:
 All: To include all notes visible in the panel in the action
 Checked: To include checked notes in the action
 Unchecked: To include all the unchecked notes in the action
 This Page: To include all the notes on the current page in the action

Actions Cont...

Select an action to perform from the drop-down.

Go Button

Click to execute the selected action.

Depth

Select the number of documents you want visible in the Linked Panel.

Page

Lists the page you are on and the number of pages. Click the next arrow to see the next
page.

Refresh

Click the refresh button to update the Linked Panel.

Viewing Data

The Notes Panel

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3.11 The Conversation Panel
The Conversation panel in Case Review displays email conversation threads and emails from a cluster. The
Conversation panel shows any compilation of related messages that makes up a conversation. The displayed
threads are those emails that are sent and answered or answered emails with the originals and any string of
threads that went back and forth for each message.
Emails are organized by cluster in the conversation panel.
The

email clusters are displayed in a hierarchical order with the original message displayed first, followed
by subsequent messages for any email that have a conversational ID.

There

may be an email in the cluster that is from the thread which is not necessarily a part of the cluster
since they are a part of the thread.

Emails

may be identified because they are in the cluster, but not a part of the thread.

Clusters

are green.

Threaded

items are black.

Significant

items in a cluster are marked with a star.

You can use the Filters panel to refine the list by: who the email was sent to, who the email is from, and a date
range.

Conversation Tab

Elements of the Conversation Tab
Element

Description

Email Count

Displays the number of emails in the thread.

Attachments

Displays the number of attachments.

Time Frame

Displays the time frame when the emails were sent.

Participants

Displays the email address of the email participants.

Actions Dropdown Checked

Select Checked or All to perform mass actions.

Actions Dropdown Bulk Code

Select the type of mass action that you want to perform.

Click to start the mass actions.

Viewing Data

The Conversation Panel

| 32

3.12 The Family Panel
The Family panel in Case Review lists the family relationships for email documents. The Family panel shows the
email message and any attachments to the message.
The Family panel will only display related documents if you select the parent document. If you select a child
document you will not see the related documents.
For both the message file and the attachments, you can do the following:
Click

the item to view the item in the Natural panel.

Apply

labels.
See Applying Labels to Single Documents on page 44.

When you click the child attachment in the Family panel, that child document will be displayed in the document
view panel. Also, the Current Item ID will also change to reflect the child's record number so that you can select
the hyperlink and open the child record in its native format.
However, the Item List panel will not change to highlight the child's record; it will still remain on the parent's
record.

Family Panel

Elements of the Family Panel
Element

Description

DocumentID

Displays the DocID for the documents in the same family as the selected document.

ParentID

Displays the DocID for the parent document.

ParentAttach

Displays whether the parent document has attachments.

Viewing Data

The Family Panel

| 33

Elements of the Family Panel (Continued)
Element

Description

Actions Dropdown All

Select to perform a mass action.

Action Drop-down

Select the action that you want to perform.

Click to start the mass action.

Viewing Data

The Family Panel

| 34

3.13 The Linked Panel
The Linked panel in Case Review displays two types of documents:
Documents

manually linked to other documents of the same case

Documents

linked to other documents during import

Linked Panel

Elements of the Linked Panel
Element

Description

Actions (Checked)

Select Checked to perform actions on documents checked in the Linked Panel. Select
All to perform actions on all documents in the Linked Panel.

Actions (Convert)

Select the action that you want to perform on the documents in the Linked Panel. The
following actions are available: Link Documents and Remove Links.

Go Button

Click to execute the selected action.

Depth

Select the number of documents you want visible in the Linked Panel.

Page

Lists the page you are on and the number of pages. Click the next arrow to see the next
page.

Refresh

Click the refresh button to update the Linked Panel.

Viewing Data

The Linked Panel

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4 Working with Transcripts and Exhibits
4.1 Working with Transcripts
Reviewers can view and annotate transcripts using the Transcripts panel in Case Review. Case managers with
the Upload Exhibits, Upload Transcripts, and Manage Transcripts permissions can upload transcripts, create
transcript groups, grant transcript permissions to users, and upload exhibits.

4.1.1 The Transcript Panel
The Transcripts panel in Case Review displays transcripts for the case. You can add and edit notes in the
transcript view.

Transcript Panel

Elements of the Transcript Panel
Element

Description

Print Button

Click to print the transcript.

Report

Click to print a report of the transcript with notes and highlights optionally included.

Search Field

Enter text that you want to search for in the selected transcript.

Previous Button

Click to go to the previous hit of the search term.

Next Button

Click to go to the next hit of the search term.

Working with Transcripts and Exhibits

| 36

4.1.2 Viewing Transcripts
Anyone can view transcripts in the Transcripts panel of the Case Review.

To view transcripts
1.

In the Case Review, ensure the Case Explorer, Item List and Transcript panels are showing.

In the Case Explorer, in the Document Tree, expand the Transcript folder.

Select the transcript group you want to view.

In the Item List panel, select the transcript you want to view.
The transcript appears in the Transcript panel.

4.1.3 Annotating Transcripts
Reviewers with the Add Annotations permission can annotate transcripts in the Transcripts panel.
You can add the following annotations to a transcript:
See

Adding a Note to a Transcript on page 37.

See

Adding Highlights to a Transcript on page 38.

See

Adding Links to a Transcript on page 38.

4.1.3.1 Adding a Note to a Transcript
Reviewers with the Add Notes permission can add notes to transcripts in the Transcripts panel of the Case
Reviewer. Notes can be viewed and deleted from the Notes panel for users with the View Notes and Delete
Notes permission.
See The Notes Panel on page 31.

To add a note to a transcript
1.

View a transcript in the Transcripts panel.
See Viewing Transcripts on page 37.

In the Transcripts panel, highlight the text to which you want to add a note.

Right-click and select Add Note.

In the Create Note View dialog, enter a note in the Note field.

Select a Date for the note.

(Optional) Check issues related to the note.
Note: If you check an issue that has a color associated with it, the selected text will be highlighted that
color.

Check the groups with which you want to share the note.

Click Save.

Working with Transcripts and Exhibits

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4.1.3.2 Adding Highlights to a Transcript
Reviewers with the Add Annotations permission can add highlights to a transcript in the Transcripts panel of
Case Review.

To add a highlight
1.

Click the Case Review button

View a transcript in the Transcripts panel.
See Viewing Transcripts on page 37.

In the Transcripts panel, expand the color drop-down and select a color for your highlight.

in the Case List panel next to the case.

Color Drop-down

Highlight the text and a highlight is added.

4.1.3.3 Adding Links to a Transcript
Reviewers with the Add Annotations permission can add links to transcripts in the Transcripts panel of Case
Review.

To add a link
1.

Click the Case Review button

View a transcript in the Transcripts panel.
See Viewing Transcripts on page 37.

In the Transcripts panel, highlight the text to which you want to add a link.

Right-click and select Add Link.

In the Add Linked Document dialog, in the Search field, enter the DocID of the document you want to
link to.

Press the tab button to activate the Go button and click Go.

Select the document you want link to from the search results.

Click OK.

Working with Transcripts and Exhibits

in the Case List panel next to the case.

| 38

4.1.4 Searching in Transcripts
You can search within a transcript by keyword using the Transcripts panel.

To search within a transcript
1.

View a transcript in the Transcripts panel.
See Viewing Transcripts on page 37.

Enter a keyword in the search field.

Click the Next button to see the first instance of the keyword. The keyword is highlighted in the
transcript.

Click the Next or Previous buttons to see more instances of the keyword.

Working with Transcripts and Exhibits

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4.2 The Exhibits Panel
The Exhibits tab in the Case Review displays the exhibits for the selected transcript.

Exhibits Tab

Elements of the Exhibits Tab
Element

Description

Name

Lists the name of the exhibit for the selected transcript.

Actions Dropdown All

Select to perform a mass action.

Action Drop-down

Select the action that you want to perform.

Click to start the mass action.

4.2.1 Viewing Exhibits
You can use the Exhibits panel to view the list of exhibits for the selected transcript. Exhibits are imported by the
case manager.

To view exhibits
1.

In the Case Review, ensure the Case Explorer, Exhibits, Item List, and Natural panel are showing.

Select a transcript group in the Case Explorer.

In the Item List, select a transcript.

In the Exhibits panel, select an exhibit.
The exhibit is displayed in the Natural panel.

Working with Transcripts and Exhibits

The Exhibits Panel

| 40

5 Imaging Documents
Reviewers with the Imaging permission can convert multiple documents to an image using the Imaging mass
action in the Item List panel.

5.1 Converting a Document to an Image
To convert documents to an image
1.

Click the Case Review button

In the Case Review, ensure the Item List panel is showing.

In the Item List panel, check the documents that you want to convert to images. Skip this step if you are
converting all the documents to images.

In the first Actions drop-down at the bottom of the panel, do one of the following:

in the Case List panel next to the case.

Select

Checked to convert all the checked documents.

Select

All to convert all documents, including documents on pages not visible.

In the second Actions drop-down, select Imaging.

Click Go.

Document Conversion Dialog

In the Document Conversion dialog, check Generate Images to create TIFFs.

Check Generate SWF for Native Annotation if you want to create a SWF file where the you can
annotate in the Natural panel.

Check Generate SWF for Image Annotation if you want to be able to do annotations on the created
image file.

Click Convert.
The job is sent to the Work List where the case manager can complete the job and convert the
documents to images.

Imaging Documents

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6 Applying Tags
6.1 The Tags Tab
The Tags tab in the Case Explorer can be used to create labels, create issues, and view categories. You can
view documents assigned to tags using the Tags tab in the Case Explorer.
See Viewing Documents with a Label Applied on page 47.
See Viewing Documents with an Issue Coded on page 47.
See Viewing Documents with a Category Coded on page 47.
Case Managers can create labels and issues for the case reviewer to use.

Tags Tab in Case Explorer

Elements of the Tags Tab
Elements

Description

Categories

Displays all the existing categories for the case. Right-click to create category values.

Applying Tags

| 42

6.2 The Labeling Panel
The Labeling panel in Case Review can be used to apply labels to documents. You can organize your
documents by applying labels using the Labeling panel. The Labeling panel allows you to apply labels to
documents one at a time.
See Applying Labels to Multiple Documents on page 45.

Labeling Panel

Elements of the Labeling Tab
Element

Description

Labels Folder

Expand to see the labels created by the case manager.

Collapse All Button

Click to collapse all the folders.

Expand All Button

Click to expand all the folders.

Refresh

Click to refresh the label list.

Save

Click to apply the selected labels to the selected document.

Reset

Click to reset the labels to their original condition.

Applying Tags

The Labeling Panel

| 43

6.3 Applying Labels to Single Documents
You can apply labels to documents one at a time by using the Labeling panel. Labels can be created by the case
manager.
Note: Production set records cannot be labeled.

To apply labels to single documents
1.

In the Case Review, ensure the Labeling and Item List panels are showing.

Labeling Panel

In the Item List panel, highlight the document to which you want to apply a label.

In the Labeling panel, check the label(s) that you want to apply and click Save.

6.3.1 Removing Labels from a Single Document
You can remove labels from a single document using the Labeling panel.

To remove labels from a single document
1.

In the Case Review, ensure the Labelling and Item List panels are showing.

In the Item List panel, highlight the document from which you want to remove a label.

In the Labeling panel, uncheck the label(s) that you want to remove and click Save.

Applying Tags

Applying Labels to Single Documents

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6.4 Applying Labels to Multiple Documents
You can apply labels to multiple documents at once using the mass actions in the Item List panel. Labels can be
created by the case manager.
Note: Production set records cannot be labeled.

