As part of DISCO’s on-going efforts to provide our clients with the best feature offerings, we have upgraded your matter. Please note, that depending on when your matter was created you might already have some of the features listed below. That said, we felt that all the improvements developed over the last year were worth reminding you about.
From the moment you hit the Home Screen you will see the new streamlined look with all the menu items nested under the Menu button at the top left of your screen next to the DISCO logo. Additionally, you will notice some new features such as Family Inclusion, Search Builder 2, Custom Columns and so much more. Below is a detailed list of all the new features available to you. Enjoy!
Document List View
Advanced Sorting Options
Older versions of DISCO allowed for limited sort options, but now you can choose from dozens of fields and document attributes including work product, metadata and related document information. We have also introduced the ability for you to select a secondary sort option as well.
Your sort selections will be denoted both at the top of and within your List View. If the fields you have selected to sort on are not in your current List View, DISCO will add them to the left of the DISCO Indicators. Your primary sort field will have one arrow to the right of the field name while the secondary sort will have two. In addition to being able to sort using the drop down menu, you can click on any column header to sort by that column! Click again to change the sort from ascending to descending order.
Want to modify your List View? DISCO’s new Custom Columns feature makes this easy. With just a few clicks, you are able to tailor your document list to display the fields you choose in the order you want. Select from over 60 column choices of work product, metadata and related document information. Create and save Shared Views to track document review progress, QC documents prior to productions and sort on DISCO AI Predictive scores.
To update your List View, click on the down arrow to the right of your view name and select Customize. Next you can choose to copy any existing Shared View or create a New view. Add, rearrange and even stack columns of information. Once you are done click the Save button to create a new Shared View and click the Apply button to update your List View. Remember, you can easily toggle back and forth between Shared Views.
Bulk features are triggered by running a search in DISCO. By default DISCO will include all documents in your search results. Once you have run a search you will be able to access the Bulk Features Icons found in the All Results area at the top right of the List View.
Document List Export
This new feature allows you to create a tailored report to meet your unique workflow requirements.
Click on the Export Document List icon and select the fields you would like to export. You can choose from:
- Your current view, the Default View or Shared View
- All Metadata - Including file information, document dates, author, email header information and related document information such as conversation and family counts.
- All Metadata and work product - Including information on folders, tags, redactions etc.
Once your Document List Export is ready, you will be provided a link for downloading. Furthermore, the export will be available for downloading from the Reports screen. Please note, to prevent other users from accessing information they may not have permissions to, the Document List Export is only accessible to the user who created it.
Advanced Batch Print
Now users can print both Bates and non-Bates stamped images in the same run, choose to print one or multiple Bates stamped versions of the same document and choose a priority order when printing across several Bates prefixes. Batch Print then generates a print-ready PDF (or PDFs) for export. Use Batch Print when preparing documents for a deposition or attaching to a motion or to viewing outside of DISCO.
To access the feature click on the Batch Print Icon
VERSION SELECTION - First, you will be given the opportunity to select which version(s) of the documents you wish to export. Choose from the following options:
- Original - near native image
- Original Stamped with DISCO ID
- Bates Prefix - any Bates stamped prefixes that exist in DISCO
With each selection, DISCO will provide the number of documents within your results that meet that criteria. You can continue to select different versions until all of documents are accounted for. For documents stamped with multiple Bates prefixes, DISCO will export out the highest ranking prefix version. If documents have multiple Bates stamps of the same prefix, you can choose to export out the lowest Bates number, highest Bates number or all Bates numbered versions of that prefix.
OUTPUT SETTINGS - Once you have chosen which version you want to export, you can select your Output settings. All selections will result in your documents being exported to a zip file that will be made available for downloading.
Output settings allow you to make the following choices:
- File format (NOTE: Results over 10,000 pages will be split into multiple PDFs regardless of selection):
- All documents together - DISCO will export to one PDF
- Each document as a separate file - DISCO will export each document as a PDF (or native if requested)
- Sort order: Choose a primary and a secondary sort. It is important to note that when you choose Bates Number as your primary sort, DISCO will use the prefix(es) selected in the Versions Furthermore, under this primary sort, documents without a Bates number will use the secondary selection for sorting.
