Introspect 5.3 User Guide

Introspect™ Browser User Guide

Release 5.3 NOTICES Copyright © 2007 ZANTAZ, an Autonomy company. All rights reserved. This document contains confidential and proprietary information of ZANTAZ. No part of this document may be reproduced, in any form, or disclosed to third parties without the express prior written permission of ZANTAZ. The following are trademarks of ZANTAZ: ZANTAZ® Digital Safe™ Trusted. Proven.® Introspect™ Digital Safe™ EAS™ Enterprise Archive Solution™ EAS Discovery EAS Search First Archive™ First Discovery™ Digital Supervisor Audit Center The names of actual companies and products mentioned in this document may be the trademarks of their respective owners, including without limitation: Black Ice™ is a trademark of Black Ice Software, LLC Crystal Reports® is a registered trademark of Business Objects SA IBM®, DisplayWrite®, Lotus®, and Notes® are registered trademarks of International Business Machines Corporation DAH™, DIH™, DiSH™, IDOL™, IDOL server™, IDOLme™, and IDOL Desktop™, are registered trademarks of the Autonomy Corporation. Java™ and Sun Raster™ are trademarks of Sun Microsystems, Inc. LEADTOOLS® is a registered trademark of LEAD Technologies, Inc. Microsoft® Windows®, Microsoft® SQL Server, Excel®, Exchange®, Internet Explorer®, Outlook®, PowerPoint®, and Visio® are registered trademarks of Microsoft Corporation .NET™ is a trademark of Microsoft Corporation RealLegal® and LiveNote® SR are registered trademarks of LiveNote, Inc. Unicode™ is a trademark of Unicode, Inc. WordPerfect® is a registered trademark of the Corel® Corporation XipPrint™ is a trademark of AllMyPapers Corporation This document is for informational purposes only, and is subject to revision by ZANTAZ, Inc. at any time without notice. Except as may be expressly set forth in a written or electronically accepted agreement between you and ZANTAZ, Inc., ZANTAZ MAKES NO WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE AND ZANTAZ HEREBY SPECIFICALLY DISCLAIMS, ON BEHALF OF ITSELF AND ITS SUPPLIERS, ALL IMPLIED WARRANTIES, INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. Table of Contents

1 Support and contact information ZANTAZ Technical Support for Introspect ...... 1-1

2 Introduction Introspect Browser features overview ...... 2-1

3 Introspect Basics Introduction ...... 3-1 The document life cycle ...... 3-1 Prepare documents ...... 3-1 Scan paper documents ...... 3-2 Import documents ...... 3-2 Index and filter e-documents ...... 3-2 Process e-documents to TIFF files ...... 3-2 Render documents to text ...... 3-2 Working with documents in the Introspect system ...... 3-3 Using Introspect with multiple languages ...... 3-3 Unsupported Characters ...... 3-4

4 Introspect Browser Basics Introduction ...... 4-1 Note to Introspect Explorer users ...... 4-1 Starting Browser ...... 4-2 Getting connected ...... 4-2 What is a collection? ...... 4-3 Features of the Introspect Browser navigation window ...... 4-3 Using the menu bars ...... 4-3 Using the bread crumb list ...... 4-4 Using the customizable area ...... 4-4 What is an object? What is a container? ...... 4-4 Viewing the contents of a container ...... 4-6 What is a document? ...... 4-7 Viewing a document ...... 4-8

Changing Windows Explorer file security settings ...... 4-8 Introspect Viewing Window ...... 4-9 Coded information ...... 4-9 Document image ...... 4-10 Document text ...... 4-10 Using the toolbars ...... 4-11

5 Searching Introduction ...... 5-1 Search types ...... 5-1 Fields ...... 5-1 Object ...... 5-1 Bates ...... 5-2 PSN ...... 5-2 Find/Replace ...... 5-2 Performing a Fields search ...... 5-2 Performing a SIMPLE search ...... 5-2 Performing an advanced fields search ...... 5-3 Fields search: Search Operators ...... 5-6 Searching a Special Date field ...... 5-8 Fields search: Refining your search ...... 5-9 Searching for multiple terms in a single field ...... 5-9 Multiple Term Search Operators ...... 5-9 Using parentheses and quotes ...... 5-10 Using wildcards ...... 5-11 Narrowing your search ...... 5-12 Fields search: Expanding your search ...... 5-13 Using horizontal expansion ...... 5-13 Vertical expansion: Adding fields to your query ...... 5-16 Adding fields to a simple query ...... 5-16 Adding fields to a complex query ...... 5-17 Vertical expansion: Adding groups ...... 5-17 Vertical expansion - Adding parent groups ...... 5-20 Vertical expansion: Adding collections, reviews or profile sets ...... 5-21 Fields search: Setting search options ...... 5-24 Fields search: Using pick lists ...... 5-25 Performing an object search ...... 5-26 Performing a compare search ...... 5-28 Performing a Bates number search ...... 5-29 Refining your Bates search ...... 5-30 Performing a PSN search ...... 5-31 Refining your PSN search ...... 5-32 Working with search results ...... 5-33 Customizing the display of your search results list ...... 5-33

Viewing the found items in context ...... 5-33 Opening items directly from your search results list ...... 5-34 Search-term highlighting ...... 5-35 Copying some or all documents from a search results list into a folder ...... 5-36 Saving queries as Smart Folders ...... 5-36 Opening a Smart Folder ...... 5-37 Searching with Field sets ...... 5-37 Using range searching with field sets ...... 5-38

6 Organizing Your Documents Working with folders and Smart Folders ...... 6-1 Folders and their contents ...... 6-1 Creating folders ...... 6-1 Smart Folders and their contents ...... 6-2 Copying and moving folders, Smart Folders and documents ...... 6-2 Objects vs. documents ...... 6-2 Renaming objects ...... 6-4 Deleting objects ...... 6-4 Adding documents to a collection ...... 6-4 Necessary permissions ...... 6-5 Sending Introspect objects to other users ...... 6-6 Special navigation buttons ...... 6-7 Administer Reports ...... 6-7 Last Copy/Move To Folder ...... 6-7 History ...... 6-7 My Workspace ...... 6-8 Customizing your display ...... 6-8 Adding, removing and rearranging display fields ...... 6-8 Sorting a list of objects by one or more fields ...... 6-9 Adjusting the panel sizes ...... 6-10 Adjusting the number of items per page ...... 6-10

7 Reviews and Annotations Introduction ...... 7-1 Types of reviews ...... 7-1 Annotating a document ...... 7-2 Viewing and editing annotations ...... 7-4

8 Working in Document Viewer Working with coded information ...... 8-1 Editing coded information ...... 8-1 In-Line Document Field Editing ...... 8-4

Hiding/Displaying coded fields ...... 8-4 Working with document text ...... 8-8 Hiding and displaying document text ...... 8-8 Copying and Pasting Text from the Document Viewer ...... 8-9 Working with bookmarks ...... 8-9 Activating a bookmark ...... 8-9 Working with document images ...... 8-10 Manipulating images ...... 8-10 Printing document images ...... 8-10 Working with attachments ...... 8-10 Sending Introspect documents to other users ...... 8-12 Saving document images to disk ...... 8-12 Working with profiles ...... 8-13 Creating profiles in a profile set ...... 8-13

9 Introspect Reporting Print List ...... 9-1 Introspect Reporting ...... 9-2 Designing report templates ...... 9-2 Running reports ...... 9-2 Types of reports ...... 9-2 Working with reports ...... 9-3 Navigating within a report ...... 9-4 Changing the criteria for a custom report ...... 9-4 Searching for text in a report ...... 9-5 Printing, distributing and exporting a report ...... 9-5 Printing reports ...... 9-5 Distributing reports ...... 9-5 Exporting reports ...... 9-5 Administering Reports vs. Running Reports ...... 9-6

10 Printing Printing document images ...... 10-1 Printing the contents of folders or batches ...... 10-1

11 Transcript Integration Introduction ...... 11-1 Working with transcripts ...... 11-1 Opening transcripts ...... 11-2 Introspect Transcript Viewer ...... 11-2 Coded information ...... 11-2

Issues list ...... 11-2 Transcript outline ...... 11-2 Concordance ...... 11-2 Annotations ...... 11-3

12 Supported File Formats Introduction ...... 12-5 *Notes ...... 12-8 Supported TIFF types ...... 12-9 Trademark information ...... 12-14

Index

Use the following information to contact ZANTAZ, an Autonomy company, to request technical support.

ZANTAZ Technical Support for Introspect

Named and certified individuals can use the following information to contact ZANTAZ Technical Support for Introspect.

TABLE 1. ZANTAZ technical support

USA United Kingdom ZANTAZ, an Autonomy company ZANTAZ, an Autonomy company 399 Boylston St. 30 St. Mary Axe. 4th Floor Floor 28 Boston, MA, 02116 London, EC3A 8BF Telephone: 617 850 4705 UK General Information e-mail: Telephone: +44 (0) 207 469-4212 [email protected]

This manual is a complete reference manual for Introspect Browser users.

Introspect is a system designed to provide you with access to archival digital images and electronic files. Introspect allows you to view and search on the content of scanned images and electronic documents. With Introspect you have unprecedented access to information previously confined to hard copy, from discovery phase through trial. Subjective reviews are supported, as well as production printing, Page Sequence Numbering and highlights and redactions.

Introspect Browser features overview

Using Introspect’s Browser application you can perform nearly all of Introspect Explorer functions from within your browser, including: • View documents with tools such as magnify, rotate, pan and zoom • Search against user-defined document fields, document text and annotation fields • Set up bookmarks and Smart Folders for easy access to documents • Create and organize annotations • Highlight and redact • Print documents

With an easy-to-use intuitive interface, the Browser application provides enhanced reporting capabilities and full transcript access. For maximum delivery speed and bandwidth conservation, stored TIFF images are delivered to the browser viewer as single-page images, and can be con- verted on the fly to either JBIG format or LEADTools CMP format.

A customizable, dynamic frame in Browser allows you use your own HTML content to include important data – such as background information, phone numbers, website links and E-mail links – specific to your firm, to particular cases, or to any viewable object.

Introduction

This chapter will explain the document life cycle – the stages that a typical document passes through within the Introspect system.

It will also introduce you to the different applications that are part of the Introspect package: zLoad, zTIFF, Render, Explorer, Print, and Browser.

The document life cycle

The basic stages of the document life cycle are: • Prepare documents • Scan paper documents • Import documents • Index and filter e-documents • Process e-documents to TIFF files • Render documents to text

Once documents have traveled through these stages, they can be viewed, searched, annotated, organized, and printed.

The following is a brief description of the stages of the document life cycle. These stages are described in more detail in subsequent chapters of this book, as well as in the Print and Adminis- trator manuals. You might be involved in any one of these steps, or your Introspect Administrator might handle them all.

Note: The following sections describes a typical document life cycle. Depending on your organization's needs, your document life cycle might be slightly different.

Prepare documents

The first step is to organize and group the documents to be scanned or imported. You might group paper documents according to their subject or author, or perhaps according to the file, box, or hanging folder they were stored in. Electronic documents might be grouped by subject,

author, or type (E-mail, spreadsheet, etc.). Your organization's electronic data discovery (EDD) strategy will determine the best way to organize e-documents.

Scan paper documents

Once the paper-based documents are organized, they are scanned, typically by an outside vendor. The scanning process turns paper documents into tagged image file format (TIFF) files. These TIFF files are stored in a directory along with an XML load file. The load file contains information about each document, such as its location, department, or subject. The information required for your particular case, as well as the specific XML load file format, must be provided to the vendor. The load file is usually generated automatically during the scanning process. Vendors typically provide the document images, along with their associated load files, on CD(s).

Import documents

The Introspect zLoad application processes the XML load files and uses that information to create Introspect import batches. These import batches are collections of document records containing information from the load file – metadata such as the location of the scanned images to be imported, plus any coded information about the documents. zLoad then places the actual scans and electronic files into the Content Server.

You can also use the New Document Wizards in Explorer and Browser to import individual documents.

Index and filter e-documents

Once electronic documents have been entered into the Introspect system, you can use Introspect Explorer to perform a preliminary review to extract metadata and to remove duplicates and unwanted files.

Process e-documents to TIFF files

You can process electronic documents to TIFF files using the Introspect zTIFF application. The processed files can be annotated, redacted, and otherwise prepared for print productions. (Some features require special product licensing. Contact your ZANTAZ representative for more information.)

Render documents to text

The Introspect Render application is also used to render or extract text from scanned and electronic documents. Once the documents have been rendered, the text is stored in the Content Server, linked to the document record, and can be fully viewed and searched.

Working with documents in the Introspect system

So far, we have introduced the zLoad, zTIFF, and Render modules of Introspect. Once documents have passed through these stages of the document life cycle, you can view, organize, search, review, annotate, distribute, and print them using the other Introspect modules and collaboration tools.

Explorer allows you to work with your documents in countless ways: group your documents in folders; perform and save searches; view document images and rendered text; annotate documents and save those annotations in a review; create bookmarks that allow you to return to a particular location in a document quickly and easily; relate groups of documents; share documents with other Introspect users; add documents to your collection; and print and export documents and reports.

Browser provides you with much of the functionality of Explorer, with the convenience of remote computing. From any workstation with Internet or intranet access, you can easily organize, search, view, annotate and print documents, as well as add documents to your collections and send documents to other Introspect users.

Print is a print management application, typically run on a dedicated workstation, that permits you to rapidly print or export Introspect documents and print productions. Print also provides you with the ability to perform specialized printing functions such as printing Page Sequence Num- bers (PSNs), redactions, tracking numbers, cover sheets and confidentiality statements.

