DocReviewPad 1.5 User Guide

Transcription

1 DocReviewPad 1.5 User Guide LIT SOFTWARE

2 Table Of Contents Table Of Contents...2 Welcome...3 Registration...4 Creating A New Case...5 Organizing Case Folders...6 Cases Screen...7 Supported File Types...8 Best Practices For Working With Different File Types...9 Best Practices For Working With Different File Types...10 Importing Media Using Cloud Storage...11 Importing Media Using itunes File Sharing...12 Assigning Bates Numbers During Import...13 Assigning or Editing Bates Numbers After Import...14 Organizing Documents And Folders...15 Viewing Documents...16 Jump To Page And Splitting Documents...17 Navigating Through Documents...18 Annotation Tools...19 Annotation Tools - Highlight / Pen / Redact Annotation Tool - Note...21 Review - Tags And Issue Codes Review - Speed Review Tab Review - Tags / Issue Codes Tab Searching File Names, OCR Data, and Bates Numbers...25 Exporting Individual Documents or Pages...26 Exporting A Production Set Exporting A Production Set...28 Creating Reports...29 Viewing Reports Backing Up And Exporting A Case Folder...31 Settings Getting Technical Support Page 2 of 33

3 Welcome Welcome to the User Guide for DocReviewPad, the ipad app by LIT SOFTWARE for reviewing documents, assigning Bates numbers, generating reports, and creating production sets. We are also the developers of TrialPad, for organizing, annotating, and presenting evidence; and TranscriptPad, for reviewing, issue coding, searching, and summarizing transcripts. If you re new to DocReviewPad please take the time to read through this User Guide to fully understand all the features and capabilities. You may want to print it out to have as a handy reference tool as you explore the app. If you are relatively new to the ipad, or ios, you may want to consider signing up for a free training class at your local Apple Store or exploring Apple s ipad Support website: If you want to watch some video tutorials, or see some user stories, please explore our Vimeo channel: IMPORTANT: DocReviewPad was designed to be used in landscape orientation (holding your ipad sideways). Although DocReviewPad can be used in portrait orientation to view and organize your files, landscape orientation provides a better user experience. Launch screen for DocReviewPad is shown as the app scans files for metadata in order to be able to perform file and text searches. Once the scan is finished, DocReviewPad will open to the Cases Screen. Page 3 of 33

4 Registration IMPORTANT: Free priority support, notifications about new features, and legal technology tips are only available to users who have registered their address with LIT SOFTWARE. If you did not register your address when you first launched DocReviewPad, please do so by going to the Cases Screen and tapping on Help > Register for Updates. Our s are limited to important and informative information about priority support, new features and updates, and legal technology tips. We do not send junk mail, sell, or give away your address, and you may unsubscribe at any time. Please consider joining our LinkedIn User Group. We have an active and growing community on LinkedIn where users get help from other users, and share their experiences, ideas, and suggestions. Go to or do a search for LIT SOFTWARE - USER GROUP on LinkedIn. You can also follow us on Twitter Registration can be accessed by pressing Help > Register for Updates in the Cases Screen. Page 4 of 33

5 Creating A New Case When you first launch DocReviewPad, you ll see the Cases Screen where you will have different Case Folders representing different matters you may be working on. The case names are displayed in green text. On each Case Folder it shows how many files are in the case, and what size it is in megabytes or gigabytes. The date and time that the case was last opened is displayed beneath the case name. NEW CASE BUTTON To create a new Case Folder simply tap on the New Case button which is the folder icon with the plus sign at the top of the left column. You will be presented with a dialog to enter a name for the new case. To open any Case Folder just double-tap on the folder, or press and hold on the case folder icon and choose Open Case. Cases Screen shows all your case folders. After pressing the New Case button you will be asked to name the case. Page 5 of 33

6 Organizing Case Folders View - Organize your cases by a grid view or large icons. The grid view will show up to 12 case folders at a time. There are two different ways to organize and view your Case Folders. By tapping on the View button you can select Grid View or Large Icon View. Your Case Folders can also be sorted by name or date (most recently opened). Press the Sort button, then tap on Sort by Name or Sort by Date. Tapping on either of these choices a second time will reverse the sort order. Pressing the Color button allows you to assign one of six different colors to a Case Folder. A Case Folder has to be selected first by tapping on it once in order to assign a color. Sort - Organize your cases to be sorted by name or date. Color - Assign your Case Folder one of six different colors. Tap once on the Case Folder before pressing the Color button. Page 6 of 33

7 Cases Screen Other options are available by pressing and holding your finger on any Case Folder where a popup will appear giving you the option to Open, Rename, Duplicate, or Delete the Case Folder. You may want to duplicate a case if you have multiple matters that have the same or many similar documents; or if you want to share one ipad between two users, each marking up, organizing, and saving exhibits in their own respective case folders. PRESS-AND-HOLD ON A CASE FOLDER TO REVEAL THESE OPTIONS The last section in the left column is the Trash button to delete a case. Like the Color button, a Case Folder has to be selected first in order to delete it. You will be presented with a dialog asking to confirm that you want to delete a case before it will be deleted. Press and hold on a Case Folder to reveal options. If you attempt to delete a Case Folder you will be presented with a confirmation dialog. Page 7 of 33