- DISCO redactions:
- Omit - clean image of the document, without any DISCO redactions
- Highlight - redacted portions of the document are highlighted (this may reveal information previously hidden)
- Include - redactions will be burned into the image
- Natives: If there is an image and a native file available for a particular record, DISCO allows you to choose to download the native file in place of the image.
- Cover sheet: Check the box and a sheet with the Bates stamp or the DOC ID will be included before each document.
Search Builder 2
With our new and improved Search Builder, you can easily find all of DISCO’s supported search syntax and visualize your search query as you build it. DISCO’s new Search Builder assists new DISCO searchers by making it simple to identify search fields and compile them into a complex queries. Even DISCO search pros will appreciate the ability to see all fields available for searching, the accessibility of the search language along with the integrated contextual search clues. After building your search string, DISCO will convert your search into textual syntax and place it within the search bar.
Reviewers often want to view documents in the context of their entire family, so that they can understand the relationships between documents and tag family members consistently. The Family Inclusion searching ensures that “family members” attached to any search hits are returned as part of the results set. Family Inclusion is enabled by clicking on the Family Inclusion Toggle found on the right side of the Search Bar next to the Magnifying Glass Icon.
Selecting Family Inclusion not only pulls in the documents that are related to your search hits, it organizes families together in the document List View. Families are denoted with a dog ear in the upper left hand corner of the family head, as well as a thick blue band around the entire family. If you hover over the dog ear, DISCO will display a blue banner including the family date, document count, and number of search hits in that family. DISCO further indicates documents that meet the search criteria by placing a blue dot in Search hit column in the List View.
As long as the Family Inclusion toggle is On, DISCO will keep families together regardless of the sort order you choose. Finally, Family Inclusion can be turned on at any time to organize your documents by family unit even if you are not in an active search.
Organized Saved Searches
Organized Saved Search allows you to modify search names, group searches and search for Saved Searches. Furthermore, you can now use Saved Searches as the building blocks for more complex searching. As with prior versions, Organized Saved Searches are shared with all users in the matter. However, in order to protect against a Saved Search being changed by someone other than the user who created it, only that user and anyone assigned to the Admin role can delete, replace, or edit the name of a saved search.
To start run a query and on the Save Search button will appear above the magnifying glass.
In prior versions of DISCO, you would name your search and searches would be saved in chronological order. Now you can add groups and subgroups to organize your searches.
To create custom groups or subgroups, hover over the Saved Searches Group and the + New Group button will appear. Name your group, click on the Check Mark and your new group will appear in the list. Hover over any existing group to get the option to add a subgroup. If no group is selected, DISCO will place the search at the root of the Saved Search Group in alphabetical order.
Once you have selected the location to save your search (indicated by thick blue line to the left of the group name), simply name your search and click the Save button.
In addition to saving a search as new, DISCO gives you the option to replace existing searches. Simply run a search, click Saved Search, select an existing search and click Replace. After you have named and saved your search, you can access it by clicking in the Search Bar and selecting the Saved Searches tab.
Navigate your Saved Searches by using the Expand all to see all search groups, subgroups and underlying saved searches or Collapse all to see top level groups and ungrouped saved searches.
If you do not want to browse for your search in the Saved Search list you can simply Find it. For example, if I am looking for a search that contains the term “Email” I would type Email into the Find… line and DISCO will return all search groups and/or saved searches that contain the word Email.
Other features in Saved Searches include the ability to:
- Edit the search name
- See the search syntax
- See the hit count of documents
- Move searches between search Groups
- Delete Saved Searches
To run a Saved Search, simply click a search from the list and DISCO will rerun the search with the Search Name appearing in the Search Bar. If you prefer to have the search syntax appear in the Search Bar, click the Insert saved searches using full search syntax rather than name check box in the lower right corner of the Saved Searches interface.
Use Search Names to combine, exclude or compare Saved Searches. The syntax will be the term “search” followed by theSearch Name placed in quotes and parenthesis like this: search(“SEARCH NAME”). You can use and/or/not to drive your complex queries.
We have enhanced our production functionality with the ability to copy prior production formats ensuring consistency across production volumes. Additionally, users can now name each production and search by production name. In previous versions of DISCO, productions were automatically named to reflect the Bates Range. Now you can either allow DISCO to sequentially name your production (Production 1, Production 2) or choose your own name by typing into the Name box.
