Create assignments: add and remove documents in a phase
1. Add documents to a phase
1. Remove documents from a phase

Create assignments: add and remove documents in a phase

To create an assignment, you add documents to one or more phases in a workflow.

You can also remove documents from phases in a workflow.

Group leaders, group members, and case administrators with permissions can add and remove documents in a phase. For information about how to grant permissions, see Set security for workflows.

For information about how to administer assignments, see Introduction to Review Setup.

Add documents to a phase

You can add documents to one or more phases in a workflow. When you add documents to a phase, the application creates assignments.

You can assign a specific user to an assignment, or allow the members of the review team to review the assignment.

Tip: If you add threaded documents to an assignment, you can set the List pane to open in threaded view when a reviewer opens an assignment containing threaded documents. This also keeps all documents in a thread together so that a thread is not split across multiple assignments. For information about how to enable threaded view, see Enable threaded view for assignments.

To add documents to a phase:

Locate the documents that you want to add, and then open the documents in the List pane on the Documents page.

For example, you can search for documents, or identify documents using a mine or a cube. For information about how to search for documents, see Perform an advanced search. For information about how to use mines and cubes, see About analyzing documents.

Optionally, arrange the List pane columns in the order that you want them to appear in the assignment.

For information about working with the List pane columns, see Configure columns in the List pane.

In the List pane, select the check box next to the documents to add.

On the Tools menu, select Workflow.

Select Add to a workflow.

Optionally, to include both the source documents that you selected and any of their attachments, select the Including sources/attachments check box.

The collection of documents that you add to a phase is called a lot. To add a lot name, type a name in the Lot name box. As a best practice, consider including the date that you add the documents and a brief description of the documents.

Tip: You can search for lot names.

If you do not specify a lot name, the application automatically assigns a name.

To change the lot description, type in the Lot description box.

By default, the documents are distributed to the members of the review team. To give this assignment to a specific user, in the Assign user list, select the user. The user can be any user in the case and does not have to be a member of the phase team.

Note: If you do not assign a user, the next user who performs a Get next assignments action gets the assignment.

By default, the maximum number of documents that the application puts in each assignment is configured in the phase properties. To specify a different maximum number of documents for each assignment, select the Override documents per assignment check box. Then type a number in the box.

Consider the following information:

The application divides the documents into different assignments, and the number that you type determines the number of documents per assignment. For example, if you add three documents and set the override number to 2, the application divides the documents into an assignment containing two documents and an assignment containing the remaining document. As another example, if you add 24 documents and set the override number to 2, the application creates 12 assignments, each containing two documents.

The maximum number of documents per assignment is 20,000.

The maximum number of assignments allowed in a workflow is 10,000.

On the Workflow menu, select the workflow that you want to add the documents to.

Under Phase, select from the following:

To add the documents to all phases of the selected workflow, select the Select all phases check box.

To add the documents to specific phases, select the phases.

Click OK.

Remove documents from a phase

You can remove documents from a phase. When you remove documents from a phase, the application removes the documents from assignments.

Removing a document does not delete the document from the case or database, nor does it delete a phase. You can restore documents to a phase if the documents remain in the case. For information about how to delete a phase, which also deletes any associated assignments, see Delete a phase.

To remove documents from a phase:

Locate the documents that you want to remove.

In the List pane, select the check box next to the documents to remove.

On the Tools menu, select Workflow.

Select Delete from a workflow.

Optionally, to remove both the source documents that you selected and any of their attachments, select the Including sources/attachments check box.

On the Workflow menu, select the workflow that contains the documents that you want to remove.

Under Phase, select from the following:

To remove the documents from all phases of the workflow, select the Select all phases check box.

To remove documents from specific phases, select the phases.

Click OK.