Binders

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Binders

Binders are a useful way to organize the review process. You can manage documents by grouping them into different Binders and Sub binders. For example, you can create a Binder that contains all the emails assigned a certain Issue Code, or a Binder containing emails that need to be reviewed in depth.

Note:  Putting documents in a Binder does not copy them or move them in any way; it just helps to organize them.

Best practice: A good use for Binders is to put any group of documents in a Binder that you found through a complicated search, so you don’t have to perform the search again.

To create a Binder:

1.In the Review or Productions filter tree, right-click the Binders icon and select New Binder.

new_binder

2.Type a name for the Binder and click Create Binder. The new Binder name appears in the list.

To rename a binder:

1.Just like renaming folders in Windows Explorer, click and hold slightly on the binder name, then release the click and the binder name will become editable.

binder_rename

To create a Sub-binder:

2.Create a new Binder according to the procedure above.

3.Right-click the parent Binder and, clicking New Binder from the menu that appears, type the name and click Create Binder.

4.The Sub-binder now appears beneath that Binder name.

 
Note: If you create a Sub-binder, you will not be able to use the right-click menu in Review to add new documents to its parent Binder, only to the Sub-binder itself. Use the drag-and-drop feature to move documents to the parent Binder, in that case.

To add documents to a Binder or Sub-binder, use one of the following methods:

In the document list, drag documents to the Binder.

In the document list, right-click, and select Add to Binder. When prompted, click the name of the appropriate Binder.

To Navigate to a Binder or Sub-binder:

Navigating to the desired spot in a list of binders is quick and easy: with any binder selected, start typing the desired binder’s name and the binder selection will jump to the first instance of that binder name string.  Keep typing to refine the search navigation.  This is especially useful with large numbers of binders - no need to scroll through them all looking for the one you want.

To View documents in a Binder or Sub-binder:

Check the box next to the Binder name and click Search. The contents of the Binder appear in the document list.

To Remove documents from a Binder or Sub-binder:

1.Run a search that includes one or more selected binders from which you wish to remove documents.

2.Select the document row(s) you wish to remove from the binders searched in Step 1.

3.Right-click on the selected rows and select “Remove from N binders”, where N is the number of binders selected in Step 1.

remove_from_binders
 

To save a binder containing documents to your local machine:

1.Check the binder in the filter tree and click Search to load the documents into the Document List.

2.Optionally, sort the documents in the order that you want them exported.

3.From the Tools menu, select Export Grid. (See Exporting Documents and Metadata for more information.)

To remove a Binder or Sub-Binder:

1.Right-click the Binder name and click Remove Binder from the menu that appears.

Note:  You cannot remove a Binder unless its sub-binders have already been removed.

remove_binder_warning

2.Click Yes

3.The Binder name disappears, but the document(s) in the Binder remain in the database.

 

You can mark a Binder or Sub-binder as read-only to alert other reviewers not to make any changes to it. Anyone who can view the Binder can change this mark, but it functions as a check on inadvertent changes.

To add comments and/or prevent changes to a Binder or Sub-binder:

1.Right-click the Binder name and click Binder Properties…
 
binder_properties

2.The Binder Properties window contains a free-text field (Notes/Comments) where notes and comments can be recorded about the binder.  If the binder contains the results of a keyword search, the field could be used to list the keywords, or a description of the process that led to the results.  

3.Check the Read Only check box and close the dialog box.  The icon next to the Binder now has a lock icon added to it. You can uncheck the Read Only box at any point to undo the action.

To dedupe a Binder or Sub-binder:

1.Right-click the Binder and click Binder Properties.

2.Click the Dedupe button. If any documents in the Binder share the same pith number (i.e. duplicate content), all copies but one are removed from the Binder. The choice of which copy to keep is arbitrary.
 

Note: “Deduping” a Binder or Sub-binder is a way of removing duplicate copies of documents for the convenience of reviewers. Review automatically propagates document decisions (Marks, Issue Codes, or Comments) to any other duplicate documents in the database (except as noted above), so no information is lost when you dedupe.