Applying labels to multiple documents
1.

In the Case Review, ensure the Item List panel is showing.

Check the documents to which you want to apply labels. If applying labels to all documents, skip this
step.

In the first Actions drop-down at the bottom of the panel, do one of the following:
Select

Checked to apply labels to all the checked documents.

Select

All to apply labels to all documents, including documents on pages not visible.

In the second Actions drop-down, select Label Assignment.

Click Go.

Label Assignment Dialog

Check the labels that you want to assign to the documents.
Note: Boxes with a dash (-) indicate that one or more (but not all) of the documents are already
assigned that label. Click the box until it becomes a check mark to apply the label to all the
selected documents.

Applying Tags

Applying Labels to Multiple Documents

| 45

(Optional) Check the following Keep Together check boxes if desired:
Keep

Families Together: Check to apply the selected label to documents within the same family as
the selected documents.

Keep

Email Clusters Together: Check to apply the selected label to email documents within the
same cluster as the selected documents.

Keep

Related Documents Together: Check to apply the selected label to all documents related to
the selected documents.

Keep

Linked Documents Together: Check to apply the selected label to all documents linked to the
selected documents.

Click Save.

6.4.1 Removing Labels from Multiple Documents
You can remove labels from multiple documents by using the mass actions in the Item List panel.

To remove labels from multiple documents
1.

In the Case Review, ensure the Item List panel is showing.

Check the documents from which you want to remove labels. If removing labels from all documents,
skip this step.

In the first Actions drop-down at the bottom of the panel, do one of the following:
Select

Checked to remove labels from all the checked documents.

Select

All to remove labels from all documents, including documents on pages not visible.

In the second Actions drop-down, select Label Assignment.

Click Go.

In the Label Assignment dialog, click the check boxes until they are blank on the labels that you want to
remove.

Click Save.

Applying Tags

Applying Labels to Multiple Documents

| 46

6.5 Viewing Documents with Tags
6.5.1 Viewing Documents with a Label Applied
You can view all the documents assigned to a specific label using the Tags tab in the Case Explorer.

To view documents assigned a label
1.

In the Case Review, ensure the Case Explorer and Item List panel are showing.

In the Case Explorer, click on the Explore tab. Ensure all the folders are checked on this tab.

In the Case Explorer, click on the Tags tab.
See The Tags Tab on page 42.

Uncheck everything on the Tags tab, then expand the Labels and check the label(s) that you want to
see.

Click the Apply check mark button in the Case Explorer panel.
All documents with the selected label appear in the Item List panel.

6.5.2 Viewing Documents with an Issue Coded
You can view all the documents assigned to a specific issue using the Tags tab in the Case Explorer.

To view documents assigned an issue
1.

In the Case Review, ensure the Case Explorer and Item List panel are showing.

In the Case Explorer, click on the Explore tab. Ensure all the folders are checked on this tab.

In the Case Explorer, click on the Tags tab.
See The Tags Tab on page 42.

Uncheck everything on the Tags tab, then expand the Issues and check the issue(s) that you want to
see.

Click the Apply check mark button in the Case Explorer panel.
All documents with the selected issue appear in the Item List panel.

6.5.3 Viewing Documents with a Category Coded
You can view all the documents assigned to a specific category using the Tags tab in the Case Explorer.

To view documents assigned an issue
1.

In the Case Review, ensure the Case Explorer and Item List panel are showing.

In the Case Explorer, click on the Explore tab. Ensure all the folders are checked on this tab.

In the Case Explorer, click on the Tags tab.
See The Tags Tab on page 42.

Uncheck everything on the Tags tab, then expand the Categories and check the category that you want
to see.

Click the Apply check mark button in the Case Explorer panel.

All documents with the selected category appear in the Item List panel.

Applying Tags

Viewing Documents with Tags

| 47

7 Coding Documents
7.1 The Review Sets Tab
The Review Sets tab in the Case Explorer panel can be used to create review sets and view review sets in the
Review Batches panel. Review sets are batches of documents that users can check out for coding and then
check back in. When a document is checked out, it can only be edited by the user that has it checked out.
Before you code a set of documents, you can check out a review set so that you can track the documents you
code and to structure your workflow. Case managers can create and associate review sets. When you are done
coding a set of documents, you can check them back in if you have the Check In/Check Out Review Batches
permission.
See Checking In/Out a Review Set on page 49.

Review Sets Tab in Case Explorer

Elements of the Review Sets Tab
Elements

Description

Review Sets

Contains the All Sets and My Batches folders.

All Sets

Displays all the review sets available.

My Batches

Displays review sets that you have checked out.

Coding Documents

| 48

7.1.1 The Review Batches Panel
The Review Batches panel in Case Review displays review batches. You can check in and check out batches
from this panel.

Review Batch Panel

Elements of the Review Batches Panel
Element

Description

Batch Name
Column

Displays the name of the review set.

Batch Size
Column

Displays the number of documents in review set.

Assigned To
Column

Displays the user that the review set is assigned to.

Batch Status

Displays the status of the review set.

Reviewed

Displays the number of documents reviewed in set.

Actions

Expand the first actions drop-down and select one of the following options:
 All: To include all review sets in the panel in the action
 Checked: To include checked review sets in the action
 Unchecked: To include all the unchecked review sets in the action

Actions Check In/
Out

The second Actions drop-down allows you to select to either Check In or Check Out the
review set.

Go Button

Click to execute the selected actions.

7.1.2 Checking In/Out a Review Set
Reviewers with the Check In/Check Out Review Batches permission can check out sets of documents for
coding. Case managers can create and associate review sets for reviewers. When you are done coding a set of
documents, you can check them back in if you have the Check In/Check Out Review Batches permission.

To check out a review set
1.

Coding Documents

| 49

Click the Case Review button

In the Case Review, ensure that the Review Batches panel is showing.
See The Review Batches Panel on page 49.

In the Review Batches panel, check the batch(es) that you want to check out. Skip this step if you are
checking out all the review batches.

In the first Actions drop-down in the bottom of the panel, select one of the following:
Checked:
All:

in the Case List panel next to the case.

Select this to check out the checked review batches.

Select this to check out all of the review batches, including those not visible on the current page.

In the second Actions drop-down, select one of the following:
Check

Out: Select this to check out the review set. Only one person can have a review set checked
out at a time.

Check

Click Go.

Click OK.

Coding Documents

In: Select this to check in a checked out review set.

| 50

7.2 Using the Coding Panel
7.2.1 The Coding Panel
Coding is putting values into the fields (columns) of documents. The Coding panel in Case Review allows you to
use coding layouts to change the data of the selected document. Coding layouts can be created on the Tagging
Layout tab of the Home page. Fields in grey on the Coding tab are read only. Fields in orange on the Coding tab
are required.
Reviewers with View Coding Layout permission can code the data of a document using the Coding panel and
the mass actions in the Item List panel. Coding is putting values into the fields (columns) of documents. Coding
allows you to identify descriptive pieces of information that never had metadata, like images that were loaded
and need to have dates manually added into the field. The Coding panel in Case Review allows you to use
coding layouts to code the selected document.
See Coding Single Documents on page 52.
See Coding Multiple Documents on page 53.
Coding layouts can be created by the case manager in the Tagging Layout tab of the Home page.

Coding Panel

Coding Documents

Using the Coding Panel

| 51

Elements of the Coding Panel
Element

Description

Edit Button

Click to edit the selected layout.

Layout Drop-down

All available layouts for the user are in this drop-down.

7.2.2 Coding Single Documents
Reviewers with the View Coding Layout permission can code the data of documents outlined in a coding layout.
Layouts are defined by the case manager. Layouts include custom fields, categories, and issues. You can code
the data for all of these things as long as they are included in the Layout defined by the case manager.
You can code single documents using the Coding panel. Fields in grey in the coding layout are read only. Fields
in blue in the coding layout are required.

To code single documents
1.

Click the Case Review button

In the Case Review, ensure that the Item List, Case Explorer and Coding panel are showing.

If you are coding a checked out review batch, in the Case Explorer, click the Review Batches tab,
expand the My Batches folder, and select the batch that you want to code. The documents for the
selected batch appear in the Item List panel.
See The Review Batches Panel on page 49.

In the Item List panel, select the document that you want to code.
See Using the Item List Panel on page 19.

In the Coding panel, expand the layout drop-down and select the layout that you want to use. You must
be associated with the layout in order to use it. Case managers can associate layouts to users and
groups.
See The Coding Panel on page 51.

In the Coding panel, click Edit.

Edit the data to reflect accurate data. The options available will differ depending on the layout that the
case manager created.

Click one of the following:
Save:
Save

in the Case List panel next to the case.

Click this to save your changes and stay on the same document.
and Next: Click this to save your changes and go to the next document in the Item List panel.

Note: You will only be able to click Save if all the required fields (blue fields) are populated.

Coding Documents

Using the Coding Panel

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7.2.3 Coding Multiple Documents
Reviewers with the View Coding Layout permission can code the data of documents outlined in a coding layout.
Layouts are defined by the case manager. Layouts include custom fields, categories, and issues. You can code
the data for all of these things as long as they are included in the Layout defined by the case manager.
You can code multiple documents using the mass actions in the Item List panel. Fields in grey in the coding
layout are read only. Fields in blue in the coding layout are required.

To code multiple documents
1.

Click the Case Review button

In the Case Review, ensure that the Item List and Case Explorer panel are showing.

In the Item List panel, check the documents that you want to code. Skip this step if you are coding for all
the documents.
See Using the Item List Panel on page 19.

In the first Actions drop-down at the bottom of the panel, select one of the following:
Checked:

in the Case List panel next to the case.

Select this to code only the documents that you checked.

All:

Select this to code all the documents in the Item List panel, including those on pages not
currently visible.

In the second Actions drop-down, select Bulk Coding.

Coding Documents

Using the Coding Panel

| 53

Bulk Coding Dialog

In the Bulk Coding dialog, select the layout in the layout drop-down.

Edit the data to reflect accurate data. The options available will differ depending on the layout that the
case manager created. Check boxes with a dash (-) indicates that some of the documents have the box
checked. Click the check box until it becomes a check mark to apply it to all the selected documents.

10. (Optional) Check the following Keep Together check boxes if desired:
Keep

Families Together: Check to apply the same coding to documents within the same family as
the selected documents.

Keep

Email Clusters Together: Check to apply the same coding to email documents within the
same cluster as the selected documents.

Keep

Related Documents Together: Check to apply the same coding to all documents related to
the selected documents.

Keep

Linked Documents Together: Check to apply the same coding to all documents linked to the
selected documents.

11. Click Save.

Coding Documents

Using the Coding Panel

| 54

8 Annotating Evidence
Reviewers with the Add Annotations permission can annotate documents using the Natural and Image panels in
the Case Review.
In the Natural panel, the following annotation options are available:
Adding

a Note (page 55)

Adding

a Highlight (page 57)

Adding

a Link (page 58)

Adding

a Transparent Rectangle (page 57)

Adding

a Transparent Rectangle (page 57)

Selecting

a Highlight Profile (page 61)

Selecting

a Markup Set (page 61)

Redactions, transparent rectangles, and markup sets are also available on the Image panel.

8.1 Adding a Note
Reviewers with the Add Notes permission can add notes to documents in the Natural panel of the Case
Reviewer. Notes can be viewed and deleted from the Notes panel for users with the View Notes and Delete
Notes permission.
See The Notes Panel on page 31.

To add a note
1.

Click the Case Review button

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, click the Redact tab.

Click on the Select Text tool button.

