Users will leave this session with knowledge, notes, and tools to create Case Templates for their firm/organization.

1. Hitting the Ground
Running
Case Creation Best Practices in
Ipro for Desktop

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Case Creation Best Practices
• Templates
• Naming Conventions
• File Organization
Users will leave this session with knowledge, notes, and tools to
create Case Creation Templates for their firm/organization.
Hit the Ground Running

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• Does your firm use Case Creation Templates?
• If so, do you have ones for different practice groups?
• If not, how does your firm function?
• Have you ever had to defend your ingestion or review
practices?
• Have you ever had to re-create your database because
your template did not include proper metadata fields?
Audience Participation – Yes, that means you!

4. Case Creation
Workflow

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Case Creation Workflow

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Case Creation Workflow – Next Steps

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• Know which Client the case should be created under.
• Define your case naming convention so all cases are structured similarly
for ease of reference in the future.
• Optional Matter Number field allows you to further define your case for
quick reference in the future.
• Confirm your data directory location.
Things to Consider

8. Step 1: Case Info

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In the Case Management Module, select
“Create Case”.
• Use existing Client
• Case Name
• Optional Matter Number
• Note the Case Database Directory Location
Case Info

10. Step 2: Load Case Definitions

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Load Case Definitions
Copy from Existing Case
Load from Case Definition File
Load fields from Data Load File
Use Default Template
Use Native File Ingestion Template
1
2
3
4
5

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What database definition do you use?
What database definition is your template
built from?
Audience Participation – Be Alert!

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Copy from Existing Case
DB Fields
Tag
Palette
Redaction
Palette
Stop
Words
Case
Options
Coding
Forms
Keywords
What’s Included

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Load from Case Definition File (.CSE)
DB Fields
Tag
Palette
Redaction
Palette
Stop
Words
Case
Options
Coding
Forms
Keywords
What’s Included
Saved Searches

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Database fields come strictly from the load file being used.
Standard load file types accepted:
Did you know? You can also create your own custom delimiters
if you didn’t receive a “standard” load file.
Load Files from Data Load File

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Basic system fields that are required and cannot be deleted.
Additional fields for basic metadata capture:
• Custodian
• Dup_Custodian
• File_Ext.
• File_ID
• IMAGECNT
• Native_Size
• UTC_DateTime
Use Default Template

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Basic system fields that are required and cannot be deleted.
Fields contained in the default template.
Use Native File Ingestion Template
Additional fields for Native File metadata capture:
✓ Hidden_Content_Flags
✓ Mail From/To/CC/BCC
✓ Mail Sent Date/Time
✓ Mail Sender Email Address
✓ Mail Sensitivity
✓ Mail Creation Date/Time
✓ Many more…

18. Step 3: Define Database Fields

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Add and edit fields as required to meet your case needs.
Commonly added fields:
✓ Attorney Comments
✓ Paralegal Comments
✓ Notes
✓ Date
✓ Time
✓ Privilege Description
Define Database Fields
✓ ProdBegNo
✓ ProdEndNo
✓ ProdBegAtt
✓ ProdEndAtt
✓ Production Date
✓ Produced With

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What database fields do you
add to your cases?
Audience Participation – Speak up!

21. Step 4: Create Tag Palette

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Plan ahead to anticipate the needs of the review team.
• Tag Groups
• Naming Conventions
• Tag Rules
• Tag Options
Create Tag Palette

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• Exclusive
• Required
• Locked
• Require Child Tag
• Tag Entire Family
Tag Group Rules & Options
• Show on Default Palette
• Include in Privilege Report
• Also Create Transcript Issue

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• How do you manage your tags?
• What tags do you add?
• What rules have you applied and
used in a unique way?
Audience Participation – Remain Seated Please

25. Step 5: Create Redaction Palette

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Plan ahead to anticipate the needs of
the review team.
• Appearance
• With or without labels
• Organize by frequency of use
Create Redaction Palette

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• What redactions types have you used?
• Do you include on priv. reports to populate the
reason fields?
• How many categories of redactions can you have
in Ipro for desktop?
Audience Participation – Permanecer sentado

28. Step 6: Select Case Options

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Proper planning will help ensure that the case settings are
accurate to your case and workflow protocols.
• Tagging options
• History/Tracking options
• Date Format Options
• Option to require validation
of load files
• Native Time Zone settings
• Stop word use
Select Case Options

30. Step 7: Define Case Options

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• Assigning the Case Administrator
• Location to view/edit Stop Word list.
• Case Management includes 128 default stop words
Define Case Options

32. Skills Drill

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Your Client Coffee Haus has initiated a case against Cuppie Cup Company for
breach of contract.
• Add a Client, Add a Case using one
of the FIVE Case definition options.
• We anticipate receiving native files
including PST file which will be
ingested into review.
• Attorneys will want to be able to
code their notes on the documents.
• We will be running a production and
want to capture the production
bates numbers.
Skills Drill
• The produced documents will need
to have specific Confidential
designations branded based on the
tag applied.
• Limit the tagging to document level
tags.
• Native files are coming from sources
in different time zones.

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Skills Drill
Is there a CSE that can get you there quick?
Is there an awesome case that has a similar set up?
Do you have a load file you can use?
Is Native File Ingestion Template the best starting
point you have?

35. Thank you!
For additional information on Ipro for desktop, go to
iprotech.info/techshow20desktop