LiveNote-Sweeper is an service you can use to extract transcripts and their annotations contained in a particular case from LiveNote SR™ in the form of PTF files and construct an XML load file. Once this is done, you can import them into Introspect using the zLoad application. Once the PTF files have been imported into Introspect and have been indexed, you may perform Introspect searches on them.

Using Introspect with multiple languages

Introspect can correctly render, index, search (in a single collection), and code documents in most Western European (Latin-1) languages. All elements of the user interface such as buttons,

labels, messages, and menus will remain in English. This applies to all client applications. Intro- spect supports the following languages:

TABLE 1. Supported languages English German French Dutch Norwegian Swedish Finnish Danish Portuguese Spanish Italian

Unsupported Characters Introspect does not support the following characters.

TABLE 2. Unsupported characters

Ansi Ansi Unicod Unicod Dec Hex e Dec e Hex Glyph Character Name 127 0x7F 127 U+007F (not used) 128 0x80 8364 U+20A € euro sign C 129 0x81 129 U+0081 (not used) 130 0x82 8218 U+201A ‚ single low-9 quotation mark 131 0x83 402 U+0192 ƒ Latin small letter f with hook 132 0x84 8222 U+201E „ double low-9 quotation mark 133 0x85 8230 U+2026 … horizontal ellipsis 134 0x86 8224 U+2020 † dagger 135 0x87 8225 U+2021 ‡ double dagger 136 0x88 710 U+02C ˆ modifier letter circumflex accent 6 137 0x89 8240 U+2030 ‰ per mille sign 138 0x8A 352 U+0160 Š Latin capital letter S with caron 139 0x8B 8249 U+2039 ‹ single left-pointing angle quotation mark 140 0x8C 338 U+0152 Œ Latin capital ligature OE 141 0x8D 141 U+008 (not used) D 142 0x8E 381 U+017 Ž Latin capital letter Z with caron D 143 0x8F 143 U+008F (not used) 144 0x90 144 U+0090 (not used) 145 0x91 8216 U+2018 ‘ left single quotation mark 146 0x92 8217 U+2019 ’ right single quotation mark 147 0x93 8220 U+201 “ left double quotation mark C

TABLE 2. Unsupported characters (Continued) 148 0x94 8221 U+201 ” right double quotation mark D 149 0x95 8226 U+2022 • bullet 150 0x96 8211 U+2013 – en dash 151 0x97 8212 U+2014 — em dash 152 0x98 732 U+02D ˜ small tilde C 153 0x99 8482 U+2122 ™ trade mark sign 154 0x9A 353 U+0161 š Latin small letter s with caron 155 0x9B 8250 U+203A › single right-pointing angle quotation mark 156 0x9C 339 U+0153 œ Latin small ligature oe 157 0x9D 157 U+009 (not used) D 158 0x9E 382 U+017E ž Latin small letter z with caron 159 0x9F 376 U+0178 Ÿ Latin capital letter Y with diaeresis

Introduction

This chapter assumes that: • Introspect has been correctly installed and configured on your firm’s host computers. • Documents have already been imported into the Introspect system. • You have been given the permissions you need to access documents.

If you find that Introspect has not been installed, or there are no documents in the system, or you do not have the permissions you need, contact your Introspect Administrator. (If you are not sure, continue on to the following section, “Starting Browser,” and you will soon learn whether the Introspect system is configured properly.)

Note to Introspect Explorer users

For those users who are familiar with Introspect Explorer, or who will be switching between Explorer and Browser, there are some key differences to remember. • In Browser, do not double-click unless you are specifically instructed to. Generally speaking, only single-clicks are necessary. Double-clicking might produce unintended results. • In Browser, do not right-click (unless stated otherwise in the documentation). Because the Browser display is HTML-based, right-clicking will only provide you with functions associated with Microsoft Internet Explorer. • The Browser highlights and underlines in blue any document text that is formatted as a hyperlink. The hyperlink is “hot.” In other words, when you click the hyperlink, a new browser window opens displaying the target destination for the hyperlink. To use the hyperlinks, you must be in “read-only” mode.

• This is also true for data formatted as a hyperlink appearing in a user-defined field in the Document Viewer Fields pane so long as the data is of the data type “text” or “largetext.”

• If you should open a Property dialog box for any object with a user-defined field containing text formatted as a hyperlink, that hyperlink will be highlighted and functional as a “hot” link.

The reason for these differences is that Introspect Browser runs within a web browser, and is therefore designed to behave like a standard web application.

Starting Browser

Getting connected

To start Introspect Browser, you must first connect to your firm’s Introspect home page.

To connect to your firm’s Introspect home page: 1. From the Start menu, select Programs, then Internet Explorer. 2. In the Address bar, type in the URL address for your Introspect site. This address will probably be in the form: http://webservername/introspect See your Introspect Administrator for your system's URL. 3. Click Go or press the ENTER key. Introspect Browser will use Windows authentication to verify your identity automatically. If you are not recognized (for example, if you are logging in from outside of the network), you will need to enter a user name and password. Once you have been authenticated, you will see a login screen. 4. Accept the default system and location, or select from the drop-down lists. Systems represent Introspect databases that manage one or more collections of information. Locations represent groups of settings related to a particular user community. 5. Click Login.

The next screen is your Home screen.

In the main list you will see all the collections that you have permission to view.

What is a collection?

A collection is the highest level of object in Introspect, and it looks like this:

A collection can contain every other type of object: folders, repositories, bookmarks sets, reviews and so on. Don't worry if you don't know what all these things are. The point is that, as you organize your documents, the collection is the highest level.

Collections are usually associated with a particular case, customer, or project. The collections that you have permission to work with appear automatically when you log in to Introspect Browser.

Features of the Introspect Browser navigation window

From this Introspect Browser navigation window you can perform many functions, including: • Search by document content or by object type • Print a list of the contents of a container • Print selected documents, with or without annotations, document ID, confidentiality text or other related information • Print a pre-designed report of the contents of a container • Send documents, folders, collections or other Introspect objects • Copy or move documents or folders into other folders

These and other features are described in detail in subsequent chapters of this manual.

Using the menu bars

In the upper left, on the main menu bar, will be your company's logo. In the upper right on that same main menu bar will be the main menu items: HOME, OPTIONS, HELP, and LOG OUT. • Click on HOME at any time to get back to this Home screen. • Click on OPTIONS to adjust the number items displayed per page. • Click on HELP for help with the particular feature you are working on. • Click LOG OUT to exit Introspect.

As you navigate through your collections, the menu bars and their contents become enabled or disabled, based on the particular objects you are viewing.

For example, here is what the menu bars look like for a collection:

Main menu bar

Object menu bar

Using the bread crumb list

Just below your company logo is the first item in the bread crumb list. As you navigate down into your collections, into folders and subfolders, this list acts like a trail of bread crumbs, allowing you to navigate back up to where you came from.

For example, this bread crumb list indicates that you are inside the Folder A, which is inside the Jackson collection.

To navigate back up to the Jackson collection level, you would click on:

To navigate back up to the Home level, you would click on:

Using the customizable area

The area on the left of the Home screen is the customizable area. Depending on how your Intro- spect Administrator has configured this area, it might contain links to case-related websites, to your Introspect Administrator’s e-mail address, or to other useful information.

The content of this customizable area might change as you navigate through the Introspect system. Again, it depends on how your Introspect Administrator has configured the customizable area.

What is an object? What is a container?

Every item in Introspect is an object – every collection, every folder, every document – and each object is identified by a unique, numeric object ID.

Objects are organized into containers. A container is any object that holds other objects. For example, a folder is a container because it holds documents. A collection is also a container, because it holds any number of things – folders, reviews, bookmark sets, productions, and so on.

Each object in Browser has an icon and a name. For example the Jackson collection looks like

this: .

Introspect objects

The Introspect objects table shows all the icons for Introspect objects.

TABLE 1. Container objects Icon and Example name Description Collection Contains all other types of objects. Usually associated with a particular case or project. Folder Contains Introspect documents.

Smart Folder Contains search results.

Print Production Contains documents gathered together for printing or exporting. Review Contains document annotations.

Bookmark set Contains bookmarks.

Profile set Contains profiles.

Queue Contains either batches or documents, depending on its particular purpose. Repository Contains repository folders. Available to system administrators only. Repository folder Contains import batches. Avail- able to system administrators only. Import Batch Contains Introspect document records. Available to system administrators only. Exceptions Folder Contains invalid documents and annotations. Available to system administrators only. System Folder Contains additional objects and special folders useful for man- aging the Introspect system. Its contents are viewable only in Introspect Explorer. Available to system administrators only.

TABLE 2. Non-container objects icon and sample name Description Document A pointer to a database record that contains coded information and a link to a scanned or electronic document and text Profile A set of related information, used as a reference source

Annotation A comment, highlight, or redaction. Annotations are stored in reviews. Report A formatted design for displaying and printing fielded data

Bookmark A marker you place within document text that allows you to return that location later

Viewing the contents of a container

To view the contents of a container, click on the container name.

When you open a container, three things happen: • Its contents appear in the main list. • The name of the container is added to the end of the bread crumb list. • The object menu bar appears.

In addition, notice that the search panel is visible whenever you are viewing the contents of a container. When you look at the root of your Introspect system, this panel is not available.

Objects within the container might also be containers, and can likewise be opened; for example, a folder can be inside a collection, or a Smart Folder can be inside a folder.

If the number of items in the container exceeds the number specified using OPTIONS, you will

see a NEXT button , which you can click in order to see the next page of items. Like-

wise, on the next page you will also see a PREVIOUS button , which allows you to return to the first page.

You can also use the navigation buttons to move from one page to the next.

Each object has a set of possible actions, or commands, associated with it. To see the possible command associated with an object, click on the icon for that object. A pop-up menu will appear with the available commands listed. For example, this is the menu that appears when you click on a document icon:

The commands you see depend on the object, and your particular access permissions. Most of the object commands available in the desktop version of Introspect (Explorer) are available in Browser.

What is a document?

A document is one type of Introspect object. When you view, copy or move a “document” in Browser, you are really working with a “pointer” to a collection of information about the original document.

This document pointer links to two things: • A document record in the Introspect Data Server, containing coded information, annotations, and other information about the document • A corresponding image file or electronic document in the Introspect Content Server • The document’s rendered text in the Content Server

This information – the document’s coded information, image and text – are viewed together in the Introspect Viewer whenever you open a document.

It is this concept of pointers that allows a document to be seemingly stored in more than one place at a time within a collection. It also allows you to delete a document from a folder without causing that document to be removed entirely from the Introspect system. However, if you edit

the document - by adding an annotation or coded information to it – every “copy” of that document will reflect the edit you made.

Note: Warning: Deleting a document from its import batch does completely remove the document from the Introspect system.

Also, keep in mind that an Introspect document can be made up of several pages. One Introspect document might correspond to single page of text, whereas another might correspond to an entire chapter of a book.

Viewing a document

Documents are organized into folders, which look like this:

When you click on a folder name, you will see document icons and their ID numbers in the main list (that is, unless the folder is empty).

To view a document, click on the document name.

The Introspect Viewer will open (unless you have opened a transcript, in which case the transcript viewer will open; see “Transcript Integration” on page 11-1, for information on working with transcripts).

Changing Windows Explorer file security settings

For certain electronic documents, you might be asked if you would like to Open the file or Save it to your computer. Click Open. You may change your Windows Explorer file security settings to bypass this step.

To change Windows Explorer file security settings: 1. In Windows Explorer, from the Tools menu select Folder Options. 2. Click the File Types tab to bring it to the front. 3. In the Registered file types list, locate and highlight the file type that you would like to open in Introspect. 4. Click Advanced. 5. Deselect Confirm open after download, then click OK.

Introspect Viewing Window

The coded information for the document will appear in the left panel, and the document image will appear in the right panel.

Coded information

This panel contains a list of index fields and their contents. These index fields contain information about the document. Typically, some of this information is entered at the time the document is imported into Introspect. Some of the information might also be coded using Introspect Explorer or Browser.

Index fields can be of any one of the following data types: • Text • Decimal • Large text • Money • Integer • Boolean (yes/no) • Datetime

• Special Date

See the table in “Working with coded information” on page 8-1, for more details of these data types.

Document image

This panel contains an image of the original document. If the original was a paper document, a scanned image (TIFF) of that document will be visible.

If the original document was an electronic file, such as a Word or Excel file, the document will open in the Introspect Viewer in its native format. If your Introspect system has been configured for converting electronic documents to TIFF (scanned image) format, then both the native and TIFF versions will be viewable, on separate tabs. For a complete list of electronic documents supported by Introspect, see “Supported File Formats” on page 11-93.

Document text

In addition to the coded information and the document image, you can also view the document text.

To view the document text, click the Text tab.

The document's rendered text will appear. Rendered text is the result of the scanned image or electronic document being turned into searchable text, using translators or optical character rec- ognition (OCR) technology.

TEXT

While in the Introspect Viewer, you can use the menu bars to navigate from one document to the next, or to take action on the document:

As you navigate from one scanned page to the next, the rendered document text will also move from one page to the next.

TABLE 3. Navigation and action menu bar items (while viewing a document)

Menu selection Function FIRST Displays the first document in the active document list PREVIOUS Displays the previous document in the active document list NEXT Displays the next document in the active document list LAST Displays the last document in the active document list COPY Copies the current document to another location in the collection. PRINT Prints the current document image SEND Sends a link to this document via e-mail to another user

Using the toolbars

You can navigate around in the document using menu commands, or by using the Viewer navigation toolbars.