Highlight the text in the body of the document to which you want to add a note.
The annotation options are displayed in a drop-down below the highlighted portion.

in the Case List panel next to the case.

Annotation Options

Select Add Note.

Annotating Evidence

| 55

Create Note View Dialog

Enter a note in the Note field.

10. Select a Date for the note.
11. (Optional) Check issues related to the note.

Note: If you check an issue that has a color associated with it, the selected text will be highlighted that
color.
12. Check the groups with which you want to share the note.
13. Click Save.

Annotating Evidence

| 56

8.2 Adding a Highlight
Reviewers with the Add Annotations permission can add highlights to documents in the Natural panel of Case
Review.

To add a highlight
1.

Click the Case Review button

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, click the Redact tab.

Click on the Select Text tool button.

Highlight the text in the body of the document to which you want to add a highlight.

In the annotation options drop-down that appears, select Add Highlight.

in the Case List panel next to the case.

8.2.1 Adding a Transparent Rectangle
Reviewers with the Add Annotations permission can add transparent rectangles to documents in the Natural or
Image panel of Case Review. The following steps describe how to add a transparent rectangle in the Natural
panel, but the steps will also work in the Image panel.

To add a transparent rectangle
1.

Click the Case Review button

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, click the Redact tab.

Click the Transparent Rectangle tool button

Click and drag the rectangle onto the body of the document.

Annotating Evidence

in the Case List panel next to the case.

Adding a Highlight

| 57

8.3 Adding a Link
Reviewers with the Add Annotations permission can add links to documents in the Natural panel of Case
Review.

To add a link
1.

Click the Case Review button

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, click the Redact tab.

Click on the Select Text tool button.

Highlight the text in the body of the document that you want to link to another document.

In the annotation options drop-down that appears, select Add Link.

in the Case List panel next to the case.

Add Linked Document Dialog

In the Search field, enter the DocID of the document you want to link to.

10. Press the tab button to activate the Go button and click Go.
11. Select the document you want to link to from the search results.
12. Click OK.

Annotating Evidence

Adding a Link

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8.4 Adding a Redaction
Reviewers with the Add Annotations permission can add reactions to documents in the Natural panel of Case
Review. There are two ways to add redactions. You can add them using the Redaction button or the Add
Redaction selection in the annotation options drop-down.

To add a redaction using the Redaction Button
Note: The following steps describe how to add a redaction in the Natural panel, but the steps will also work in
the Image panel.
1.

Click the Case Review button

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, click the Redact tab.

Click the Redact tool button

Click and drag the rectangle onto the body of the document.

in the Case List panel next to the case.

To add a redaction using the annotation options drop-down
1.

Click the Case Review button

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, click the Redact tab.

Click on the Select Text tool button.

Highlight the text in the body of the document to which you want to add a redaction.

In the annotation options drop-down that appears, select Add Redaction.

in the Case List panel next to the case.

8.4.1 Deleting Annotations
Users with the Delete Annotations permission can delete their own and other user’s annotations in the Natural
panel in the Case Review.

To delete an annotation
1.

Click the Case Review button

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

Annotating Evidence

in the Case List panel next to the case.

Adding a Redaction

| 59

In the Natural panel, click the Redact tab.

Select the annotation that you want to delete and click the Delete button

8.4.2 Toggling Redactions On and Off
You can toggle redactions on and off in the Natural and Image panels so that you can view or hide them without
deleting redactions.

To toggle redactions on and off
1.

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, click the Redact tab.

Click the Redactions Off button

Click the button again to turn them back on.

Annotating Evidence

Adding a Redaction

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8.5 Profiles and Markup Sets
8.5.1 Selecting a Highlight Profile
Persistent highlighting profiles are defined by the case manager and can be toggled on and off using the
Highlight Profile drop-down in Natural panel in the Case Review.

To select a highlight profile
1.

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, expand the Highlight Profile drop-down and select a profile.

8.5.2 Selecting a Markup Set
Markup sets are a set of markups performed by a specified group of users. For example, you can create a
markup set for paralegals, then when paralegal reviewers perform annotations on documents in the Case
Review, all of their markups will only appear when Paralegal is selected as the markup for the document in the
Natural or Image panel.
Note: Only redactions and highlights are included in markup sets.
Markup sets are created by the case manager on the home page.

To select a markup set
1.

In the Case Review, ensure that the Item List and Natural panel are showing.

Select a document in the Item List panel that has a native application. The document shows up in the
Natural panel without requiring the native application to view it.

In the Natural panel, expand the Markup Set drop-down and select a markup set.

Annotating Evidence

Profiles and Markup Sets

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9 Deleting Documents
Users with the Edit Document permission can delete documents in the Item List panel of the Case Review.
Users must be careful when deleting documents that the case is backed up first.
You cannot delete documents that are a part of a production set.
Note: Documents that have been brought into Summation using the Evidence Processing Wizard cannot be
deleted.

9.1 Deleting a Document
To delete a document
1.

Click the Case Review button

In the Case Review, ensure that the Item List panel is showing.

Check the documents that you want to delete. Skip this step if you are deleting all the documents.

In the first Actions drop-down, select one of the following:
Checked:
All:

in the Case List panel next to the case.

Select this to delete just the checked documents.

Select this to delete all of the documents, including documents on pages currently not visible.

In the second Actions drop-down, select Delete.

Click Go.

Confirm Delete Dialog

Check Include Family to delete family documents as well.

Click Delete.
The job is sent to the Work List for the case manager to complete.

Deleting Documents

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Searching Summation Data

The part describes how to search Summantion data and includes the following sections:
Introduction

(page 200)

Running

Quick Searches (page 204)

Running

Advanced Searches (page 206)

Re-running
Culling

Searches (page 214)

Data (page 218)

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1 Introduction
This document will help you filter and search through data in the Summation Case Review.

1.1 Searching Evidence
You can use searching to help you find evidence files that are relevant to your case. After you perform a search,
you can save your search or share your search with Groups. Then, you can filter your result set to further cull
down evidence. As you find relevant files, you can tag the files with Labels, Issues, or Categories for further
review or for export.
You can search for text that is either in the file name or in the body of a file. You can also search by columns in
the Item List panel.
When you perform a search, it only searches the checked files from the following items in the Case Explorer:
Document

Groups

Labels
Issues
Categories

Any files that meet the search criteria will then be the only files shown in the Item List. When you start a search,
be mindful of the items in the list that you are starting with. For example, if you have applied a filter to show only
DOC files, and you search for a text string that you think is in a PDF file, it will not find it.
You can do the following:
See

Running Quick Searches on page 11.

See

Running an Advanced Search on page 13.

See

Running Recent Searches on page 22.

See

Saving a Search on page 23.

See

Searching in Natural View on page 12.

Introduction

| 7

1.2 Understanding Search Operators
You can use a Boolean search to find the logical relationships among the search terms and phrases that you
enter. A Boolean search consists of the following three full logical operators:
OR
AND

You can also use implied Boolean symbols directly in the search terms or phrases that you specify. The following
are some examples of implied Boolean that you can use.
Full Boolean logic: AND
Implied Boolean logic search example: marijuana + cocaine
You add implied Boolean logic symbols manually. However, you can add full Boolean logic by either typing the
element in the text field or you can click the element’s button in the user interface.
If you use more than one logical operator, you should use parentheses to indicate precisely what you want to
search for. For example, “apple and pear or orange” could mean either “(apple and pear) or orange”, or it could
mean “apple and (pear or orange).”
Noise words, such as “if,” “and,” or “the” are ignored in searches.
Also, characters such as #, @, $, and similar characters are ignored. Only alpha-numeric characters are
recognized. Therefore, if you searched for “mckay accessdata,” you would find mckay@accessdata. The search
ignores the “@” sign as a non-word character and finds the works “mckay” and “accessdata” together.
The following search operators are available in the advanced search.

Advanced Search Operators
Operator

Description

Equal

Searches for the exact value entered.

Not Equal

Searches for everything in the selected field except the exact value entered.

Exists

Searches for the selected field.

Fails

Searches for all documents without the selected field.

GreaterThan

Searches for a number greater than the value entered.

GreaterThanEqualTo

Searches for a number greater than or equal to the value entered.

LessThan

Searches for a number less than the value entered.

LessThanEqualTo

Searches for a number less than or equal to the value entered.

Contains

Searches for the value entered.

NotContains

Searches for everything except the value entered.

Between

Searches between a range of dates.

NotBetween

Searches for all dates except the range selected.

Introduction

Understanding Search Operators

| 8

1.3 Understanding Boolean Logic Options
The following table describes the boolean options that you can use in searches. Some boolean options are
combined in the table to serve as examples of what is possible.
Only the AND and OR options are used in the Advanced search, but any of these items can be used to run a
quick search.
See Understanding Regular Expressions on page 17.

Boolean Logic Options
Option

Description

AND

Returns as search results those evidence files that have all of the search words that you
specified, or must contain the search words that you specified. For example:
marijuana AND cocaine
or
marijuana + cocaine

Returns as search results those evidence files that have any of the search words that you
specified, at least one of the search words that you specified, or should contain the search words
that you specified. For example:
marijuana OR cocaine

NOT

Returns as search results those evidence files that do not contain the search words that you
specified, or should not contain the search words that you specified.
This expression is an efficient way to eliminate potential privileged data from production sets.
Used the expression at the beginning of your search word or phrase. For example:
NOT licensed
or
- licensed
Matches all evidence files except those with the word “licensed” in them.

W/N

Returns as search results those evidence files that include the specified word or phrase that is
found within so many number of words (for example, W/2) of another. The word range is W/1 W/8.
For example:
(rock AND stump) W/2 (fence AND gate)
or
(pear w/10 peach) W/7 (apple OR plum)
This option is an excellent way to look for embedded email with a To and From header set to W/
8 from. You can also use this option to search for evidence files with known words in certain
locations or instant messaging chats.

xfirstword
,
xlastword

These are fixed search words used by the search engine to represent the first word of the
document and the last word of the document.
For example:
copyright W/5 xlastword
Matches when “copyright” if found within ten words of the end of the document.

AND
NOT

Returns as search results those evidence files that contain the expression on the left when the
expression on the right is not found. For example:
peach AND NOT pineapple

Introduction

Understanding Boolean Logic Options

| 9

Boolean Logic Options (Continued)
Option

Description

OR NOT

Returns as search results those evidence files that contain either the left expression or
specifically not containing the right expression. For example:
peach OR NOT pineapple

NOT W/N

Returns as search results those evidence files where the expression on the left does not occur
within so many number of words of the right expression. For example:
peach NOT W/8 pineapple

ANDANY

Returns as search results those evidence files that match the left word or phrase with the
optional combination of the word or phrase on the right. For example:
(grape and pear) ANDANY (pineapple or melon)

Introduction

Understanding Boolean Logic Options

| 10

2 Running Quick Searches
In most cases, relevant data and privileged information in a data set is found using quick searches. You can use
the basic search field in the Item List panel to help you perform fast filtering on selected evidence.

To run a quick search
1.

Click the Case Review button

In Case Review, ensure that the Case Explorer, the Item List, and Natural panel are showing.

In the Case Explorer, default scope selection includes all evidence items in the case. Using the check
boxes, uncheck items from both the Explore and Tags tabs to exclude items from the scope of the
search. These scope items include:
Document

in the Case List panel next to the case.

Groups

Production

Sets

Transcripts
Notes
Exhibits
Labels
Issues
Categories

In the Facets tab of the Case Explorer, you may select any combination of facets to apply to the current
search scope.

