Summation iBlaze 2-8 Eval

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Summation iBlaze

Version 2.8

Training Manual

Printed January 14, 2007

Copyright All rights reserved. No part of this book shall be reproduced, in any manner, without express written permission. Although every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions.

Summation iBlaze is a registered trademark of CT Summation.

Windows, Microsoft Access, Microsoft SQL, Microsoft Outlook, Microsoft Excel and Microsoft Word are registered trademarks of Microsoft Corporation.

Novell is a registered trademark of Novell, Inc.

Lotus Notes is a registered trademark of Lotus Development Corporation.

WordPerfect is a registered trademark of Corel Corporation.

Other product names noted in this training program may be the trademarks of their owners.

Software@Law, Inc., P.O. Box 323, Mustang, OK 73064.

About Us

SOFTWARE@LAW, INC.

Software@Law, Inc., was formed in 2002 by Donna Brown and Mikki Tomlinson, who have over 35years combined experience in the legal industry. The company was formed to fill the market’s need for high-quality software training materials and services. Software@Law, Inc., is committed to providing exceptional training solutions to legal professionals.

MIKKI TOMLINSON

This training program was written for Software@Law, Inc., by Mikki Tomlinson. Ms. Tomlinson has been working in the legal industry since 1990 holding a variety positions in law firms including legal secretary, legal assistant, systems trainer and practice support manager, and has been an independent consultant to law firms since early 2002. Ms. Tomlinson’s experience includes training design and delivery, litigation support, technology research and project management. Further, Ms. Tomlinson is a Certified Summation Trainer, Certified WebBlaze Trainer, Certified InData Suite Trainer and Certified CaseMap/TimeMap Trainer.

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Table of Contents INTRODUCTION.........................................................................................................................................1

DOCUMENT CONVENTIONS...................................................................................................................1

SECTION 1: GETTING STARTED ...........................................................................................................3 LESSON 1: WHAT IS SUMMATION? .............................................................................................................4

Overview................................................................................................................................................4 Elements of the Summation Case...........................................................................................................5

LESSON 2: LAUNCHING SUMMATION..........................................................................................................8 LESSON 3: THE SUMMATION ENVIRONMENT..............................................................................................9

The Welcome Page.................................................................................................................................9 Parts of the Screen...............................................................................................................................10 About the case Explorer.......................................................................................................................11 About the Home Page ..........................................................................................................................12 About Layouts and Navigating in Summation......................................................................................12

SECTION 2: WORKING WITH CASES.................................................................................................17 LESSON 1: CREATING CASES ....................................................................................................................18 LESSON 2: OPENING CASES ......................................................................................................................22 LESSON 3: DELETING CASES ....................................................................................................................23 LESSON 4: GETTING STARTED ..................................................................................................................25

Adding Data to Issues and Names Look-up Tables .............................................................................25

SECTION 3: WORKING WITH TRANSCRIPTS AND ANNOTATIONS..........................................29 LESSON 1: MANAGING TRANSCRIPTS .......................................................................................................30

Loading Transcripts.............................................................................................................................30 Removing Transcripts ..........................................................................................................................38 Managing Transcripts with Folders ....................................................................................................38

LESSON 2: NAVIGATING THE TRANSCRIPT WINDOW ................................................................................42 Opening and Navigating Transcripts...................................................................................................42

LESSON 3: SEARCHING TRANSCRIPTS.......................................................................................................45 QuickSearching Transcripts ................................................................................................................45 Compound Searching...........................................................................................................................48 Vocabulary Searching..........................................................................................................................53 Fuzzy Searching...................................................................................................................................56

LESSON 4: PRINTING TRANSCRIPTS, EXCERPTS AND REPORTS .................................................................61 Printing Transcripts.............................................................................................................................61 Printing Transcript Excerpts ...............................................................................................................61 Printing Transcript Search Results Reports ........................................................................................62

LESSON 5: ANNOTATING TRANSCRIPTS ....................................................................................................65 Creating Transcript Annotations .........................................................................................................65 Creating Designations .........................................................................................................................69 Opening Transcript Annotations..........................................................................................................72 Navigating Transcript Annotations......................................................................................................73

LESSON 6: SEARCHING TRANSCRIPT ANNOTATIONS.................................................................................74 QuickSearching Annotations ...............................................................................................................74 Searching Annotations Using Find Note .............................................................................................78

LESSON 7: PRINTING ANNOTATIONS AND REPORTS..................................................................................81 Printing Annotations............................................................................................................................81 Printing Annotation Search Results Reports .......................................................................................83

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Printing Annotations and Transcript Cites ......................................................................................... 86 Printing Designations ......................................................................................................................... 89

SECTION 4: WORKING WITH THE CORE DATABASE.................................................................. 97 LESSON 1: NAVIGATING THE CORE DATABASE ....................................................................................... 98

Opening the Core Database................................................................................................................ 98 Sorting the Core Database................................................................................................................ 105

LESSON 2: ADDING AND EDITING ITEMS IN THE CORE DATABASE......................................................... 109 Adding Document Summaries to the Core Database ........................................................................ 109 Editing Core Database Summaries ................................................................................................... 115 Creating Relationships...................................................................................................................... 120 Tagging, Categorizing and Foldering Summaries ............................................................................ 124 Spell Checking the Core Database.................................................................................................... 130

LESSON 3: LOADING EDOCS AND EMAIL ............................................................................................... 133 Adding the eDocs and eMail Folder ................................................................................................. 134 Loading eDocs & eMail Using the eDiscovery Console................................................................... 135 Loading eDocs & eMail Using a Load File ...................................................................................... 144 Using the eDocs and eMail Folder ................................................................................................... 148

LESSON 4: SEARCHING THE CORE DATABASE........................................................................................ 151 QuickSearching the Core Database.................................................................................................. 151 Compound Searching........................................................................................................................ 156 Searching Using Setup Search .......................................................................................................... 162 Context Menu Searching ................................................................................................................... 165 Vocabulary Searching....................................................................................................................... 169 Boolean Searching ............................................................................................................................ 171 Intelli-Parse Searching ..................................................................................................................... 172 Finding Near Values ......................................................................................................................... 181 Viewing Relationships in a Search Results Record Set ..................................................................... 183

LESSON 5: PRINTING CORE DATABASE SUMMARIES AND REPORTS....................................................... 186 Printing Summaries........................................................................................................................... 186 Printing a Search Results Report ...................................................................................................... 194

LESSON 6: CORE DATABASE UTILITIES.................................................................................................. 198 Checking the Network Status ............................................................................................................ 198 Backing Up the Database.................................................................................................................. 199 Checking the Database for Errors .................................................................................................... 200 Packing the Database ....................................................................................................................... 202 Blazing the Database ........................................................................................................................ 203 Restoring the Backup ........................................................................................................................ 204

SECTION 5: WORKING WITH IMAGES........................................................................................... 215 LESSON 1: LOADING IMAGES ................................................................................................................. 216

Checking the Network Status ............................................................................................................ 216 Loading Images Using a Load File................................................................................................... 217 Loading Images Using Drag and Drop............................................................................................. 220

LESSON 2: VIEWING IMAGES.................................................................................................................. 223 Opening Images ................................................................................................................................ 223 Navigating Images ............................................................................................................................ 224 Working with Image Layouts ............................................................................................................ 226

LESSON 3: MARKING UP IMAGES........................................................................................................... 229 Using Markups.................................................................................................................................. 229 Stamping Images ............................................................................................................................... 233 Redacting Images.............................................................................................................................. 237 Burning in Redactions and Stamps ................................................................................................... 240

LESSON 4: PRINTING IMAGES................................................................................................................. 242 Printing Individual Images ............................................................................................................... 242

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Printing Multiple Images ...................................................................................................................242 Setting Print Options .........................................................................................................................243

SECTION 6: WORKING WITH OCR BASE........................................................................................247 LESSON 1: LOADING OCR BASE.............................................................................................................248

Checking the Network Status .............................................................................................................248 Loading OCR Base Using a Load File ..............................................................................................249 Loading OCR Base Using a Control List...........................................................................................252 Loading OCR Base Using the Full-Text Documents Dialog Box ......................................................256 Load OCR Base Using the Attach Document Method .......................................................................258

LESSON 2: USING SUMMATION’S OCR BASE CREATOR .........................................................................261 Marking Summaries...........................................................................................................................261 Creating OCR Base ...........................................................................................................................263