8 Supported File Types FILE TYPE Adobe Acrobat (.PDF) Tagged Image File Format (.TIF) Joint Photography Experts Group (.JPG) Portable Network Graphics (.PNG) Text File (.TXT) NOTES Adobe Acrobat PDF is the standard format for document production. Our best practices recommendation is to use PDF files for all documents and photographs whenever possible. NOTE: Annotations made with Adobe Acrobat on your desktop computer (e.g. bookmarks, highlights, etc.) may not be visible once imported unless the file has been flattened; and password protected files need to have the password removed in order to be viewable in DocReviewPad. Standard for document production. NOTE: DocReviewPad accepts single-page or multi-page TIF files. Bitmap image file format for photos or images. Bitmap image file format for photos or images. Text files are very light-weight and used for deposition or trial transcripts in TranscriptPad. Page formatting may appear unusual in DocReviewPad but page and line numbering will match the court reporter s official transcript. PLEASE READ THE FOLLOWING SECTION ON BEST PRACTICES FOR WORKING WITH DIFFERENT FILE TYPES Page 8 of 33

9 Best Practices For Working With Different File Types Pad Performance ipads have come a long way in terms of performance. Different ipads have different combinations of hardware that can affect performance, which in turn affects how well DocReviewPad can perform certain functions. CPU (central processing unit), RAM (random-access memory), and GPU (graphics processing unit) are all factors that affect performance. Generally speaking, the newest ipads will offer the best performance as they will have the latest processors and more RAM. NOTE: RAM is not the same as your device s storage space. An ipad with 128GB of storage space will be able to fit more DocReviewPad case files on it, but will not perform any better than the same ipad with only 16GB of storage space. While each release of DocReviewPad is stress-tested against some of the most resource intensive content, and the code is optimized to take full advantage of the new 64-bit processors, the guidelines regarding file types over the next few pages will help ensure that you do not reach the limitations of your ipad with content not suitable for a mobile device. PDF Documents PDF Documents are unique in that they can contain many different types of content, from text, to images and line drawings. Identifying files that cause performance issues is not simply a matter of file size (MB). Highly compressed images of a very high resolution will consume just as much RAM when displayed as the uncompressed counterpart at the same resolution. In addition, a large (in dimensions) and complex CAD drawing may be small in file size, but consume a lot of processing power to display. 3. Where possible, use original PDF documents instead of scanned or flattened copies. Scanned or flattened documents are essentially a photographic representation of textual content, and in turn take more space, consume far greater resources when displaying, and typically do not look as clear on screen. Original PDF documents can also contain OCR data and can therefore be searched. We have found that PDFs optimized with the Mac Preview app tend to be the most compatible with the ipad, displaying faster, and using less memory. Optimize a PDF file by following these steps: 1. Right click on your document and select Open With, then choose Preview. 2. Choose Export from the File menu (NOT Export as PDF ). 3. Select PDF as the Format, and None for the Quartz Filter. Save the document with a new name in order to preserve the original. This also works for multiple PDF files: 1. Select multiple PDF files in Finder. 2. From the File menu choose Open With and select Preview. 3. From the View menu select Thumbnails. 4. Select the first thumbnail to export from the left pane, and then from the Edit menu choose Select All. 5. Choose Export Selected PDF Documents from the File menu (NOT Export as PDF ). 6. Select PDF as the Format, and None for the Quartz Filter. 7. Save the documents in a different location in order to preserve the originals. Due to the free-form nature of PDF files, there is no single fix for every file. However, most issues can be resolved by following these guidelines: 1. Scan documents at 150DPI to 300DPI for optimal performance. (Scanning at 600DPI or higher offers little in terms of quality and significantly increases performance requirements.) 2. Resample existing documents that are over 300DPI, to 300DPI or less (ideally 150DPI to 200DPI) before bringing them in to DocReviewPad. This can be done with Adobe Acrobat Pro s Preflight feature, and many other PDF utilities. Page 9 of 33

10 Best Practices For Working With Different File Types TIFF Images TIFF images are single-page or multi-page image files which typically contain scanned document content. It is recommended that you follow the PDF guidelines with regard to DPI and ensure the resolution is 300DPI or less. TIFF images can be scaled in the Mac Preview application by selecting the pages of the TIFF in the thumbnail pane, then choosing Adjust Size from the Tools menu. Photographs Digital cameras (and even smartphone cameras) have the ability to capture photographs at very high resolutions. For stability and performance, DocReviewPad will reduce large images to be no bigger than 4096x4096 during the import process. For optimal quality, and to reduce time and bandwidth required for importing files, the following steps are highly recommended prior to importing image files into DocReviewPad: 1. Crop images that have excess canvas or irrelevant content. This will help reduce bandwidth and processing time. 2. Crop areas of an image that you know you will want to zoom into. If you have high resolution images that contain content you will want to magnify more than 2x, consider importing additional cropped copies of the image so that you can retain a higher resolution of those portions, while optimizing the performance and storage capacity on your device. Text Files Text (TXT) files are typically very light-weight and performant, therefore there are no special considerations for importing these types of files. Page 10 of 33

