Code documents to people or organizations in the Conditional Coding pane

Use the People/Organizations template in the Conditional Coding pane for objective coding of people and organizations. 

Reviewers with permissions can perform the following tasks with the People/Organizations template:

Add people or organization coding to a document.

Remove people or organization coding from a document.

Add new people or organization names and relationships.

Create new relationships between existing people and organizations.

For email data, the application automatically extracts the names of people and organizations from documents as part of the document ingestion process. If a case includes scanned documents, however, the document ingestion process does not extract people and organization data. Instead, you can manually code documents with the names of relevant people or organizations. For example, if a document contains correspondence between different people, you can code the document with the names of the sender and recipients.

The People/Organizations template consists of the following three sections:

People/Organizations: This section is where coding is performed and includes fields for each correspondence type that has been configured on the Case Setup > Correspondence Types page. People who are coded to documents with a related organization will appear with the person’s name first followed by the organization name. Organization names are preceded by an icon of a building. If people names have been normalized on the Case Setup > People Identity page, the people names are preceded by a person icon that shows the identity name in a tool tip. 

People: This section is a read-only display of the people correspondence fields.

Organizations: This section is a read-only display of the organization correspondence fields.

Note: Case administrators can configure Correspondence fields on the Case Setup > Correspondence Types page. On this page, administrators can add or remove correspondence types and set the order in which they appear. Changes to correspondence types on the Case Setup > Correspondence Types page are automatically reflected in the People/Organizations template.

Add people or organization coding to a document

To code a document with the names of people or organizations:

In the Conditional Coding pane, select People/Organizations from the template menu at the top of the pane.

In the People/Organizations section, click the Add value button next to the correspondence field that you want to code. 

In the People/Organizations dialog box, select people and/or organizations to code to the Correspondence field.

Note: The header on the People/Organizations dialog box changes to correspond to the correspondence field that you select.

Select People or Organization in the View by toggle.

To search for a person or organization name, begin typing the name in the search box at the top of the screen. Names appear on multiple rows if there are people and organization relationships that match the entry. You can code to the Correspondence field a person or organization alone or with a relationship.

Select the names in the list that you want to code. Selected names appear in the Coded values section on the right. To remove a name, click the Remove button to the right of the name or uncheck the name in the main list.

Click Save.

Remove people or organization coding from a document

To remove people or organization coding from a document:

In the Conditional Coding pane, select People/Organizations from the template menu at the top of the pane.

In the People/Organizations section, click the Remove value button to the right of the name you want to remove.

You can also use the following method to remove people or organization coding:

In the Conditional Coding pane, click the Add value button next to the correspondence field for the people or organizations you want to remove. 

In the Coding dialog box, click the Remove button to the right of the name in the Coded values section or uncheck the names you wish to remove in the main list.

Click Save. 

Add new people or organization names and relationships

You can add the names of people or organizations as potential coding values. You can also indicate that a person is affiliated with an organization. To do this, you add a relationship between a person and an organization. For example, you can create relationships between one person and multiple organizations to indicate that someone worked for multiple employers.

Note: You cannot delete relationships after they are created.

To add people or organization names and relationships:

In the Conditional Coding pane, select People/Organizations from the template menu at the top of the pane.

In the People/Organizations section, click the Add value button next to the correspondence field that you want to code with new people or organizations.

The Coding dialog opens.

In the View by toggle, select People or Organization.

(Optional) To search for a person or organization name to be sure they do not already exist, begin typing the name in the search box at the top of the screen.  

Click the Add new checkbox.  If you began typing a name in the search box, the Name field is automatically populated with the value you entered.  

Enter the full name in the Name field.

(Optional) To create a relationship between the new name and an existing person or organization, select the appropriate option from the View by list. 

Note: You can begin typing in the field to filter the list to specific values that match what you type.

Click OK. The new name is added to the database and appears as selected in the main list as well as a coded value on the right.  

If you want to code the name to the correspondence field for the document, click Save.

Create new relationships between existing people and organizations

To create a new relationship:

In the Conditional Coding pane, select People/Organizations from the template menu at the top of the pane.

In the Relationship row at the top of the template, click the pencil icon.  

In the New relationship dialog, select the person and organization names from the respective menus.  

Note: You can begin typing in the menu fields to filter the list to specific values that match what you type.

Click OK to save the new relationship.

Note: New people or organization names and relationships that you create are available for coding to other documents in the correspondence field coding dialog boxes.