LESSON 3: NAVIGATING THE OCR BASE................................................................................................265 Opening and Navigating OCR Documents ........................................................................................265

LESSON 4: SEARCHING OCR BASE .........................................................................................................268 QuickSearching OCR Base................................................................................................................268 Compound Searching.........................................................................................................................272 Vocabulary Searching........................................................................................................................279 Fuzzy Searching.................................................................................................................................284

LESSON 5: PRINTING OCR BASE SEARCH RESULTS REPORTS ................................................................291 LESSON 6: OCR BASE UTILITIES ............................................................................................................294

Backing Up the OCR Base.................................................................................................................294 Checking the OCR Base for Errors ...................................................................................................294 Blazing the OCR Base........................................................................................................................296

SECTION 7: WORKING WITH PRODUCTION SETS......................................................................299 LESSON 1: CREATING PRODUCTION SETS ...............................................................................................300 LESSON 2: RETRIEVING PRODUCTION SETS ............................................................................................308

Retrieving Production Sets ................................................................................................................308 Producing Production Set Reports ....................................................................................................309

LESSON 3: REVIEWING PRODUCTION HISTORY.......................................................................................312 Reviewing Document Production History..........................................................................................312 Producing Document Production History Reports ............................................................................312

LESSON 4: CREATING EMAIL PRODUCTION SETS ...................................................................................316

SECTION 8: WORKING WITH PLEADINGS.....................................................................................323 LESSON 1: MANAGING PLEADINGS.........................................................................................................324

Loading Pleadings .............................................................................................................................324 LESSON 2: NAVIGATING PLEADINGS ......................................................................................................328

Opening Pleadings Folders ...............................................................................................................328 LESSON 3: SEARCHING PLEADINGS ........................................................................................................329

Compound Searching.........................................................................................................................331 Vocabulary Searching........................................................................................................................334

SECTION 9: WORKING WITH DOCUMENT COLLECTIONS ......................................................339 LESSON 1: WORKING WITH COMPANION DATABASES ............................................................................340

Creating Companion Database Connections to Summation Cases ...................................................341 Opening and Navigating Companion Databases...............................................................................343 Searching Companion Databases......................................................................................................345 Editing Companion Database Summaries .........................................................................................348

LESSON 2: WORKING WITH REMOTE DATABASES ..................................................................................351 Opening and Navigating Remote Databases .....................................................................................352 Searching Remote Databases ............................................................................................................353

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Editing Remote Databases ................................................................................................................ 356 LESSON 3: WORKING WITH BRIEFCASES................................................................................................ 359

Briefcasing Database Summaries ..................................................................................................... 360 Opening and Navigating Briefcases.................................................................................................. 363 Searching Briefcases......................................................................................................................... 365 Working with Browser Briefcases ..................................................................................................... 368

SECTION 10: WORKING WITH THE PEOPLE TABLE ................................................................. 375 LESSON 1: OPENING AND NAVIGATING THE PEOPLE TABLE .................................................................. 376

Opening the People Table................................................................................................................. 376 Navigating the People Table............................................................................................................. 377

LESSON 2: EDITING THE PEOPLE TABLE................................................................................................. 380 LESSON 3: SEARCHING THE PEOPLE TABLE ........................................................................................... 383

SECTION 11: WORKING WITH THE CHRONOLOGY OF EVENTS TABLE ............................ 387 LESSON 1: OPENING AND NAVIGATING THE CHRONOLOGY OF EVENTS TABLE ..................................... 388

Opening the Chronology of Events Table ......................................................................................... 388 Navigating the Chronology of Events Table ..................................................................................... 389

LESSON 2: EDITING THE CHRONOLOGY OF EVENTS TABLE.................................................................... 392 Adding Summaries to the Chronology of Events Table..................................................................... 392 Editing Summaries in the Chronology of Events Table..................................................................... 392 Linking Chronology of Events Summaries to Transcripts and Core Database Summaries .............. 393 Rating the Effect of Events ................................................................................................................ 396

LESSON 3: SEARCHING THE CHRONOLOGY OF EVENTS TABLE .............................................................. 397

SECTION 12: WORKING WITH FORMS........................................................................................... 403 LESSON 1: USING SUMMATION’S FORMS ............................................................................................... 404

Reviewing Summation’s Forms......................................................................................................... 404 LESSON 2: CUSTOMIZING SUMMATION’S FORMS................................................................................... 411 LESSON 3: CREATING FORMS................................................................................................................. 425

Checking the Network Status ............................................................................................................ 425 Creating Forms................................................................................................................................. 426 Adding a Field................................................................................................................................... 428 Formatting Field Styles..................................................................................................................... 430 Resizing a Field................................................................................................................................. 436 Moving a Field .................................................................................................................................. 437 Saving the Form................................................................................................................................ 437

SECTION 13: PUTTING IT ALL TOGETHER................................................................................... 441 LESSON 1: INTEGRATED SEARCHING ..................................................................................................... 442

QuickSearching Multiple Case Elements .......................................................................................... 442 Printing Multiple Case Element Search Results Reports .................................................................. 444

LESSON 2: ATTACHING IMAGES TO ANNOTATIONS................................................................................ 447 LESSON 3: EVIDENCE LINKING .............................................................................................................. 450

Linking Evidence in Transcripts ....................................................................................................... 450 Linking Evidence in the Core Database............................................................................................ 454 Linking Evidence in Images .............................................................................................................. 457

LESSON 4: THE CASE ORGANIZER ......................................................................................................... 466 Using the Case Organizer................................................................................................................. 466

SECTION 14: CUSTOMIZING THE SUMMATION ENVIRONMENT .......................................... 479 LESSON 1: THE HOME PAGE .................................................................................................................. 480

Opening and Navigating Home Pages .............................................................................................. 480

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Selecting a Default Home Page .........................................................................................................482 Adding Links to Home Pages.............................................................................................................483 Using the Attorney’s Home Page.......................................................................................................485

LESSON 2: CUSTOMIZING THE TOOLBAR ................................................................................................491 Customizing Toolbar Settings ............................................................................................................491 Rearranging Toolbars........................................................................................................................492

LESSON 3: CUSTOMIZING LAYOUTS .......................................................................................................493 Arranging Summation Windows ........................................................................................................493 Saving Layouts...................................................................................................................................494

©2007 Software@Law, Inc. Introduction Page 1

Introduction This training manual consists of the core training on Summation’s case elements and utilities. After completing this course you will be able to:

• Navigate Summation

• Search Summation case elements

• Load case elements

• Work with electronic discovery

• Administer case utilities

• Work with images and OCR

• Use Summation’s integration capabilities for maximum results

• Customize Summation.

This training manual is broken down into sections which include step-by-step instructions to be used as a reference tool. Each section is followed by a skill builder exercise to be used as a practice tool. The cd attached to the inside back cover contains the files you will need to complete the skill builder exercises. Additionally, each section begins with an “In Practice” summary which includes practical use tips and solutions to common issues pertaining to the Summation elements and tools featured.

Document Conventions The following describes the conventions and instructions used throughout this training manual.

Mouse Clicks: An instruction to “click” on an item refers to a single click of the primary mouse button. (If your mouse is set for a right-handed user, the left button is the primary mouse button; if it is set for a left-handed user, the right button is primary.)

An instruction to “click and drag” means to click on the specified object and while holding the primary mouse button down move the mouse pointer to the point specified, then release the mouse button.

Shortcut Key Combinations: Shortcut key combinations refer to a series of keystrokes used to execute a command. Instructions referring to a shortcut key

Introduction ©2007 Software@Law, Inc. Page 2

combination are displayed in 12pt Arial bold typeface and are separated by a hyphen in the order they should be pressed (e.g., Ctrl-N). To use a shortcut key combination, press and hold the first key then press the second key. For example: Ctrl-P means to press the Ctrl key and while holding it down press the P key.

Menu Bar: An instruction to click on a menu is displayed in 12pt Arial bold typeface and is denoted as “click on [menu name] on the menu bar.” An instruction to select an option on a menu is denoted as “click on [menu name] → [option] on the menu bar.” For example, the instruction to “click on File → Print Preview on the menu bar” means to click on File on the menu bar to display the file menu, then click on the Print Preview option.

An underlined letter on the menu bar or on a menu option indicates that you can use a keyboard shortcut instead of your mouse to select the menu or option. The instructions in this training manual illustrate these keystroke references. If the underlined letter is referring to a menu, press the Alt key, then the underlined letter for that menu. For example, to open the File menu press Alt-F. Once you have opened a menu, you can release the Alt key and press the underlined letter for the menu option you wish to select. For example, with the File menu open press the letter V to execute the Print Preview command. Thus, the shortcut key combination to use print preview is: Alt-F, V.

