Cruise, Eat, Sleep, Repeat Best Practices on Setup and Customizing Your Case for Success
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The document discusses best practices for customizing case templates in Eclipse. It provides examples of customizing processing templates to set expectations for document handling, and review templates to save time when creating future cases. The hands-on sections demonstrate how to modify settings for a new employment case, create additional processing cases for different file types, and edit review settings like tags, coding forms and saved searches.
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Cruise, Eat, Sleep, Repeat Best Practices on Setup and Customizing Your Case for Success
- 1. Cruise, Eat, Sleep, Repeat Best Practices on Setup and Customizing Your Case for Success
- 2. Session Itinerary: Template Benefits and Hands On Customization
- 3. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Template Benefits Save time when creating future cases Defensible and consistent reviews Set expectations for legal team
- 4. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Processing Templates (.INI) Container Handling File Extraction OCR Time Zone De- Duplication Custom Email Hashing Imaging Settings
- 5. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Export Set Templates (.INI) Export Series • Data Destination • Numbering • Fields for Review • Load Files Export Interval • Direct to Review • Direct to Disk
- 6. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Review Templates (.CSE) Index Management Visual Search Hot Buttons Tags/Coding Forms Relationships Saved Searches Redaction Categories Pick Lists Fields
- 7. Presentation TitlePrivate and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Private and Confidential – Copyright 2019 Permission Templates Customizable permissions • Establish for different areas of your business Saved in application vs. on disk 5 Ipro Default Templates • Serve as a shortcut • Applied at a group level Case Administrator can assign permissions without Super Admin Access (version 2018.5.1)
- 8. Hands On: Template Creation
- 9. Private and Confidential – Copyright 2019 Hands On – Template Case Creation Scenario: Your Colorado firm has expanded its offerings and your first Employment case has come in. Create a new case to customize templates to support this practice area work going forward. Create a new Processing and Review case using the Default Templates
- 10. Private and Confidential – Copyright 2019 Hands On – Edit Processing Settings Scenario: Your employment team typically brings you native email files from their client, as well as bates stamped pdf’s that were previously submitted to the EEOC. All of your business is done in MST. To process our native files, lets get the template set up with the following criteria. 1. Using eCapture, modify the Streaming Discovery Options for your case: Apply deduplication at the custodian level Process all data in MST Discussion: What have you been asked to modify and why? 2. Where is the project settings .ini file located?
- 11. Private and Confidential – Copyright 2019 Hands on – Save Copy of .ini Double Click Copy and Rename Save this Settings.ini file to the desktop or the provided thumb drive.
- 12. Multiple Processing Cases for a Single Review Case
- 13. Private and Confidential – Copyright 2019 Eliminate constant modification of settings Import productions w/o load files OCR upon import Bates match PDFs Self Service users can still upload (No admin access necessary) Benefits of Multiple Processing Cases
- 14. Private and Confidential – Copyright 2019 Hands On – Create a 2nd Processing Case Scenario: When your client hands over those bates stamped PDFs that were previously submitted to the EEOC, there is no need to modify your current settings. Have a separate processing case created and ready to use in Self Service or Media Manager. In this exercise, we will edit your Export Series to match your bates stamped documents. 1. Create a new Processing Case using your modified settings.ini file Name your case with (PDF) so you can identify in the dropdown using Self Service. 2. Select your new case in eCapture and Modify the Export series for your streaming jobs to use the file name as your starting image key. Un-map fields that are “incorrect” on the pdfs. 3. Save this new export setting and name it PDF Bates Match Export.
- 15. Private and Confidential – Copyright 2019 Hands On – Load PDF Data Self Service What needs to be done before we load this data? Which Case? Data Location: cld-evlpod001FileShareSample DataEclipse SE2_Imports3_Images_No Load FilePDF_Bates
- 17. Private and Confidential – Copyright 2019 Hands On – Edit Tags and Coding Forms Scenario: The Legal Team appointed to the Employment Practice Area has an established list of Discrimination Types they like to tag their documents for. They also only use one coding form since the volume of data is typically small. New Tag Discrimination Type Religion Age Sex Equal Compensation Coding Form EEO Review Responsive Discrimination Type Hot Doc Privilege Status Privilege Reason
- 18. Private and Confidential – Copyright 2019 Hands On – Saved Search Scenario: Chances are, you communicate with your clients regularly. Create a Saved Search with the names of attorney’s at the firm, along with legal support staff and privileged terms that will be an efficient way to locate potentially privilege information in any data set, any time. Sample Privilege List: cld-evlpod001FileShareClient DataGlobex Industries v ATLN EnergySource MediaKeyword List priv.txt
- 19. Private and Confidential – Copyright 2019 Hands On – Export .CSE Scenario: You have now made all the necessary edits to your review case settings. Using Eclipse Admin, Save your CSE File to the provided thumb drive. Admin123! Administrator@iprotech.com
- 20. Private and Confidential – Copyright 2019 Discussion: Template Best Practices Best Practices from the group:
- 21. Thank you for joining us!