Click the Apply check mark button in the top of the Case Explorer. This will apply the currently selected
scope and any selected facets to the Item List, allowing you to search and review on the resulting
subset. The facets will persist through searches until you clear them. Scopes may be changed and
searches re-run by use of the Apply button as well. After updating a facet or scope item, you may click
the Apply button, which will update the scope and re-run any search that has not been cleared out by
use of the Clear Search button in the Search Options menu of the Item List panel.

In the search bar of the Item List panel, enter a word, or multiple words separated by commas. You may
also enter a boolean search phrase in the search bar.
See Understanding Regular Expressions on page 17.
See Understanding Boolean Logic Options on page 9.

Click Go to execute the search.

The search is performed within the specified scope and only searches the body content of the documents within
the scope. Search results appear in the Item List panel.
If you are searching by keyword, you can select a document from your search results, and see highlighted
instances of the word in the Natural view.
Quick searches will also appear in the Recent Searches on the Searches tab of the Case Explorer.

Running Quick Searches

| 11

2.1 Searching in Natural View
In the Natural panel, you can search by keyword in the Search tab for the selected document.

To search in the Natural panel
1.

In Case Review, ensure the Natural and Item List panel are showing.

Select a document in the Item List that has a native application.

In the Natural panel, click the Search tab.

In the Search field, enter a keyword for which you want to search.
Summation predicts the word you are looking for and it appears in the drop-down below the search field.

The first instance of the word is highlighted in the natural view.

Click the next and previous buttons to see the other instances of the keyword.

Running Quick Searches

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3 Running Advanced Searches
3.1 Running an Advanced Search
If using a simple search does not return the results you expected, you can use advanced searching techniques
to pinpoint relevant data and privileged information.
AccessData software uses the utility dtSearch to index case data. In Advanced Searching, you can query the
index using a specialized query language. In addition to extended searching capabilities, the index allows
searches to be returned in seconds instead of the minutes or hours that are required for a standard linear
search.
For more information on using dtSearch syntax, you can view the following document on the AccessData
website:
http://accessdata.com/downloads/media/dtSearch%207-23-08.pdf

To run an advanced search
1.

Click the Case Review button

In Case Review, ensure that the Case Explorer, the Item List, and Natural panel are showing.

In the Case Explorer, default scope selection includes all evidence items in the case. Using the check
boxes, uncheck items from both the Explore and Tags tabs to exclude them from the scope of the
search. These scope items include:
Document

in the Case List panel next to the case.

Groups

Production

Sets

Transcripts
Notes
Exhibits
Labels
Issues
Categories

In the Facets tab of the Case Explorer, you can select any combination of Facets to apply to the current
search scope.

Click the Apply check mark button in the top of the Case Explorer. This applies the currently selected
scope and any selected Facets to the Item List, allowing search and review on the resulting subset. The
scope of a search is saved along with the query. This Facet will persist through searches until you clear
it. Scopes may be changed and searches re-run by use of the Apply button. After updating a Facet or
scope item, you may click the Apply button to update the scope and re-run any search that has not
been cleared out by use of the Clear Search button in the Search Options menu.

Click the Search Options button in the Item List panel and select Advanced Search.

Running Advanced Searches

| 13

Advanced Search Dialog

In the Information section, do the following:
8a.

Enter a Name for the search if you want to save the search. Otherwise, the search will appear in
the Recent Searches list and will not be able to be saved.

(Optional) Select the type of Variation you want to include in your search.
See Understanding Advanced Variations on page 16.

8b.

Check Regular Expression if you want your search criteria to be a regular expression.
See Understanding Regular Expressions on page 17.

8c.

8d.

In the text field, enter the freeform text you want to include in the search. Freeform searching lets
you combine keyword, boolean, and regular expression criteria to perform a search on evidence
files.

To add related terms for the words you entered, click Expand All.
See Using the Term Browser to Create Search Strings on page 19.

8e.
8f.
9.

To import a list of terms from a TXT file, click Import Terms.
See Importing Index Search Terms on page 20.

Expand the Conditions section to search within the fields/columns of the documents.

Conditions

10. In the Conditions section, do the following:

Running Advanced Searches

| 14

10a. Select a field that you want to search within.

See the Case Manager Guide for more information on creating custom fields.
10b. Select an Operator from the drop-down.

See Understanding Search Operators on page 8.
See Understanding Boolean Logic Options on page 9.
10c. Select or enter a value using the following:
 Field:

Enter text or symbols.
 Date: Enter a date or click the calendar to select a date.
 Look up button: Click the blank button to look up available search criteria for the selected field.
10d. Select either “And” or “Or” as the connector.

See Understanding Boolean Logic Options on page 9.
10e. Click Add Row to add additional conditions.
10f. Set parenthetical criteria. Then, click Validate Grouping to validate your parenthesis.
11. Expand the Columns section to add visible columns to your search results.

Columns

11a. Click the right arrow to add columns and the left arrow to remove columns.
11b. Click the up and down arrows to adjust the order of the columns.
12. Expand Result Sorting to select the column by which you want the search results to be sorted. The

column does not need to be visible to sort by it.

Result Sorting

12a. In the Sort By drop-down, select the field you want to sort by.
12b. In the second drop-down, select whether you want to sort by Ascending or Descending.
13. Click Search.

Running Advanced Searches

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3.2 Understanding Advanced Variations
The following table describes the Variation options in the Information section of the Advanced Search dialog.

Variation Options in the Advanced Search Dialog
Search Variations

Description

None

No search criteria are applied.

Stemming

Finds grammatical variations on word endings. For example, stemming reduces
the words “fishing,” “fished,” “fishy,” and “fisher” to the root word “fish.”

Phonic

Finds words that sound like the word that you are searching and begins with the
same first letter. For example, searching for “whale” using phonic, would also find
wale and wail.

Synonyms

Finds word synonyms. For example, searching on “fast” would also find “quick”
and “rapid.” You can enable this option for all words in a request. You can also
add the “&” character after certain words in your request.

Finds all words in the search criteria and any related words from the known
related categories.

Fuzzy

Finds words that have similar spellings, such as “raise” and “raize.” You can
enable this option for all words in a request.
The level of fuzziness that you can set is 1-10. The higher the level of fuzziness,
the more differences are allowed when matching words, and the closer these
differences can be to the start of the word. Setting too many letter differences
may make the search less useful.
Dragging the slider bar to the right increases the number of letters in a word that
can be different from the original search term.
Dragging the slider bar to the left decreases the number of letters in a word that
can be different from the original search term.
You can also add fuzziness directly in the search term you enter using the “%”
character. The number of % characters that you add determines the number of
differences that are ignored when you search for a word. The position of the %
characters determines how many letters at the start of the word have to match
exactly.
For example, “ca%nada” must begin with “ca” and have just one letter difference
between it and “canada.” Whereas, “c%%anada” must begin with “c” and have
only two letter differences between it and “canada.” In another example,
marijuana can be spelled “marihuana” or “maryjuana.” In this case, your search
expression could be “mar%%uana.”
As with the fuzzy slider bar setting, you should exercise care when you use
multiple % symbols because the number of junk hits rises quickly with each
added error.

Running Advanced Searches

Understanding Advanced Variations

| 16

3.3 Understanding Regular Expressions
You can use the regular expressions to search through large quantities of text information for repeating forms of
data, and advanced combinations of characters.
A regular expression (regex) that you enter must meet the following criteria:
Use

quotes and begin with ##.

Match
Only

a single whole word. For example, “##app.*ie” would not find “apple pie.”

letters are searchable. Characters that are not indexed by dtSearch are not searchable.

Searches

that include beginning of line or end of line regex criteria, such as ^ and $, do not work.

You can find more information about regular expression searching by going to the following AccessData website:
http://www.accessdata.com/media/en_us/print/techdocs/Web_regexp.pdf
See Running an Advanced Search on page 13.

To search evidence files using regular expressions
1.

In Case Review, in the Item List panel, click Search Options > Advanced Search.

Select Regular Expression.

In the text field, enter the words and special characters that you want to use in the search pattern.
See Basic Regular Expression Characters on page 17.

Click Search. The hit results are displayed in the Evidence pane.

3.3.1 Basic Regular Expression Characters
The following table describes some of the characters that you can use in creating your own regular expression
search.
See Understanding Regular Expressions on page 17.

Examples of Regular Expressions
Expression

Example

Matches any single character. For example:
r.ad
Would match “read” or “road.”

Matches the start of a line.

Matches the end of a line.

Treats the next character as a literal. For example:
\+45
Would not be interpreted as one or more, but as “45.”

[ ]

A bracket expression. Matches a single character that is contained within the brackets. For
example:
bon[abcd]
Would match “bona” and “bond”, but not “bone.”

Running Advanced Searches

Understanding Regular Expressions

| 17

Examples of Regular Expressions (Continued)
Expression

Example

[a-z]

The dash inside the brackets indicates a range of characters. For example:
[a-z]
Matches any single lower-case character.

[^ ]

Matches a single character that is not contained within the brackets. For example, [^abc]
matches any character other than a, b, or c. And [^a-z] matches any single character that is
not a lowercase letter from a to z.
Or, [^b]at matches all strings matched by .at except bat.

Matches the preceding element zero or more times. For example:
.*
Matches any string of characters, or nothing.

Matches the preceding element one or more times. For example:
[rs]+at
Matches “rat,” “sat,” “rrat,” “rsat,” “srat,” “sssrat,” and so on, but not “at.”
Matches any string of at least one character.

[a-z]+

Matches any sequence of one or more lower-case characters.

Running Advanced Searches

Understanding Regular Expressions

| 18

3.4 Using the Term Browser to Create Search Strings
You can build a search using terms that are related to any keyword. You can use the Term Browser to generate
a list of similar words. You then select which words you want to include in the search.
For example, you may start with a keyword of delete. By using the Term Browser, it will suggest synonyms, such
as erase and cut. It will also suggest related terms, such as cut, deletions, excise, and expunge. It will also
suggest general related terms, such as censor, remove, take, and withdraw. You can select which of those words
to include in your search.

To search for terms using related words
1.

In Case Review, in the Item List panel, click Search Options > Advanced Search.

Enter a keyword.

Click Expand All.

Term Browser

In the Term Browser, highlight the keyword.
A list of synonyms is generated.

To add other related words, select the Include Related, Include Specific, and Include General check
boxes.

Select the words that you want to include in the search or click Variations to select all words.

To build a search including the words that you selected, click Apply.

You can edit the search or run it by clicking Search.

Running Advanced Searches

Using the Term Browser to Create Search Strings

| 19

3.5 Importing Index Search Terms
You can import a list of search terms. This lets you reuse a list of search terms that you saved from previous
searches, or that you saved for documentation purposes.

To import a saved search terms file
1.

In Case Review, in the Item List panel, click Search Options > Advanced Search.

Click Import to import a set of search terms.

Select the text file that you previously saved.

Click Open.

Running Advanced Searches

Importing Index Search Terms

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4 Re-running Searches
You can re-run searches by using the Search tab in the Case Explorer panel in the Case Review.

4.1 The Search Tab
The Search tab in the Case Explorer can be used to view recent searches, your searches, and shared searches.

Search tab in Case Explorer

Elements of the Search Tab
Element

Description

Saved Searches

Contains the Recent Searches, My Searches, and Shared Searches.

Recent Searches

Every time a search is performed, it is saved in the recent searches. The last 10
searches are saved here in chronological order. Users can execute and edit searches
from Recent Searches.

My Searches

Displays all the searches that the user has saved. Users can execute, delete and edit
searches from My Searches. Users can also share their searches.

Shared Searches

Displays all the shared searches that the user has permissions to access. Users can
execute searches from Shared Searches.