Document navigation toolbar

Document image manipulation toolbar

Document Ttxt and search term navigation toolbar

The Document Viewer Toolbar Buttons table below explains what these toolbar buttons do. Some of the image-manipulation buttons, such as Zoom In and Zoom Out, function only with scanned and/or PDF images, and not with electronic files.

TABLE 4. Document Viewer toolbar buttons

Button Name Function

Document navigation: First Page Displays the first page of the document

Previous Page Displays the previous page in the document

Page counter Indicates the current page number

Next Page Displays the next page in the document

Last Page Displays the last page of the current document

Image manipulation: Fit to Width Scales the document image to fit the width of the window pane Best Fit Scales the document image to the largest possible dimension within the limits of the window pane Rotate Counter- Rotates the document image counterclockwise 90 clockwise degrees Lock Rotation Applies the current rotation to all pages of all documents for the duration of the current user session. Subsequently rotating any page while Lock Rotation is in effect rotates all subsequent pages viewed. Click Lock Rotation again to unlock rotation and return all document images to their original orienta- tion. Rotate Clockwise Rotates the document image clockwise 90 degrees

Zoom In Enlarges the document image incrementally

Lock Zoom Applies the current zoom setting to all pages of all documents for the duration of the user session. Sub- sequently zooming in or out on any page while Lock Zoom is in effect applies the new zoom setting to all subsequent pages viewed. Click Lock Zoom again to unlock zoom for all pages. Document images will return to Best Fit. Zoom Out Reduces the document image incrementally

Magnify Opens a secondary window, in which you can magnify portions of the document image

TABLE 4. Document Viewer toolbar buttons (Continued) Highlight Creates a highlight annotation

Redact Creates a redaction annotation

Open Image Only Opens image in a separate window, with no menu Window bars, coded information, or address bar

Search term navigation: First Hit Jumps to the first occurrence of the search term

Previous Hit Jumps to the previous occurrence of the search term

Next Hit Jumps to the next occurrence of the search term

Last Hit Jumps to the last occurrence of the search term

Text manipulation: Decrease Font Size Decreases the font size of the document text incrementally Increase Font Size Increases the font size of the document text incrementally

In addition to the toolbar buttons, various tabs allow you to modify the view of your Introspect document. Different tabs become available in different contexts

TABLE 5. Tab functions Tab Function Microsoft Word, Microsoft PowerPoint, image/gif, bitmap, etc. View an electronic document in its native format. TIFF View the image without its accompanying text. TEXT View the image with its accompanying text. THUMBNAILS View thumbnails of the document. View the image with a list of its attachments and ATTACHMENTS parents.

From within the Introspect Viewer, you can perform functions such as: • Copy and paste document text • Edit coded information • Annotate, highlight and redact document images

These and other features are described in detail in subsequent chapters of this manual.

Introduction

Introspect Search provides a powerful, intuitive interface for performing countless different types of searches. You can construct and execute queries, or search requests, from the simplest text searches to multi-level complex expression searches, and execute these searches on one container or many.

When it has completed a search, Introspect will generate a search results list – or hit list –of documents, annotations, profiles or other items that match your search criteria. From that list you can copy, move or open items directly. You can also save the results of a query, or save the query itself, to be executed at a later time.

Search types

There are several types of searches available, each of which is introduced below, then described in detail later in this chapter.

Fields

The most common type of search is on fields. A fields search allows you to search the coded information of any Introspect object, as well as the text of any document. If you are looking for documents, annotations or profiles that contain particular words, phrases or numbers, choose a Fields type of search.

Object

Every object in Introspect – every document, folder, profile set and so on – is identified by a unique numeric ID, which is assigned by Introspect automatically at the time the object is created. You can search for objects by this Object ID, or by the object’s name and type. If you know the Object ID or object name, or if you want to find all of a certain type of object, choose an Object type of search. You can also use the Object search window to compare the contents of two or more containers. With a Compare search you can determine which objects appear in more than one container, or which objects are unique to a container; or you can generate a comprehensive list of all objects in all the containers you select.

Bates

Previous releases of Introspect allowed users to assign and permanently imprint Bates numbers onto document images, using the Introspect Stamp application. These numbers are searchable in Introspect 5, like any other coded information. If you are looking for a particular document page or pages, and you know the Bates number(s), choose Bates. Bates searches are across your entire Introspect system, by default. However, you may constrain your Bates search to particular collections or containers.

PSN

Using Introspect's PSN (Page Sequence Number) Wizard, you can assign sequential numbers to the pages of documents you have gathered into a print production. If you are looking for a particular page or pages, and you know the Page Sequence Number, choose PSN. (See the Introspect Print User Guide for details on how to use the PSN Wizard.) PSN searches are across all print productions in your Introspect system, by default. However, you may constrain your PSN search to particular print productions.

Find/Replace

This search, available only to Introspect Administrators, allows you to select a field within a specified container, and replace that specified portion with another word or phrase. For more information on Find/Replace, see the Introspect Administration Guide.

Performing a Fields search

Performing a SIMPLE search

The easiest way to search is to use the SIMPLE search feature. A simple search will search across all text fields of all documents in the open collection or folder.

To perform a simple search: 1. Open the container whose contents you want to search. 2. Type in the word or phrase you want to search for.

3. Click SEARCH (or press the ENTER key).

The results of your search will appear in the main window. From this list you can open an item, copy your search results into a folder, or save this query as a Smart Folder. See “Working with search results” on page 5-33 for more information on what you can do with your search results.

Performing an advanced fields search

You can use an advanced fields search to search for a single term or multiple terms, across a single collection, review or profile set, or across multiples or combinations of each. As you set up your search, or query, you will have many opportunities to make your search more complex.

You will be able to: • Include more search terms in your query • Constrain your search to particular folders or other containers • Broaden your search, using horizontal or vertical expansion

Regardless of the eventual complexity of your search, you will start most searches with the same basic steps of a simple fields search.

To perform an advanced fields search across a collection, review or profile set: 1. In the Introspect Browser window, click to open the collection, review or profile set across which you want to search. • Open a collection if you will be searching for documents. A search across a collection will look in all the repositories in the collection, by default. • Open a review if you will be searching for annotations. • Open a profile set if you will be searching for profiles.

Note: If you want this search to be across more than one collection, review or profile set, skip ahead to “Using horizontal expansion” on page 5-13.

2. Click the ADVANCED tab.

The Introspect Browser Advanced Search window will open, with the Fields tab in front.

The Search In field on the query panel of the Advanced Search window will default to the collection you were in when you initiated the search.

Note: If no default collection appears in the Advanced Search query panel, it may be that you do not have search permissions on the default collection. Contact your Intro- spect Administrator if you think you should have search permissions but do not.

The Contained In field will default to All Folders.

3. In the Fields drop-down list, select the field on which you want to search. Select All Text if you want to search on all text fields in the collection, review or profile set. 4. Accept the default search operator, or choose one from the Operators drop-down list. The list of available search operators will differ depending on the selected field’s data type, or whether you selected All Text above. 5. In the Search Term box, enter the term you are looking for. See “Fields search: Search Operators” on page 5-6 as a guide for entering data..

You may also click the Pick list button to use a pick list to help you enter the search value.

Pick list button

Pick lists are features designed to facilitate the process of entering data into text fields. For a description of pick lists, see “Fields search: Using pick lists” on page 5-25.

At this point you can either launch the search, or use any of a number of techniques to make this query more complex.

To launch the search, click Submit.

Your results will appear in the Advanced Search window, in the RESULTS tab, and the number items found will appear on the navigation bar.

See “Working with search results” on page 5-33 for details on the many things you can do with the list of found items.

To make your search more complex, skip ahead to “Fields search: Refining your search” on page 5-9 to learn about searching for multiple terms in a single field; using parentheses, quotes or wildcards; or constraining your search to particular subcontainers.

Skip ahead to “Fields search: Expanding your search” on page 5-13 to learn about searching across multiple collections, reviews or profile sets, or various combinations thereof; or about adding fields or groups to your query.

Fields search: Search Operators

The list of available search operators will differ depending on the selected field’s data type.

TABLE 1. All Text Operator Find a document, annotation or profile in which... contains (in ...the search term appears in at least one text field or in the document’s any) rendered text. Examples: Keywordscontains (in any)negligence Summarycontains (in any)“motion to dismiss” contains (in all) ...the search term appears in every text field or in the document’s rendered text. does not con- ...the search term does not appear in any text field or in the document’s tain rendered text. Examples: Testimonydoes not containmistakes Testimonydoes not contain“mistakes were made” is related to (in ...text similar to the search term appears in at least one text field or in the any) document’s rendered text. Use the is related to operator when searching on large fragments of text, such as sentences or paragraphs. Example: Quotationis related to (in any) “We hold these truths to be self evident” is related to (in ...text similar to the search term appears in every text field or in the docu- all) ment’s rendered text.

TABLE 2. Text Operator Find a document, annotation or profile in which... contains ...the search term appears in the document’s rendered text. does not contain ...the search term does not appear in the document’s rendered text. is related to ...text similar to the search term appears in the document’s rendered text.

TABLE 3. Text fields, large text fields Operator Find a document, annotation or profile in which... contains ...the search term appears in the selected text field/large text field. does not contain ...the search term does not appear in the selected text field/large text field. is related to ...text similar to the search term appears in the selected text field/large text field. is null ...the selected text field/large text field is empty.

In text fields and large text fields, hyphens (-) are not searchable. Therefore, negative numbers in text or large text fields (e.g. -25) can be searched on the number only (25), without the minus sign.

TABLE 4. Integer, datetime, decimal, money Operator Find a document, annotation or profile in which... = ...the selected field contains a number equal to the search term. > ...the selected field contains a number greater than the search term. >= ...the selected field contains a number greater than or equal to the search term. < ...the selected field contains a number less than the search term. <= ...the selected field contains a number less than or equal to the search term. <> ...the selected field contains a number not equal to the search term. is between ...the selected field contains a number that falls between the two search terms. Separate the search terms with an “AND” or “&” operator. Example: Date is between 12/07/41 AND 01/23/43

Note: As a result of search engine limitations, searching on the maximum or minimum allowed value for a field with an integer, a decimal, or a money data type may return values greater or lesser, respectively, if they exist in documents already indexed in the system. is null ...the selected field is empty.

Note: Once you define a field that is searchable using the “is null” operator (on a collection, review, or profile set), you can get results only for objects that have been modified (in user- defined fields or document text) and indexed after you defined the field.

Money: Although Introspect stores the entire value of a money field, only the integer portion of the field can be searched on.

Dates: Although dates can be displayed in a variety of formats, they must be entered in one of the following formats:

- YYYY/MM/DD (for U.S. or U.K. regional settings)

- MM/DD/YY or MM/DD/YYYY (for U.S. only)

- DD/MM/YY or DD/MM/YYYY (for U.K. only)

Attempting to enter dates using any other format may cause unexpected results.

To use a calendar to enter a date: 1. Click on the calendar button.

2. From the calendar, click on the desired date. Click the left arrows (<<) and right arrows (>>) to skip backward or forward in one-month increments, or use the drop-down lists to select a different month or year.

TABLE 5. Boolean Operator Find a document, annotation or profile in which... = true ...this field is equal to true. = false ...this field is equal to false. is null ...this field is empty.

Note: Once you define a field that is searchable using the “is null” operator (on a collection, review, or profile set), you can get results only for objects that have been modified (in user- defined fields or document text) and indexed after you defined the field.

TABLE 6. Special date Operator Find a document, annotation or profile in which... = ...the field contains the search term.

Searching a Special Date field

Special Date fields are fields in which unknown data has been replaced with an X. To search a Special Date field, enter exactly eight (8) characters (or fewer than 8, plus a wildcard character) in the Search For box, in this exact format: yyyymmdd

The date you enter may include X’s in any position. Introspect will search for dates that have X’s in exactly those positions.

Do not confuse the use of an X with the use of a wildcard character. Use a wildcard character (*) in place of any portion of the date you do not know.

Introspect Find will return documents with fielded dates within your search criteria. Example: Special Date = 199912XX Special Date = 1998*

This search would return Special Dates like 1998XX12 and 1998XX06.

Note: In order to allow for an “OR” search of multiple Special Dates (e.g., “19911XX OR 19912XX”), no date validation is performed on Special Date fields in Introspect Search. See “Searching for multiple terms in a single field” on page 5-9for information on the use of the “OR” operator in a search.

Fields search: Refining your search

At this point you can either launch the search (click SUBMIT), or use any of a number of techniques to make this query more complex. You can: • Search for multiple terms in a single field – For example, to find all documents with “accident” and “automobile” in the Description field. • Use parentheses and quotes to combine and clarify the terms you are searching for – For example, to search for “(car or automobile) and accident” in the Summary field. • Use wildcards in place of unknown characters – For example, if you are unsure if a Last Name is spelled “Anderson” or “Andersen”, you can search for “Anders?n” • Narrow your search to particular folders or other subcontainers – For example, to find all the documents in the August folder that have a value in the Balance Due field greater than zero.

These techniques are all described below. In addition, see “Fields search: Expanding your search” on page 5-13 for even more ways to expand and refine your search.

Searching for multiple terms in a single field

To search for multiple terms in a single field, use AND, OR, NOT AND or NEAR operators in the Search Term box. For example:

This query would return all documents that have either “Joe” or “James” in the First Name field.

Multiple Term Search Operators

These search operators are applicable only to text, large text and Special Date fields.

