In this topic
In a conditional coding template, the value that is coded to one item determines which additional items should be coded. As reviewers code each item in a conditional coding template, the colors of the remaining items change to indicate which items must still be coded. The relationship between the value that is coded in one item and the additional items that should be coded is called a condition.
For example, say that you have coding fields for privilege status and privilege type. If a reviewer codes the privilege status field with the value of privileged, you want the reviewer to also code the privilege type, such as attorney-client. To implement this in Ringtail, you create a condition based on the value that is coded for the privilege status field.
Note: The conditions on a conditional coding template help reviewers code the items that you expect them to code, but the conditions do not link to the validation criteria, or coding requirements, that allow documents in an assignment to be cleared. For information about how to set validation criteria, see Configure phase properties.
Administrators and group leaders with permissions can create and manage conditional coding templates. For information about how to grant permissions, see Grant administrative access.
A conditional coding template provides visual cues that help reviewers know what items they are expected to code based on the values that they have already coded.
To help visualize the conditions in a conditional coding template, draw a flowchart of the coding workflow that you want reviewers to follow. On the flowchart, list the items that you want reviewers to code and the possible values for each item. For each possible value, determine which additional fields you want reviewers to code.
Before you start, create the items that you want to add to the coding template, such as fields, binders, issues, and so on. For information about how to create items that can be coded, see Case Setup. You can also add read-only items to the coding template, for example, to display the search term families that are responsive for a document.
Use the following procedure to create a conditional coding template.
1.On the Case Home page, under Case Setup, click Conditional Templates.
2.Click Add.
3.Type a Name for the conditional coding template. Reviewers see this name on the Conditional Coding pane in the Documents page.
4.Click Save.
5.Click the name of the conditional coding template.
6.To add a section to the template, click Section label. Type a name for the section, and then press Enter.
7.To add an item to the template, do the following:
Note: Some items are under development and are currently available as read-only fields.
a.In the Add field list, select an item. Then click the Add field button.
b.Do any of the following:
□To require reviewers to code the item, select the Required check box.
Tip: Include at least one required item on the conditional coding template. After reviewers code all of the fields that are required based on the relevant conditions, a Next button that allows reviewers to navigate to the next document appears directly in the Conditional Coding pane. If a conditional coding template does not include any required items, reviewers must use the Documents arrows on the Documents page toolbar to select the next document to code.
□If the item is a pick list, by default, reviewers must expand the list to select a value. To display all possible values on the coding template, select the Expanded check box.
Note: If a list has many possible values, the coding template may take a long time to load when reviewers move from document to document. We recommend that you clear the Expanded check box for lists that have many values.
□To prevent reviewers from editing the value of an item, select the Read-only check box. For example, you can display reference information to reviewers. Read-only fields do not change color when values are coded to other fields.
Note: You should make fields on the template read-only, unless reviewers will code the fields.
8.Repeat the previous steps to add additional items to the template.
Note: If you include an item on multiple coding templates, reviewers can code the item from each template. The value that applies is the most recently coded value.
9.To add conditions to the template, do the following:
a.Click Condition.
b.In the When coding field list, select an item. The value that is coded to this item determines the additional items that you want reviewers to code.
c.In the Is set to area, select a value for the item.
d.In the Code list, select the additional items that you want reviewers to code.
e.Click outside the Code list, and then click OK.
f.Repeat the previous steps to add additional conditions to the template.
10.To rearrange items, hover over an item, and then drag the handle to move a row up or down.
Tip: To allow users to code a document to a predefined set of values by clicking a single button, you can create conditional coding macros. For information about how to create macros, see Create a predefined set of coding values: conditional coding macros.
You can set the security for a conditional coding template based on user groups. By default, the security setting for a new conditional coding template is set to Allow for the group in which you create the template.
For information about how to set security for multiple conditional coding templates at the same time, see Work with security for objects.
For information about how to set security for conditional coding macros, see Work with security for features.
Use the following procedure to set security for conditional coding templates.
1.On the Case Home page, under Case Setup, click Conditional Templates.
2.Click the name of the conditional coding template.
3.Click Security.
4.Depending on which groups you want to set security for, select from the following:
oTo set security for one user group, hover over the row for the group, and then select an option.
oTo change the security for all user groups, select an option in the heading row. Then click OK.
The following security settings are available.
Permission |
Description |
Deny
|
Denies the group access to the conditional coding template. |
Allow
|
Allows read access to the conditional coding template. |
Use the following procedure to edit a conditional coding template.
1.On the Case Home page, under Case Setup, click Conditional Templates.
Tip: You can also edit a conditional coding template from the Documents page. To edit the active template, click Manage on the Conditional Coding menu on the Documents page.
2.Click the name of the conditional coding template.
3.To edit which items appear on the template, on the Coding fields page, select from the following options:
oTo add a codable item to the template, in the Add field list, select an item. Then click the Add field button.
Note: Some items are under development and are currently available as read-only fields.
oTo add a condition to the template, do the following:
i.Click Condition.
ii.In the When coding field list, select an item. The value that is coded to this item determines the additional items that you want reviewers to code.
iii.In the Is set to area, select a value for the item.
iv.In the Code list, select the additional items that you want reviewers to code.
v.Click outside the Code list, and then click OK.
oTo add a section, click Section label. Type a name for the section, and then press Enter.
oTo edit a condition, click the condition. In the Code list, select the items that you want reviewers to code. Clear the items that you do not want reviewers to code. When you are done, click outside the Code list, and then click OK.
oTo require reviewers to code an item, select the Required check box.
oTo display all possible values in a pick list, rather than a list that reviewers must expand, select the Expanded check box.
Note: If a list has many possible values, the coding template may take a long time to load when reviewers move from document to document. We recommend that you clear the Expanded check box for lists that have many values.
oTo prevent reviewers from editing the value of an item, select the Read-only check box.
Note: You should make fields on the template read-only, unless reviewers will code the fields. Read-only fields do not change color when values are coded to other fields.
oTo edit a section label, click the section name. Type a name for the section, and then press Enter.
oTo rearrange items, hover over an item, and then drag the handle to move a row up or down.
oTo delete an item, select the check box next to the item. Click Delete, and then click OK.
Note: If you delete an item that includes a condition, the condition is removed.
oTo delete a condition, click the condition. Click Delete, and then click Yes.
4.To change the name of a conditional coding template, in the navigation pane, click Properties. Type a Name for the template, and then press Enter.
You can create a copy of a conditional coding template, and then modify the items or conditions on the template or change the group permissions for the template.
Use the following procedure to create a copy of an existing conditional coding template.
1.On the Case Home page, under Case Setup, click Conditional Templates.
2.Click Clone, and then do the following:
a.In the Conditional template list, select the conditional coding template that you want to copy.
b.Type a Name for the new template. Reviewers see this name on the Conditional Coding pane in the Documents page.
c.Click Save.
3.To modify the group permissions, the items on the template, or the conditions, click the name of the template. Then edit the details as needed.
You can delete a conditional coding template.
When you delete a conditional coding template, any values that are coded to items in the template remain coded.
Use the following procedure to delete a conditional coding template.
1.On the Case Home page, under Case Setup, click Conditional Templates.
2.Select the check box next to the conditional coding template that you want to delete.
3.Click Delete, and then click OK.