Re-running Searches

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4.2 Running Recent Searches
When you execute a search, the search conditions are saved. You can view and reuse recent searches. The last
ten searches are saved in the Recent Searches. To run recent searches, you must have the Run Searches
permission.

To run a recent search
1.

Click the Case Review button

In Case Review, ensure the Case Explorer is showing.

Click on the Searches tab.

Expand the Recent Searches.

Right-click the search and select Run Search.
The search is run using the original search scope and the original search criteria. The search results
appear in the Item List panel.

in the Case List panel next to the case.

4.2.1 Clearing Search Results
After you have performed a search, the items in the Item List are the result of the list. You can clear the search
result to view the documents in the Grid before you performed the search. Clearing the list will also clear the
Recent Searches.

To clear search results
1.

In Case Review, ensure the Item List panel is showing.

Click Search Options > Clear Recent Searches.

Re-running Searches

Running Recent Searches

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4.3 Saving a Search
You can save any advanced search that you design in the Advanced Search Builder. All saved searches are
stored in the Searches tab of the Case Explorer. You can use saved searches to run past searches again or to
share your search with a group of users.

To save a search
1.

Click the Case Review button

In Case Review, ensure that the Case Explorer, and the Item List panel are showing.

in the Case List panel next to the case.

Groups

Production

Sets

Transcripts
Notes
Exhibits
Labels
Issues
Categories

In the Facets tab of the Case Explorer, you can select any combination of Facets to apply to the current
search scope.

Click the Search Options button in the Item List panel and select Advanced Search.

Enter a Name for the search.

Enter criteria for the search.
See Running Recent Searches on page 22.

10. Click Save.

Re-running Searches

Saving a Search

| 23

4.4 Sharing a Search
You can share your saved searches with other groups of users. To share a search, you need to have the
Manage Searches permission.

To share a search
1.

Click the Case Review button

In Case Review, ensure the Case Explorer is showing.

Click on the Searches tab.

Expand My Searches.

Right-click the search and select Manage Permissions.

in the Case List panel next to the case.

Assign Security Permissions

Check the groups with which you want to share the search.

Click Save.

Re-running Searches

Sharing a Search

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5 Culling Data
In Case Review, you can filter evidence to help view only relevant evidence for the case. After you have applied
filters, the results are then displayed in the Item List. You can also use searches and column sorting to help you
further review and cull down evidence.

5.1 About Filter Facets
You can use filters to help you cull your evidence. There are many pre-defined filter facets that you can use.
Some of the filter facets are dynamic based on the evidence files that you have. All of the filter facets are
organized into facet categories.
By default, when you first open a case in Case Review, all filter facets are applied, and as a result, all evidence
is listed in the Item List. You use the filter facets to exclude evidence from the Item List.
Facets are persistent across searches and have to be cleared by you manually.
See Available Filter Facet Categories on page 26.
You can use a single facet or multiple facets.

5.1.1 The Facets Tab
The Facets panel in Case Review lists the available filters to apply to documents. You can filter evidence to help
view only relevant evidence for the case. After you have applied filters, the results are then displayed in the Item
List. You can also use searches and column sorting to help you further review and cull down evidence.
The Facets Tab in the Case Explorer allows you to filter before (and maintain after) conducting any searches.
This allows targeting specific areas of data for search and review with persistent filters. You may maintain the
applied filter(s) as long as desired.
You can use one or more filter facets to cull down the evidence. By default, when you first open a case in Case
Review, all filter facets are applied, and as a result, all evidence is listed in the Item List. You use the filter facets
to exclude evidence from the Item List.

Culling Data

| 25

Facets Panel

You can use filters to help you cull your evidence. There are many pre-defined filter facets that you can use.
Some of the filter facets are dynamic based on the evidence files that you have. All of the filter facets are
organized into facet categories. You can use a single facet or multiple facets.

5.1.2 Available Filter Facet Categories
The following table lists the filter facet categories that are available in the Filters tab of the Case Explorer.

Filter Facet Categories in the Filters Panel
Filter Facet

Description

Custodians

Filters evidence based on custodians associated to the case.

Email Senders Display
Name

Filters evidence based on the email senders display name.
You can drill down to specific values.

Culling Data

| 26

Filter Facet Categories in the Filters Panel (Continued)
Filter Facet

Description

Email Senders Address

Filters evidence based on the email senders address.

Email Senders Domain

Filters evidence based on the email senders domain.

Email Recipients Display
Name

Filters evidence based on the email recipients display name.
You can drill down to specific values.

Email Recipients Address

Filters evidence based on the email recipients address.
You can drill down to specific values.

Email Recipients
Domains

Filters evidence based on the email recipients domain.
You can drill down to specific values.

Email Recipients BCC

Filters evidence based on BCC recipient address, display name, and domain.
You can drill down to specific values.

Email Recipients CC

Filters evidence based on CC recipient address, display name, and domain.
You can drill down to specific values.

Email Recipients To

Filters evidence by To recipient address, display name, and domain.
You can drill down to specific values.

Email by Date

Filters evidence by email date. You can select to filter by the Delivered date or
the Submitted date.
You can drill down to date ranges or specific dates.

File Extensions

Filters evidence by file extension, including: .doc, .docx, .log, .msg, .rtf, .txt, .wpd,
.wps.

File Category

Filters evidence by file category, including: archives, databases, documents,
email, executables, folders, graphics, internet/chat files, mobile phone data,
multimedia, OS/file system files, other encryption files, other known types,
presentations, slack/free space, spreadsheets, unknown types, and user types.

File Status

Filters evidence by file status, including: bad extension, email attachments, email
related items, encrypted files, and OLE sub-items.

File Size

Filters evidence by file size.

Authors

Author of Microsoft Office documents.

Email Status

Filters evidence by email status, including: attachments, related items, replies,
and forwarded.

5.1.3 Examples of How Filters Work
Including and Excluding Items
Next to each filter facet is a check box. By default, all filter facets are selected. Next to each filter facet is also a
count of the number of files that match that facet’s criteria.
The following figure shows an example of the File Category with all of the individual facets in that category.
As an example of how you can use this category, to help reduce irrelevant files, you can exclude executable and
system files.

Culling Data

| 27

File Category Filter

For each facet, there is also a link labeled Only. You can click Only for a facet and that one facet will be checked
and all other facets in that category will be cleared.
You can also click on the facet name which will exclude all other facets and all other categories.
See Configuring Filters Facets on page 31.

Using a Single Filter Facet
You can filter your evidence based on one or more filter facets. There may be times when you want to use a
single facet.
For example, there is a facet category called Tags. Inside that category is a facet for each of the labels that have
been used in the case. You can clear all but one label facet and only the files with that label are displayed; all
other files are excluded.
Another example is filtering for a single custodian or email sender.

Using Multiple Facets in a Single Filter Category
You can filter evidence using multiple filter facets within a single facet category. For example, there is a filter
facet category called File Category. Inside that category are individual filter facets for each type of files that are in
the case (archives, documents, emails, graphics, spreadsheets, and so on.) You can exclude the types of files
that you do not need to review while leaving the file types that you do want to review.

Using the N/A Facet
In most of the facet categories, there is a special filter facet that is labeled N/A, which stands for “not applicable.”
If you check this, the filter will display items to the results that are not applicable to that category.

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For example, if you apply a single filter facet for one or more email addresses, and N/A is unchecked for that
category, then the only results will be emails. If you also check N/A, then other file types will also be displayed,
such as documents, spreadsheets, and PDFs, because they don’t have an email address property.
As another example, suppose that you are configuring only the Tags category. Suppose you check the
Responsive label only. When you apply that facet, you will see only the files that have the Responsive label
applied. If you also check the N/A facet in the Labels category, files with any other label will still be excluded, but
files without a label also display.
As another example, you can see a list of all files that do not have a custodian applied to them. In the Custodians
category, you can select only the N/A facet, and that excludes all files that have a custodian applied.
If your case has no files that pertain to a facet category, it will show N/A as the only item in the facet.
Note: If you click Only for a name under the Email Recipients To facet category, the N/A box is not
automatically cleared. It will clear all the other buttons in the respective section.

Refining Evidence Using Filters in Multiple Facet Categories
You can use multiple filter facets together in order to further refine your evidence. For example, suppose you
have applied a filter facet for a single custodian and you want to refine it further to only include spreadsheets and
documents that are related to that custodian. You can apply another set of facets for file extensions choosing to
exclude all files but Documents and Spreadsheet files. By doing this, you can combine the two facet categories
and display only spreadsheets and documents that have a certain custodian.
For example, suppose you are using the Custodian and File Extensions facet categories together. Suppose you
select one custodian, Sarah, who has 20 files of multiple file types associated with her. Suppose that in the File
Extensions category you select one file extension, PDF, and there are 40 PDF files associated with multiple
custodians, 5 of which are associated with Sarah. If those two facets are the only items that you select, it will
display only the PDF files that have Sarah as the custodian. In this example, the result would show only the 5
PDF files associated with Sarah.
As another example, you may need to create an export set of a specific custodian’s data, but at the same time,
remove anything that is obviously unimportant to reviewers. You can do the following:
Using

the Custodians category, select only the one custodian.

Using

the File Extensions category, exclude unimportant file types, such as EXE and DLL files.

Using

the Email Senders Domain category, exclude all emails that came from ESPN.com and
Comast.com.

As another example, a development in a case may reveal that some very important evidence may exist as an
email attachment sent either to or by a custodian within a specific date range. You can do the following:
Using

the Custodians category, select only the one custodian.

Using

the File Status category, select only Email Attachments.

Using

the Email by Date category, select only emails delivered in March and April of 2009.

Email Recipient Filter Facet Counts
When viewing filter facets, a count of the items related to each facet is displayed. For any given filter facet that is
selected, the filter count will be part of the total number of items displayed in the Item List. For example, suppose

Culling Data

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you configure filter facets to show only PDF and XLS files and the filter counts show 6 PDF files and 4 XLS files.
In the Item list, only the 10 PDF and XLS files will be displayed. The total of the two filter counts will match the
number of files in the Item List.
There is a situation where the filter count may be higher than the count of items in the Item list. There are six
different filter facet categories that are related to email recipients. To help reduce the length of the list of
recipients, there is a first-level division that contains alphabetical ranges of the names that are used. For
example, ABurr --> AHamilton, ALincoln --> ASteveson, and so on. From that first level, you can drill down to
individual names.
The filter counts displayed for the first levels (a range of names) may by higher than the number of emails in the
Item List. The reason is that a single email may have been sent to multiple recipients. In the Item List, that email
is reflected as one single item, yet in the first-level list of the facet, the counts may reflect 5 recipients of that one
email. Because there can be more recipients than emails, this can cause the first-level filter count to be higher
than the Item List count.

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5.2 Configuring Filters Facets
To configure filter facets, you specify the items that you want to exclude. As you configure filter facets, the results
are displayed to the Item List. As you clear filter facets, files are removed from the Item List.
The Filters list denotes with an icon which facet categories you have configured.
Note: You must be careful when excluding evidence. Once evidence has been excluded using a filter in the
Filters panel, the only way to display that evidence again is to recheck the specific filter or reset all of the
filters. No other filter facet will return the evidence to the item list.
After you have configured filter facets, you can save your configuration. You can also load filters that you have
previously saved. Saved filters are part of the case and cannot be used with other cases.

To apply a single filter facet to evidence
1.

In the Filters panel on the Case Review page, expand the facet category that you want to use.
For a list of facets categories, see Available Filter Facet Categories (page 26).
To expand all categories, click

Expand.