Command Buttons, Fields and Drop-down Lists: An instruction to click on a command button, click in a field, or click on a drop-down list inside a dialog box is displayed in 12pt Arial bold typeface.

Notes and Tips: Notes and tips are provided throughout this training manual.

©2007 Software@Law, Inc. Getting Started Page 3

Section 1: Getting Started This section contains the following lessons:

• Lesson 1: What is Summation?

• Lesson 2: Launching Summation

• Lesson 3: The Summation Environment

In Practice In this section you will review the elements of a Summation case and become familiarized with the Summation environment. The ability to confidently navigate will play an important role in your use of Summation. Be sure to review the About Layouts and Navigating in Summation section beginning on page 12.

Getting Started ©2007 Software@Law, Inc. Page 4

Lesson 1: What is Summation? Lesson Objectives

• Overview Summation

• Understand the elements of a Summation case

Overview

Summation iBlaze is automated litigation support software used to organize discovery and evidence in a litigation case. Summation’s integrated case elements include transcripts, document databases, images, OCR base and access to on-line repositories. Further, Summation provides the ability to annotate case elements, track productions, create evidence links, create presentations from images and organize case items.

Although Summation is known as “litigation support” software, its abilities go beyond that of litigation. Many law firms and corporate legal departments use Summation to organize other types of information collections, such as expert witness deposition banks and brief banks.

The benefits of using Summation to organize data include:

• Quick retrieval of information

• Powerful search capabilities

• Data integration

• Data sharing

• Evidence linking

• Efficient management of discovery and evidence.


Elements of the Summation Case

Transcripts

Transcripts are located in the Transcripts folder and are indicated by the icon in the Case Explorer. Summation’s transcript feature allows you to load transcripts for full text searching, printing, excerpt printing and reporting. Further, Summation’s flexible environment allows you to organize your transcripts in folders (e.g., by witness type – expert witness, parties; by transcript type – deposition, hearing).

Transcript Notes

Transcript notes are indicated by the icon in the Case Explorer. Transcript notes are searchable annotations that can consist of excerpted testimony, your comments or both. In addition to testimony and comments, annotations also contain searchable fields, such as date, author, related issues and note categories for organizational and searching purposes.

Core Database

The core database is indicated by the icon in the Case Explorer. The core database is a searchable table consisting of structured information related to your case documents. The records in the Summation core database are known as “summaries.” Each summary represents a paper or electronic document and includes fields of information such as date, author and related issues. Use the

Case Explorer –

Holds Case Elements and Tools


core database to organize and manage your case documents. From the core database you can create reports, privilege logs, trial exhibit lists, etc.

eDocs and eMail

eDocs and eMail are fully searchable documents and e-mail which are produced in native electronic format. eDocs and eMail are a part of the core database and may also be accessed through the eDocs & eMail folder in the Case Explorer.

• eDocs, which are indicated by the icon in the Case Explorer, consist of documents, such as word processing and spreadsheet files, produced in native electronic format;

• eMail, which are indicated by the icon in the Case Explorer, consist of e-mail produced in either Microsoft Outlook or Lotus Notes electronic format;

• eMail Attachments, which are indicated by the icon in the Case Explorer, consist of attachments to Microsoft Outlook or Lotus Notes e-mail produced in electronic format.

Images

The image viewer is indicated by the icon in the Case Tools portion of the Case Explorer. Images are non-searchable pictures of documents and are connected to the document summaries. Images are created by scanning paper documents into image format. Summation’s image capabilities include flexible navigation, markup abilities, redaction tools and stamping tools.

OCR Base

OCR base is indicated by the icon in the Case Explorer. OCR base consists of an image’s searchable “full text.” OCR, which stands for Optical Character Recognition, is the process of a scanner interpreting the characters on an imaged document as it is scanned to image format and converting it to searchable text.

OCR Base Notes

OCR base notes are indicated by the icon in the Case Explorer. OCR base notes are searchable annotations that can consist of excerpted document text, your comments or both. In addition to text and comments, annotations also contain searchable fields, such as date, author and related issues for organizational and searching purposes.


Document Collections

Document collections are links to other databases, including Summation, Microsoft Access or Microsoft SQL databases. These document collections allow for sharing of data internally and with other parties and can be in the form of:

• Companion databases, which are indicated by the icon in the Case Explorer, reside on your local computer or network;

• Remote databases, which are indicated by the icon in the Case Explorer, reside outside of your local computer or network and are accessed via a secure internet connection; and

• Briefcased documents, which are indicated by the icon in the Case Explorer, are subsets of records from the core database, companion databases or remote databases.

People

The people component is indicated by the icon in the Case Explorer. This tool is a companion connection to a fully searchable table contained in your Summation database used for tracking information about the cast of characters in a case.

Chronology of Events

The Chronology of Events component is indicated by the icon in the Case Explorer. This tool, like the people tool, is a companion connection to a fully searchable table contained in your Summation database used for organizing chronological facts in a case. The Chronology of Events table contains additional tools, such as the ability to link event items to transcript testimony and core database documents and to rate the effect of event items.


Lesson 2: Launching Summation The following steps may vary slightly depending upon the version of Windows you are using. The steps below illustrate opening Summation using Windows XP Professional.

To open Summation using the Windows taskbar:

• Click on Start → All Programs → Summation iBlaze Version 2.8 → Summation iBlaze Version 2.8 on the Windows taskbar.

To open Summation using the desktop icon:

• Double-click on the Summation icon on the Windows desktop:

*Note*

•When you launch Summation, it will open to the last case you worked in. The very first time you launch Summation, it will open to the demonstration case, P. Franc v. K. Morris (version 2.5).


Lesson 3: The Summation Environment Lesson Objectives

• Review the Welcome Page

• Review parts of the screen

• Review Navigating in Summation

The Welcome Page

The following Welcome Page will appear when you first launch Summation:

The Welcome Page contains:

• Links to Summation tools

• Links to the Guided Tour and Using iBlaze

• Link to Summation Tech Support

Tip

If you do not wish to see the Welcome Page upon launching Summation, click to checkmark the Do not show the welcome page at startup checkbox in the lower left-hand corner of the page. An information box will appear notifying you that you can access the Welcome Page again through the Help menu.


To close the Welcome Page:

• Click on the Close Window link in the lower right-hand corner of the page.

Parts of the Screen

Summation’s flexible environment allows you to easily navigate through case elements. The screen layout illustrated below reflects the layout you will see the first time you open Summation. Additional layouts and navigation techniques will be discussed throughout this training program.

Figure 1

Item Description

Title Bar Displays program and case name

Menu Bar Contains available menus

Toolbar Contains shortcuts to available tools

QuickSearch Bar Enter word(s) or phrase(s) and generate QuickSearch

Case Explorer Contains case elements and tools

Home Page Contains links to program functions and web addresses

Item Tabs Displays open items

Status Bar Displays status of current Summation item

Item Tabs

Case Explorer

QuickSearch Bar

ToolbarMenu Bar

Home Page

Title Bar

Status Bar


About the case Explorer

Summation’s Case Explorer holds the case elements and provides quick access to case tools such as the Case Organizer, RealTime, slideshows and saved searches.

The top portion of the Case Explorer holds the searchable case elements. All folders in the top portion of the Case Explorer except personal document collections are public folders. Anyone who can open the case will have access to the items in the top portion of the Case Explorer except others’ personal document collections. (Personal document collections are available only in a network environment; document collections are detailed in Working with Document Collections, page 339.) Use the top portion of the Case Explorer to organize and open case elements, and to select case elements for searching.

The middle portion of the Case Explorer holds the case tools, including the Case Organizer, RealTime, item viewers and layouts. Items in the Case Tools portion of the Case Explorer, except the Case Organizer, are only available to the individual who creates the items (e.g., saved searches and custom layouts). Such items may be moved to the top portion of the Case Explorer to make them available to anyone who accesses the case.

Notes

•All items in the top portion of the Case Explorer except personal document collections (detailed in Working with Document Collections, page 339) are public items.

•All items added to the Case Tools portion of the Case Explorer except the Case Organizer are personal items.


