Code documents to people or organizations in the Code pane

Generally, the application automatically extracts the names of people and organizations from documents as part of the document import process.

If a case includes scanned documents, however, the document import process does not extract people and organization data. Instead, you can manually code documents with the names of relevant people or organizations.

For example, if a document contains email correspondence between different people, you can code the document with the names of the sender and recipients.

Note: If the documents in a case do not include automatically extracted data about people and organizations, your case administrator must create a coding template that includes the People/Organizations field. A coding template with this field allows you to code people and organization data. For information about how to create coding templates, see Work with coding templates.

Group members and group leaders with permissions can perform the following tasks to code documents to people or organizations:

Add people or organization coding to a document

Add people or organization names and relationships

Remove people or organization coding from a document

For information about how to grant permissions, see Work with security for objects.

Add people or organization coding to a document

To code a document with the names of people or organizations:

Select the document that you want to code.

In the Code pane, click the Code single document button.

By default, all coding fields that have a value appear. To display a specific coding template, on the All Values menu, click a template name.

In the People/Organizations row, click the value.

Depending on what values you want to select from, click People or Organizations.

In the Find box, type the name of the person or organization, and then click Find.

Tip: To view all people or organizations, click Find without typing any text in the Find box.

Drag the handle next to a person or organization to the pane on the right.

In the Correspondence Type column, click the value, and then select the type of correspondence, such as To or From.

Repeat the previous steps to code additional people or organizations to the document.

Click Save.

Add people or organization names and relationships

You can add the names of people or organizations as potential coding values.

You can also indicate that a person is affiliated with an organization. To do this, you add a relationship between a person and an organization. For example, you can create relationships between one person and multiple organizations to indicate that someone worked for multiple employers.

Note: You cannot delete people names, organization names, or relationships.

To add people or organization names and relationships:

Select a document.

In the Code pane, click the Code single document button.

To display a specific coding template, on the All Values menu, click a template name.

In the People/Organizations row, click the value.

To add a person value, do the following:

Click People.

Click New.

In the Person box, type the name of the person.

If the person is associated with an organization, select the Create relationship to organization check box, and then select the organization from the list.

Click Create.

To add an organization value, do the following:

Click Organizations.

Click New.

In the Organization box, type the name of the organization.

If the organization is associated with a person, select the Create relationship to person check box, and then select the person from the list.

Click Create.

To add a relationship between a person and an organization, do the following:

Click Relationship.

Select the Person and the Organization that they are affiliated with.

Click Create.

Click Save.

Remove people or organization coding from a document

To remove people or organization coding from a document:

Note: You cannot delete people names, organization names, or relationships.

Select the document that you want to code.

In the Code pane, click the Code single document button.

By default, all coding fields that have a value appear. To display a specific coding template, on the All Values menu, click a template name.

In the People/Organizations row, click the value.

Click the X next to the person or organization that you want to remove from the document.

Click Save.