Let’s say you have to run a third production to Plaintiff’s and want to keep the same formatting as the previous productions toPlaintiff's. First, create a new production and name it “Third Production to Plaintiffs”.
Then click on Copy format from a previous production. A list of all prior Production Names and Bates ranges will be displayed in reverse chronological order based on the production creation date. In this instance you will select the “Second Production to Plaintiffs (ENRON0001118 - ENRON0001425) from the list.
DISCO will update all the formatting options to reflect the formatting of the previous production you selected. Copied formatting includes:
- Bates prefix and numbering
- Confidentiality stamps
- Any selections made in the Advanced Production options
Notice in the screenshot below that DISCO auto populated the Bates information to show the next available Bates number for the ENRON prefix. Even if you did not select the last production in that series to copy but instead choose the “First Production to Plaintiffs”, DISCO knows that another production using that same prefix exists and will go to the next available Bates number.
Just as in previous versions, you can still use the Search for produced documents link to search for all documents in a particular production. However, now you can also use Production Name to create search syntax to run in DISCO. To use theProduction Name in a search string, start by typing out the word “production” followed by the Production Name in quotes and parenthesis. Example: production("FIRST PRODUCTION TO SEC"). This will return all of the documents included in that production set.
Conversation Threading and Inclusive Emails
Reviewers can now visualize and navigate through a conversation thread, understanding WHO replied to WHAT and WHEN. Threading allows attorneys to review a whole conversation, note missing portions, and make more informed decisions about their documents. When a document is part of an email conversation, DISCO will display related emails within the Conversation Browser. Conversations are found within the Coding Panel of the Document Viewer, under Related Documents.
To navigate within an email thread, click on Conversation and DISCO will expand to display all parts of the conversation including replies, forwards, and emails not collected. DISCO will further visually connect forwards and replies within the email thread using lines to the left of the emails. Use the Show/Hide Attachments link at the top of the conversation thread to include or suppress attachments within the display. Finally, hover over a particular email within a thread to display additional metadata.
DISCO allows you to add or remove tags to individual emails and attachments, full conversations or even limit tagging to inclusive emails quickly and easily. To open the DISCO Conversation Tagging Tool, click on the Tag icon at the top of the email conversation. Use the checkboxes to the left of emails and attachments to select which documents you want to add or remove tags from. Quickly select a group of documents within the thread by clicking on the drop down arrow at the top of the thread.
In order to ensure that attorneys can review their documents in a logical and efficient manner, DISCO identifies Inclusive Emails. Inclusive refers to emails that contain unique content NOT included in any other emails from the same conversation. The ability to identify and review inclusive emails means attorney’s eliminate documents that contain duplicative content and save on review time.
For example, let’s say John and Tom have a back and forth email conversation in which they keep all the prior email messages within the body of their replies. The last email within this thread would be identified as Inclusive because it would be the only email within the thread that had the last piece of the conversation. If in the middle of this email conversation, Tom forwarded the email to Sally for review, that email would also be identified as Inclusive because it would have information regarding the forwarding that would not be included in John and Tom’s back and forth email messages.
Inclusive emails are clearly denoted in the email Conversation display with a Blue Star to the left of the email information.
In addition to being able to view conservations and inclusive emails within the Document Viewer, conversation counts and identification of inclusive emails can be viewed in DISCO’s Custom Columns.
Moreover, conversations and inclusive emails can be used to create Review Stages. Turn on the "Keep conversation together" toggle to include complete conversations. Use the "Inclusive emails and all attachments and their parents" to limit your batch to ONLY inclusive emails and any emails within the conversation that have attachments. DISCO’s improved batching capabilities will expedite reviews by eliminating documents with duplicative content and increase efficiency by ensuring that conversation are batched together.
Finally, you can limit search results to show only inclusive emails. Open Search Filters and select "Inclusive emails only" under Document Properties to limit your search to only emails that are found to be inclusive. You can also use the search syntax IsInclusive(true) to narrow your search.
Tag Propagation allows you to efficiently complete the review process by automatically tagging related documents in accordance with your workflow preferences. For example, you may want to ensure that all family members are tagged consistently so that they are included in a production, privilege log, exhibit set, etc.
