Structure the Review within a Universe
For each universe, you create one workflow per key issue and one or multiple samples. You also define a target review state for the universe.
To track the overall review progress within a universe, you need a target workflow that you select from the workflows of the universe, and one default sample that you select from the samples of the universe. The target workflow may or may not contain documents.
You can change the target workflow and the default sample at any time. When the universe is updated, and new documents are added, the creation of a new default sample is even required.
The review progress is calculated based on these numbers:
- number of documents tagged with the field value for which the target workflow was created.
- number of documents with the universe’s target review state.
The most important documents are the documents that are confirmed for the universe. These are the documents that are tagged for the target workflow and have the universe’s target review state. The percentages of reviewed and confirmed documents in the universe are compared to the default sample. This allows to calculate the estimated review progress for the universe.
The default sample is used for progress calculation for all review workflows in the universe. You should therefore determine all key issues before starting the sample review, so that they can be considered when reviewing the sample.
Example:
Often, the key measurement of review is the number of identified responsive documents. To keep track of this number, create a workflow based on the Responsive value of the Responsiveness field and make it the target workflow.
Create other workflows for key issues. To do so, create custom values in the Issues field and use them to create workflows.
While reviewing for any of these workflows, reviewers will also tag the documents as Responsive or Not responsive.
The number of documents that are tagged as responsive and have the universe’s target review state is then compared with the review results of the default sample. This comparison allows the system to calculate the overall review progress for the universe.
There are many ways of structuring the review process. The following figures show examples.
Universe’s target workflow has no documents
The figure above shows a structure suitable for matters that need to be reviewed for distinct key issues that have not many documents in common. The review for key issue Fraud was only done for the fist review level. Documents are tagged with the target workflow’s value, but not for the universe’s target review state. Only documents reviewed for the Salaries and the Donations workflow are tagged both for the target workflow’s value and for the universe’s target review state. These documents are most relevant for the universe and are considered in review progress calculation.
Universe’s target workflow has documents
The figure above shows a structure where many documents for the diverse key issues overlap. The review for key issue Fraud and Salaries was done for the first review level. Documents are tagged with the target workflow’s value, but not for the universe’s target review state. Relevant documents were added to the target workflow and reviewed for the universe’s target review state.
In cases like this, if the Case Manager finds out that the decision to add all relevant documents to a single workflow was wrong, he can stop review for the target workflow and start the next level of review for the other review workflows. He can assign a new target review state to the universe, so that review done for the Final review complete target review state are ignored for review progress calculation for the universe.