In the expanded facet category, click the Facet name link.
Click this link to exclude all other facets and facet categories.
For example, in the File Category category, if you click the facet named Email, you will only get email
messages.

To undo the single facet, click

To apply one or more filter facets to evidence
1.

In the Filters panel on the Case Review page, expand the facet category that you want to use.
For a list of facet categories, see Available Filter Facet Categories (page 26).
To expand all categories, click

Expand.

In the expanded category, perform one of the following tasks:
Check:

Manually check the items that you want to include.

Uncheck:
Only:

Manually uncheck the items that you want to exclude.

Click Only to uncheck all other facets in the category.

Expand:

Many facets can be expanded to show dynamic facets. For example, in the Email By Date
category, there is a Delivered facet. You can expand it to show detailed facets for years, months, or
days.

Click

Apply.

The Item List will change to display only the items that you filtered for.
When you change the configuration of a category, a
shows you which categories have been configured.
4.

appears next to the category name. This

(Optional) Repeat steps 2 and 3 as often as needed. After making any changes, you must click
Apply.

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Configuring Filters Facets

| 31

(Optional) To reset facets, do any or all of the following:
To

undo an individual facet, check the box for an item that you previously unchecked.

To

reset all facets in a single category, click the

To

undo all filters, click

Click

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next to the category name.

Reset.

Apply.

Configuring Filters Facets

| 32

5.3 Filtering by Column in the Item List Panel
You can filter the evidence in the Item List panel by the data in the columns. You cannot filter the content of the
first three columns. You can apply multiple column filters.
Column Filters do not persist and will be cleared out when you either execute a new search or use the Clear
Search button.

To filter evidence by data in columns
1.

In Case Review, ensure the Item List panel is showing.

Select the document groups, labels, or issues that you want to view from the Case Explorer.

In the Item List panel, click on the column filters button

Column Filters

Uncheck the items that you want to filter out of your view.

You can use the Search bar to search by keyword among the items in the column.

Click Apply.
All documents with the item that you unchecked are removed from the Item List panel.

5.3.1 Clearing Column Filters
You can clear column filters that you have applied to the Item List panel.

To clear column filters
1.

In Case Review, ensure the Item List panel is showing.

Select the document groups, labels, or issues that you want to view from the Case Explorer.

In the Item List panel, click on the column filters button

Click Clear Filter.

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Filtering by Column in the Item List Panel

| 33

Exporting Summation Data

The part describes how to export Summantion data and includes the following sections:
Introduction
Creating

(page 228)

Production Sets (page 231)

Exporting

Production Sets (page 246)

| 227

1 Introduction
This document is about creating and exporting production sets for a case. Exporting, in most cases, is performed
by the case manager. You need the correct permissions to create and export production sets.

1.1 About Production Sets and Exports
When you sort through data, organization remains key to preparing a streamlined set of data to include in a
report that is delivered to the attorney for the criminal case, civil case, or corporate authorities for a corporate
security case. To prepare data for the final report, you can create production sets of filtered data that you can
export to various formats.
After applying labels to the evidence set, you can create a production set. A production set is the final output.
When you create production sets, you can only use one label per set.
Note: Production set records cannot be labeled. Creating a production set results in new items being created,
these resulting items, cannot be labeled.
See Export Tab on page 10.
See Exporting Production Sets on page 26.
The following table describes the export formats that you can use for your production sets.

Export Formats
Format

Description

AD1

Creates an AD1 forensic image of the documents included in the Export Set.
AD1 is a forensic file format that integrates with FTK.
An AD1 contains the logical structure of the original files and the original files
themselves. The AD1 file is hashed and verifiable to ensure that no changes
have occurred to it.

Image Load File Export

Converts the native documents to a graphic format such as TIFF, JPG, or PDF.
It creates a load file in the IPRO LFP or the Opticon OPT formats.
This is similar to Load File Export except that it does not contain any metadata.

Native Export

Exports the native documents in their original format and optionally rendered
images into a directory of your choosing. This export does not provide a load file.

Introduction

| 8

Export Formats (Continued)
Format

Description

Load File Export

Exports your choice of Native, Filtered text (includes the OCR text that was
created during processing), rendered images of the native document, and
optionally OCR text of the rendered images.
If the recipient intends to use third-party software to review the export set, select
Load File Export.
You have the option of exporting rendered documents in the following formats:
 Concordance
 EDRM (Electronic Discovery Reference Model) XML
 Generic
 iCONECT
 Introspect
 Relativity
 Ringtail (flat file)
 Summation eDII
 CaseVantage
Some programs have load file size limits. If needed, you can split load files into
multiple files.
If you use the Concordance, Generic or Relativity exports, and include rendered
images, you will also get an LFP and OPT file.

Introduction

| 9

1.2 Export Tab
The Export tab on the Home page can be used to export or delete production sets and view the history.

Export Tab

Export Tab Elements
Element

Description

Production Set
History Search
Field

Enter text to search by production set name.

Production Set List

Lists the production sets and the status of the production sets.

Export Button

Click to export the production set to a load file.

Delete Button

Click to delete the production set.

Introduction

Export Tab

| 10

2 Creating Production Sets
When you create a production set, you include all of the evidence to which you have applied a given label. After
you create the production set, you export the set to an AD1 image file, an image load file, a native export, or a
load file.
Note: Once you've created a production set you cannot add documents to that set even if you use the same
labels. You will need to label the additional documents and then create a new set using the same label.
Case managers with the Create Production Sets permission can create production sets.

To create a production set
1.

Before you create a production set, be sure you have applied at least one label to evidence files that
you want to filter into the export set.

Click the Case Review

In the Case Explorer, select the Explore tab, right-click the Production Sets folder, and select Create
Production Set.

See Production Set General Options (page 11) for information on how to fill out the options in the
General Options screen.

Click Next.

See Production Set Files to Include Options (page 13) for information on the option in the Files to
Include screen.

Click Next.

In the Columns to Include, click the right arrow to add a column to the production set and the left arrow
to remove a column from the production set. You can rearrange the order of the columns by clicking the
up and down arrows.

button next to the case in the Case List.

10. Click Next.
11. See U.S. Volume Document Options (page 15) for information on the options in the Volume Document

Options screen.
12. See Production Set Image Branding Options (page 22) for information on the options in the Image

Branding Options screen.
13. In the Summary screen, review the options that you have selected for the production set and click the

Edit (pencil) button if you want to make any changes.
14. Click Save.

After your production set is created, it will appear in the Export tab of the Home page and under the
Production Sets folder in the Case Explorer of the Case Review.

2.1 Production Set General Options
The following table describes the options that are available on the General Options screen of the production set
wizard.

Creating Production Sets

| 11

See Export Tab on page 10.

Production Set General Options Screen

General Export Options
Option

Description

Name

Enter the name of the production set job you are creating.
This does not need to be a unique name, but it is recommended that you make all names
unique to avoid confusion.

Label

Select the label that has the documents you want to include in the production set.

Description

Enter a description for the production set if desired.

Templates

Select a template to populate all the fields of the production set wizard using the options
selected in a previous production set.

Creating Production Sets

| 12

2.2 Production Set Files to Include Options
The following table describes the options that are available on the Files to Include screen of the production set
wizard.
See Export Tab on page 10.

Production Set Files to Include Screen

Files to Include Options
Option

Description

Include Text Files

Select this to include all filtered text files in the production set. This does not
include redacted text. This will not re-extract text from native files.

Include Native Files

Select this option if you want to include the native documents with the production
set. This will only include native files that have not been redacted. If the native file
has been redacted, a pdf of the file will be included.

Output Email in
Archives

Select this option if there are emails that were originally in a PST or an NSF
format and you want to put them into a PST or NSF container.

Output Email as HTML

Select this option if there are emails that were originally in a PST or NSF and you
want to make them HTML files.

Output email as MSG

Select this option if there are emails that you want to make into MSG files.

Include Rendered and
Redacted Images

Select this option to include images that have been created in the Case Review.
Additionally, if an image has not yet been created, this option will convert the
native document to an image format.

Creating Production Sets

Production Set Files to Include Options

| 13

Files to Include Options (Continued)
Option

Description

Excluded Extensions

Enter the file extensions of documents that you do not want to be converted. File
extensions must be typed in exactly as they appear and separated by commas
between multiple entries. This field does not allow the use of wild card characters.
The default values are:
EXE, DLL, and COM

File Format

Select which format you want the native file converted to:
 Multi-page - one TIFF image with multiple pages for each document.
 PDF - one PDF file with multiple pages for each document.
 Single Page - a single TIFF image for each page of each document. For example, a 25 page document would output 25 single-page TIFF images.

Compression



CCITT3 (Bitonal) - Produces a lower quality black and white image.
CCITT4 (Bitonal) - Produces a higher quality black and white image.
LZW (Color) - Produces a color image with LZW compression.
None (Color) - Produces a color image with no compression (This is a very



RLE (Color) - Produces a color image with RLE compression.




large image).

DPI

Set the resolution of the image.
The range is from 96 - 1200 dots per inch (DPI).

Produce color JPGs for
provided extensions

This and the following two options are available if you are rendering to CCITT3 or
CCITT4 format and allows you to specify certain file extensions to render in color
JPGs.
For example, if you wanted everything in black and white format, but wanted all
PowerPoint documents in color, you would choose this option and then type PPT
or PPTX in the To JPG Extensions text box. Additionally, you can choose the
quality of the resulting JPG from 1 - 100 percent (100 percent being the most
clear, but the largest resulting image).

To JPG Extensions

Lets you specify file extensions that you want exported to JPG images.

JPG Quality

Sets the value of JPG quality (1-100). A high value (100) creates high quality
images. However, it also reduces the compression ratio, resulting in large file
sizes. A value of 50 is average quality.

OCR TIFF Images

Creates a page by page OCR text file from the rendered images.
By default, the text file uses a TXT extension.
As a best practice, you would not create both Filtered Text files and OCR text files.
However, if you do both, the Filtered Text files use a TXT extension and the OCR
text files use an OCR.TXT extension.
If you create only OCR text files and not Filtered Text files, the OCR text files use
a TXT extension.

Creating Production Sets

Production Set Files to Include Options

| 14

Files to Include Options (Continued)
Option

Description

OCR Text Encoding






Redactions Markups

ANSI - Encodes text files using ANSI.

ANSI encoding has the advantage of producing a smaller text file than a Unicode file (UTF). ANSI-encoded text files process faster and save space. The
ANSI encoding includes characters for languages other than English, but it is
still limited to the Latin script.
If you are exporting documents that contain languages written in scripts other
than Latin, you need to choose a Unicode encoding form. Unicode encoding
forms contain the character sets for all known languages.
UTF- 16 Encodes load files using UTF-16.
UTF - 8 (Default) Encodes load files using UTF-8.
For more information on the Unicode standard, see the following website
http://www.unicode.org/standard/principles.html

Check the Markup Sets that you want included in the production set. Markups will
be burned into the images that are created.

2.2.1 U.S. Volume Document Options
This section describes the options available in the Volume Document Options screen of the production set
wizard if you have US numbering enabled. US numbering is default. The following table describes the options
available in the following screen.

Creating Production Sets

Production Set Files to Include Options

| 15

Production Set Volume Document Options Screen US Numbering

Volume Document Options Screen
Option Type

Option

Naming Options

Choose a naming option:
DOCID

Volume Partition Sorting

(Volume
Partition
Sorting)
(Volume
Partition
Sorting)

Creating Production Sets

Description

(Default) This file naming allows you to determine what the name of
the files will be, based on the document ID numbering scheme. This
option is used with the Document Numbering Options on this tab.
In Case Review, you can view the DocID that is created for exported
files. This is useful in associating an exported file with the original file.
You can sort the documents before they are converted and named.
This allows you to choose one or more metadata field values to sort
the documents in ascending or descending order.
You can choose any combination of fields by which to sort, however, it
is not recommended to choose more than 3 fields to sort by.
Add volume partition sorting filters based on specified ascending or
descending fields.