With Tag Propagation, you can elect to modify your individual propagation setting in the TAGS section of the Document Viewer. Click on the down arrow to the right of Apply changes to: and you will see the below list of choices (explanation of choices below screen shot). Select your individual propagation setting, click on Set as default checkbox and click on the Done button. DISCO will maintain your propagation choice as your personal default until you actively change it again.
Tag propagation options are as follows:
- This document only - Tag will only we applied/removed from the document you are viewing.
- Documents and attachment - If the document you are viewing has attachment (meaning it is a parent) any tag(s) you apply/remove to that document will be applied/removed from the attachments. However, you can navigate to an attachment and modify its tag(s) without impacting the parent document or the other attachments.
- Entire Family - If the document you are viewing is part of a family, regardless of whether it is a parent or child, any tag(s) you apply/remove to that document will be applied/removed to the whole family.
When in Review Stages, you can set the default tag propagation for all reviewers. However, you can give reviewers the option to temporarily change the default and thus leverage tag propagation when needed. For example, let’s say you have set the tag propagation to This document only and checked Allow reviewers to change this default. The This document only select turns off tag for the reviewers. However, if they came upon an email that they want to tag as Privilege and want to ensure that any attachments are also tagged as Privilege they can temporarily change the default to Document and attachments prior to tagging the email. Then once they apply the Privilege tag to the email any attachments will automatically get tagged as Privilege. Furthermore, the default propagation will go back to this document only once the reviewer clicks Mark Reviewed and Next.
Permissions: Users & Roles
With DISCO’s new permissions feature, Admins can create custom roles to define which feature, function, and action other DISCO users are allowed to use/access for that matter. The Users & Roles feature is located under the MATTER section of the main menu.
The Users tab, allows you to simply add users new users as before, however, now you can assign users to custom roles you create. The Roles tab allows you to view DISCO’s standard roles, existing custom roles and create new custom roles. Here you can view the permissions for each of the three standard roles (Admin, Reviewer, and Restricted Reviewer). These permissions are the same as before, but better visualized through checklists. Also, as before, only Admins have the ability to manage users, and now roles.
Custom Roles can be created by copying an existing custom role, by copying the Reviewer and Restricted Reviewer standard roles, or by starting a new role. This feature allows Admins to easily control access to:
- Various areas of the DISCO application
- Mass actions in the document list
- Document viewer Actions
Tag Group Colors have been incorporated into DISCO so that it is easier to see tags by group. You can assign a unique color to each tag group from a selection of Light Blue, Dark Blue, Pink, Purple, Gold, Brown, Red and a default color of Gray. If a color is not specified for a tag group, that tag group will automatically be assigned the color Gray. Having a tag group color coded allows those tags to be more prominent in both the Documents Viewer. Furthermore, it assists in making the review process even faster, being able to quickly identify tag types at a glance. and in Custom Columns.
User Defined Fields
What if your team has to capture date information for contract or agreements? What if certain members of your team need a private note field? User defined Fields is your answer. Fields allows Admins to create special purpose fields and restrict their access to certain users when needed
Adding a new Field is as easy as typing in a field name, selecting the users who will be given access and clicking on the plus sign. It is important to note that fields have the following access limits:
- Admins - can create and see all Fields created on the Fields creation page as well as view all custom fields in the Doc Viewer
- Reviewers & Restricted Reviewers - can only see, search or export fields they have been given access to and will not have access to create custom fields.
User defined Fields can be accesses in both the standard Document Viewer and within Review Stages. Within the Documents Viewer, the fields will display in the coding panel just under Tags. Click on the arrow to the right of the word FIELDS to display your user defined fields. If any of the fields already contain text, DISCO will notify you with a message next to the word FIELDS.
You may enter the any data you wish into any fields you have access to by clicking on the arrow icon in the FIELDS section. You also have the option to hide empty fields.
The user defined Fields created in your DISCO matter can also be incorporated in the decision panel when setting up a Review Stage. Again, in order for reviewers to be able to see and type into fields they must be given access through Fields management.
Finally, user defined Fields can be added to your custom View, as long as you have permissions to access the field. If a user who does not have access to a custom field attempt to use a Shared View that contains that field, they will not be able to see the field name, see any information contained within that field or export that field out using the Export Document List feature.
We hope you enjoy your improved DISCO matter. For more detailed information about your new features, please visit our Knowledge Base located on the DISCO Support Site at support.csdisco.com