About the Home Page

Summation’s Home Page contains links to commonly used case tools and web links. Summation contains four pre-designed home pages: Attorney’s Home Page, Attorney’s Quick Start Page, Case Manager’s Home Page and Data Coder’s Home Page. In addition to using the built-in home page web links, you can add your own commonly used links. Summation’s Home Page tool is detailed in Customizing Summation, page 479.

About Layouts and Navigating in Summation

Understanding the “active window” (also referred to as the “window in focus”) is the first step to successfully navigating Summation.

It is important to note that the Summation tools which are available through the menus and toolbars will vary depending upon the active window. The active window is the window containing the full color title bar; the title bar on all other open windows will be faded. (For example, Home Page is the active window shown in Figure 1, page 10; notice how the title bar on the Case Explorer window is dimmed.)

Summation’s toolbar may appear on either one or two rows (see Figures 2 and 3, below). The toolbar is divided into two parts: core tools and window-specific tools. The buttons shown on the window-specific portion of the toolbar will change depending upon the active window. For example, when the active window contains a transcript, the Go To Page button will appear on the toolbar; when the active window contains the core database, the Go To Summary button will appear on the toolbar.

Figure 2

Figure 3

Core Tools Active Window Specific Tools

Separator

Core Tools

Active Window Specific Tools


Summation Layouts

A layout is the arrangement of windows on your screen. In other words, it is the way your Summation desktop is organized. You can choose to use one of Summation’s pre-designed layouts or design your own. You will work with several layouts and navigate Summation’s windows throughout this training program.

Summation gives you the option to work in two types of layouts: Docked Explorer Layout (Figure 4) and All Tab Layout (Figure 5).

Docked Explorer Layout can contain docked and floated windows. A docked window is anchored to the top, bottom, left or right side of the screen. A floated window remains on top of all open windows and can be resized and moved.

All Tab Layout contains one main window which spans the width of the screen and displays tabs at the bottom of the window for all open items.

Docked Explorer Layout

Figure 4

All Tab Layout

Figure 5

Summation provides three predefined screen organization layouts, Column and Image, Docked Explorer, and Transcript and Image, which are Docked Explorer layout types. You can also create custom layouts. You will learn to customize layouts in Customizing Summation, page 479.

Unless specifically stated otherwise, the screenshots and instructions in this training manual will be based on the Docked Explorer layout.

Floating Window


To select a layout type:

• Click on the Layouts button drop-down arrow on the toolbar ( ) and select either Docked Explorer Layout or All Tab Layout from the menu.

To select a docked explorer type layout:

• Click on the Layouts button drop-down arrow on the toolbar ( ) and select either Column and Image, Docked Explorer or Transcript and Image from the menu; or

• Click on the Layouts folder expand icon ( ) in the Case Tools portion of the Case Explorer and double-click to select either Column and Image, Docked Explorer or Transcript and Image.

Layouts Folder


The following illustrates the predefined docked explorer type layouts:

Column and Image

Transcript and Image

Docked Explorer

Figure 6

Tip

You can view any window in full screen mode by double-clicking on its title bar.

Double click on title bar again or press the Esc key to restore it to its previous size and position.


Opening and Navigating Items

You may have multiple items open in Summation at the same time. Open Summation items by double-clicking on the item in the Case Explorer. A tab will appear at the bottom of the screen for each open item (as shown in Figure 6, page 15). To work with an item, simply click on its tab and the item will become the active window.

Important

If you are working in a Docked Explorer layout type the item windows will be “docked” (anchored) in place. When an item window is moved by clicking and dragging its title bar it becomes “undocked” (also referred to as “floating”). An undocked/floating item will not have a tab at the bottom of the item window. When an item window is undocked it will remain on top and possibly block the view of other item windows. Rather than clicking and dragging the item window back to its original location or closing and reopening the item you must reselect or reset the layout as follows:

To reselect the Docked Explorer layout:

• Click on the Layouts button drop-down arrow on the toolbar

( ) and select Column and Image, Docked Explorer Layout or Transcript and Image from the menu to return to Docked Explorer layout; all item windows will remain open and will be returned to their docked position.

To reset the layout:

• Click on the Layouts button drop-down arrow on the toolbar

( ) and select Reset Layout from the menu; the windows will be reset to Docked Explorer layout and all item windows will close except the Home Page.

©2007 Software@Law, Inc. Working with Transcripts and Annotations Page 29

Section 3: Working with Transcripts and Annotations

This section contains the following lessons:

• Lesson 1: Managing Transcripts

• Lesson 2: Navigating the Transcript Window

• Lesson 3: Searching Transcripts

• Lesson 4: Printing Transcripts, Excerpts and Reports

• Lesson 5: Annotating Transcripts

• Lesson 6: Searching Transcript Annotations

• Lesson 7: Printing Annotations and Reports

In Practice In this section you will learn all aspects of working with transcripts in Summation, including loading, organizing, searching, annotating, producing reports and extracting deposition designations.

The instructions provided for searching transcripts apply to searching all other elements of a Summation case. Once you have mastered the core searching techniques in one element of Summation, you have mastered the core searching techniques in all elements of Summation.

Important note about searching in Summation: The search results display will be determined by the active window when the search is executed. If the item window is active (see Searching Using the Transcript Window, page 45) the results will be displayed in the item window; if the Case Explorer is the active window (see Searching Using the Case Explorer, page 47) the results will appear in search results outline view which provides a summary of the search results and links to the location of the hits. This holds true for searching all elements of Summation.

Working with Transcripts and Annotations ©2007 Software@Law, Inc. Page 30

Lesson 1: Managing Transcripts Lesson Objectives

• Load transcripts

• Remove transcripts

• Manage Transcript Folders

All transcripts loaded in a Summation case will appear in the top portion of the Case Explorer in the Transcripts folder. You may also create custom transcript folders for organizational purposes.

Loading Transcripts

Transcripts can be in Amicus, Summation, ASCII text or SBF format for loading in Summation. You can load single or multiple transcripts using Summation’s load tool, or load transcripts one at a time using the drag and drop method. Transcripts in SBF format (transcripts created by a court reporter using the Summation TranSendCRPlus software) can be loaded one at a time or multiple transcripts at a time and may also include video and links to exhibits.

Transcripts Folder

Transcripts


Loading Transcripts Using the Load Tool

To load a transcript using the load tool:

1. With a transcript window or the Case Explorer open and active, click on File → Load Transcript on the menu bar.

The following Load Transcript dialog box will appear:

2. Use one of the following methods to locate the transcript:

• If the transcript is saved on a floppy diskette in drive A:, click on the A: button ( ) and proceed to step 4, below; or

• If the transcript is not saved on a floppy diskette in drive A:, click on the Browse button ( ).

The following Choose a Directory dialog box will appear:

3. Use the Directories and Drives navigational fields to path to the folder where the transcript is saved and click on the OK button ( ).


You will be returned to the Load Transcript dialog box and the documents in the selected location will appear in the Files field.

The following table describes the remaining options in the Load Transcript dialog box:

Item Description

Copy Options Rename: Renames the original filename (this is not the name that will appear in the Case Explorer; it is the Windows filename)

Copy All: Copies all files listed in the Files field

Convert: Converts transcripts on MS-DOS format to Windows ANSI format

Description Use Filename: Uses the Windows filename as the transcript description

Ask me: Prompts you to enter a description during the load process

(The description is the name that will appear in the Case Explorer.)

TranForm Use TranForm: Prepares transcript format for Summation import

Copy: Begins the load process

Close: Closes the Load Transcript dialog box

4. Click to checkmark the Copy All checkbox to load all files in the Files list or hold down the Ctrl key and click to select individual transcripts in the Files list.

5. Complete the load transcript selections using the options described above.

6. Click on the Copy button ( ).

• If you selected the Use Filename option in the Description section of the Load Transcript dialog box, proceed to Step 7.

• If you selected the Ask me option, follow the sub-steps directly below.


Lesson 3: Searching Transcripts Lesson Objectives

• QuickSearch transcripts

• Generate compound searches in transcripts

• Generate vocabulary searches in transcripts

• Generate fuzzy searches in transcripts

QuickSearching Transcripts

You can search an individual transcript or multiple transcripts simultaneously. When you search a single transcript, you can choose to view the results in either the transcript window or in outline view; when you search multiple transcripts, the search results will appear in outline view.

If the transcript window is the active window when a search is executed, the results will be displayed in the transcript window. (See, Searching Using the Transcript Window, below.) You can search only one transcript at a time and review the results in the transcript window.