TABLE 7. AND Operator Alternate Operator(s) Description AND & Items in the search results list will contain all of the search terms. Examples: Notes contains Pickup AND fuel Notes contains Pickup & fuel

TABLE 8. OR Operator Alternate Operator(s) Description

TABLE 8. OR (Continued) OR | , Items in the search results list will contain one or more of the search terms. Examples: Office contains Dallas OR Atlanta Office contains Dallas,Atlanta Office contains Dallas | Atlanta

TABLE 9. AND NOT Operator Alternate Operator(s) Description AND NOT &~ Search results will contain the first term, but will not contain the second Examples: Dissenting contains Stevens AND NOT Bryer Dissenting contains Stevens &~ Bryer

Note: When searching across all text fields using the AND NOT operator, remember that your search criteria applies to only the individual field, not to the document as a whole.

TABLE 10. NEAR Operator Alternate Operator(s) Description NEAR none Search results will contain the first term(s) within proximity to the second term(s). Proximity is measured based on settings on the Options tab of the Find screen. See for information on setting the Proxim- ity. Examples: Notes contains Deponent NEAR contradict Notes not contains best, times NEAR worst, times

Note: The NEAR operator is not applicable to Special Date fields.

Using parentheses and quotes

You may also group search terms together using parentheses, or search for phrases using quotes.

Parentheses allow you to group search terms together. Introspect Search processes terms inside the parentheses before processing terms outside the parentheses. The following example shows how different placement of parentheses can produce different results.

TABLE 11. Parentheses This search criteria: will return items containing this text: Notes contains car and (fuel or gas) The car was full of fuel when it crashed... There was no gas in the car that morning... Notes contains (car and fuel) or gas The car was full of fuel when it crashed... The gas tank was empty...

Quotation marks can also be used to clarify your search terms. If the word or phrase you are searching for contains commas, apostrophes or quotation marks, or contains a search operator such as “and”, “or” or “near”, use double quotations to ensure that the search engine does not misinterpret the phrase.

TABLE 12. Quotation marks This search criteria: would return items containing this text: Text contains live free or die Children should live free from fear... She said she’d rather live free or die. He thought he would die without food... Text contains “live free or die” She said she'd rather live free or die... Author contains Davis, Angela Angela Davis Davis, Angela Angela Lansbury Mavis Davis Author contains “Davis, Angela” Davis, Angela Title contains “Gulliver's Travels” Gulliver's Travels Desc contains man near doorway The man walked past the doorway Desc contains “man near doorway” ...claimed she saw man near doorway

Using wildcards

Introspect allows you to make use of wildcard characters in your searches for text or Special Date values. Wildcards act as substitute characters. Using wildcard characters, you can generate results for words that only approximate the search values you enter in the search value field.

Introspect uses two different wildcard operators, depending on what you are searching for:

TABLE 13. Wildcards Alternate Operator operator Description Example _ ? Search results will contain the items Notes contains Bill that match all characters except the C_inton single wildcard character. Deponent contains Friedm?n % * Search results will contain the items Notes contains Bill that match all characters except the C% wildcard character. The wildcard Deponent contains character can be a substitute for Fried* zero or more characters.

Note: Searching on a single * or % character is considered too general of a search, and is not allowed by Introspect.

Note: Wildcard characters are not available for use with the “is related to” operator.

Narrowing your search

Rather than searching across an entire collection, you may choose to limit your search to one or more containers within the collection(s). For example, if you wanted to find only the documents in the Completed Docs folder that satisfy the search criteria, you would narrow your search to just that folder.

To limit your search to particular containers in the collection: 1. Double-click the All Folders icon. 2. In the Select Containers window, select the containers in which you want to search. Click on the plus sign ( ) next to any container to expand it. Select the check box next to the container(s) in which you want to search. Introspect allows you to be very particular about which containers and subcontainers you want to include in your search. See Table Note:, “Click Clear all to clear the check marks from all check boxes at once.,” on page 13 for a detailed description of the many ways you can select containers and subcontainers. In addition, you can use the options at the bottom of the Select Containers window to compare the contents of the selected containers, in conjunction with narrowing your search. See “Performing a compare search” on page 5-28 for a detailed description of these options. 3. When you have finished selecting containers, click OK. 4. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

Note: Click Clear all to clear the check marks from all check boxes at once.

TABLE 14. Selection check boxes What it looks like What it means How to achieve it Do not search in this container Do nothing, or, Empty box If the check box has already been selected, click once to deselect it. Search in this container but not Click once (to get check mark). Check mark in any subcontainers. Search in this container and all Click a second time (to get check Check mark with subcontainers. mark plus blue corner). blue corner

Fields search: Expanding your search

You can refine your search further by using vertical or horizontal expansion.

Horizontal expansion allows you to perform a single search across more than one collection, review or profile set simultaneously.

Vertical expansion allows you to add queries to your initial query. Each distinct query will be evaluated independently by Introspect, and the results combined based on the joining operators (and or or) that you select.

Vertical expansion techniques include: • Adding another field to your query – For example, to find all documents with “James” in the First Name field and “Carter” in the Last Name field, you would add a field. • Adding groups, including “parent” groups. • Adding collections, reviews or profiles sets. This includes not only multiples of the same type of containers, but also the special case of searching across a collection and a review in that same collection, in order to find documents containing annotations fro a particular review.

Using horizontal expansion

You can perform a single search across multiple collections, reviews or profiles sets. For example, to find all documents across all collections that have the word “draft” in the Status field you would use horizontal expansion.

You can use horizontal expansion to broaden your search for a particular term across two or more collections, reviews or profile sets at a time. In the query window, a horizontal search will display the selected containers horizontally in the Search In field:

Note that horizontal searches across multiple collections, reviews or profile sets are always “or” searches, since the items sought cannot reside in more than one of these containers at a time. Also, note that you may search only on the fields that are common to all the selected items.

To search across multiple collections, reviews or profile sets: 1. The first step depends on where you are in the process of building your query: If you have not yet clicked the ADVANCED tab,

• click on the root of your Introspect system.

• Click ADVANCED to open the Advanced Search window.

• Go to step 2.

If the Advanced Search window is already open and the Search in field displays a default collection, review or profile set:

• Click the appropriate minus sign (-) to remove the default collection, review or profile set from the query.

• When you are asked to confirm this action, click Yes.

• Go to step 2.

If the Advanced Search window is already open and you are vertically expanding an existing search:

•Go step 2.

2. Click the appropriate plus sign (+) to add collections, reviews or profile sets.

3. Select the containers you want to search across: To search across multiple collections:

• In the Select Collections window, CTRL-click individual collections, or,

• Select consecutive collections by clicking the first desired collection, then SHIFT-clicking the last desired collection.

• Click OK.

To search across multiple reviews:

• In the Select Reviews window, in the Collection list, select the collection in which the reviews reside.

•In the Reviews list, CTRL-click individual reviews, or,

• Select consecutive reviews by clicking the first desired review, then SHIFT-clicking the last desired review.

• Click OK.

To search across multiple profile sets:

•In the Collection list of the Select Profile Sets window, select the collection in which the profile sets reside.

•In the Profile Sets list, CTRL-click individual profile sets, or,

• Select consecutive profile sets by clicking the first desired profile set, then SHIFT-clicking the last desired profile set.

• Click OK.

4. Build your query: Select a field and an operator, and enter a search term. Only the fields that are common to the selected containers will be available for searching.

Note: For help with building a query, follow the steps in the “Performing a SIMPLE search” on page 5-2, beginning with step 3.

Note: For a search across multiple collections or profile sets, the Contained In field will default to All Folders. For a search across multiple reviews, you may restrict your search to documents in particular folders, by double-clicking on the All Folders icon and selecting the desired documents.

You may now launch your search (click SUBMIT), or broaden it again by using vertical expansion techniques described below.

Vertical expansion: Adding fields to your query

Adding fields to a simple query

A simple query looks for a term, or terms, in one field only. Using Introspect’s Add Field feature, you can create a more complex query that searches in more than one field at a time. For example, if you want to search for documents that have “Joe or James” in the First Name field or “Jack- son” in the Last Name field.

To add another field to your query:

1. Click the plus sign ( ) on the Field button. A new line will appear below the existing query. 2. On the new line, select a field and operator, and enter your search term(s), just as in the first query. 3. Select the appropriate joining operator for these two field queries. The default joining operator is And.

This pair of queries now constitutes a group, and is delineated by large parentheses. A search can contain one or more such groups, with multiple groups joined by “and” or “or” joining operators. This is one form of vertical expansion, described below. 4. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

Adding fields to a complex query

The next section, “Vertical expansion: Adding groups” on page 5-17 describes how to construct complex (multi-level) queries. When adding a field to such a complex query, you will need to specify exactly where this new field will be added.

To add another field to your complex query: 1. Click to highlight the query to which you want to add a field.

2. Click the plus sign ( ) on the Field button. A new line will appear below the existing query.

3. On the new line, select a field and operator, and enter your search term(s), just as in the first query. 4. Select the appropriate joining operator for these two field queries. The default joining operator is And. 5. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

Vertical expansion: Adding groups

A query, whether it involves one field or many, is delineated by large parentheses. Anything within a pair or parentheses is considered a group. The following example shows two small groups encompassed by one larger group:

This query will look for all documents in the Jackson Case collection that have “Joe” or “James” in the First Name field, or “Jackson” in the Last Name field, and that also have “Boston” in the City field and “MA” in the State field.

Using the Add Groups feature, you can add more queries, or groups, to the existing query, thus creating a complex query. All of the queries will be evaluated independently, and the results will be combined based on the joining operators (and or or) that you select to join the groups.

Note: The two queries (small groups) above are across the same collection, the Jack- son Case collection. Adding a group will add a query of the collection that is highlighted at the time. If you want to add a query of a different collection, review or profile set, use the methods described in “Vertical expansion: Adding collections, reviews or profile sets” on page 5-21, below.

To add a group to a simple query – that is, a query with no subqueries – you will simply click the down arrow ( ) on the Group button.

To add a group: 1. Click the down arrow on the Group button.

2. In the new field query, select a field and operator, and enter your search term(s), just as in the first query. The new group will inherit the joining operator of the existing groups. 3. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

To add a group to a complex query – that is, a query with multiple subqueries – you will need to specify exactly where in the complex query the new group should be inserted.

Example 1:

In this first example, the newly added group inherits the joining operator (“And”) of the originally selected group. Changing any one of the joining operators in this complex query to “Or” would change all of the joining operators to “Or”.

...and you click:

Example 2:

In this second example note that, with the addition of a new group, a new level has been introduced, containing the selected group and the newly added group. This new level has inherited the joining operator of the first level (“And”), but its operator may now be changed without affect- ing the first level. A multi-level query of this sort, with different joining operators, allows for infi- nitely complex queries.

...and you click:

To add a group to a complex query: 1. Click to highlight the group to which you want to add a group. 2. Click the down arrow ( ) on the Group button.

3. In the new field query, select a field and operator, and enter your search term(s), just as in the first query. You may also add more fields to this group. 4. Select the appropriate joining operator for these two groups. The default joining operator is And. 5. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

Vertical expansion - Adding parent groups

Once you have created a complex, multi-level query using the techniques described above, you may decide you need to add a query on a level above which you are currently working.

For example, the search below is looking for documents that have “Boston” or “New York” in the City field, and that also have “Jackson” in the Last Name field.

This complex query consists two small queries (or groups), both within one larger query (or group). Adding a group to this query using the Add Group button results in three groups, all on the same level, with the new query inheriting the joining operator (“And”) from the existing group:

However, adding a group to this query using the Add Parent Group button results in a new group on a level higher than the existing groups:

The new group’s joining operator may be changed, independent of the other groups.

To add a parent group: 1. Click to highlight the group above which you want to add a parent group. 2. Click the left arrow ( ) on the Group button. 3. In the new field query, select a field and operator, and enter your search term(s). 4. Select the appropriate joining operator for these two groups. The default joining operator is And. 5. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

Vertical expansion: Adding collections, reviews or profile sets

You can search across more than one collection, review or profile set at a time. However, you may only search on the fields that are common to all the containers. The process for adding a collection, review or profile set to your search is similar to that of adding a field or group. One difference is that you do not need to specify where in the existing query this new query should be added; it will be appended to any existing query.

To add other collections, reviews or profile sets to your search:

1. Click the plus sign ( ) on the appropriate button to add a collection, review or profile set. 2. Select the container – collection, review or profile set – that you want to search across. You may select multiple containers at a time. If you do select more than one container, you will be permitted to search on only the fields that are common to all the selected containers. (See “Using horizontal expansion” on page 5-13 for complete description of this kind of search expansion.) 3. In the new field query, select a field and operator, and enter your search term(s), just as in the first query. 4. Select the appropriate joining operator for these two queries. The appropriate joining operator (“and” or “or”) between queries is determined by the nature of the containers being joined. In most cases, the default joining operator will be “or” and cannot

be changed. The vertical expansion rules tables below describe what happens when you vertically expand a query across collections, reviews or profile sets, or various combinations thereof, using “And” and “Or” operators. 5. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

Vertical expansion rules

TABLE 15. “Or” search across two collections Container Operator Container Description Collection A Or Collection B Returns all documents from both collections that match the search criteria.

Example: Search in: Smith Collection Where: First Name contains James Or Search in: Jones Collection Where: First Name contains James

This search will return all documents from both the Smith Collection and the Jones Collection that have “James” in the First Name field.

TABLE 16. “And” search across a collection and a review in the same collection Container Operator Container Description Collection A And Review in Col- Returns documents that match the search lection A criteria whose annotations also match the search criteria.

Example: Search in: Smith collection Where: First Name contains James And Search in: Jane’s Review in the Smith collection Where: Type = Highlight

This search would return all documents in the Smith collection that have “James” in the First Name field and that also have annotations from the Jane’s Review that are of the Type “High- light.”

TABLE 17. “Or” search across a collection and a review in the same collection Container Operator Container Description Collection A Or Review in Col- Returns documents that match the first lection A search criteria, as well as documents whose annotations match the second search criteria.