11 Importing Media Using Cloud Storage There are various options to import your evidence using cloud services: Box, Citrix ShareFile, Dropbox, and WebDAV. You access your cloud storage accounts by pressing the Cloud Storage button, then tapping on the provider and entering your credentials. You can then access your cloud storage and import files or folders directly into DocReviewPad, retaining the file and folder structure. CLOUD STORAGE BUTTON Press the Cloud Storage button to access the list of various cloud storage providers. WebDAV (Web-based Distributed Authoring and Versioning) is a method that allows you to edit and manage files stored on your own server. By linking to a WebDAV server from DocReviewPad, you can easily copy documents to and from your own remote server. Please check with your server administrator to set up and configure your WebDAV server. In addition to the import options mentioned above, you can also import evidence received as an attachment to an by pressing-and-holding on the attachment, then selecting Import with DocReviewPad. A similar procedure can be used to import a document from another ios app. LIST OF AVAILABLE CLOUD STORAGE PROVIDERS After pressing the Cloud Storage button you will be presented with a list of available providers. Tap on any provider to log in. Page 11 of 33

12 Importing Media Using itunes File Sharing File Sharing window in itunes on your computer. NEW FILES INDICATOR WILL SHOW HOW MANY FILES YOU HAVE READY TO IMPORT INTO A CASE AFTER SELECTING DOCREVIEWPAD IN THE APPS LIST, DRAG AND DROP FILES FROM YOUR COMPUTER TO THIS WINDOW Another import option is to use the File Sharing feature in itunes. This allows for a very quick file transfer from your computer to DocReviewPad without having any data stored on a cloud or passing through any other third-party storage system: 1. Connect your ipad to your computer using the USB cable and launch itunes. 2. Click on the ipad button at the top of the screen, then click on Apps in the Settings list on the left side of the screen. 3. On the right side of the screen, scroll down to the File Sharing section, and in the Apps list select DocReviewPad. 4. You will then see the DocReviewPad Documents window. 5. You can now drag and drop files from your computer to the DocReviewPad Documents window and they will immediately be transferred to DocReviewPad on your ipad. You can drop multiple files at a time. You can also drop a zipped file (.ZIP) containing multiple files and folders and the file and folder structure will be retained once imported into DocReviewPad. 6. The next time you launch DocReviewPad you can tap on the New Files (X) indicator and can assign the imported files to particular cases. NOTE: itunes File sharing is recommended if you are trying to import one very large file, or a large number of smaller files (e.g. thousands of PDF files). Tap on the New Files (X) indicator to import files into a particular case. Page 12 of 33

13 Assigning Bates Numbers During Import Once you choose to import documents the first dialog you will see is the option to assign Bates numbers to the documents. At the top of the dialog you will see areas where you can input the Prefix, Starting Number, and Separator. The Prefix is optional, but might be useful to indicate where the documents came from, or who produced them, and you have up to 6 characters for this information. For example, you may put the initials of your client (e.g. CBA), opposing counsel s client name (e.g. JONES), or company information (e.g. ACMECO). The Starting Number is placed on the first page of the first document, and will increment with each sequential page. It allows for nine digits, so if you enter 1 the number will appear. The Separator is a dash (-) to help distinguish the prefix from the number and does not count as a character or number. NOTE: If you are importing documents into a case that had already imported other documents, and DocReviewPad had assigned Bates numbers to them, the Starting Number for this new import will be the next available number. For example, if you previously imported ten documents, totaling 100 pages, the Starting Number for the next import will automatically say 101. Underneath the Prefix, Separator, and Starting Number options you will see options for the Size and Border. The size can be Small/Medium/Large and the border can be None/Solid/Dashed. The Bates Numbering options. The Preview will show how the Bates numbers will look on your page in relation to the Prefix, Separator, Starting Number, Size, and Border. The last option is the Location of where the Bates numbers will be placed. You have eight location and orientation choices. Once you have made your choices press the Finish Import button, and once the document has been imported, press the Done button. NOTE: You have the option to Skip Numbering if the documents you are importing have pre-existing Bates numbers that you want to use, or you want to apply Bates numbers after you import, review, and cull the documents. If the documents you are importing have pre-existing Bates numbers you can still apply your own DocReviewPad Bates numbering which can be searched and will appear in the bates number column in Reports. Page 13 of 33