If the Case Explorer is the active window (with the appropriate transcript(s) checkmarked) when a search is executed, the results will be displayed in outline view. (See, Searching Using the Case Explorer, page 47.) You can search multiple transcripts using the Case Explorer method.

Tip

A QuickSearch will search for whole words or phrases. To search for partial words or phrases use the asterisk (*) wildcard in your search terms. The * wildcard may be placed at the beginning or end of a search term and will search for any number of unknown characters (e.g., accident* will find: accident, accidents, accidental and accidentally; *lying will find: lying, flying, implying and underlying).

Searching Using the Transcript Window

Use the transcript window to search a single transcript at a time and review the results in the transcript window.


To search using the transcript window:

1. Open the transcript you wish to search.

The transcript window will be the active window.

2. Click in the QuickSearch box on the QuickSearch bar.

3. Type the word or phrase you wish to search for, using the * wildcard where necessary.

4. Press the Enter key or click on the Search button ( ) on the QuickSearch bar.

Your insertion point will be moved to the first occurrence of the search criteria and the hit will be selected.

5. Continue pressing the Enter key or clicking on the Search button ( ) to move to the subsequent occurrences of the search criteria.

Once you have reached the last occurrence in the transcript, the following prompt will appear:

6. Click on the Yes button ( ) to continue the search from the top of the transcript; click on the No button ( ) to conclude the search.

QuickSearch Box


Creating Designations

Transcript designations are produced by creating an annotation and using a designation in the issues field. Before you create transcript designations, you must first set up the designations (e.g., plaintiff’s designations, defendant’s designations).

To set up transcript designations:

1. With a transcript window or note tablet open and active, click on Notes → Designations → Setup Designations on the menu bar.

The following Setup Designations dialog box will appear:

2. Click on the New button ( ).

The Issues look-up table will open and the New Entry for Issues dialog box will appear as follows:

3. Type the shortcut for the designation in the Shortcut field.


4. Type the designation description in the Issue field.

5. Click on the Save button ( ).

6. Repeat steps 3 through 5, above, for each designation you wish to add.

7. Click on the Close button ( ) on the New Entry for Issues dialog box title bar to display the Designations table.

8. Scroll through the list and click to select each designation.

9. Click on the OK button ( ) to return to the Setup Designations dialog box.

Your designations will now be listed in the Setup Designations dialog box.

10. Click to select the designation and click on the Color button ( ) to color code the designation.

The following Color dialog box will open:

11. Click to select the color you wish to associate with the designation.

12. Click on the OK button ( ) to return to the Setup Designations dialog box.

13. Repeat steps 10 through 12 for each designation.

14. Click to checkmark the Use Designation icon in transcripts checkbox if you prefer to view the designation icon (which appears as a standard note with a neon green background) instead of the standard note type icon in the transcript margin.


15. Click on the OK button ( ) to close the Setup Designations dialog box.

To create transcript designations:

1. Select the text in the page and line range you wish to designate.

2. Double-click in the left margin next to the selected text range or press the Ctrl-A shortcut key combination.

The Note Tablet will open with the transcript name and page and line range in the title bar as shown in the example below.

3. Click on the Lookup button ( ) to open the Issues table and select the appropriate designation or type the designation shortcut.

4. Click on the Close button ( ).

The Save Note dialog box may appear as follows:

5. Click to checkmark the Do not Prompt to Close Note. Save Automatically checkbox if you do not wish to see this prompt in the future.

Title Bar


Working with Transcripts and Annotations: Skills Builder

In this exercise you will:

Load a transcript

Create a transcript folder

Copy a transcript to a folder

Use multiple methods to search transcripts

Print a transcript excerpt

Create transcript annotations

Use multiple methods to search transcript annotations.

1. If it is not already open, open the [Your First and Last Name] v Bad Guy case.

2. Load and blaze the three transcripts (COTA.TXT, GREEN1.TXT and GREEN2.TXT) saved on the cd in the Transcripts folder and create the following descriptions:

Filename Description

COTA.TXT COTA, PHILLIP J

GREEN1.TXT GREEN, ANN - VOL 1

GREEN2.TXT GREEN, ANN - VOL 2

Reference: Loading Transcripts Using the Load Tool, page 31.

3. Open the Cota, Phillip J transcript.

Reference: Opening Transcripts, page 42.


4. When you generate a transcript search, what window should be active if you want to review search results in the transcript window?

Reference: QuickSearching Transcripts, page 45.

5. When you generate a transcript search, what window should be active if you want to review the search results in outline view?


6. Search the Cota, Phillip J. transcript for the term accident so the search results can be reviewed in the transcript window.

Reference: Searching Using the Transcript Window, page 46.

7. Can you simultaneously search multiple transcripts and review the results in the transcript window?


8. Search all transcripts using the * wildcard for fire*.

Reference: Searching Transcripts Using the Case Explorer, page 47.

9. Search all transcripts for the terms procedures and fire* so the search results can be reviewed in outline view.

Reference: Compound Searching Using the Case Explorer, page 51.

10. Search all transcripts for the terms Presley and fire*. How many hits did you get?

11. Change the AND proximity to 15 and search all transcripts again for the terms Presley and fire*. How many hits did you get?

Reference: Defining Search Settings, page 49.


12. Change the AND proximity back to 5.

13. Search all transcripts containing the words fire and either Joy or Andersonny (the results must contain fire* and must contain either Joy or Andersonnny). How many hits did you get?

Reference: Complex Compound Searching, page 53.

14. Fuzzy search all transcripts for the name Lovel.

Reference: Fuzzy Searching, page 56.

15. Open the Green, Ann – Vol 1 transcript; go to page 33; select lines 10 through 15 and print the transcript excerpt.

Reference: Printing Transcript Excerpts, page 61.

16. Open the Green, Ann – Vol 2 transcript and search for fire* and procedures using the transcript window. For the first three hits, copy the question and answer testimony into a transcript annotation. Create and assign the issue Plaintiff Actions.

Reference: Creating Transcript Annotations, page 65, and Adding Data to the Issues Look-up Table, page 67.

17. Open the P. Franc v. K. Morris (Version 2.5) demonstration case.

18. Use the note tablet view to search for all transcript annotations containing the word elevation in the body.

Reference: QuickSearching Annotations Using Note Tablet View, page 74.

©2007 Software@Law, Inc. Working with the Core Database Page 97

Section 4: Working with the Core Database

This section contains the following lessons:

• Lesson 1: Navigating the Core Database

• Lesson 2: Adding and Editing Items in the Core Database

• Lesson 3: Loading eDocs and eMail

• Lesson 4: Searching the Core Database

• Lesson 5: Printing Core Database Summaries and Reports

• Lesson 6: Core Database Utilities

In Practice The Core Database houses the case’s document index and may be used to hold both objective and subjective data about the documents – whether they are in paper or electronic form. Prior to adding data to the Core Database you should determine your goal in creating the database. In addition to managing documents and searching data, will you use the data for other purposes such as generating privilege logs and trial exhibit lists or sharing data with parties outside of your firm?

It is a good practice to create a coding manual to establish the policies and procedures for entering and maintaining data in the Core Database. Following consistent coding rules during data entry creates a structured and consistent database. A coding manual template is provided for your use on the cd attached to the inside back cover of this training manual.

The Core Database can be populated with data a number of ways:

(1) The data is typed; (2) The data is populated via the e-discovery tools; (3) The data is populated via a Summation load file (.dii file); and/or (4) The data is imported.

In this section you will learn how to: type the data into the database; use the electronic discovery tools; and use a Summation load file. Data importing is not addressed in this training manual; however, the Summation On-Line Help system provides step-by-step instructions.

Working with the Core Database ©2007 Software@Law, Inc. Page 106

To sort in form view:

1. Open the core database in form view.

2. Click in the field you wish to sort by.

3. Click on Field → Sort by [field name] on the menu bar.

The database will be sorted by the selected field in ascending alphanumeric order.

Setting the Sort Order

You can set the default sort order for search results in column view or form view. The sort order will remain as selected until you change it again.

To set the search results sort order for column view and form view:

1. Open the core database in column view or form view.

2. Click on the Sort Order button ( ) on the toolbar.

The following Core Database Query dialog box will open to the Sort Order tab:

3. Click to select the field you wish to sort by in the Field List.

4. Click on the right-arrow button ( ) to add the selected field to the Sort By list.

5. Click on the Descending button ( ) next to the field in the Sort By list if you wish to sort the field in descending order.


