Work with fields

Fields are document properties that the user or the application uses to associate metadata with a document. Collectively, fields define a document’s attributes. Fields can contain text, dates, numbers, and predetermined items from a list. Administrators have access to all fields in a case and can configure the fields as required for the review.

Note: Only administrators can create fields.

You can administer fields only if they are appropriate to your user category, group access, or content access. Use the Fields page to perform the following tasks:

View fields

Create and customize your own custom fields, also known as extra fields

Create and customize pick lists to extend document categorization. Pick list fields appear as a list of selectable items or values in a list. When creating pick lists, you can also apply color coding and family ranking to the items in the list.

Set security for fields

View documents that are coded to a field

Edit properties for fields

Download a report of fields

Delete fields

Note: This topic discusses how to create and manage user-generated fields. For information about the default system fields, see Work with system fields.

Field types

The application supports the following field types:

Date: Can contain only dates and must be in the format mm/dd/yyyy, for example, 01/26/2012.

Memo: Can contain very long alphanumeric data.

Number: Can contain integers and real numbers. Examples of integers are 7, 21, and 342. Examples of real numbers are 3.14159 and 0.49693.

Pick List: List containing a list of predefined items.

Text: Can contain up to 255 alphanumeric characters.

Yes/No: Boolean fields that can contain only the values Yes or No.

Create fields

Administrators can create custom fields for a case to extend document categorization. After you create a field, you can set deny, allow, or write permissions for the field. You can also edit its properties if you have write permissions for the field.

To create a general field:

On the Case Home page, under Case Setup, click Fields.

Click Add.

In the Type list, select the field type.

Note: If you select the Pick List field type, you have to add items to the field. For more information about creating pick list fields, see Create pick lists.

Type a unique field Name.

Tip: Depending on the field name, you can allow duplicate documents to inherit coding values from a master document. For more information about master and duplicate documents, see Allow duplicate documents to inherit coding values from master documents.

If the field can have more than one value per document, clear the One-to-one check box.

Note: The One-to-one setting is mandatory for only Yes/No fields.

Click Save.

Set the security for the field. For more information, see Set security for fields.

Create pick lists

Pick lists are a type of field that appear as a list of selectable items or values in a list. Administrators define the pick list items, and can also do the following:

Apply color coding to the pick list items

Apply family ranking to the pick list items

Set the order in which the pick list items appear

To create a pick list:

On the Case Home page, under Case Setup, click Fields.

Click Add.

In the Type list, select Pick List.

Type a unique field Name.

Tip: Depending on the field name, you can allow duplicate documents to inherit coding values from a master document. For more information about master and duplicate documents, see Allow duplicate documents to inherit coding values from master documents.

If the field can have more than one value per document, clear the One-to-one check box.

Click Save.

Click the name of the pick list.

To add items to the pick list, in the navigation pane, click Items, and then do the following:

Click Add.

Type a Name for the item, and then click Save.

Repeat the previous steps to add additional items to the pick list.

Set the security for the field. For more information, see Set security for fields.

Note: For information about how to delete a pick list item, see Delete a pick list item. For information about how to modify a pick list item, see Modify a pick list item.

Add color coding and family ranking to pick list items

In pick lists, color coding helps reviewers to identify different coding groups or categories.

Source documents and attachments are known as a document family. When you apply family ranking for a document family, the ranking tracks the highest-ranked item coded against documents in the document family. The application stores the highest-ranked item used for coding as an application-generated [Family] pick list. The application assigns single documents not associated with a family to their own family value.

When you change the source and attachment relationship for a document, the family value also changes. When you change the family ranking order, the new order applies to documents that already have their own family values. For example, when you enable family ranking for a Priority pick list (with High, Medium, and Low items), the application generates a new pick list called Priority [Family]. The application uses the family pick list to track the highest-ranked priority in a document family.

In this example, when using the Priority [Family] pick list, the following happens:

If you code a source document as Medium priority, the application codes all documents in the family as Priority [Family] - Medium.

If you code an attachment as High priority, the application re-codes all documents in the family as Priority [Family] - High, because this is a higher family ranking.