14 Assigning or Editing Bates Numbers After Import Each time documents are imported they will automatically be placed into a folder and assigned a name that includes the date and time they were imported using the 24 hour clock, e.g. Imported In this example it indicates that the folder contains documents imported on November 1, 2016 at 3:35:20PM. The folder name can be changed by pressing the Select button, selecting the folder you want to rename, press the Edit button, and tap on Rename. Using the same process you can also Duplicate or Move folders. After documents have been imported you can assign or edit Bates numbers by pressing the Select button, selecting the document(s), pressing the Edit button, then tapping on Assign/Remove Bates Numbers. NOTE: If you try to assign Bates numbers to documents that have already been assigned Bates numbers, a warning dialog will appear with options to Cancel, or Continue to change the existing Bates numbers. If you only want to change the Size, Border, or Location of Bates numbers, press the Select button, select the document(s), press the Edit button, then tap on Update Bates Appearance. The resulting dialog will allow you to change the Size, Border, or Location properties without affecting the Bates number. The Update Bates Appearance dialog. Page 14 of 33

15 Organizing Documents And Folders The Case Screen. NEW FOLDER CASES / BACK BUTTON FILTER BUTTONS PREVIEW AREA Once you open a Case Folder you ll be presented with a list of folders on the left side of the screen in the Documents List, and the Preview Window on the right side. Press on any folder to view the documents that were part of that import, then tap on any document in the Documents List to view it in the Preview Window. The button at the top left is the Cases button, pressing this button will bring you back to the Cases Screen where you can select a different Case Folder to open. If you have navigated several folders deep this will appear as a Back button. Above the Documents List there are four filter buttons to help you sort and organize your files: Name will sort the files alphabetically by the file name. Custom allows you to rearrange the order of your files. Just press the Select button and the drag the files into a new order using the three horizontal lines that will appear to the right of the file name, then press Done. Bates will sort the files alphanumerically by the Bates number (if the Bates number were applied in DocReviewPad). Reviewed will only display files that have had any kind of review (i.e. Issue Codes assigned, Highlight assigned, etc.) even if they reside in a sub-folder, and all other files will be temporarily hidden. NOTE: Pressing any of the Name, Custom, Bates, or Reviewed buttons a second time will reverse the sort order. Below the Documents List is a Plus (+) button which is how you add a folder to the Documents List at the current level. A popover will appear allowing you to name the folder, and assign a color and a folder icon to help you visually organize your evidence. Page 15 of 33

16 Viewing Documents NUMBER OF PAGES WITHIN THE DOCUMENT DOCUMENT NAME MAGNIFYING GLASS ICON ON SOME FILES INDICATES THERE IS SEARCHABLE TEXT IN THE DOCUMENT To the right of the thumbnail image for each document there are up to five pieces of information relating to each document that may be displayed: Document Name. Magnifying Glass icon to the right of the document name if the document contains any OCR data and is searchable. Number of Pages in the document is displayed in a gray shaded box under the document name. Green Dot icon under the Magnifying Glass if the document has any Notes assigned to any page. Bates Range assigned to the document is displayed in a green shaded box under the number of pages, e.g. ACMECO ACMECO for a 22 page document. If the document is only one page it will only display one Bates number, e.g. ACMECO THUMBNAIL IMAGE BATES RANGE GREEN DOT INDICATES THAT A NOTE HAS BEEN APPLIED TO ONE OR MORE PAGES NOTE: If there are missing Bates numbers within the range (i.e. if you have extracted pages from the middle of a document) there will be a red exclamation point (! ) instead of a dash between the Bates range, e.g. ACMECO ! ACMECO The Case Screen with a document cell enlarged. Page 16 of 33

17 Jump To Page And Splitting Documents PAGE X OF Y INDICATOR In the top right corner of the Preview Window is the Page X of Y indicator that shows you what page you are on, and how many pages are in the document (e.g. 1/747 means you are looking at page 1 of a 747 page document). If you want to jump to a specific page of the current document just tap on the Page X of Y indicator to bring up the Jump to Page dialog. Type in the page number you want to go to and press Go on the keyboard and you will immediately move to that page number. NOTE: The page numbers shown in DocReviewPad are absolute numbers, not necessarily the printed page numbers on the document. For example, if there is a 2 page preamble and 10 numbered pages in a document, DocReviewPad considers this a 12 page document. A solution to the above example, or if you receive one large PDF file containing multiple documents, is to use the Split tool. Using the same example as above, you would go to page 3 of the document and press the Split button. This will split the document, with the current page (i.e. page 3) being the first page of a new document. Tap on Page X of Y indicator to jump to a different page. SPLIT BUTTON Tap on the Split button to split the document at the current page. Page 17 of 33