6. Click on the Exploded Sort button ( ) next to the field in the Sort By list if it is a multi-entry field you wish to perform an exploded sort on.

7. Repeat steps 3 through 6 for each field you wish to sort by, placing them in the desired sort order precedence from top to bottom.

8. Click on the OK button ( ) to set the sort order and close the dialog box.

Tallying Data

Summation’s tally feature will list each value in a column and display the number of times the value appears in that column in the database. This is particularly useful for catching spelling errors and inconsistent data entry.

To tally a column:

1. Open the core database in column view.

2. Click on the column heading (field name) you wish to tally.

A context menu will appear.

3. Click on the Tally option.

The database will be sorted in ascending alphanumeric order by the tallied field and the tally list will appear containing the values for the selected field as shown in the example below. If you tally a multi-entry field the database will be sorted as an exploded sort, which means a summary will appear for each entry in the multi-entry field. In other words, if a summary contains three entries in the multi-entry sort field, the summary will appear in the column view three times – once for each entry.

4. Click on an entry in the tally list to position your insertion point at the first summary containing that value in the database.


Lesson 3: Loading eDocs and eMail Lesson Objectives

• Add the eDocs and eMail folder to the Case Explorer

• Load eDocs and eMail using the eDiscovery Console

• Load eDocs and eMail using a Summation load file (.dii)

• View eDocs and eMail

eDocs are evidentiary documents that have been produced in native electronic format, such as word processing files and spreadsheets. Once eDocs are loaded into Summation, they are fully searchable and can be viewed using the eDocs viewer.

eMail are e-mail and their attachments which have been produced in native electronic format. Once eMail and eMail Attachments are loaded into Summation, they are fully searchable and can be viewed using the eDocs viewer. Supported e-mail formats are Microsoft Outlook and Lotus Notes.

Once loaded into Summation, the text of eDocs, eMail and eMail attachments are fully viewable and searchable and the Media field of the core database is populated with the proper media type (eDoc, eMail or Attachment).

Additionally, the fielded text of eMail (e.g., to, from, subject, body) is populated into corresponding fields in the core database. (This applies to eMail only as eDocs and eMail Attachments do not consist of standard fields of information and, therefore, cannot be populated into core database fields.)

eDocs and eMail can be loaded using Summation’s eDiscovery Console or by a Summation load file (.dii file; also referred to as an “e-dii” file). The Summation load file is a Windows file that ends with the “.dii” extension and is created by an electronic discovery vendor.

Important

You should check all electronic files for viruses prior to loading.

Working with the Core Database ©2007 Software@Law, Inc. Page 134

Note

Summation load files are also used to connect images to a Summation database. If your load file contains both electronic discovery and images, the images must be copied to the proper image location. (Instructions related to loading images with a .dii file are detailed in Loading Images Using a Load File, page 217.)

Tip

If your database already contains data it is a good practice to back-up your database prior to loading electronic discovery (see, Backing Up the Database, page 199).

Adding the eDocs and eMail Folder

When eDocs and eMail are loaded, they reside in the core database. They may also be accessed through the eDocs & eMail folder in the Case Explorer.

If you did not checkmark the Use the E-Form for eDocs & eMail option when you created the case (see Creating Cases, page 18), you must (1) add the eDocs and eMail folder, and (2) select the E-form prior to loading eDocs.

To add the eDocs and eMail folder:

1. Right-click on the case name in the Case Explorer.

2. Select the Create New → Folder option from the context menu.

The Create New Tree Item dialog box will appear as follows:

Case Name

©2007 Software@Law, Inc. Working with Images Page 215

Section 5: Working with Images This section contains the following lessons:

• Lesson 1: Loading Images

• Lesson 2: Viewing Images

• Lesson 3: Marking Up Images

• Lesson 4: Printing Images

In Practice In this section you will learn how to load and work with images in a Summation database. Images are connected to their corresponding summaries in the Core Database. While you do not have to have images in order to use the Core Database, it is an added benefit. Adding images to your Summation database allows you to: (1) have a pristine set of your paper documents; (2) create mark-ups and redactions; and (3) use the production set (page 300) and briefcase (page 360) tools to share data with parties outside of your firm.

Prior to having your documents imaged you should decide upon and discuss the following with your imaging vendor:

• Document numbering scheme • Document unitization (physical or logical document breaks) • Image format (e.g., multi-page tiff, single-page tiff, pdf)

Additionally, you may request that your vendor provide ocrBase (detailed in Working with OCR Base, page 247) and/or coded data that can be loaded along with the images in the Summation load file.

Working with Images ©2007 Software@Law, Inc. Page 216

Lesson 1: Loading Images Lesson Objectives

• Check the network status

• Load a batch of images using a load file

• Load single images using the drag and drop method

No other people may be working in the database when the database images are being loaded. Prior to loading images you should check the network status to determine if anyone else is currently working in the database.

Tip

If your database already contains data it is a good practice to back-up your database prior to loading images (see, Backing Up the Database, page 199).

Checking the Network Status

To check the network status:

1. With the Case Explorer window open and active, click on File → Net Status on the menu bar.

The following Summation Net Status Log dialog box will appear and display a list of all people currently using Summation and which case they are working in (you may need to resize the columns in the dialog box in order to see the database names):

©2007 Software@Law, Inc. Working with Images Page 217

2. Click on the OK button ( ).

Loading Images Using a Load File

Use the Summation load file tool to load multiple images at once. The load file (also referred to as a “dii” file) is a Windows file that ends with the “.dii” extension and is created by your imaging vendor. The load file connects the images to the core database summaries and tells Summation where the case’s images are stored. Summation accepts .tif, .bmp, .pdf and .jpg image file types. (Summation load files can also be used to load edocs & e-mail. Instructions related to loading edocs & e-mail with a .dii file are detailed in Loading eDocs & eMail Using a Load File, page 144.)

Prior to loading images into a Summation case, you must copy them to the location from which they will be read unless you intend to read them directly from the cd.

To determine image location:

1. Click on Case → Tools → View case details on the menu bar.

The following Print or Write Case Information dialog box will appear:

2. Click on the Case Detail checkbox under Case Name.

Case Detail

©2007 Software@Law, Inc. Working with Production Sets Page 299

Section 7: Working with Production Sets This section contains the following lessons:

• Lesson 1: Creating Production Sets

• Lesson 2: Retrieving Production Sets

• Lesson 3: Reviewing Production History

• Lesson 4: Creating eMail Production Sets

In Practice In this section you will learn how to create and manage production sets in Summation. Production sets can be used for many purposes, including tracking discovery production, tracking documents provided to expert witnesses, creating and stamping document numbers on images and creating document sets for sharing with parties outside of your firm.

If you wish to create a production set of electronic discovery in an image format you must first “petrify” the eDocs and eMail. Contact your Summation sales representative for further information on Summation’s Petrification Toolset.

Working with Production Sets ©2007 Software@Law, Inc. Page 300

Lesson 1: Creating Production Sets Lesson Objectives

• Create production sets

• Briefcasing production sets

Use Summation’s production tools to track document production history. The production tools provide a history of all document productions in your Summation case. You may generate a report of all productions, retrieve an individual production set at any time and review the production history of a particular document.

When you create a production set, a production number (referred to as the “prodno”) will be assigned to each document. You may use this number simply as a tracking number for production purposes or you may take it one step further to create a briefcase and assign the production number as the new docid. This will not affect the docid in your core database – only the docid in the briefcased set of documents. You will learn more about briefcase document collections in Working with Briefcases, page 359.

Prior to creating a production set, you must select the summaries from which you wish to create the production set in either column view or form view. If you intend to briefcase the production set and stamp the prodno (production number) onto the image as a new docid, you should first set up the stamp options (see Stamping Images, page 233).

To select summaries in either column view or form view:

1. Open the core database in column view or form view.

2. Do one of the following to select summaries:

• To select all summaries, click on Search → Retrieve All Summaries on the menu bar, click on the Retrieve All button ( ) on the QuickSearch bar or press the Shift-F4 shortcut key combination;

• Generate a search resulting in the summaries you wish to print (see Searching the Core Database, page 109);

• Mark the summaries you wish to print.

3. With the core database window open and active, click on Summary → Production Tools → Make a Production set on the menu bar.

©2007 Software@Law, Inc. Working with Production Sets Page 301

The following Make a Production Set dialog box will appear:

4. Click on the Set Production Numbers button ( ).

• If a production set has already been created in the current database, the following dialog box will appear:

Click on the Yes button ( ) to clear out the previous production numbers (Prodno field) and start a new production set.

