Manage assignments

Administrators and group leaders with permissions can manage the assignments in a case. For information about how to grant permissions, see Grant administrative access.

Clear, revoke, or suspend assignments

Administrators and group leaders with permissions can clear, revoke, and suspend the assignments of other users in a case.

Tip: Reviewers can clear, suspend, and resume their own assignments.

To clear, revoke, or suspend assignments:

On the Case Home page, under Review Setup, click All Assignments.

Select the check box next to the assignments that you want to manage.

Click one of the following buttons:

Clear completed: Clears all assignments that meet the validation criteria, or coding requirements.

Revoke: Makes the assignment available to other users. If you do not reassign the assignment to a specific user, the next user who performs a Get next assignments action will get the assignment.

Resume: Reinstates a suspended assignment. The assignment becomes available again to the original user.

Suspend: Prevents the assigned user from clearing the assignment. The assignment remains assigned to that user. You can suspend an assignment only if the assignment is assigned to a user.

Click OK.

Assign or reassign assignments

Administrators and group leaders with permissions can identify any unassigned assignments in a case, and then assign them to specific reviewers. You can also reassign an assignment to a different reviewer, or remove all users from assignments.

To assign or reassign assignments:

On the Case Home page, under Review Setup, click All Assignments.

Optionally, filter the Status column to view unassigned assignments. Or, filter the User column to view assignments that are assigned to a specific user.

For more information, see View assignments.

Select the check box next to the assignments that you want to assign.

Click Assign user.

Select from the following:

To assign the assignment to a specific user, in the User box, enter the name of the user.

To remove all users from the assignment, in the User box, enter None. The assignment remains in the queue and is available to the next user who performs a Get next assignments action.

Click OK.

Tip: You can also assign or reassign an individual assignment directly in the table on the All Assignments page. To do this, click the value in the User column for an assignment, and then enter a user name in the box.

Adjust assignment priorities: rebuild assignments

Administrators and group leaders with permissions can adjust the order in which documents in a phase are added to assignments. This allows reviewers to get assignments that contain the highest priority documents first. You do this by rebuilding the assignments in a phase.

You can prioritize documents based on the results of a saved search, by fields, or by both, as follows:

A saved search allows you to add a specific group of documents to a workflow first.

Fields determine the order of documents in the assignment list.

If you prioritize documents based on both a saved search and fields, documents are first divided into groups based on the saved search, and then ordered within the groups based on the fields. Depending on the phase properties, documents that are part of a source and attachment family or a thread may be included in the highest priority phase, even if not all of the documents in the family or thread meet the search results. For more information about phase properties, see Configure phase properties.

Before you start, do the following:

To prioritize documents based on a saved search, create a saved search. For information about how to create a saved search, see Perform an advanced search.

When you rebuild assignments, only the documents that are in unassigned assignments are affected. To include all documents, you can remove all users from the assignments before you rebuild the assignments. For information about how to remove users from assignments, see Assign or reassign assignments.

To rebuild an assignment:

On the Case Home page, under Review Setup, click Workflows.

Click the workflow that contains the phases to rebuild.

Note: Only the documents that are in unassigned assignments are affected. To include all documents, remove users from the assignments before you rebuild the assignments.

Depending on which phases you want to rebuild, select from the following:

To rebuild the assignments in a single phase, do the following:

Click the phase name.

Click Rebuild.

Clear the Apply to all child phases check box.

To rebuild the assignments in all child phases of a parent phase, do the following:

Click the name of the parent phase.

Click Rebuild.

Select the Apply to all child phases check box.

Note: The assignments in the parent phase are not rebuilt.

To prioritize documents based on the results of a saved search, in the Prioritize assignment order by saved search list, select a saved search.

To prioritize the order of documents based on fields, in the Prioritize assignment order by fields area, select a field from the list. Optionally, select a sort order, such as A to Z. You can add up to six fields.

Click OK.

Set the maximum number of assignments per reviewer

Administrators can specify the maximum number of active assignments and suspended assignments that are allowed at any given time for each reviewer in a case. For example, to prevent users from retaining inactive assignments, you can set a low maximum number of suspended assignments. Alternatively, to allow each user to work on a large number of assignments simultaneously, you can set a higher maximum number of assignments.

To set the maximum number of assignments for reviewers:

On the Case Home page, under Review Setup, click Settings.

In the Max active assignment size box, type the maximum number of assignments that can be active at any given time for a reviewer in this case. The number can be between 1 and 10,000.

In the Max suspended assignments size box, type the maximum number of assignments that can be suspended at any given time for a reviewer in this case. The number can be between 1 and 10,000.

Click Save.

Open documents in assignments

Administrators and group leaders with permissions can open the documents in another user's assignments. For example, if you want to perform quality control checks on a reviewer, you can open the documents that are assigned to the reviewer to determine what coding decisions the reviewer is making.

To open the documents in an assignment:

On the Case Home page, under Review Setup, click All Assignments.

Select the check box next to an assignment.

Select from the following:

To open all of the documents in the assignment, click Open documents.

To open only the documents that do not meet the validation criteria, or coding requirements, click Open remaining.

Tip: You can also click Get in the Remaining column to open the documents that have not yet been cleared. If no documents appear, it means that no more documents are in the assignment.

The documents appear on the Documents page.

Tip: To view the search criteria that were used to create the assignment, on the Documents page toolbar, click the Open this search link.

Download an assignments report

Administrators and group leaders with permissions can download a report of all of the assignments in the case. The report downloads as a spreadsheet (.csv file).

To download an assignments report:

On the Case Home page, under Review Setup, click All Assignments.

On the All Assignments page, click Download report.

Open or save the report.

Note: The report contains all of the columns that are available on the All Assignments page, regardless of the columns that currently appear on the page.