18 Navigating Through Documents When you tap on a document in the Documents List, the cell that you just tapped on will turn green, showing you that it s the active document you are reviewing, and the first page of that document will appear in the Preview Window. SWIPE UP OR DOWN TO MOVE BETWEEN DOCUMENTS SWIPE LEFT OR RIGHT TO MOVE BETWEEN PAGES WITHIN A DOCUMENT PREVIOUS DOCUMENT There are two Sliders in the Preview Window, one on the right side of the document, and one below the document. The Slider on the right side of the document, when scrolled up or down, will scroll the Documents List to allow you to quickly jump to another document, and you will see the various cells in the Documents List turn green as its preview appears in the Preview Window. The Slider below the document, when scrolled right or left, will navigate through the pages of the selected document. NOTE: You can significantly speed up your document review by using your finger to do some simple navigation gestures directly on the image of the document: Swipe from right to left to go through the pages (this works in reverse to go back); and Swipe from bottom to top to go through the documents (this also works in reverse). NEXT DOCUMENT The Case Screen. PREVIOUS PAGE NEXT PAGE Page 18 of 33

19 Annotation Tools ROTATE PAGE OR DOCUMENT ASSIGN TAGS OR ISSUE CODES ANNOTATION TOOLS ADD NOTES If you come across a document or a single page in the Preview Window with the wrong orientation, you can use the Rotate button in the top left corner to correct it. Pressing this button will rotate a single page, or the whole document, clockwise in 90 degree increments. This is useful if one page of a document was accidentally scanned upside-down, or if you received a large document that was scanned in portrait orientation when it is better viewed in landscape orientation. Both of these issues can be solved with just a few taps. Once a document is rotated, DocReviewPad retains the new orientation, even if you go to another document or close the app. If any document is small or difficult to read, you can pinch-to-zoom to make it bigger. Alternatively you can press the Expand button in the bottom left corner of the Preview Window which will collapse the Documents List and the Preview Window will fill the screen. Tapping the same Expand button again will bring back the Documents List. The same navigation gestures on the image of the document can be used when you have collapsed the Documents List and expanded the Preview Window. EXPAND PREVIEW WINDOW The Review, Highlight, Pen, Redact, and Note tools are covered in detail over the next few pages. The Case Screen. Page 19 of 33

20 Annotation Tools - Highlight / Pen / Redact Press-and-hold on the Highlight button to reveal options. To lock on the Highlight tool (e.g. to make several highlights), double tap the button (or you can select the option to Lock Annotation Tools in the Settings). Press-and-hold on the Pen button to reveal options. To lock on the Pen tool (e.g. to make several pen strokes), double tap the tool s button (or you can select the option to Lock Annotation Tools in the Settings). Press-and-hold on the Redact button to reveal options. To lock on the Redact tool (e.g. to make several redactions), double tap the tool s button (or you can select the option to Lock Annotation Tools in the Settings). As you go through the documents in DocReviewPad, you may want to add some annotations. You can use Highlight, Pen, or Redact tools by tapping on their respective buttons above the Preview Window. The Highlight tool can be used to highlight a single word, a line of text, or a whole paragraph. Simply select the Highlight tool and draw a marquee around any area you want highlighted (i.e. drag from top left to bottom right). The Pen tool allows you to draw or write on a photo or document. It has four color options for your pen color; four different stroke widths; and the option of drawing freehand or a straight line. The Redact tool can be used to redact a single word, a line of text, or a whole paragraph. Simply select the Redact tool and draw a marquee around any area you want redacted (i.e. drag from top left to bottom right). NOTE: Pressing-and-holding on the Highlight, Pen, or Redact buttons will reveal various color or stroke options for each tool. You can double-tap these buttons to lock the tool on so you can make multiple annotations until you press it again or choose another tool. If you want to use on of these annotation tools on a small area of a document, you can pinch-to-zoom (the gesture is actually to spread your fingers). This will zoom in and enlarge the document. To zoom back out and return the document to fit in the Preview Window, just double-tap with one finger. The Undo and Clear buttons do what you might expect. The Undo button will undo annotations (Highlight, Pen, or Redact) one at a time with each press of the button, while the Clear button will clear all annotations with one press of the button. If you press Clear you will be asked to confirm the action. IMPORTANT: You can Undo and Clear redactions just like the other annotations, and it may be possible for someone to remove redactions from a PDF you export from DocReviewPad using a third party desktop application such as Adobe Acrobat Pro. To make the redactions permanent on documents you export to your desktop, you should run them through Adobe Acrobat using the Remove Hidden Information action. You can support@litsoftware.com for instructions how to do this. If security or compliance with HIPAA is a concern we recommend scanning in the document after it has been redacted. Page 20 of 33

21 Annotation Tool - Note As you go through the pages of your documents in DocReviewPad, you may want to add a Note to certain areas on pages, the digital equivalent of a sticky note. To add a Note to any page, tap on the Note button. This will add a Note icon in the middle of the current page and bring up a popover that allows you to type notes about the page. When finished adding your notes simply tap outside the Note popover, or press the Trash icon if you change your mind. You can have multiple Notes on a page (maximum number of 10), and 256 characters per Note (about 60 words). Once you add a Note, an icon representing the Note appears in the middle of the page and can be moved to any point on the page that the Note is referring to. In the Document List, a green dot will appear in the cell for the document indicating that a Note(s) has been added to this document. Any Note(s) that are added can also be included or excluded in the Reports and the Export of a production set. Press the Note button to add a note to any page, similar to adding a sticky note to a paper document. Page 21 of 33

