What is tagging and how can it help me?
One of the main advantages of reviewing discovery with Eclipse is the ability to tag. This feature is available in an IPRO Publish Case. Tagging allows you to flag a document or a single page. Think of it like putting a flag or sticky note on a paper document or a label on a file folder. This will let you organize your discovery by topic and mark significant documents and pages for future review in the Eclipse Publish Case.[1]
You can create your own tags and make them as specific or general as you want. For example, you can create subject-based tags for witnesses, issues, addresses, dates, or phone numbers. You can also create process-based tags for anticipated exhibits, important documents, or documents you want someone else to review. A word of caution here– plan your tags carefully because once you create a tag it cannot be deleted.
What does tagging look like in Eclipse Publish?
Documents or pages can be tagged with single or multiple tags. With tags, you can flag an important document or page during discovery review and then easily recall it again later. Once a document is marked, the tag(s) associated with that document will be shown every time the document or page is selected. In figure 1, for example, the selected Transfer Memo was tagged with four different tags – three different prosecution witnesses and marked as reviewed.
Figure 1. Example of a tagged document.
How to make tags step-by-step:
Tags have their own Right-Slide-Out pane. Figure 2.
Figure 2. Tagging is accessible in the Right Slide-Out pane.
To start tagging, first choose whether you want to tag a document or page by clicking the Doc Tags or Page Tags tab located at the bottom of the Right Slide-Out pane. Figure 3.
Figure 3. Tagging Step 1: Select Doc Tags or Page Tags.
In Eclipse, tags must be in a tag group. A tag group is like a binder or category and the tags are the tabs in the binder or sub-categories. For example, a tag group could be defense witnesses or charges, and the tags will be the name for each witness or each count.
After selecting the Doc Tags or Page Tags tab, the next step is to create the tag group. You can create a document or page custom tag group, by right-clicking anywhere on the Right Slide-Out pane, select Tag Palette, and click Add Public Tag. Figure 4.
Figure 4. Tagging Step 2: right-click on the Right Slide-Out pane, go to Tag Palette, and click Add Public Tag.
After clicking Add Public Tag, the Add Tags and Group options menu will appear. Click create Group. Figure 5.
Figure 5. Tagging Step 3: click Create Group in the Add Tags and Group menu.
The Create Tag Group Menu will appear. Enter a Tag Group Name, check Tag Family if you would like to bring in related documents such as attachments and click Ok. Figure 6.
Figure 6. Tagging Step 4: enter a Tag Group Name, check Tag Family to bring in related documents if necessary and click Ok.
The Tag Group that you created will now appear in the white space of the Create Group and Tags menu. Click on the created Tag Group, in this example Relevant, and click Create Tags. Figure 7.
Figure 7. Tagging Step 5: select the created Tag Group, in this example Relevant, and click Create Tags.
The Add Tags to Tag Group menu will appear. In this box you can create sub-tags by entering one tag name per line and clicking ok when finished. Consider limiting the number of sub-tags to two or three to avoid confusion. Figure 8.
Figure 8. Tagging Step 6: Enter the name of the tag(s), one per line, and click Ok.
You will now see the tag group(s) and sub-tag(s) that were created in the Doc Tags of the Right-Slide-Out pane. Figure 9.
Figure 9. Created tag groups and sub-tags in the Right Slide-Out pane.
Please note that once a tag has been created, it cannot be deleted. Be mindful of the tags that you create.
How to tag items:
You can tag a document or page by clicking on the document to select it. To select multiple consecutive documents, select the first document, hold down the Shift key on your keyboard, and select the last document on the set. To select non-consecutive documents, select the first document, hold down the CTRL key on your keyboard, and select the desired documents. Once you select the documents to be tagged, check the sub-tag box(es) to tag the document(s). A warning box will appear stating that the selected documents will be tagged. The warning options will give you the options to Proceed, Cancel, or Display in a Search Result Tab. Selecting “Proceed” will tag the documents. Selecting “Cancel” will not tag the documents. Selecting “No, Display in Search Result” will open a new tab in the Document pane with the selected documents. This will give you time to review only the selected documents in a separate tab to ensure that you chose the correct documents. The warning box will also give you the option of not seeing this box again and always proceeding with tagging, check this box if you do not want to see this message again. Figures 10 – 11.
Figure 10. To tag a document, select the document(s) then check off the corresponding tag.
Figure 10. Tagging Warning.
How to review your tagged items:
To review your tagged items, the tagged documents or pages can be accessed by clicking on the Doc Tags or Page Tags in the Right Slide-Out Pane. Right-click on the desired sub-tag, selecting Search (Medical) in this example, and selecting Search for Tagged Documents. Figure 11.
Figure 11. Retrieving tagged documents.
The search for tagged documents will appear in a new search results tab with the corresponding tag box checked off.
Once a document has been tagged, any tags associated with that document will be visible when that document is selected in the Documents pane.
Once you create tags and tag documents or pages, an alert will also pop up in the Right Slide-Out pane stating that “the case admin has modified the tag palette during this session. The tag palette has been reloaded to reflect the changes.” Click Dismiss Alert.
Figure 12. Retrieving documents tagged as medical appear in a search result tab with the corresponding medical tag checked off. This also includes the warning that the tag palette has been modified.
If you have any questions regarding tagging in Eclipse or an IPRO Publish Case, email Kelly_Scribner@fd.org to request assistance.
[1] Tagged documents or pages can later be exported as a group out of Eclipse. Be on the lookout for a future blog post on this topic.