The following prompt will appear:

(While this is an alarming prompt, you can retrieve the production number (Prodno) from a previously created production set at any time; thus, you are not permanently overwriting any data. The Prodno is the current production number assigned by using the production tools. Most of the

Customizing the Summation Environment ©2007 Software@Law, Inc. Page 496

©2007 Software@Law, Inc. Index Page i

Index

A

Annotations...................................................See Notes

B

Backup Core database.....................................198, 199–200 OCR Base ..........................................................294

Blaze Core database.........................................198, 203–4

Briefcases....................................................................7 About .................................................................359 Creating .......................................................360–63 Navigating ...................................................363–65 Opening .............................................................364 Searching - using column view....................365–66 Searching - using the case explorer..............366–68

Browser briefcase Creating .......................................................368–70 Opening and navigating...............................370–71

Burning in redactions and stamps .....................240–41

C

Case elements .........................................................5–7 Case Explorer

About ...................................................................11 Case organizer

About .................................................................466 Adding data .................................................467–73 Editing data..................................................473–75 Formatting data............................................474–75 Navigating ...................................................466–67 Opening .......................................................466–67 Sorting ...............................................................475

Categories .................................................See Tagging Check

Core database.....................................198, 200–201 Network status136, 198–99, 216–17, 248–49, 248–

49, 411–12, 425 OCR Base ....................................................294–95

Checking network status ...... 216–17, 216–17, 198–99, 216–17, 248–49, 216–17, 216–17, 216–17

Chronology of events Editing summaries .......................................392–94 Searching - using column view..........................397 Searching - using the case explorer..............398–99

Chronology of events table Adding summaries .............................................392 Navigating ...................................................389–90 Opening .......................................................388–89

Organizing fields......................................... 390–91 Sorting............................................................... 390

Column Heading (label).................................................. 194

Companion databases ................................................. 7 About ................................................................ 340 Connecting to .............................................. 341–43 Editing summaries....................................... 348–50 Navigating................................................... 344–45 Opening....................................................... 343–44 Searching - using column view ................... 345–46 Searching - using the case explorer ............. 346–48 Sorting............................................................... 345

Connectors.........53, 157, 162, 171, 273, 278, 331, 333 Control list.............................................................. 248 Core database ......................................................... 5–6

Adding summaries ...................................... 109–12 Adding summaries - column view............... 109–11 Adding summaries - form view................... 111–12 Backup .............................................. 198, 199–200 Blaze ..................................................... 198, 203–4 Check ................................................ 198, 200–201 Editing......................................................... 109–19 Editing summaries....................................... 113–17 Editing summaries - column view............... 115–16 Editing summaries - form view................... 116–17 Evidence links............................................. 454–57 Navigating............................................. 97, 98–108 Navigating in column view ............................... 100 Navigating in form view ............................... 104–5 Opening....................................................... 98–105 Opening in column view ..................................... 99 Opening in form view ................................... 103–4 Organizing fields........................................... 101–2 Pack....................................................... 198, 202–3 Print format ................................................. 188–93 Printing........................................................ 186–97 Printing search results reports ..................... 194–97 Printing summaries ..................................... 186–93 Restore .................................................. 198, 204–6 Search sort order ............................................... 108 Searching .................................................... 109–83 Searching - complex compound........................ 162 Searching - compound................................. 156–62 Searching - compound using column and form

view ....................................................... 157–58 Searching - compound using the case explorer158–

62 Searching - context menu............................ 162–69 Searching - near values ............................... 181–84 Searching - setup search.............................. 162–65 Searching - vocabulary................................ 169–70 Selecting summaries to print ....................... 187–88 Sorting........................................................... 105–8 Sorting - simple sort ...................................... 105–6 Sorting - tally .........................106–8, 106–8, 106–8 Spell check.................................................. 130–29 Utilities...................................................... 198–206

Index ©2007 Software@Law, Inc. Page ii

Creating briefcases............................................360–63 Creating cases ...............................................17, 18–20 Creating production sets ......................... 299, 300–306

D

Deleting cases ...............................................17, 23–24 Designations

Creating ...............................................................65 Printing ..........................................................89–92

Dii file........................... 144–47, 217–20, 248, 217–20 Document collections .................................................7

Briefcases ......................................................7, 339 Companion databases ....................................7, 339 Remote databases ..........................................7, 339

E

eDiscovery Loading with a dii file .................................144–47 Processing....................................................135–38

Editing Core database summaries ............................113–17 Forms...........................................................410–24 Remote database summaries........................356–58

eDocs ..........................................................................6 Loading........................................................134–41 Loading with a dii file .................................144–47

eMail...........................................................................6 Loading........................................................141–44 Loading with a dii file .................................144–47 Production sets ............................................316–18

eMail attachments.......................................................6 Evidence linking

Core database ..............................................454–57 Images .........................................................457–65 Transcripts ...................................................450–54

F

Family summaries............................... 120–22, 183–84 Field

Heading (label) ..................................................194 Find note.............................................................78–80 Folders ...................................................... See Tagging Forms

About.................................................................404 Creating ............................................... 403, 425–37 Creating - adding fields ...............................428–30 Creating - formatting field styles .................430–36 Creating - look-up tables .............................433–36 Creating - moving fields ....................................437 Creating - resizing fields..............................436–37 Creating new forms .....................................426–28 Customizing ................................................410–24 Editing .........................................................410–24 Editing - adding fields .................................414–16

Editing - deleting fields................................410–24 Editing - formatting field styles ...................416–23 Editing - moving fields ................................423–24 Editing - resizing fields..................................... 423 E-form........................................................404, 406 E-review form................................................... 407 E-standard form ................................................ 408 Form editor ..................................................412–13 Review form ..............................................404, 410 Selecting ....................................................403, 405 Standard form ........................................404, 406–9

Fuzzy searching Transcripts .................................................... 56–60

Fuzzy setting OCR Base ......................................................... 284 Transcripts .......................................................... 57

H

Home page ............................................................. 479 About .......................................................... 12, 480 Adding links.................................................483–85 Customizing.................................................482–85 Default .........................................................482–83 Navigating......................................................... 482 Opening ............................................................ 481

I

Images.................................................................... 5–6 Attaching to transcript notes ........................447–49 Evidence links..............................................457–65 Layouts ........................................................226–27 Loading........................................................216–22 Loading - checking network status216–17, 216–17,

216–17, 216–17, 216–17, 216–17 Loading - dii file ............................217–20, 217–20 Loading - drag and drop...............................220–22 Marking-up ..................................................229–41 Marking-up - adding ....................................229–30 Marking-up - deleting ..................................230–33 Marking-up - editing....................................230–33 Marking-up - redacting ................................237–40 Marking-up - stamping ................................233–37 Navigating....................................................224–25 Opening .......................................................223–24 Printing ........................................................241–42 Redacting .....................................................237–40 Redactions - burn in .....................................240–41 Stamping......................................................233–37 Stamps - burn in...........................................240–41

Integrated searching ..........................................442–43

L

Launching Summation ............................................... 8 Layouts

©2007 Software@Law, Inc. Index Page iii

About .............................................................12–15 All tab ..................................................................13 Arranging windows .....................................493–94 Column and image.......................................226–27 Customizing.................................................493–95 Docked explorer ..................................................13 Opening .............................................................495 Saving................................................................494 Transcript and image .........................................226

Loading eDocs ...........................................................134–41 Images .........................................................216–22 Images - dii file............................................217–20 Images - drag and drop ................................220–22 OCR Base - attach document method ................248 OCR Base - control list......................................248 OCR Base - dii file ......................................248–52 OCR Base - full text method..............................248 Pleadings..............................................323, 324–27

Lookup table Issues .............................................................67–68

Look-up table Issues .............................................................25–26 Names............................................................25–26

Look-up table Adding data .................................................113–14

Look-up table Names................................................................113

Look-up table Issues .................................................................113

Look-up table Privlge ...............................................................113

Look-up table Doctype..............................................................113

Look-up table Prprtie ................................................................113

Look-up table Names................................................................118

Look-up table Issues .................................................................118

Look-up table Privlge ...............................................................118

Look-up table Doctype..............................................................118

Look-up table Prprtie ................................................................118

Look-up table Adding data .................................................118–20