22 Review - Tags And Issue Codes As you go through the documents in DocReviewPad, you may want to assign Tags or Issue Codes to them. Multiple Tags and Issue Codes can be assigned to a page or document. To add a Tag or Issue Code, press the Review button at the top of the screen to show the Review popover. There are four built-in Tags with default colors: Confidential (red), Privileged (orange), Relevant (green), Responsive (blue). (Tags cannot be renamed, but their colors can be changed if desired.) Tap on any Tag to assign it to the Entire Document or just the Current Page depending on the option selected at the top of the popover. Issue Codes allow you to assign one or more custom codes (e.g. Key Doc, Liability, Damages, Contract, etc.) to the Entire Document or just the Current Page. You can add your own custom Issue Codes by pressing the Plus (+) button at the bottom of the popover, then assigning a name and color. Press the Review button to see the Tags and Issue Codes that can be assigned, or press the Plus (+) button to add a new Issue Code. As you add more Issue Codes to the popover list you have the option of sorting them by Name (the default), Recent (useful if you are reviewing documents with the similar issues), or Popular (the most widely used Issue Codes in your case). Assign a name and color to an Issue Code. Page 22 of 33

23 Review - Speed Review Tab TAP ON TAGS OR ISSUE CODES TO ASSIGN THEM TO THE CURRENT DOCUMENT OR PAGE SWIPE UP OR DOWN TO MOVE BETWEEN DOCUMENTS SWIPE LEFT OR RIGHT TO MOVE BETWEEN PAGES WITHIN A DOCUMENT Tapping on the Speed Review tab underneath the Document List will display the Speed Review section which is another place where you can assign Tags or Issue Codes very quickly. As you view each page or document in the Preview Window you can assign Tags and Issue Codes by simply tapping on the corresponding Tag or Issue Code name in the list. (Remember to select either the Entire Document or Current Page option at the top.) NOTE: While in Speed Review mode you can use swipe gestures to quickly go through pages and documents (swipe from right to left to go through the pages and swipe from bottom to top to go through the documents). Press the Documents tab to go back to the main Documents List. SPEED REVIEW TAB Tap on the Tags or Issue Codes in Speed Review mode to quickly review documents. Page 23 of 33

24 Review - Tags / Issue Codes Tab Tapping on the Tags / Issue Codes tab at the bottom of the Document List will display any pages or documents that have been annotated (Highlight, Pen, Redact, Notes), or assigned any Tags or Issue Codes. In this tab a single document may appear multiple times underneath each section that is created for annotations (Highlight, Pen, Redact, Notes), Tags, or Issue Codes. If you tap on the document name it will reveal the pages on which any annotations or review has been done. Tapping on the page number will jump to that page so you can see your annotations, read the Note(s), or see why a page was assigned a particular Tag or Issue Code. Press the Back button to go back to the list of documents in the Tags / Issue Codes tab. TAGS / ISSUE CODES TAB Press the Documents tab to go back to the main Documents List. Tap on the Tags / Issue Codes tab to see which documents or pages have been annotated or reviewed. After tapping on a document you can see which pages have any annotations, Tags, or Issue Codes. Page 24 of 33

25 Searching File Names, OCR Data, and Bates Numbers SEARCHING FOR COM FOUND 2 FILES WITH COM IN THE NAME, AND A NUMBER OF HITS IN THE OCR DATA OF 6 OTHER FILES On the left side, above the Documents List and the Filter buttons, there is the Search field. This has three very important purposes: 1. As you start to type in the Search field it will filter all the documents to only show documents that contain that text in their document name. e.g. Typing com in the Search field would display Complaint, Datacom, etc. This is a quick way of finding a document that you may know part of the name. 2. Then, once you press the Search button on the keyboard it will also search the OCR text within the documents, and filter out any documents that don t match the search criteria. 3. As the OCR data is searched, the Bates numbers that were applied in DocReviewPad are also searched and will be included in the search results. For example, to search for the word exhibit across the entire case, type exhibit in the Search field at the top most level of your Case Folder (the search field is not case sensitive). As you type, any documents with the word exhibit in their name are filtered and displayed with all other documents temporarily hidden. Search results. If your documents have been OCR d, once you press Search on the keyboard, a list of results with any document that contains the word exhibit in the file name and in the OCR data will appear in the Documents List section, and documents without any hits will be temporarily hidden. The number of hits where exhibit was found in each folder or document s OCR data is displayed in a green circle beside each folder or document. Press on the folder and/or document to see the results of your search. NOTE: Searching for text is only as good as the quality of the original document, and the OCR that was performed before importing into DocReviewPad. OCR may have a hard time with certain text, such as a fax of a fax, and handwriting is seldom recognized. So even if you see the word Smith on a page, the OCR may have recognized it as 5m1th, and therefore DocReviewPad will not find anything when you search for Smith. The same could be true where the OCR may recognize (all numbers) as OOO123 (letters and numbers). Also be aware that a document could contain a mix of OCR d and non-ocr d pages. DocReviewPad displays a Magnifying Glass icon next to any document that has searchable text but doesn t determine how many of the pages are searchable, so a 10 page document may only have 2 pages that are actually searchable. Page 25 of 33