Example: Search in: Smith Collection Where: First Name contains James Or Search in: Jane’s Review in the Smith Collection Where: First Name contains James

TABLE 18. “Or” search across a collection and a profile set Container Operator Container Description Collection A Or Profile Set (in Returns documents matching the first any collection) search criteria as well as profiles that match the second criteria.

Example: Search in: Smith Collection Where: First Name contains James Or Search in: Vendors profile set Where: Company contains Glass

This search will return all documents from the Smith Collection that have "James” in the First Name field, and all the profiles in the Vendor profile set that have the word "Glass” in the Com- pany Name field.

TABLE 19. “Or” search across a review and a profile set Container Operator Container Description Any review Or Any profile set Returns documents that have annotations matching the first search criteria, as well as profiles that match the second criteria.

Example: Search in: JMH Review in the Smith collection

Where: Cause contains accident Or Search in: Vendors profile set in the Company collection Where: Company contains Glass

This search will return all documents in the JMH Collection that have annotations from the JMH Review, as well as all profiles in the Company collection that have “Glass” in the Company field.

The following searches, if attempted, will result in no found items, for the reasons listed below.I

TABLE 20. Invalid searches Type of search Why this search is invalid “And” search across two A document cannot reside in more than one collection at the different collections same time. “And” search across a Collections contain only documents, and profile sets contain only collection and a profile profiles. Therefore, this kind of search is not allowed because set there are no objects that reside in both a collection and a profile set “And” search across two An annotation cannot reside in more than one review at a time. reviews “And” search across two A profile cannot reside in more than one profile set at a time. profile sets “And” search across a Reviews contain only annotations, and profile sets contain only review and a profile set profiles. Therefore, there are no objects that reside in both a review and a profile set.

Fields search: Setting search options

When using a NEAR search operator, you can use the Proximity setting to define what NEAR means; in other words, how close terms must be to one another in order for the document containing them to be considered a “hit”. You can also specify whether or not the terms must occur in a specified order in relation to one another. Proximity is measured in characters, words or lines.

To adjust the Proximity setting for the NEAR operator: 1. In the Advanced Search window, click Options.

2. In the Distance text box and drop-down list, enter the number (1-20) and select the unit of measurement, respectively, that best represent the distance you want to use to define NEAR.

• Characters - Spaces and non-printable characters are not counted.

• Words - Eight characters constitutes a word.

• Lines - 80 characters constitutes a line.

To limit search results to those in which the terms appear in this exact order:

•Select Find words in order entered.

To use these settings for all future searches:

•Select Make these your default settings.

3. Click OK to close the Search Options window, then click SUBMIT to re-launch your query. The search results list will reflect the new proximity settings.

Fields search: Using pick lists

Pick lists are lists of predefined words or phrases from which you can select. They are designed to encourage consistency in coded data. Pick lists are not associated with any one particular collection, and are therefore available system-wide.

The initial content of a pick list is established by an Introspect Administrator. A pick list may be static – for example, a list of the days of the week, or of employee names – or may be configured to allow new items to be added dynamically from ongoing document coding – for example, a list of automotive parts, or of potential clients.

For a pick list to be available for a particular field, it must be configured by an Introspect Adminis- trator for that field.

Pick lists are available for text, integer, datetime, decimal, and money field types.

To use pick lists in a query: 1. After selecting a field and an operator, click on the Pick List button. Pick list button

2. The Select Search Terms window will open. 3. From the From drop-down list, select pick list.

• Click the Refresh List (down-arrow) button to populate the pick list with items from the pick list, or,

• In the text entry box, begin typing the search term(s), then click the Refresh List button. The pick list will be populated with pick list items that begin with the characters you typed.

4. In the pick list, click to highlight the word you want to search for. To select more than one word, CTRL-click each additional word. 5. Click Add to add the word(s) to the search term list, or Add All to add the entire pick list. (Like- wise, highlight and click Remove or Remove All to remove words from the search term list.) 6. Select the joining operator you want to use for your search: OR to find items containing at least one of your search terms (default) AND to find items containing all of your search terms 7. When you are finished, click OK. You will return to the Advanced Search window. Your search terms will be entered in the search term field – or appended to the existing text, if any – with all terms separated by the joining operator you selected (“and” or “or”). 8. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

Performing an object search

You can search for an object by its object ID, or by its name and type. • ID – Every object in Introspect is identified by a unique numeric ID, which is assigned by Intro- spect automatically at the time the object is created. Select ID to search for objects by this Object ID. • Name/Type – If you know the object name, or if you want to find all of a certain type of object, select Name/Type.

When performing either of these types of searches, you can limit your search to particular containers or subcontainers.

To begin an object search: 1. In the Introspect Browser window, click the ADVANCED tab. The Introspect Browser Advanced Search window will open, with the Fields tab in front. 2. In the Advanced Search window, click the Object tab to bring it to the front. 3. Select the type of object search you want to perform: ID or Name/Type. (To use the Compare search, go to the next section, “Performing a compare search” on page 5-28. 4. For an ID search, enter the ID number of the object. Wildcard characters are not permitted. To search for multiple objects, use commas to separate the ID numbers.

5. For a Name/Type search,

•In the Name field, enter the name of the object. Wildcard characters are permitted (_ or ? for single characters, * or % for one or more characters), although you must enter at least one non-wildcard character.

• Click to highlight the Type field, then click the Pick List button.

• From the TYPES TO SEARCH FOR list, click to select the type of object. (CTRL-click to select multiple object types.)

• Click OK.

By default, an Object search will be across your entire Introspect system. However, you may want to limit your search to particular containers in your system. To limit your search to particular containers or subcontainers:

• Double-click the All Folders icon.

•In the Select Containers window, select the containers in which you want to search.

• Click on the plus sign ( ) next to any container to expand it.

• Select the check box next to the container(s) you want to search in. (Refer to Table Note:, “Click Clear all to clear the check marks from all check boxes at once.,” on page 13 for guidance.)

In addition, you can use the options at the bottom of the Select Containers window to compare the contents of the selected containers, in conjunction with narrowing your search. See “Performing a compare search” on page 5-28 for a detailed description of these options.

• When you have finished selecting containers, click OK.

6. Click SUBMIT, or continue refining or expanding your search. When you have completed your search, see “Working with search results” on page 5-33 for details on what you can do with your search results.

Performing a compare search

Occasionally you might need to compare the contents of two or more containers in your Intro- spect collection to determine their similarities or differences. With a Compare search you can determine which documents appear in more than one container (folder, subfolder, batch or production) or which documents are unique to a container. You can generate a comprehensive list of all documents in all the containers you select.

For example, you might want to find all documents that appear in both the Depositions folder and the March 24th 1997 Print Production to quickly determine which depositions were produced.

The comparison search feature allows you to select from three types of comparisons: • In ANY of the Selected Containers – This is the default, since most searches are for any instance of an item, regardless of how many containers the item appears in. • In ALL of the Selected Containers – This selection would be appropriate for the depositions example given above: Find all documents that appear in both the Depositions folder and the March 24th 1997 Print Production, in order to determine which depositions were produced. • In at least one, but NOT ALL, of the Selected Containers – If you want two or more folders to contain exactly the same documents, use this search to find the missing documents, if any.

A comparison search can be performed as a simple comparison, or it can be performed in conjunction with a Fields, Object, PSN or Bates search. When performed in conjunction with one of these types of searches, the search results will be limited to those items that satisfy the comparison criteria as well as the Fields, Object, PSN or Bates criteria.

For example, if you wanted to find all documents in the Smith Folder and the Adams Folder that were somehow related to an automobile accident, and you wanted to make sure that both folders contained the exact same documents, you would perform the following search to generate a list of the documents that were missing from one or the other folder: Search In: Jackson Case Contained In: Smith Folder : Adams Folder Where:All Text containsautomobile AND accident Comparison setting:

To perform a compare search: 1. In the Introspect Browser window, click the ADVANCED tab.

The Introspect Browser Advanced Search window will open, with the Fields tab in front. 2. In the Advanced Search window, click the Object tab to bring it to the front. 3. Click Compare. 4. Double-click the All Folders icon.

5. In the Select Containers window, select the containers whose contents you want to compare.

• Click on the plus sign ( ) next to any container to expand it.

• Select the check box next to the container(s) to select it. Refer to the Table Note:, “Click Clear all to clear the check marks from all check boxes at once.,” on page 13 for guidance.

6. At the bottom of the Select Containers window, select the appropriate option.

7. When you have finished selecting containers, click OK. 8. Click SUBMIT. The documents that match your search criteria will appear in the RESULTS tab. See “Working with search results” on page 5-33 for details on what you can do with your search results.

Performing a Bates number search

Previous versions of Introspect allowed users to assign and permanently imprint Bates numbers onto document images, using the Introspect Stamp application. These numbers are searchable in Introspect 5. A Bates number search will return documents from print productions that have been assigned Bates numbers, whether or not those numbers have actually been imprinted.

Note: Your system must be enabled for Bates features for this type of search to be available.

You can search for single page or a range of pages that have been assigned Bates numbers. Documents containing those pages will be returned.

To perform a Bates search: 1. In the Introspect Browser window, click the ADVANCED tab. The Introspect Browser Advanced Search window will open, with the Fields tab in front. 2. In the Advanced Search window, click the Bates tab to bring it to the front. The Bates query panel will default to Single Page mode.

3. To search for documents within a range of Bates numbers, click Page Range, otherwise continue to step 5. 4. Enter at least one Doc Bates Prefix. This may contain letters, numbers and/or wildcard characters (_ or ? for a single character, * or % for one or more characters). You must include at least one non-wildcard character. To search for multiple Bates prefixes, separate the prefixes with commas. 5. Enter the remaining search criteria: To search for a single page:

• Enter a First Counter. This must be an integer between 1 and 1,073,741,820.

• (Optional) Enter a Doc Bates Suffix. This must be an integer between 1 and 1,073,741,820

To search for a range of pages:

• Enter a First Counter. This must be an integer between 1 and 1,073,741,820.

• Enter a Last Counter. This must be an integer between the First Counter and 1,073,741,820.

6. When you have finished setting up your search, click SUBMIT or refine your search using the techniques below.

Refining your Bates search

A Bates search is performed, by default, across all documents in your Introspect system. How- ever, you may limit your search to a particular collection or collections, or particular containers within those collections, such as folders, batches or productions.

To limit your Bates search to particular collections or containers: 1. Double-click the All Folders icon.

To search in all the documents in a particular collection, select the check box next to the collection(s).

To search in containers within a collection:

• Click the plus sign ( ) next to the collection to expand it and display its print productions.

• Select the check box next to the container(s) in which you want to search.

• Click the check box a second time to select the container and all of its subcontainers. See the Table Note:, “Click Clear all to clear the check marks from all check boxes at once.,” on page 13 table for a detailed description of how to select containers and subcontainers.

2. When you have finished making your selections, click OK. In conjunction with limiting your search to particular print productions, you can use the options at the bottom of the Select Containers window to compare the contents of the selected containers. See “Performing a compare search” on page 5-28 for a detailed description of these options. 3. Click SUBMIT. See “Working with search results” on page 5-33 for details on what you can do with your search results.

Performing a PSN search

Using Introspect's PSN Wizard, you can assign sequential numbers to the pages of documents you have gathered into a print production. (See the Introspect Print User Guide for details on how to use the PSN Wizard.)

Introspect allows you to search for documents using that page sequence number. You can search for particular pages by: • PSN prefix only • PSN prefix and page range • PSN prefix and exact page

To perform a PSN search: 1. In the Introspect Browser window, click the ADVANCED tab. The Introspect Browser Advanced Search window will open, with the Fields tab in front. 2. In the Advanced Search window, click the PSN tab to bring it to the front. The PSN window will default to Prefix mode. To search by PSN prefix only:

•In the Prefix field, enter the prefix you are searching for. A PSN prefix may be any combina- tion of letters, numbers or dashes (-). You may use wildcard characters (_ or ? for a single

character, * or % for one or more characters). You can search for more than one prefix at a time by separating them with commas.

To search by PSN prefix and page range:

• Click Page Range.

•In the Prefix field, enter the prefix you are searching for, using the above guidelines.

•In the PSN First Page and PSN Last Page fields, enter a single number in each field representing the range of pages you are searching for.

To search by PSN prefix and exact page:

• Click Exact Page.

•In the Prefix field, enter the prefix you are searching for, using the above guidelines.

•In the PSN Exact Page fields, enter a single number in each field representing the range of pages you are searching for.

3. Launch the search (click SUBMIT) or refine your search using the steps below..

Refining your PSN search

A PSN search is performed across all print productions in your Introspect system, by default. However, you may limit your search to a particular collection or collections, or particular print productions within those collections.

To limit your PSN search to particular collections or print productions: 1. Double-click the All Productions icon. The Select Productions window will open.

To search in all the productions in a particular collection:

• Select the check box next to the collection(s).

To search in particular print productions within a collection:

• Click the plus sign ( ) next to the collection to expand it and display its print productions.

• Select the check box next to the print production(s) in which you want to search.

In conjunction with limiting your search to particular print productions, you can use the options at the bottom of the Select Containers window to compare the contents of the selected containers. See “Performing a compare search” on page 5-28 for a detailed description of these options. 2. When you have finished making your selections, click OK. 3. Click SUBMIT. See “Working with search results” on page 5-33 for details on what you can do with your search results.