Note: Set the family rank for pick lists with up to nine items.

To set the family ranking and color coding for pick list items:

Create a pick list and select the Family Rank and Color Coding check box. For more information, see Create pick lists.

Note: Family rank and color coding is available for pick lists with a One-to-one setting.

On the Fields page, click the name of the pick list.

To add color coded items to the pick list, in the navigation pane, click Items, and then do the following:

Click Add.

Type a Name for the item.

To select the color for an item, click the color box next to the item and select a color from the palette.

Repeat the previous steps to add additional items to the pick list.

Note: The Not Coded item appears by default. You can add up to nine additional items.

By default, items are ranked in the order in which they were created. To change the family ranking, do the following:

Click Rank.

In the Family rank column, click an existing number. Type a new rank number, and then click outside of the box. Or, hover over an item and then drag the handle to move the item up or down.

Repeat the previous step to specify the family ranking for each item.

Click Save.

After you have added the color coding and family ranking, set the security for the field. For more information, see Set security for fields.

Set the display order of pick list items

You can set the order in which the items appear in the pick list. Changing the display order does not change the family ranking.

To set the display order of pick list items:

On the Case Home page, under Case Setup, click Fields.

Click the name of a pick list.

In the navigation pane, click Items.

In the row for an item, click in the Display Order column. Type a display order number, and then click outside of the box.

Set security for fields

Administrators can set the security for any field and user group.

By default, the security setting for new fields is set to Deny.

To set security for fields:

On the Case Home page, under Case Setup, click Fields.

Click the name of a field.

In the navigation pane, click Security.

Depending on which groups you want to set security for, do the following:

To change the security for a user group, hover over the row for the group, and then select an option.

To change the security for all user groups, select an option in the heading row. Then click OK.

The following security settings are available.

Permission	Description
Deny	Denies the group access to the field.
Allow	Allows the group access to the field.
Write	Allows the group to edit the field.

View documents coded to a field

To view the documents that are coded to a field:

On the Case Home page, under Case Setup, click Fields.

On the Fields page, the number of documents that are coded to the field appears in the Documents column.

Note: The counts do not respect document security, so if your group does not have access to all documents, you may see fewer documents on the Documents page than indicated by the number in the column.

Click a number in the Documents column.

Note: If your group does not have permissions to access the field, the number is not a link.

The documents open on the Documents page.

Edit field properties

To edit the properties of a field:

On the Case Home page, under Case Setup, click Fields.

Click the name of the field.

On the Properties page, modify the Name or other field properties.

Click Save.

Download a report of fields

You can download a spreadsheet (.csv file) of the fields in a case.

To download a report of the fields in a case:

On the Case Home page, under Case Setup, click Fields.

Optionally, filter the list of fields to display the fields that you want to include in the report.

Click Download report, and then click OK.

Delete fields

To delete any field for which you have permissions:

Note: You cannot delete fields marked with a red triangle on the Fields page.

On the Case Home page, under Case Setup, click Fields.

Select the check box next to the fields that you want to delete, and then click Delete.

If the field already has documents coded to it, the application asks you to confirm the deletion. To view the number of affected documents, click View document count.

Click OK.

Delete a pick list item

If you try to delete a pick list item, and the item is coded to documents, the application warns you.

To delete a pick list item:

On the Case Home page, under Case Setup, click Fields.

Click the name of a pick list.

In the navigation pane, click Items.

Select the check box next to the item that you want to delete, and then click Delete.

The Delete selected items dialog box appears.

In the Delete selected items dialog box, read the message, and then click OK to confirm the action or Cancel to cancel the action.

Modify a pick list item

If you try to modify a pick list item, and the item is coded to documents, the application warns you.

To modify a pick list item:

On the Case Home page, under Case Setup, click Fields.

Click the name of a pick list.

In the navigation pane, click Items.

When you try to modify the name of the pick list item, the following happens:

If the pick list item is not coded to documents, the application applies the changes.

If the pick list item is coded to documents, the Modify field value dialog box appears. Read the message, and then click OK to confirm the action or Cancel to cancel the action.