Editor's Notes
- Andie We will be reviewing the different templates Ipro uses in the solution and what they can do for your business. Hands on Activities in Ecapture, and Review where you can build a custom template to use back at your office and take it with you when you leave here today. How many have been in ecapture?
- Show of hands – how many use templates for permissions, processing, exports, review? Setting expectations allows for the team to focus on your data, not the review application – they know where to find things when permissions and templates are applied consistently.
- Can customize the “internal” numbering scheme Extablish an export interval that works for you – pause for QC ? Export out unique data fields from your data set Use streaming efficiencies and still do a direct to disk if needed for a tight turn around or on data you already know needs no review.
- Heather Create a different cse to meet your legal teams needs Practice area specific, attorney specific Heather to provide “day in the life” from Snell days.
- Andie Linked Permission Views in IproHelp Center: https://iprohelp.iprotech.com/ADDHelp/ADDHelp#Case_Management/Permissions%20Tables/Linked%20Permission.htm May end up showing the Case Admin’s ability to assign permissions. Heather will sprinkle in day in the life stuff.
- Start from a clean slate – For new template users – use Ipro Defaults – for existing users, find a case that has what you have customized. We are going to walk you through creating a new case to build your templates off of, modify some settings in both processing and review, and export those templates to take back to your office with you.
- Andie 5 minutes to create case using the default templates. Name it whatever you would like. Strongly suggest that they create it under an existing client. UNC Path for the client data. \\cld-evlpod001\fileshare\client data\Globex
- Prior to loading any data, edit your settings in eCapture You could also modify your eclipse settings to display your time zones in mst. This may also turn into more of a discussion on time zone settings for processing. What do they do and why? Double click on path, copy out settings.ini and name appropriately for reuse later. 15 minutes to edit case settings in ecapture
- Provided a thumb drive if you would like to save this ini file and take back to your office as an example. This will be used later in this presentation.
- Two options – create 2 processing cases – more straightforward vs. 2 export series options (downfall – anyone using self service wouldn’t know what is selected) (Some users wont have access to load data via eclipse admin) Receiving pdf productions with no load file OCR at processing Match bates numbered pdfs Create a separate processing case, pushing data into the same review case Save steps Allows your self service users to still upload their own data – case admins can remain hands off
- Two options – create 2 processing cases – more straightforward vs. 2 export series options (downfall – anyone using self service wouldn’t know what is selected) (Some users wont have access to load data via eclipse admin) Receiving pdf productions with no load file OCR at processing Match bates numbered pdfs Create a separate processing case, pushing data into the same review case Save steps Allows your self service users to still upload their own data – case admins can remain hands off
- 20 minutes Unmap fields from the pdfs as they are not “true natives” and could have misleading pdfs
- Heather Go back to self service and take a look – 2 options for this case depending on which data comes in the door! Can use the sample PDFs under the “SE” sample data. \\cld-evlpod001\FileShare\Sample Data\Eclipse SE\2_Imports\3_Images_No Load File\PDF_Bates **If we use SS, they need to be in a ZIP file.
- As we mentioned there are numerous areas in review that you can customize in a template
- Heather 15 minutes Create tags and edit coding forms \\cld-evlpod001\FileShare\Client Data\Globex Industries v ATLN Energy\Source Media\Keyword List priv.txt
- Heather 5 minutes Create a saved search with the terms \\cld-evlpod001\FileShare\Client Data\Globex Industries v ATLN Energy\Source Media\Keyword List priv.txt
- Name them by the practice area – legal team and date them. Store in a Templates folder at the root directory or if you store your files by managing client/practice area, etc, save there Update\Audit Annually – change control with members of the team Review Ipro release notes to understand changes in the software that can impact your templates