Look-up table Connecting to field ......................................420–23

M

Marking Transcript notes .............................................81–82

N

Navigating

About ............................................................ 12–15 Briefcases.................................................... 363–65 Case organizer............................................. 466–67 Companion databases.................................. 344–45 Core database .............................................. 98–108 Core database column view............................... 100 Core database form view............................... 104–5 Home pages....................................................... 482 Images......................................................... 224–25 OCR Base ................................................... 252–55 Pleadings........................................................... 328 Remote databases........................................ 352–53 Transcript notes................................................... 73 Transcripts .................................................... 42–44

Near values Finding ........................................................ 181–84

Network status Check . 248–49, 216–17, 198–99, 136, 411–12, 425

Notes Attaching images......................................... 447–49 OCR Base ............................................................. 6 Transcript .................................................. 5, 65–92 Transcript - marking...................................... 81–82 Transcript - printing ...................................... 81–92 Transcript - printing search results reports .... 83–85

O

OCR Creating ............................................................ 263

OCR Base................................................................... 6 Backup .............................................................. 294 Check .......................................................... 294–95 Fuzzy setting ..................................................... 284 Loading - attach document method ................... 248 Loading - control list......................................... 248 Loading - dii file ......................................... 248–52 Loading - full text method................................. 248 Navigating................................................... 252–55 Opening....................................................... 265–66 Printing search results reports ..................... 291–93 Search settings ............................................ 272–74 Searching - compound searching using the case

explorer.................................................. 276–78 Searching - fuzzy searching using the OCR base

window .................................................. 285–87 Searching - search settings .......................... 272–74 Searching - using the case explorer ............. 270–72 Searching - vocabulary searchinig using the OCR

base window .......................................... 279–80 OCR Base annotations..................See OCR Base notes OCR Base notes ......................................................... 6 Opening briefcases ................................................. 364 Opening cases........................................................... 22 Opening companion databases ......................... 343–44 Opening home pages .............................................. 481 Opening images................................................ 223–24 Opening OCR Base .......................................... 265–66 Opening remote databases...................................... 352 Opening the case organizer .............................. 466–67 Opening the core database................................ 98–105

Index ©2007 Software@Law, Inc. Page iv

Opening the form editor....................................412–13 Opening transcripts .............................................42–43 Organizing fields ................................................101–2 Overview ................................................................4–7

P

Pack Core database ........................................198, 202–3

Parts of the screen...............................................10–15 Case Explorer ................................................10, 11 Home page.....................................................10, 12 Layouts ..........................................................12–15 Menu bar .............................................................10 QuickSearch bar ..................................................10 Toolbar ..........................................................10, 12 Window tabs........................................................10

People table Adding summaries.......................................380–81 Editing summaries .............................................381 Navigating ...................................................377–78 Opening .......................................................376–77 Organizing fields .........................................378–79 Searching - using the case explorer .............384–85 Sorting ...............................................................378

Pleadings Folder ..........................................................324–27 Incrementally blazing ........................................327 Loading................................................ 323, 324–27 Managing.....................................................324–27 Navigating .........................................................328 Searching.....................................................329–36 Searching - search settings ..........................331–32 Searching - using the case explorer .............329–30 Searching - vocabulary ................................333–36

Printing Core database ..............................................186–97 Core database format ...................................188–93 Core database search results reports .... 186, 194–97 Core database summaries ............................186–93 Images .........................................................241–42 OCR Base search results reports..................291–93 Search results reports...................................444–46 Transcript cites ..............................................86–89 Transcript designations..................................89–92 Transcript notes .............................................81–92 Transcript notes search results reports...........83–85 Transcript search results reports ....................62–64 Transcripts ...........................................................61 Transcripts, excerpts and reports ...................61–64

Production sets Creating ............................................. 299, 300–306 eMail ...........................................................316–18 History.........................................................312–15 Reports ........................................................309–11 Retrieving ..........................................................308

Q

QuickSearching...................................... See Searching

R

Redacting images ..............................................237–40 Redactions

Burning in ....................................................240–41 Related summaries ..........................................120, 183 Remote databases ....................................................... 7

About ................................................................ 351 Editing summaries .......................................356–58 Navigating....................................................352–53 Opening ............................................................ 352 Searching - using column view......................... 354 Searching - using the case explorer..............354–56

Renaming cases........................................................ 21 Restore

Core database.........................................198, 204–6

S

Search operators..............................171, 172, 179, 180 Searching

Briefcases - using column view ...................365–66 Briefcases - using the case explorer .............366–68 Companion databases - using column view .345–46 Core database...............................................109–83 Core database - complex compound ................. 162 Core database - compound...........................156–62 Core database - compound searching using column

and form view.........................................157–58 Core database - compound searching using the case

explorer...................................................158–62 Core database - context menu ......................162–69 Core database - near values..........................181–84 Core database - setup search ........................162–65 Core database - using context menus ...........162–69 Core database - viewing family summaries .183–84 Core database - vocabulary ..........................169–70 Integrated .............................................441, 442–43 Multiple case elements.................................442–43 OCR Base - compound searching using the case

explorer...................................................276–78 OCR Base - fuzzy searching using the OCR base

window ...................................................285–87 OCR Base - search settings..........................272–74 OCR Base - using the case explorer.............270–72 OCR Base - vocabulary searching using the OCR

base window ...........................................279–80 Pleadings......................................................329–36 Pleadings - using the case explorer ..............329–30 Pleadings - vocabulary.................................333–36 Remote databases - using column view ............ 354 Remote databases - using the case explorer .354–56 Transcript notes............................................. 74–80

©2007 Software@Law, Inc. Index Page v

Transcript notes - compound ...............................74 Transcript notes - using case explorer............76–78 Transcript notes - using find note ..................78–80 Transcript notes - using note tablet view .......74–75 Transcripts .....................................................45–60 Transcripts - compound .................................48–52 Transcripts - compound searching using the

transcript window.....................................50–51 Transcripts - fuzzy searching.........................56–60 Transcripts - search settings...........................49–50 Transcripts - using the transcript window......45–46

Setup search ......................................................162–65 Sort

Case organizer ...................................................475 Companion databases ........................................345 Core database.................................................105–8 Core database - search sort order .......................108 Core database - simple sort ............................105–6 Core database - tally .............. 106–8, 106–8, 106–8

Spell check........................................................130–29 Stamping images...............................................233–37 Stamps

Burning in....................................................240–41 Summation environment .......................................9–15

Parts of the screen..........................................10–15 Welcome page .................................................9–10

T

Tagging .............................................................124–29 Setting up...........................................................127 Tag view ............................................................126 Tagging summaries............................................129

Tally............................................ 106–8, 106–8, 106–8 Toolbar

Arranging...........................................................492 Customizing.................................................491–92 Settings ........................................................491–92

Transcript annotations.................. See Transcript notes Transcript cites

Printing ..........................................................86–89 Transcript designations

Creating .........................................................69–72 Printing ..........................................................89–92

Transcript notes...............................................5, 65–92 Attaching images .........................................447–49 Creating .........................................................65–67 Designations ........................................................65 Find note..................................................74, 78–80 Issues - adding data to the look-up table........67–68 Marking .........................................................81–82 Navigating ...........................................................73

Opening............................................................... 65 Printing.......................................................... 81–92 Printing search results reports ....................... 83–85 Search results reports .............................. 78, 83–85 Searching ................................................ 65, 74–80 Searching - compound......................................... 74 Searching - using case the explorer ............... 76–78 Searching - using find note ........................... 78–80 Searching - using note tablet view ................ 74–75

Transcripts.................................................................. 5 Annotations ............................. See Transcript notes Deleting............................................................... 30 Evidence links............................................. 450–54 Folders .................................................... 30, 38–41 Folders - copying transcripts to ..................... 40–41 Folders - moving ................................................. 40 Fuzzy searching ............................................ 56–60 Fuzzy setting ....................................................... 57 Loading ............................................................... 30 Managing ................................................ 29, 30–41 Navigating..................................................... 42–44 Notes ............................................................. 65–92 Printing................................................................ 61 Printing search results reports ....................... 62–64 Removing............................................................ 30 Search results reports ........................ 48, 52, 56, 60 Searching ...................................................... 45–60 Searching - compound................................... 48–52 Searching - compound searching using the

transcript window .................................... 50–51 Searching - fuzzy .......................................... 56–60 Searching - search settings ............................ 49–50 Searching - using the transcript window ....... 45–46

U

Utilities Core database ............................................ 198–206

V

Vocabulary Core database .............................................. 169–70 Pleadings..................................................... 333–36

W

Welcome page ...................................................... 9–10