Working with search results

Once you have a list of documents or other items as a result of your search, you can: • Customize the display of your search results list • View the found items in the context of their containers • Open items directly from your search results list • View the search terms in the context that they were found (search-term highlighting) • Copy some or all of the found items to a folder, from where you can access them in the future • Create a Smart Folder that saves the query itself. When you open the Smart Folder, the stored query will run

Customizing the display of your search results list

Just as in the Introspect Browser main list, you can add, remove or rearrange the columns in your search results list. Click DISPLAY, and then use the techniques in “Adding, removing and rearranging display fields” on page 6-8.

You can also sort by one or more fields. Click SORT, then use the techniques in “Sorting a list of objects by one or more fields” on page 6-9.

Viewing the found items in context

If you restricted your search to particular containers, you can use the FOUND tab to view your results in the context of the containers in which they were found during that search.

You can also use the USED tab, available to most types of searches, to view your results in all of the contexts they may be found, even beyond those that satisfy your research criteria.

For example, if you searched in import batch 001 and import batch 002 for documents where Pages >15, you might get search results that include Document 128174, as in the left-hand image below. The FOUND tab will display that document in the context in which it was found (import batch 001), while the USED tab, shown on the right, will show you every instance of Document 128174, not just the instance that satisfied the search criteria.

Note: The FOUND and USED tabs are not available for PSN Searches.

To view the found items in context: • With your results list displayed on the RESULTS tab of the Advanced Search window, select the FOUND or USED tab.

You can work with these items in the same manner as with items in the original search results list (in the RESULTS tab), including rearranging columns as described above, and opening individual items as described in the next section.

Opening items directly from your search results list

Introspect allows you to open documents and other items directly from your search results list; or to jump directly to where the item resides in your Introspect system.

To open an item from the search results list, click on the name of the item.

Depending on the type of item you open, you will get different results. The Activating objects from the search results list table describes what happens when you open each type of object from a search results list.

TABLE 21. Activating objects from the search results list Object Results folder, print production, The object will open in the Introspect Browser main window. bookmark set, profile set, repository folder, queue, repository, import batch, profile, profile set, review, collection Document The Introspect Viewer will open and display the matching document, including any document text, coded information, and image. For field searches, the field or document text matching your query will be highlighted (see “Search-term highlighting” on page 5-35 for more details). For PSN searches, PSNs will appear in the upper left-hand corner of the document (or wherever you have specified in your PSN options settings). Annotation The Introspect Viewer will open and display the document to which the annotation is attached. The ANNOTATIONS tab will be in front, displaying the annotation. Smart Folder Executes the Smart Folder and displays the results in the Introspect Browser main window. Bookmark The Introspect Viewer will open and display the document in which the bookmark appears. The document will open to the page containing the bookmark, and the bookmarked text will be highlighted.

Search-term highlighting

When you open a document directly from a fields search results list, the text matching your query will appear in bold red in the text pane of the Introspect Viewer:

To navigate quickly from one hit to the next, click on the First Hit, Previous Hit, Next Hit and Last Hit buttons on the toolbar:

In the coded information pane, the text matching your query will also appear in bold red:

Note: Search-term highlighting is not supported for an "is null” search.

Copying some or all documents from a search results list into a folder

If your search results list consists of documents, you may copy them to a permanent location in your collection to access them again in the future using the techniques described in “Copying and moving folders, Smart Folders and documents” on page 6-2.

You may also use the Save Search feature to copy your search results to a folder.

To copy your search results into a folder: 1. After conducting a search and producing a list of resulting documents, click SAVE. The SAVE SEARCH AS dialog box will appear. 2. In the SAVE SEARCH AS panel, click Copy Results. 3. In the SAVE IN area, use the bread crumb list to navigate to the place in your collection where you want to save the documents. To create a new folder for the documents:

• Click NEW.

• In the NAME field, type in the name of your new folder.

• Click CREATE, then click OK.

4. Click SUBMIT. 5. Click OK to confirm, then OK when the copy is complete.

Saving queries as Smart Folders

Introspect allows you save your query – your set of search criteria – in the form of a Smart Folder. You can then run that query at any time in the future by simply “opening” the Smart Folder. Note, however, that the results of your query might change over time, as your collections change and grow over time.

This powerful feature allows you to save frequently run queries as permanent collection objects. Smart Folders enable you to maintain a dynamic list of documents that are responsive to a particular issue. As new documents are imported to the Introspect system that meet the search criteria, they, too, will appear in the Smart Folder when it is opened.

When you open a Smart Folder, its query is executed and the results list – the “hit list” – appears in the main list.

To save a query as a Smart Folder: 1. After conducting a search and producing a list of results, click SAVE. The SAVE SEARCH dialog box will appear. 2. In the SAVE SEARCH AS panel, click SmartFolder. 3. In the NAME field, enter a name for your new Smart Folder.

4. In the SAVE IN area, use the bread crumb list to navigate to the place in your collection where you want to save the Smart Folder. To create a new folder for the Smart Folder:

• Click NEW.

• In the NAME field, type in the name of your new folder.

• Click CREATE, then click OK.

5. Click SUBMIT. 6. Click OK. 7. The new Smart Folder will be saved into the selected folder.

Opening a Smart Folder

To activate, or open, a Smart Folder, you simply click on its icon in the tree view:

The stored query will run and your search results will appear in the Introspect Browser main list. You can work with these results just as with any search results – customize the display, view the items in the context of their containers, open items directly from the search results list, and so on, as described in the beginning of “Working with search results” on page 5-33.

Searching with Field sets

Field sets are designed to simplify the searching process. Unlike other index fields, field sets do not actually store coded information. Instead, they act as containers for related index fields.

Field sets establish relationships between fields and allow you to search on multiple fields easily, with a single search. For example, the index fields Street Address, City, State and Zip Code might be grouped together as members of the Full Address field set. You can then search across all of those member fields simultaneously by performing a simple search on the Full Address field.

You can use field sets in collections, reviews or profile sets.

It is important to note the following regarding field sets: • All member fields of a field set must be of the same data type. • Numeric field sets (integer, decimal, money and datetime) are searchable only if they are range field sets. • Because field sets are used exclusively for searching, they are not visible in the Introspect Explorer window. They are only visible in Introspect Search, and have the same appearance as other index fields.

To search across all fields in a field set: 1. In Introspect Search, select the field set from the Fields drop-down list.

2. Accept the default search operator (contains (in any)), or choose one from the drop-down list. See the “Fields search: Search Operators” on page 5-6 for guidelines. 3. In the Search Term box, enter the term you are looking for. 4. Click Search. Introspect will search across all fields in the field set for the value you entered.

Using range searching with field sets

Field sets that are composed of exactly two numeric fields (integer, decimal, money and datetime) provide a useful range calculation option. A range option defines a set of boundaries for an item, such as a beginning and end (for a datetime field), or a high and low (for numeric fields). This range option is useful in locating a particular value such as a document sequence number that lies between a higher and lower value. You must enter only two numeric fields (a high and low value) for a range calculation. If you enter more than two fields, you will not receive an error message, however, neither will you see results.

Note: Field sets of Boolean data type are not useful for range calculation and do not return data.

For example, suppose the two fields Start Date and End Date have been defined as members of the field set Duration, and the Duration field set has been enable for range searching. If you then want to find a contract that was active on a particular date, you can simply enter the date in ques- tion into the Duration field. Introspect will do the range calculation and return any matching documents.

To perform a range search: 1. In the Advanced Search window, select the desired field set from the Fields drop-down list. The operator will default to range contains.

Note: If the desired field set is not visible in the Fields drop-down list, is may be that it has not been enabled for range searching. Contact your Introspect Administrator.

2. In the Search Term box, enter the number or date you are searching for. 3. Click SUBMIT.

Introspect will find all items whose contains the number or date you entered.

Working with folders and Smart Folders

Folders are basic tools for organizing information in Introspect. Folders function much the same way in Introspect as they do in other Windows applications: as containers for documents or other folders. In Introspect, folders can also contain other objects, such as bookmark sets, productions or Smart Folders.

Folders and their contents

Documents are always organized into Introspect folders. Remember that an Introspect document is merely a pointer to two things, the document record, containing coded information and text, and the scanned or electronic document.

When you delete a folder in Introspect, the documents that appeared to be in that folder are not deleted. What is deleted is that particular grouping of document pointers within the folder. Those pointers, those “documents,” can be reassembled using a query (a search), or by pulling them from other folders within the collection.

On the other hand, certain other objects, such as Smart Folders, actually do reside in their folders, and will be lost when they or the folders containing them are deleted. In such cases, those items would need to be re-created.

Creating folders

To create a folder: 1. Open the collection or folder in which you want your new folder to appear. 2. On the object menu bar, click NEW. The NEW window will open, and the contents of the CRE- ATE A NEW box will default to Folder.. 3. Highlight the contents of the NAME box (shortcut: click three times in the NAME box). 4. Type in the new name of the new folder. 5. Click CREATE. You will see a message telling you the new folder has been successfully created. 6. Click OK.

You now have a folder that you can start putting documents into. Typically you will populate your new folder by issuing searches on the database for certain documents, then copying those documents into your folder. You might also populate your new folder by copying documents from existing folders.

Browser provides powerful searching capabilities, which are described in detail in “Searching.” However, the simplest, fastest way to search is to execute a search that has already been defined and stored in a Smart Folder.

Smart Folders and their contents

Smart Folders look and behave much like other folders in your collection. Smart Folders, however, are actually links to stored queries, or search requests. Opening a Smart Folder executes the stored query, and puts the most up-to-date results inside the Smart Folder. So, while the contents of a normal folder are more or less static (simply the documents that have been copied or moved into the folder), the content of a Smart Folder changes to reflect the search results at the time the Smart Folder is opened.

For more information on creating and working with Smart Folders, refer to “Saving queries as Smart Folders ” on page 5-36.

To open a Smart Folder, click on the Smart Folder name.

Browser will execute the stored query, and display the findings of the query (i.e. the results of the search) as the contents of the folder in the main view. You can then view the found documents, or copy or move those documents into a folder.

Copying and moving folders, Smart Folders and documents

Objects vs. documents

When you copy an object other than a document, Introspect places a duplicate of that object and its contents in the destination container. Although the duplicate will have the same name and contents as the original, it will be treated as separate entity, and will not be affected by changes made to the original.

When you move an object other than a document, Introspect moves that object and its contents to the destination container, thereby removing it from its original folder.

Note: In order to copy or move an object, you must have WRITE permissions on the destination folder.

However, documents are handled a bit differently. When you copy or move an Introspect document, you are merely copying or moving a pointer, not the document itself. In other words, copying an Introspect document to a new location does not make a duplicate copy of the image, text and data associated with that document on the Introspect database. Instead, a new pointer to the document's database record is created in the destination location.

To copy and move folders, Smart Folders, and documents: 1. Locate the object(s) you want to copy (or move), such that they appear in the Browser's main list. 2. Select the object(s) to be copied (or moved), using one of these methods: To copy (or move) a single object:

• Click on the object's icon.

• From the pop-up menu, select Move. The Copy (or Move) dialog box will appear.

To copy (or move) one or more objects:

• Locate the objects you want to copy (or move), such that they appear in the Browser's main list.

• Select the check box next to each item you want to copy (or move).

Note: To select all objects on a page, SHIFT-click the check box next to the first item.

• From the object menu bar, select COPY or MOVE.

3. In the COPY TO (or MOVE TO) area, click on the destination collection or folder. If the destination folder is not visible, click on a folder name or icon to drill down into it, or use the bread crumb list to navigate higher up in the collection until the name of the destination folder appears last in the bread crumb list. 4. Click COPY (or MOVE). The folder, Smart Folder or document will now reside in the destination location. If you performed a MOVE, the item will no longer be in its original location.

Note: You cannot move documents from a list of search results, from a Smart Folder, or from an import batch.

You may only select documents on one page at a time (up to 10 documents).

Renaming objects

You can rename most objects, provided you have adequate permissions. When you create an object, you become the owner of the object, and therefore you can rename it at any time.

To rename an object: 1. Click on the icon of the object you want to rename. 2. From the pop-up menu, choose Rename. The Rename window will open. 3. In the New Name box, type in the object’s new name, replacing the old name. 4. Click Rename.

Note: You cannot rename documents.

Deleting objects

In general, documents, folders and Smart Folders may be deleted, provided you have adequate permissions. However, you may not delete a document from within import batches (unless you are an administrator), nor from within search results lists or Smart Folders.

To delete a folder, Smart Folder or document: 1. Click in the check box next to each item you want to delete.

Note: To select contiguous items in a list, click the check box next to the first item, press and hold the SHIFT key, and click the check box next to the last item you want to select. All items between the first and last will be selected.

2. On the object menu bar, click Delete. 3. The Delete window will open, with a list of the selected object(s). 4. Click Delete to delete the object (or Cancel to leave the object untouched).

Adding documents to a collection

A New Document Wizard is available for Introspect Browser users, provided your Introspect Administrator has configured your system to enable this feature. Similar to Introspect Explorer’s New Document Wizard, this feature allows you to add new documents to a collection, as well as copy the document(s) into a folder for easy access and populate index fields. You have the option of naming the import batch at the time of importing, as well as the option of sending the document(s) to the Rendition Queue.

Necessary permissions To have access to the New Document Wizard you must possess (R)(W) permissions for the collection to which you are adding documents.

You must possess (R)(RW) permissions to add a new document to an existing repository folder.

You must possess (R)(RW) permissions and also own the collection in order to create a new repository and new repository folder.

To add a document to a collection: 1. Open the collection to which you want to add a document. 2. In the object menu bar, click NEW. 3. The NEW window will open. From the CREATE A NEW drop-down list, select Document, then click CREATE. 4. Select a repository for your new document from the list of available collection repositories. 5. Select a repository folder from the list of available repository folders. 6. Navigate to and select a folder in your collection where you want to copy your new document(s), or create a new folder. To create a new folder:

• Click NEW.