Delete the selected sorting option.

Sorting

Specify the order that the files are listed in each volume. Sorting
occurs on the parent document.
For example, you might sort by Ascending on the field FILESIZE. In
such case, the first volume contains the largest file sizes, and the last
volume contains the smallest file sizes.

Field

Set the column heading by which you want to sort.

Production Set Files to Include Options

| 16

Volume Document Options Screen (Continued)
Option Type

Option

Description

Add

Add the sorting options that you have selected. You can add one or
more sorting filters.

Volume Sample

Provide a sample of the volumes.

Volume Options

Select a volume folder structure for the output files. The selections will
determine how much data is put into each folder before a new folder is
created and the folder structure in which the output is placed.
See About the U.S. Volume Structure Options on page 19.
Partition Limit

Set the size of the partition based on the partition type that you have
selected.

Prefix

Specify the prefix-naming convention you want to use for the root
volume of the production set.

Starting
Number

Set the starting number of the first partition in the production set.

Padding

Specify the number of document counter digits that you want. The
range is 1 to 21. 0 padding is not available.

Folder Limit

Create a new numbered volume when the specified folder limit is
reached inside the volume.

Folder

Lets you name and limit the size or the number of items that are
contained in a folder. An export can have one or more folders.
Prefix

Specifies the prefix-naming convention that you want to use for the
folders within the volume of the export.

Suffix

Specifies the suffix-naming convention that you want to use for the
folders within the volume of the export.

Starting
Number

Sets the starting number of the first folder within the volume of the
export.

Padding

Specify the number of document counter digits that you want. The limit
is 21.

File Limit

Creates a new numbered folder when the specified file limit is reached
inside the folder.

Native Folder

Lets you set the name of the Natives folder.

Image Folder

Lets you set the name of the Image folder.
See Files to Include Options on page 13.

Text Folder

Lets you set the name of the Text folder where text files go that are
generated by the OCR engine.
See Files to Include Options on page 13.

Numbering
Options

See About U.S. Document Numbering Options on page 20.

Prefix

Specifies the prefix-naming convention that you want to use for the
document and page numbering within the folders of the export.

Document

Creating Production Sets

Production Set Files to Include Options

| 17

Volume Document Options Screen (Continued)
Option Type

Creating Production Sets

Option

Description

Suffix

Specifies the suffix-naming convention that you want to use for the
document and page numbering within the folders of the export.

Starting
Number

Sets the starting number of the first folder within the volume of the
export.

Padding

Specify the number of document counter digits that you want. The limit
is 21.

Continue from
last used
number

Lets you have sequential numbering across all exports per legal
matter.
Sets Starting Number to the last document number plus 1 from the last
export.
In order to enable this, you must also enable the Use Last Document
Number option in the export default settings.

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| 18

2.2.1.1 About the U.S. Volume Structure Options
You can specify the volume folder structure for the output files. The selections will determine how much data is
put into each folder before a new folder is created and the folder structure in which the output is placed.
See U.S. Volume Document Options on page 15.
The output files will be contained within the following hierarchy:
Volume

folder - Contains two levels of subfolders for organizing the files. A new volume will be created
when a specified limit is reached.
You can choose from the following limits.

Limits
Limit

Description

Documents

Output will be placed into a volume until the specified number of documents has
been reached, then a new volume will be created.
For example, if you export 2000 files and you set the partition limit to 1000, you
will have two document volumes.

Images

Output will be placed into a volume until the specified number of images has
been reached, then a new volume will be created.
This option is useful because a single, large document may create one image
per page.

Megabyte

Output will be placed into a volume until the specified megabyte size of all of the
files has been reached, then a new volume will be created.
For example, you can set a partition limit of 4000 MB if you intend to burn the
files to DVD media.

Single

All output will be placed into one volume.

You can also specify a volume folder limit. In order to prevent issues with Microsoft Windows Explorer,
you can specify an additional limit of the number of folders in a volume. This works in addition to the
selected limit type. If the specified volume limit is not reached, but the folder limit is, a new volume will be
created.
File

type folder - The first level subfolders within each volume are separated by the file types of the
exported files. By default, the folders are named by file type, for example, native documents, images, or
text files.

Level

2 folder - The second level folders contain the actual files being exported. You can specify a limit of
the total number of files per folder. This limit, once reached, will create a new folder within the same file
type folder until the volume maximum or number of folders has been reached.

Using the Partition Type, Partition Limit, and Folder limit values together, you can create the volume structure
that meets your needs. The following graphic is an example of a volume structure.

Creating Production Sets

Production Set Files to Include Options

| 19

Note: No document that has been rendered will have its rendered pages divided into more than one folder.

2.2.1.2 About U.S. Document Numbering Options
If you have chosen to use a DocID naming scheme for the output files, you can specify the method for creating
Doc IDs. This section describes the Numbering options found in the Volume Document Options screen of the
Production Set wizard.
See U.S. Volume Document Options on page 15.

Production Set Numbering Options

You will choose from the document numbering options:

Creating Production Sets

Production Set Files to Include Options

| 20

Document

and Page Numbering Uniquely Sequenced
This option generates a sequential number that is applied to the document without regard to the rendered
pages that may or may not be produced. The images will also be numbered sequentially without regard
to the document number.
For example, if you have two documents each that produce two images during conversion, the output
would be:

Example Output
Native Documents

Image Output

ABC00001.doc

ABC00001.tif
ABC00002.tif

ABC00002.doc

ABC00003.tif
ABC00004.tif

You can optionally specify a prefix- and a suffix-naming convention.


Document Numbering Tied to Page Numbering
This option generates a sequential number for every page created. The corresponding document name
will be the same as its first page generated for each document.
For example, if you have two documents each that produce two images during conversion, the output
would be::

Example Output
Native Documents

Image Output

ABC00001.doc

ABC00001.tif
ABC00002.tif

ABC00003.doc

ABC00003.tif
ABC00004.tif

You can optionally specify a prefix- and a suffix-naming convention.
Document

Numbering with Page Counter Suffix
This option generates a sequential number for every document and the pages produced for that
document will carry the document's name with a counter as a suffix that represents which page is
represented by the image.
For example, if you have two documents each that produce two images during conversion, the output
would be:

Example Output
Native Document

Image Output

ABC00001.doc

ABC00001.001.tif
ABC00001.002.tif

ABC00002.doc

ABC00002.001.tif
ABC00002.002.tif

Creating Production Sets

Production Set Files to Include Options

| 21

2.3 Production Set Image Branding Options
You can brand the rendered pages of TIFF and PDF images with a header, footer, watermark, or Bates
numbering from the Production Set wizard.
See Export Tab on page 10.

Image Branding Screen

Image Branding Options
Option Group

Options

Description

Sample

Displays a sample of the image branding options
selected.

Watermark

Set options to brand a watermark to the middle of the
document.
Opacity

Watermark/
Header/Footer
Type

There are multiple types of image branding available.
The options in the Watermark, Header and Footer
groups will differ depending on the Type that you
select.
None

Creating Production Sets

Sets the visibility of the watermark text.

No branding on the image.

Production Set Image Branding Options

| 22

Image Branding Options (Continued)
Option Group

Options

Bates

Turns Bates numbering of rendered image pages on or
off.
Bates numbering is a term used for placing an
identifying number on every page of evidence files that
are presented in court.
If you create a production set of evidence files with the
setting to produce multi-page TIFF images or PDF files,
the TIFF or PDF file name is the Bates number of the
first page of the document, which is known as the
BegDoc (beginning document) number.
Bates numbering is not driven by the document or page
numbering that was assigned in the Volume/Document
Options panel.
Prefix

Specify up to any 25 alphanumeric characters except
the forward slash or backward slash.
You can use a separator to create a visual break
between the different sections of the Bates number.

Starting
Number

Sets the starting number to a value from 1-100.

Padding

Specify the number of document counter digits that you
want. The limit is 42.

Font

Sets the font style for the text.

Font Size

Sets the font size for the text.

Doc ID

Displays the Doc ID in the designated location.
Font

Sets the font style for the text.

Font Size

Sets the font size for the text.

Field

Displays the selected field value in the designated
location.
Field

Select one of the available fields to display in the
designated location.

Font

Sets the font style for the text.

Font Size

Sets the font size for the text.

Global
Endorsement

Displays the entered text in the designated location.
Text

Enter the text that you want to appear in the designated
location.

Font

Sets the font style for the text.

Font Size

Sets the font size for the text.

Page ID

Displays the page ID number in the designated
location.
Font

Creating Production Sets

Description

Sets the font style for the text.

Production Set Image Branding Options

| 23

Image Branding Options (Continued)
Option Group

Creating Production Sets

Options

Description

Font Size

Sets the font size for the text.

Production Set Image Branding Options

| 24

2.4 Additional Production Set Options
2.4.1 Saving Production Set Options as a Template
After configuring the production set options, you can save the settings as a template. The template can be
reused for future production sets with the current case or other cases.
To save options as a template
1.

Access the production set wizard and set the options for the production set.
See Export Tab on page 10.

In the production set wizard, click Save As.

Enter a name for the template.

Click Save.

2.4.2 Deleting a Production Set
Users with production set rights can delete production sets from Case Review.

To delete a production set
1.

Click the Case Review

In the Case Explorer, select the Explore tab, expand the Production Sets folder, right-click the
production set that you want to delete and select Delete.

Click OK.

button next to the case in the Case List.

2.4.3 Sharing a Production Set
Users with production set rights can share production sets that they have created with other groups of users.

To share a production set
1.

Click the Case Review

In the Case Explorer, select the Explore tab, expand the Production Sets folder, right-click the
production set that you want to delete and select Manage Permissions.

Check the groups that you want to have access to the production set that you created and click Save.

Creating Production Sets

button next to the case in the Case List.

Additional Production Set Options

| 25

3 Exporting Production Sets
3.1 Exporting Production a Set
After you create a production set, you can export it containing only the files needed for presentation to a law firm
or corporate security professional.

To export a production set
1.

On the Home Page, select a case and click the

Export tab.

Next to the production set that you want to export, click Export.

Production Set Export Dialog

Enter or browse to the path where you want to save the export.

Enter a name for the Load File.

Exporting Production Sets

| 26

Select a format that you want to use for the export. The following formats are available:
- Generates a DII file specifically formatted for use with the AD Summation
CaseVantage program.

CaseVantage

Concordance
EDRM

- Generates a DAT file that can be used in Concordance.

- Generates an XML file that meets the EDRM v1.2 standard.

Generic

- Generates a standard delimited text file.

iCONECT

- Generates an XML file formatted for use with the iConect program.

Introspect

program.
Relativity
Ringtail

(IDX file) - Generates an IDX file specifically formatted for use with the Introspect

- Generates a DAT file that can be used in Relativity.

(flat file) - Generates a delimited text file that can be converted to be used in Ringtail.

eDII - Generates a DII file specifically formatted for use with the AD Summation iBlaze or
Enterprise programs.

Summation

Note: If you are outputting a Concordance, Relativity, or Generic load file, and include rendered
images, you will also get an OPT and LFP file in the export directory.
6.