26 Exporting Individual Documents or Pages Pressing the Share button in the top right corner allows you to export the current document, or the current page, through various export options. will open your Mail app and attach the document or page you are viewing to an for you to send. Print will search for any AirPrint-enabled printer on your WiFi network and give you the print dialog to send all pages or a page range to the printer. Upload will access your Cloud Storage options to save the document or page to a selected service. Export to itunes will export the document or page and place it in a folder in DocReviewPad s itunes File Sharing with the date and time appended to the folder name. This can then be copied to your desktop computer. NOTE: For each of these export options you also have the option to include or exclude any annotations made on the document, the Bates numbers on each page, and a separate summary report that shows the Document Name, Bates Range, Number of Pages, Notes, Issue Codes, and Tags. This process is to share the one document or page you are viewing in the Preview Window. If you want to export multiple documents at once please read the section on Exporting A Production Set. Share button options. Page 26 of 33

27 Exporting A Production Set Below the Documents List, when you are in the Documents tab, is the Export button which is a powerful tool that allows you to export: 1. Selected documents or folders (after pressing Select and selecting the items in the Documents List). 2. All the documents in the current folder. 3. All the documents in the current case. EXPORT BUTTON Press the Export button to create a production set from selected documents, the current folder, or the whole case. Once you choose the document(s) to export, and press the Export button, you will be presented with the Export Documents dialog. The first option in the export dialog is to choose the Destination for your export, you can choose to export documents to TrialPad to use for a presentation, or to itunes to be able to transfer the documents to your desktop computer. You are also presented with the option to Include Annotations if you want to include annotations. Annotations would include the Highlight, Pen, Redact, and Note annotations you may have made on various documents. You are presented with a list of Documents to be Exported which are all selected by default. Underneath each document name, it will show the number of pages in the document and the Bates Range (if Bates numbers have been applied). Underneath the Bates range it will display one of the following: 1. Not Reviewed if no annotations (Highlight, Pen, Redact), Tags, Issue Codes, or Notes are part of the document. 2. It will be blank if any annotations (Highlight, pen, Redact), or Notes are part of the document. 3. It will show the actual color-coded Tags and Issue Codes that have been assigned to the documents. NOTE: Any document that has a Note assigned to any page will have a green dot shown to the left of the image thumbnail, and will have extra pages for the notes inserted into that particular exported document. For example, if you have a 5 page document and make a Note on page 2 when you export the document it will be 6 pages because a new page 3 will be inserted showing the notes from page 2. In the Export button you can choose the destination (TrialPad or itunes) and whether or not to include your annotations. Page 27 of 33

28 Exporting A Production Set At this point you can use the Select and Deselect buttons to include or exclude documents that you want or do not want to be exported based on various factors: 1. If they ve been reviewed or annotated. 2. If any documents have Notes. 3. If they have been assigned particular Tags or Issue Codes. For example, you may have reviewed a folder of documents to produce to opposing counsel. During your review you added some Highlight or Pen annotations, added a Note to several document pages, and marked some documents as Confidential and others as Privileged. Knowing this you could choose the Export for this folder of documents, choose itunes as the Destination (so you can copy the Production Set to your desktop), turn Off the Include Annotations option, then press the Deselect button and tap on Confidential and Privileged to exclude those from the export. This shows how granular you can be in your export process, you can even manually tap on individual documents to select or deselect them. NOTE: If the documents are exported to TrialPad, each Tag and Issue Code will be used to create a folder in TrialPad s Key Docs section for automatic organization and easy reference. Choose which documents to export. If the documents are exported to itunes a folder will appear in the itunes File Sharing section using the following naming convention: DocReviewPad Production Set YYYYMMDD-HHMMSS. Page 28 of 33

29 Creating Reports Below the Documents List, when you are in the Documents tab, is the Reports button which is a powerful tool that allows you to create a formatted PDF report of the documents in the folder you are currently viewing, or the documents in the whole case. Once you press the Reports button, you will be presented with the Reports dialog. You are presented with the option to Sort Documents By and can select either Name or Bates Number. Similar to the Export options, the Reports allows you to use the Select and Deselect buttons to include or exclude documents that you want or do not want to be included in the report based on various factors: REPORTS BUTTON Create reports for the current folder or the whole case. 1. If they ve been reviewed or annotated. 2. If any documents have Notes. 3. If they have been assigned particular Tags or Issue Codes. For example, you may want to create a report of all the documents that you ve marked as Confidential or Privileged. This shows how granular you can be in your selection process, you can even manually tap on individual documents to select or deselect them. Once you press the Create Report button, you will receive a Report Created confirmation that will tell you the name of the report (i.e. DocReviewPad Production Set YYYYMMDD-HHMMSS) and that it was added to a Reports folder. You can choose to continue working or creating new reports by pressing Done, or open the report immediately by pressing the Open button. Use the Select and Deselect buttons to include or exclude documents from the Report. Page 29 of 33