• In the NAME box, enter a name for your new folder.

• Click CREATE, then click OK to confirm.

7. Click Next. 8. The Add New Documents window will appear, which allows you to select up to five documents to be added to your collection. Click Browse to navigate to the document(s) you want to add.

To enter customized index and import batch names, or submit document(s) for text rendering:

• Click Advanced

• Enter names for the new import batch.

• If you want to submit the document(s) to be sent to the Rendition Queue, select the Render Documents check box.

Note: To submit documents to the Rendition Queue, your Introspect Administrator must configure your system for this option to be available.

9. Click Next. A window will appear displaying the status of the document import process, fol- lowed by a window displaying a summary of the completed import job. 10.Click Next. The Field Values window will appear, which allows you to edit the coded information for your document. See “Editing coded information” on page 8-1 for information on editing coded information. The coded data you enter will be applied to all documents of this particular instance of the New Document Wizard. 11.Click Submit to continue. A Document Upload Summary window will appear.

12.Click CLOSE to return to the Browser. A new import batch containing the new document(s) has now been created, and the document(s) have been copied to the specified folder in your collection.

Sending Introspect objects to other users

While navigating through your collections, you might want to send an Introspect object to another Introspect user. As long as that user has access permissions to the object in Introspect, they will be able to click on the link, log in to Introspect, and view the object.

To send an Introspect object to another user: 1. In the Browser list view, select an object or objects (use the SHIFT or CTRL keys to select multiple objects).

2. On the object menu bar, click SEND.

3. In the new E-mail window that opens, enter an address in the To field. 4. Edit the subject and content as necessary, being sure to keep the embedded link intact. 5. Send the E-mail.

When the receiving user clicks on the link, they will be asked to log in to Introspect Browser, and then will be taken to the object (or the deepest context for which they have permissions).

Special navigation buttons

On the same menu bar as the bread crumb list is a set of buttons designed for reporting administration and to speed navigation. They are the Administer Reports, History, Last Copy/Move To and My Workspace buttons, and are pictured below:

Administer Reports

Clicking on the Administer Reports button will open a folder containing report templates. This folder is used to create, edit and store reports. For more information on reports, see Chapter 8, “Introspect Reporting” on page 9-1.

Last Copy/Move To Folder

Clicking this button will jump you to the last location you copied or moved items to. It is stored per user per workstation.

History

The History folder, also unique to each user, contains the documents most recently viewed by that user, as well as any searches performed by that user. The History folder has no practical limit to the number of documents and searches stored.

My Workspace

My Workspace is a personal folder created automatically when you log in to Introspect using Browser. This personal folder is associated with your login name, so it is available to you regardless of your location or what computer you have used to connect to the Introspect system. My Workspace is not visible in the desktop version of Introspect (Explorer). It is strictly a storage device for eCM Browser users.

You will notice a My Workspace folder at the top level of each collection in your Introspect system. My Workspace is collection-specific as well as user specific. Every user has one unique My Workspace folder inside every collection visible to that user.

Any item that can be copied – documents, folders, Smart Folders – can be stored in your My Workspace folder.

Note: You cannot view the My Workspace folder in Introspect Explorer.

Customizing your display

When you open a container in Introspect, its contents appear in the main window. The objects are displayed in columns, with certain fields and coded information associated with them.

Adding, removing and rearranging display fields

It may be the case that you want to change the displayed fields associated with an object, or that you want to rearrange the information that is displayed. Introspect Browser provides you with a number of methods for doing this.

To add, remove or rearrange displayed fields for a particular container: 1. On the container menu, click DISPLAY.

The DISPLAY COLUMNS window will open.

2. To add a field to the list of displayed fields:

• Click on the field(s) in the AVAILABLE list box.

• Click Add.

The field will appear in the DISPLAYED list box. 3. To add all the fields to the list of displayed fields, click Add All. 4. To remove a field from the list of displayed fields:

• Click on the field in the DISPLAYED list box.

• Click Remove.

5. To remove all fields from the list of displayed fields, click Remove All. 6. To rearrange displayed fields:

• Click on a field in the DISPLAYED list box.

• Click the up arrow to move it up in the list, and the down arrow to move it down.

7. When you have finished selecting which fields you want to display, and in what order, click Submit.

Sorting a list of objects by one or more fields

You can sort lists of displayed objects by one or more of the visible fields.

To sort a list of objects: 1. In the container menu, click SORT. The SORT COLUMNS window will open.

2. From the SORT BY drop-down list, select the first field that you want to sort by. 3. Select ASCENDING or DESCENDING. 4. If you want to sort my more than one field, repeat steps 3 and 4 using the THEN BY drop- down lists.

Adjusting the panel sizes

You may adjust the sizes of the panels in the Document Viewer using the splitter bar:

Adjusting the number of items per page

By default, Introspect Browser displays 10 items per page. You may increase this number to 20, 25 50 or 100.

To increase the number of items displayed per page: 1. Click OPTIONS in the main menu bar. 2. From the Page Size drop-down list, select the number of items to appear on each page.

Note: Increasing the number of items may increase the amount of time it takes for each page to appear.

3. Click Submit.

Introduction

The term review refers to a collection of annotations – comments, notes, highlights and redactions – created by Introspect Explorer, Browser and Code users as they view individual documents on the Introspect system. Users can make note of or reflect on the presence of content in documents that might be useful to other Introspect users, and store those comments in annotations. Annotations provide a way of creating a running commentary on documents and collabo- rating securely with other users.

Reviews act almost as a collection within the larger collection; their content is search indexed, and becomes a part of that collection's searchable material. By using reviews, your organization develops a powerful knowledge base of comments and annotations that immediately becomes one of the resources at the disposal of your staff.

In Introspect Browser, reviews look like this: .

Types of reviews

There are four possible types of reviews in any Introspect collection: • The General Review The General Review is an Introspect review that is created automatically with each new collection. Unlike other subjective reviews, which can contain all variety of information, the General Review is designed specifically to note any aspects of the Introspect document that might otherwise escape notice. For example, a scanned document might contain a photograph depicting some relevant event or object. The Introspect search engine will not recognize the photograph, so its important content may well go undetected. In the General Review, however, individuals reviewing documents can make a written record that the photo exists (Type: graphical) on a certain page, and make a note of the photo's contents (Subject: car after head-on collision). This note is added to the General Review, and becomes part of the searchable content of the document collection. • The Transcript Review The Transcript Review is an optional review, designed to contain annotations associated with imported transcripts. A collection can contain only one Transcript Review. • The Privileged Review

This review will exist in your collection if your Introspect Administrator has configured your collection to support Privileged Pages and Documents. Whenever a document or page is marked as privileged (in Introspect Explorer), a privileged annotation is created, and is stored in this review. Only Privileged Users can mark a page or document as privileged. • Issue reviews A collection can contain any number of issue reviews Also referred to as a subjective review, an issue review can contain comments related to a particular subject or issue, or perhaps the comments of a particular individual or group. Issue reviews, created by Introspect administrators, can contain any type of field.

Note: Document annotations can only be created by users with WRITE permissions for the review in which the annotation will be stored, or by users with Introspect Adminis- trator permissions.

Together with document text and coded information, these groups of annotations constitute the bulk of searchable, viewable content on the Introspect system.

Annotating a document

You can create annotations as you are reviewing an Introspect document in the document viewer. These annotations can be added to the contents of the collection's General Review, or to other reviews for which you have permissions.

There are three types of annotations that you can create in Browser: Standard, Highlight and Redaction. See the Annotation Types table for a description of each of these types of annotations (as well as Graphical, Handwriting and Privileged annotation types, which may have been specified for an annotation using the Introspect Code or Explorer applications). In addition, there are other types of annotations that are created automatically, in the context of working with transcripts or marking pages and documents as privileged. These annotations, which are stored in the Transcript Review and the Privileged Review, respectively, cannot be edited.

TABLE 1. Annotation Types Annotation Type When to use: Standard The annotation contains comments related to content in the document, on the annotated page. Highlight …if you want to highlight a passage in the document. You can add comments related to the highlighted passage. Redaction …if you want to redact a passage in the document. You can add comments related to the redaction. Graphical The document contains graphical elements such as photographs, diagrams, or pictures. These elements will not be recorded by text rendering. This annotation is used to mark their presence and theme.

TABLE 1. Annotation Types (Continued) Handwriting The document contains handwritten comments (marginalia). This writing will, in all likelihood, not be recorded by text rendering. This annotation is used to mark the presence of handwriting on a page. Privileged The page or document has been marked as Privileged by a Privileged User.

Note: If you add a highlight or redaction to your annotation, the annotation Type will automatically change to Highlight or Redaction when you click Save.

To create a new annotation: 1. Open the document to which you want to add an annotation.

2. Use the page navigation buttons to move to the page in the document to which you want to add an annotation. To create a Highlight or Redaction annotation:

• Click on the highlight pen or the redaction pen .

• Click and hold your mouse button down while dragging to select the passage you want to highlight or redact. Release the mouse button when you have selected the passage. The NEW ANNOTATION window will open.

To create a Standard annotation:

• Click on the ANNOTATIONS tab .

• Click New . The FIELD VALUES window will open.

3. From the alphabetized Review drop-down list, select the review to which you want this annotation to belong. 4. In the Subject box, type in a short text description of the annotation. 5. In the Notes box, type in your annotation comments.

Note: Review is a required field. Subject, Notes, and user-defined fields are not required fields.

6. Fill in any other the fields that you want, then click SUBMIT. To annotate another document:

• Navigate to another document in the collection.

• Repeat the steps described above. Note that the review you selected above will persist in the Review drop-down list. You may add your annotation to that review or select a different one.

Viewing and editing annotations

Once you have created document annotations, you can view and edit them using the document viewer. You may also edit annotations created by other users, provided you have been granted permissions to the review in which those annotations are stored.

Note: You will not be able to advance to the next or previous document while you are adding or editing an annotation.

To view an annotation: 1. Navigate to and open the Introspect folder, Smart Folder, or print production containing the document whose annotations you want to view. 2. Click on the name of the document to open it. 3. Click on the ANNOTATIONS tab to bring it to the front. 4. From the alphabetized Review drop-down list, select the review for which you want to view annotations. Any annotations to this document that are stored in that particular review will appear in the Annotations list below.

Note: If any review names in the Review drop-down list are lengthy, you can resize the left panel by dragging the splitter to view the review names.

To view annotations from all reviews, select All from the Review drop-down list. If the annotation you want to view is not associated with page 1 of the document, it will not immediately appear in the Annotations list. To view annotations on all pages of the document, click All to view the annotations on all pages of the document, then click the GO button to refresh the display. 5. Use the annotation buttons to view the highlights and redactions associated with a particular annotation. See Table 4, “When you are finished editing the annotation fields, click SUBMIT.,” on page 6. Two of the choices on the Annotation menu bar have serial states: show and select: Clicking on an item will rotate it through each of its states. To view annotations for a different document:

• Navigate to another document in the collection.

• Repeat the steps described above. Note that the review you selected above will persist in the Review drop-down list. You may view annotations for that review, select a different one, or select all reviews.

After an annotation with highlights or redactions has been created, you may want to add additional highlights or redactions.

To edit an annotation's highlights or redactions: 1. In the Annotations list, click on the Edit annotation button

( )for the annotation you want to edit.

Note: An annotation can contain a highlight or a redaction, but not both.

2. From the pop-up list, select Edit Highlights. Four things will happen: the annotation in the Annotation list will turn darker blue; the highlights or redactions associated with just that annotation will become visible on the document image; the most recently placed highlight or redac-

tion will be selected (it will appear darker than the others), and your cursor will switch from an

arrow to cross-hairs . To add a highlight or redaction:

• Click and hold your mouse button down while dragging to select the passage you want to highlight or redact.

• Repeat for each highlight or redaction you want to add.

To remove a highlight or redaction:

• Use the next highlight and previous highlight buttons to select the highlight or redaction you want to remove. (A redaction turns dark gray when it is selected; a highlight turns bright yellow when it is highlighted.)

• When the highlight or redaction is selected, click the Remove Highlight button to remove it.

• Repeat for each highlight or redaction you want to remove.

3. When you are finished adding or removing highlights or redactions, click the Edit Annotation button again on the annotation in the Annotations list. 4. From the pop-up menu, select Save Highlight Changes (or select Discard Changes to cancel).

To edit an annotation's fields:

1. In the Annotations list, click on the Edit Annotation button ( , or ) for the annotation you want to edit. 2. From the pop-up list, select Edit Fields. The EDIT ANNOTATION window will open. 3. Edit the annotations fields. If you need help filling in annotation fields, see earlier in this chapter. 4. When you are finished editing the annotation fields, click SUBMIT.

TABLE 2. Annotation viewer buttons Button Function Description , or Edit annotation Edit the fields, highlights or redactions associated with this annotation. The button indicates the annotation type:

= standard, graphical, handwriting

= highlight

= redaction

= Privileged (may not be edited)

TABLE 2. Annotation viewer buttons (Continued) Show/hide highlights/ View the highlights or redactions associ-

redactions ated with this annotation. Select/deselect annota- Select/deselect this annotation. Selected

tion annotations appear in blue in the annotation list. Whatever command you choose next will affect the annotation(s) you have selected.

TABLE 3. Annotation menu items Menu item Description Toggles between three viewing states: - Show all highlights and redactions

- Hide all highlights and redactions

- Show only the highlights and redactions from individually selected annotations (annotations currently displaying the show highlights/redactions icon ) Toggle between three selection states: - Select all annotations

- Deselect all annotations (i.e. select no annotations)

- Select only individually selected annotations (annotations

currently displaying the select annotation icon ) Create a new annotation

Delete selected annotations

Send the document and selected annotation(s) via E-mail, in the form of a URL link, to another Introspect user.