Depending on the load file format you choose, you may need to check whether or not to show the row
header for the columns of data. The Show Row Header option is only available for the following load file
formats:
Concordance
Generic
Introspect
Relativity
Ringtail

(Flat File)

Select an option for Load File Encoding. The following options are available:
- Encodes load files using ANSI (for text written in the Latin script).
ANSI encoding has the advantage of producing a smaller load file than a Unicode file (UTF). ANSIencoded load files process faster and save space. The ANSI encoding includes characters for
languages other than English, but it is still limited to the Latin script.
If you are exporting documents that contain languages written in scripts other than Latin, you need to
choose a Unicode encoding form. Unicode encoding forms contain the character sets for all known
languages.

ANSI

- (Default) Encodes load files using UTF-8.
For more information on the Unicode standard, see the following website:
http://www.unicode.org/standard/principles.html
Most commonly used for text written in Chinese, Japanese, and Korean.

UTF-8

- Encodes load files using UTF-16.
Similar to UTF-8 this option is used for text written in Chinese, Japanese, and Korean.

UTF-16

Select a Field Mapping character. This delimiter is the character that is placed between the columns of
data. The default delimiters are recommended by the program to which the load file was intended.
However, you can change these defaults by selecting the drop-down and choosing an alternative.
Field Mapping is available for the following load file formats:
Concordance
Generic
Introspect
Relativity
Ringtail

(Flat File)

Exporting Production Sets

| 27

Select a Text Identifier character. This delimiter is the character that is placed on either side of the
value within each of the columns. All of the text that follows the character and precedes the next
occurrence of the same character is imported as one value.
The default delimiters are recommended by the program to which the load file was intended. However,
you can change these defaults by selecting the drop-down and choosing an alternative. If you do not
wish to use a delimiter, you can choose the (none) option.
Text Identifier is available for the following load file formats:
Concordance
Generic
Introspect
Relativity
Ringtail

(Flat File)

10. Select a Newline character. This is a replacement character for any newline (carriage return/line feed)

character. The default delimiters are recommended by the program to which the load file was intended.
However, you can change these defaults by selecting the drop-down and choosing an alternative. If you
do not wish to use a delimiter, you can choose the (none) option.
Newline is available for the following load file formats:
Concordance
Generic
Introspect
Relativity
Ringtail

(Flat File)

11. Select the Available Fields of metadata to be included in the load file and click the right arrow to add

the field.
12. Some load file applications require that certain fields be in the load file. In such cases, you can click the
Custom plus button to add a custom field entry that is not already listed in the Available Fields list.
13. Click Export.

Exporting Production Sets

| 28

Using Summation Mobile

The part describes how to use Summantion Mobile and includes the following section:
Using

Summation Mobile (page 250)

| 249

1 Using Summation Mobile
Summation Mobile is an application that you can use to work on your Summation cases off of the network.
Summation Mobile uses the Copy Case utility to make a copy of a Summation case from the network application
to your laptop that you can review off of the network. You can do your work on the copied case in Summation
Mobile and then you can merge your changes back into the network case. Summation Mobile is an add on
product. Contact your sales representative for information on how to get Summation Mobile.

1.1 Prerequisites
To use Summation Mobile, you need the following things:
Summation
Rights

Mobile installed on your laptop (automatically installs the Copy Case utility)

to the case you are copying

Connection

to the network during copying

1.1.1 Summation Mobile Limitations
The following are limitations for Summation Mobile:
Maximum

of 2 million records

Maximum

of 3 users

Processing

CPUs cannot exceed 4

1.1.2 Tasks You Can’t Perform
You cannot perform the following tasks in a copied case:
Create/Delete

Case

Manage

Users

Manage

Groups

Manage

Roles

Manage

Permissions

Manage

Custom Columns (including adding Categories)

Manage

Tagging Layouts

Manage

Persistent Highlighting

Manage

Markup Sets

Manage

Redaction Reasons

Manage

AutoText Options

Manage

Permissions for: Labels, Issue Values, Saved Searches, and Category Values

Using Summation Mobile

Profiles

| 7

Create/Rename/Delete
Rename

Production Sets

Saved Searches

Delete

Evidences

Create

images for the records with electronic documents

1.1.3 Deletions in Summation Mobile
Deleting the following items in a copied case will NOT delete them from the network case after the merge:
Labels
Notes
Transcript

Groups / Transcripts

Exhibits
Saved

Searches

Document

Records

Using Summation Mobile

| 8

1.2 Copying a Case
Using the Copy Case utility, you can copy a case from the network application to your laptop for off network use.
The laptop where you copy your case may also be referred to as the “local machine.” You must fulfill the
prerequisites in order to copy a case.
See Prerequisites on page 7.

To copy a case
1.

Open the Copy Case utility on your laptop.

Copy Case Utility

In the Provided Network Login Information group box, enter the following:
Network
User

URL: Enter the URL for the network Summation application.

Name: Enter a user with rights to the network.

Password:

Enter the password for the user you entered.

In the Provide Mobile Login Information group box, enter the following:
User

Name: Enter a user that has access to the case you want to copy.

Password:

Enter the password for the user you entered.

Browse to a Shared Directory. This directory needs to be a location where both the network and local
machine has Read/Write access (used to store data temporarily during the copy process).

Click OK.

Using Summation Mobile

Copying a Case

| 9

Copy Case Options Screen

In the Copy Case Modes group box, select Copy Network Case to Mobile System.

In the Network Case group box, expand the case drop-down and select the case that you want to copy.
Only cases that you have access to will appear.
The Network Case Path and Case Size are automatically populated when you select a case.
Note: With SQL Express on the local machine, you are limited in the size of the case that you can copy.

In the Mobile Case group box, do the following:
8a.

Enter a new name for the case by which it will be saved on the local machine.

8b.

Browse to a location on the local machine where you want to save the case.

In the Case Elements group box, select one of the following:
Entire

Case: Select this to copy the entire case to the local machine.

Designated

Elements: Select this to choose what elements you want to copy. You can specify to
copy the following: Transcript Groups, Review Sets, Production Sets, Saved Searches, and Labeled
Documents.

Note: What you select in the Case Elements group box will determine the next screen you see.
10. Click Next.
11. If you selected to copy the Entire Case, skip to the Summary step.
12. If you selected to copy Designated Elements, you will see the Transcript Selection screen.

Using Summation Mobile

Copying a Case

| 10

Transcript Selection Screen

13. In the Transcript Selection screen, make selections among the following and click Next:
Include

Transcript: Check this to include transcripts in the copy.
Transcripts: Select this to include all the transcripts in the case, in the copy.
 Selected Transcripts: Select this to include only the transcript groups that you check in the
copy.
 All

Documents Selection Screen

Using Summation Mobile

Copying a Case

| 11

14. In the Documents Selection screen, make selections among the following and click Next:
Include

Documents: Check this to include documents in the copy.
Documents: Select this to include all the documents in the case, in the copy.
 Documents Assigned to the Labels: Select this to include only the documents assigned to
labels that you check in the copy.
 All

Review Set Selection Screen

15. In the Review Sets screen, make selections among the following and click Next:
Include

Review Sets: Check this to include review sets in the copy.
 All Review Sets: Select this to include all the review sets in the case, in the copy.
 Selected Review Sets: Select this to include only the review sets that you check in the copy.

Using Summation Mobile

Copying a Case

| 12

Other Selection

16. In the Other Selection screen, make selections among the following and click Next:
Include

Production Sets: Check this to include production sets in the copy.
Production Sets: Select this to include all the production sets in the case, in the copy.
 Selected Production Sets: Select this to include only the production sets that you check in
the copy.
 All

Include

Saved Searches: Check to include saved searches in the copy.

Note: Production sets cannot be changed. If you copy them to your local machine, you will not be able
to make any changes to existing production sets and you will not be able to merge them back in
to the network case. You can copy them for viewing purposes only.

Using Summation Mobile

Copying a Case

| 13

Summary Screen

17. In the Summary screen, review the selections you have made and click Start.

Process Complete

18. Click Yes to perform another copy or No if you are done.
19. Click Close.

Using Summation Mobile

Copying a Case

| 14

1.3 Opening the Copy of Your Case Using Summation
Mobile
Once you have copied a case to your laptop, you can access the case copy using Summation Mobile that is
installed on your laptop. The laptop where you copy your case may also be referred to as the “local machine.”
See Copying a Case on page 9.
See Summation Mobile Limitations (page 7) for the limitations of Summation Mobile.

To open your copied case
1.

Do one of the following:
Double-click
Open

the Summation Mobile icon on your desktop.

a browser and enter localhost or the IP address of your machine.

Review your case as usual.

Using Summation Mobile

Opening the Copy of Your Case Using Summation Mobile

| 15

1.4 Merging a Copied Case
After you have made your changes to the copied case, you can merge the case back into the network
application.
Note: You can merge a copied case only ONCE. Once you have merged a copied case, you cannot merge that
copy again. You will need to make another copy of the network case to merge the case again.
If conflicts appear in a merge, you will be presented with the choice to keep the network version or the copied
case version of the conflict. Choosing the copied version will overwrite the network version.
The laptop where you copy your case may also be referred to as the “local machine.”

To merge a copied case back in to the network application
1.

Ensure your laptop is connected to the network.

Open the Copy Case utility on your laptop.

In the Provided Network Login Information group box, enter the following:
Network
User

URL: Enter the URL for the network Summation application.

Name: Enter a user with rights to the network.

Password:

Enter the password for the user you entered.

In the Provide Mobile Login Information group box, enter the following:
User

Name: Enter a user that has access to the case you want to merge.

Password:

Enter the password for the user you entered.

Browse to a Shared Directory. This directory needs to be a location where both the network and local
machine has Read/Write access (used to store data temporarily during the merge process).

Click OK.

Merge Case Options

Using Summation Mobile

Merging a Copied Case

| 16

In the Copy Case Modes group box, select Merge Changes from Mobile Case to Network Case.

In the Mobile Case group box, select a copied case from the local machine.
The respective Network case Name and Network case Path will be populated automatically.

In the Case Elements group box, select one of the following:
Entire

Case: Select this to merge the entire case copy to the network application.

Designated

Elements: Select this to choose what elements you want to merge. You can specify to
merge the following: Transcripts, Documents, Review Sets, Saved Searches, and Labeled
Documents.

Important: Ensure that you check all the items that you want to merge because you will not be able to merge
anything again after the merge is complete. You can only merge a case once.
Note: What you select in the Case Elements group box will determine the next screen you see.
10. Click Next.
11. If you selected to copy the Entire Case, skip to the Summary step.
12. If you selected to copy Designated Elements, you will see the Transcript Selection screen.
13. In the Transcript Selection screen, make selections among the following and click Next:
Include

Transcript: Check this to include transcripts in the merge.
 All Transcripts: Select this to include all the transcripts in the case, in the merge.
 Selected Transcripts: Select this to include only the transcript groups that you check in the
merge.

14. In the Documents Selection screen, make selections among the following and click Next:
Include

Documents: Check this to include documents in the merge.
Documents: Select this to include all the documents in the case, in the merge.
 Documents Assigned to the Labels: Select this to include only the documents assigned to
labels that you check in the merge.
 All

15. In the Review Sets screen, make selections among the following and click Next:
Include

Review Sets: Check this to include review sets in the merge.
Review Sets: Select this to include all the review sets in the case, in the merge.
 Selected Review Sets: Select this to include only the review sets that you check in the merge.
 All

Note: Production sets cannot be changed. You will not be able to merge production sets back in to the
network case. You can copy them for viewing purposes only.
16. In the Summary screen, review the selections you have made and click Start.
17. Click Yes to perform another copy or No if you are done.
18. Click Close.

Using Summation Mobile

Merging a Copied Case

| 17

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