30 Viewing Reports When you open the report you will see the title at the top, with a table below displaying the number of documents, and the combined size of all the documents. Below that is a list of tables, each relating to a document with the document name in a green row at the top, and columns underneath for the Bates Range, # Pages, Notes, Tags / Issue Codes where the corresponding data will be included in the report. The Bates numbers and page numbers are shown for Notes, Tags, and Issue Codes that are assigned to individual pages. A footer will show the date the report was created and a page count of the report. These reports are very handy to provide to the Court or opposing counsel to itemize documents you may want to exclude from discovery, or use as trial exhibits. Viewing a Report. Page 30 of 33

31 Backing Up And Exporting A Case Folder Below the Cloud Storage button in the Cases Screen is the Archive button. The Archive button allows you to create backups of Case Folders (including all your annotations, Tags, Issue Codes, Notes, etc.) and copy or remove them from your ipad and store them on your desktop computer. You can also use this method to share a Case Folder with an associate who has DocReviewPad installed on their ipad. To backup a case, simply press the Archive button, then tap on the Case Folder(s) in the left column, and press Backup. (The Case Folder has to be less than the 2GB file size limit.) Once this is done the Case Folder you just backed up will appear in the right column with the date and time you created the backup appended to the file name, e.g. Smith v. Jones (YYYYMMDD-HHMM). This is so you can make multiple backups of the same Case Folder without overwriting the previous backup. ARCHIVE BUTTON BACKUP BUTTON Pressing the Archive button brings up the Select Case(s) to Back Up dialog. The backed up Case Folder can now be copied from your ipad by following these instructions: 1. Connect your ipad to your computer using the USB cable and launch itunes. 2. Click on the ipad button at the top of the screen, then click on Apps in the Settings list on the left side of the screen. 3. On the right side of the screen, scroll down to the File Sharing section, and in the Apps list select DocReviewPad. 4. You will then see the DocReviewPad Documents window. 5. Drag the [Your Case Name].docreviewpadcase file to the desktop of your computer, making sure you allow the file transfer to complete. The reverse process can be used to import a backup of a Case Folder into DocReviewPad using the instructions found in Importing Media Using itunes File Sharing. BACKED UP FILES WILL APPEAR HERE NOTE: The archiving and restoring process in DocReviewPad will make a copy of your case and use storage space on your ipad even after it is copied to or from your desktop. For example, if you have a case that s 250MB and create a case archive, you have just used another 250MB of storage. To reclaim the storage space in DocReviewPad after you have archived or restored your case, press the Archive button in the Cases screen, select the case(s) from the right side that you want to delete, and press the Trash icon. This will not delete the case within DocReviewPad, just the backup that was used to archive or restore a case. File Sharing window in itunes on your computer. Page 31 of 33

32 Settings TAP ON THE i TO DISPLAY SETTINGS In the top left corner of the Cases Screen is the Settings button indicated by the i inside a circle. Pressing this button will display the version number of DocReviewPad and allows you to change app-wide settings: Lock Annotation Tools will keep the selected annotation tool (i.e. Highlight, Pen, Redact) active until you deselect it, or choose a different tool. Show Fingers will display shaded circles representing your finger(s) on the external display. This is useful for training purposes to show the audience your finger gestures. Remember Document Position will remember the page you were on if you go to another document, or close the app, and then return. The Help button in the top right corner of the screen provides various support options. Press the Settings button to change app-wide settings. HELP RESOURCES ARE AVAILABLE BY PRESSING THE HELP BUTTON Press the Help button to see support options. Page 32 of 33

33 Getting Technical Support You can communicate with us through the Support button under the Help menu in the Cases Screen inside the app. If you us using this Support option your ipad s technical information (ipad model, ios version, DocReviewPad version) will automatically be added to the footer of your and will give us the information we need to begin assessing any issues you may have. Remember that we can only evaluate the issue you may be experiencing based on what you write, so please include the steps to reproduce the issue, your expected results versus the actual results, and anything else that may be unique to your situation. It may be helpful to take a screenshot to show us what you re experiencing: 1. Hold down the Power button and press the Home button. You should hear a camera shutter sound and a screenshot will be placed in your Photos app. 2. Compose an to support@litsoftware.com, then press-and-hold on a blank area of the body and select Insert Photo or Video from the popover that appears. 3. Select Camera Roll, tap on the screenshot image you just took, then tap Use to insert it into the . The Support window can be accessed by pressing Help > Support in the Cases Screen. You can also your feedback, user requests, and other comments from your client to support@litsoftware.com. Remember to include the following basic information every time you support: 1. Which ipad model are you using? 2. What version of the ios are you running? (Found in ipad Settings > General > About > Version) 3. What version of DocReviewPad are you using? (Press the DocReviewPad Settings icon inside the Cases Screen) Page 33 of 33