Working with coded information

You can edit a document's coded information in the Document Viewer, provided your Introspect Administrator has given you the necessary privileges.

Editing coded information

To edit coded information: 1. Click on the EDIT tab.

The FIELD VALUES window will open. This window allows you to edit only the coded fields you have designated to display using the Display dialog box. For more information, refer to “Hiding/Displaying coded fields” on page 8-4. If the document contains required fields, you will not be able submit your changes to the document fields until the required fields have been populated. Required fields have an asterisk next to the field name:

Required fields are configured in Introspect Explorer, but are visible in both Introspect Explorer and Browser. If you do not have appropriate privileges to edit a field, you will only be able to view the field’s contents:

2. Add or make changes to the field values. See Table 4, “Repeat steps 1 through 3 for each field you want to edit.,” on page 2 below for guidelines on entering values in Browser. See Table Note:, “Multi-value fields are not case sensitive. If you attempt to add an already existing value, your new value will be ignored.,” on page 3 for information on the various data types and format allowable in Introspect. 3. When you have finished making changes, click SUBMIT.

4. Repeat steps 1 through 3 for each field you want to edit.

TABLE 1. Making changes to field values

Field type How it looks How to use it Text Type the text in the box. Your text can exceed the boundaries of the box. The scroll arrows allow you to navigate up and down in the text box. Date Select the month, day and year from the appropriate drop-down lists. Leaving the year blank will cause the year to default to the current year. Integer, currency or Type the integer, decimal number or decimal currency value in the box.

...with a restrictive Select a value from the drop-down pick list attached list.

...with a non-restric- Type in a new value, or, click the tive pick list attached down-arrow to display the pick list.

In the pick list, click on the desired value, then click the arrow again to close the pick list. Boolean Click Yes or No, or Not assigned.

Special Date Enter the Special Date in the box.

Multi-value text To edit a value, select the value you ...with no pick list want to edit, then click the EDIT. The NEW VALUE box will open. Enter the new value, then click CHANGE. The new value will appear in the field’s text box. To add a value to the multi-value field, click ADD. The NEW VALUE box will open. Enter your new value, then click ADD. The new value will appear in the field’s text box. To remove a value, highlight it in the text box and click DELETE.

TABLE 1. Making changes to field values (Continued) ...with a restrictive In the NEW VALUE box, select a pick list pick list value from the drop-down list, then click ADD.

...with a non-restric- In the NEW VALUE box, type in a tive pick list new value - OR - Click the down-arrow to display the pick list.

In the pick list, click on the desired value, then click the arrow again to close the pick list.

Note: Multi-value fields are not case sensitive. If you attempt to add an already existing value, your new value will be ignored.

TABLE 2. Data Types

Data Type Description Text Alphanumeric characters. Text strings can be a maximum of 255 characters in length. Large Text Text field up to 32,767 characters in length. Integer An integer –2,147,483,648 to 2,147,483,647. Searchable range is - 1,073,741,820 to 1,073,741,821. Date Date from January 1, 1753, to December 31, 9999. Decimal A value from –999,999,999.999999999 to 999,999,999.99999999. Search- able range is -10,737,418.20 to 10,737,418.21 (integer range scaled by a factor of 100). Money A value from –922,337,203,685,477.58 to 922,337,203,685,477.58. Searchable range is -1,073,741,820 to 1,073,741,821. (Note: Although Introspect stores the entire value of a money field, only the integer portion of the field can be searched on.) Boolean Either 1 (true), 0 (false), or not selected Special Date This data type allows users to type in incomplete or “fuzzy” dates, and later conduct searches on those dates. An X can be typed in for any missing digit if, for example, the original document’s date is hard to read. The format must be exactly 8 characters (0-9 or X), in the form yyyymmdd (ex: 199X120X for December X, 199X). The range for Special Dates is 00000101 to 99991231.

In-Line Document Field Editing

If your Introspect Administrator has configured your system for in-line editing, you may edit documents fields right in the Document Viewer, without having to invoke a separate editing window. Large text fields, however, may not be edited, in order to maximize performance when navigating from one document to the next.

This in-line editing feature allows you to edit only the coded fields you have designated to display using the Display dialog box. For more information, refer to “Hiding/Displaying coded fields” on page 8-4.

To perform in-line field editing: 1. In the Document Viewer, click the Toggle Inline Editing icon, above the coded information panel:

The coded information panel on the left will change to inline editing mode. 2. Make edits directly in the coded information panel, using the rules described above in “Editing coded information” on page 8-1. 3. When you have finished making edits, click the Commit Changes icon or navigate to another document to save your changes. (To discard your changes, click the trash can icon.)

Hiding/Displaying coded fields

You can indicate which coded fields you want to display in the Document Viewer and hide the remaining fields. You can also indicate the order in which you want your chosen fields to display. The fields you choose to display will also be the same fields that will display when you subsequently click on the EDIT and VIEW tabs. This feature permits you to manage your coded fields efficiently; you can choose to display fields that frequently demand your attention and hide fields you may rarely use. The settings you make using this feature are automatically applied to future sessions.

You can access the coded fields you choose not to display by clicking on the All Other Fields element below your displayed fields. To expand All Other Fields and display your hidden coded fields, click on the hotspot. To hide the fields again, click on the hotspot again. This All Other

Displayed Fields

All Other Fields - collapsed

Fields feature also appears on the in-line editing window but does not permit you to edit fields that you have not chosen to display. For more information on in-line editing, refer to “In-Line Doc- ument Field Editing” on page 8-4.

If you choose to expand the All Other Fields element, the element will remain expanded only for the document you have opened; if you open another document, All Other Fields will appear collapsed for that new document.

The following shows All Other Fields expanded revealing your hidden coded fields. All Other Fields - expanded

Hidden Fields

Tthe Display dialog box, an illustration of which appears below, helps you to adjust the display of your fields.

To display, hide, or rearrange coded fields in the Document Viewer: 1. Click on the DISPLAY tab. The DISPLAY FIELDS window will open. 2. To remove a field from the list of displayed fields:

• Click on the field in the DISPLAYED list box.

• Click Remove.

3. To remove all fields from the list of displayed fields, click Remove All. 4. To add a field to the list of displayed fields:

• Click on the field(s) in the AVAILABLE list box.

• Click Add.

The field will appear in the DISPLAYED list box. 5. To add all the fields to the list of displayed fields, click Add All. 6. To rearrange displayed fields:

• Click on a field in the DISPLAYED list box.

• Click the up arrow to move it up in the list, and the down arrow to move it down.

7. When you have finished selecting the fields you want to display, and in what order, click Sub- mit.

If you perform a search that produces highlighted results in some of your coded fields, the highlighted terms will appear in the fields you have chosen to display. If highlighting appears in fields you have chosen not to display, the Other Search Hits element will appear below your displayed fields. This appearance informs you that a search has produced results in fields that are hidden.

You may click on the Other Search Hits element hotspot to expose those fields that contain highlighted search results.,

If you choose to expand the Other Search Hits element, it will remain expanded for other documents you choose to view and will also persist for future Introspect sessions.

Working with document text

Document text might originate from a variety of sources. Text might have been rendered from the scanned image or electronic document using Introspect's Render application, or might have been imported along with the original document. All document text is an integral part of the Introspect document.

Hiding and displaying document text

Use the TEXT and IMAGE tabs to open or close the document text pane.

To display document text, click on the TEXT tab to view the document text along with the document image.

To hide document text, click on the IMAGE tab to view just the document image.

Copying and Pasting Text from the Document Viewer

Once you have text displayed, you can copy and paste it using features provided in the viewer. This enables you to make use of the content of Introspect documents to fill in fields (provided your Introspect Administrator has set security to allow editing of document fields), or to pull information from Introspect documents to use in annotations.

To copy and paste text from the Document Viewer: 1. Drag your pointer to select the text you want to copy. To select the document's entire text, right-click anywhere in the text and choose Select All from the shortcut menu. 2. With the text highlighted, right-click anywhere in the highlighted text. 3. Select Copy from the shortcut menu. The text will be copied to the Windows clipboard. 4. Click inside a field, or in a document in a different application (such as Microsoft Word or Excel) where you want to paste the text. 5. From the Edit menu, select Paste. The text will be inserted into the new location.

Working with bookmarks

Bookmarks act as markers in document text. After a passage has been marked with a bookmark (in Introspect Explorer), you or other users can return to it later simply by clicking on the bookmark. Introspect will open the document the bookmark was placed in, and bring you immediately to the location you marked, which will be highlighted for easy reference.

Because they can be shared among individual users or teams of attorneys researching an issue, bookmarks provide an easy way to circulate ideas, or call others' attention to relevant passages in an Introspect document.

Bookmarks relating to a common theme are stored in a bookmark set. Bookmarks and bookmark sets can only be created using the Introspect Explorer application, but can be viewed in Intro- spect Browser.

Activating a bookmark

Once a bookmark has been inserted into an Introspect document and saved in a bookmark set, it can be activated by any user with adequate access permissions.

To activate a bookmark: 1. Open the collection containing the bookmark you want to activate, and locate the bookmark set in which it is contained.

A bookmark set may be located anywhere in a collection, and may be located within a folder or subfolder in that collection. The bookmark set's name will provide a clue as to the content referenced by its enclosed bookmarks. 2. Open the bookmark set. The bookmarks contained within it will be displayed in the main list. 3. Click on the name of the bookmark you want to activate. Introspect will open the document viewer, displaying the page of the document containing the bookmark..

Working with document images

Manipulating images

The image manipulation buttons function only with TIFF documents, not with electronic documents. None of them has a permanent effect on the document. They are provided only to enhance image viewing. See “Using the toolbars” on page 4-11 for a detailed description of these buttons.

Most of the image manipulation commands – Rotate, Zoom In, Zoom Out and Magnify – apply to the current page only. When you navigate to the next page you will be returned to the document’s original view. The Lock Rotation and Lock Zoom settings allow you to persist a particular rotation or zoom across pages and documents during a particular Browser session.

Best Fit and Fit to Width are viewer settings that persist from one user session to the next.

The Thumbnails setting applies to the current session of the Document Viewer. When you exit the viewer – for example to execute a search, or to open a transcript – the Viewer will return to the document’s original view.

Printing document images

While viewing a scanned image (TIFF) document, you can print it at any time by selecting PRINT from the action menu bar.

From the window that opens you can select various printing options, including page range, confidentiality statements, or whether to print a versioned production of the document. For a complete description of printing options, see “Printing” on page 10-1.

Working with attachments

Attachments (also called “compound documents” or “related documents”) refers to a group of individual Introspect documents that are linked to one another. For example, a book imported to

Introspect can be treated as a group of attachments, with the chapters being separate but related documents. The entire book would then be a compound document, made up of the related chapters.

The ATTACHMENTS tab allows you to view and print document attachments in Introspect Browser.

To view a document’s attachments: 1. Open the document in the Document Viewer. If the document has any attachments, the ATTACHMENTS tab will display a paper-clip icon.

2. Click the ATTACHMENTS tab. A list of the attached documents, as well as any parent documents, will appear in a panel at the right of the Document Viewer. You may select any one of the links to immediately open an attachment or parent document.

In the list of attachments in the right-hand panel, documents are listed by their object ID number only. If you want to list additional document properties, click Display.

To view additional attachment properties: 1. Click DISPLAY. The DISPLAY COLUMNS dialog box will open. 2. In the AVAILABLE list, select the property (or CTRL-click to select more than one property) that you want displayed in the Attachments panel, then click ADD. 3. Click ADD to move those items to the DISPLAYED list.

4. When you have made your selections, click SUBMIT to return to the Document Viewer.

Sending Introspect documents to other users

While viewing a document in the Document Viewer, you might want to send a document link to another Introspect user. As long as that user has access permissions to the document in Intro- spect, they will be able to click on the link, log in to Introspect, and view the document.

To send an Introspect document from within the Document Viewer: 1. On the object menu bar, click SEND. 2. In the new e-mail window that opens, enter an address in the To field. 3. Edit the subject and content as necessary, being sure to keep the embedded link intact. 4. Send the E-mail.

When the receiving user clicks on the link, they will be asked to log in to Introspect Browser, and then will be taken to the document (or the deepest context for which they have permissions).

Saving document images to disk

You have the option of saving an Introspect document to a local hard drive, allowing you to then open the document in its native application. This feature allows you to take advantage of specialized features offered by the document’s native application, and to have a copy of the document for your own purposes.

Note: Any changes you might make to the local copy of the document will not be saved into the Introspect version of the document.

To save a copy of an Introspect document to disk: 1. Open the document in the Document Viewer. 2. Click the Download Entire Document button.

3. Navigate to and select the location where you want to save the document, and click Submit.

Working with profiles

Profile sets are a powerful feature that enables users to gather, organize, and search on information related to a particular topic or theme. This information is not linked to any particular documents or images. In practice, profile sets might function like an on-line scrapbook that pulls together different ideas, thoughts and data, and makes that information available to concerned users. Or, profile sets could be structured as disciplined information resources in which the type and format of data in the profile set is highly consistent and regulated.

In either case, profile sets serve as a flexible on-line information resource for Introspect users, allowing them to store and share ideas, and retrieve information vital to research.

Profile sets can only be created using the Introspect Explorer application.

Creating profiles in a profile set

Once a profile set has been created, any users given the appropriate permissions can begin adding profiles to the set. These profiles are the notes and records that will fill the set, and serve as information resources to other users.

To add a profile to an existing profile set:

1. In Introspect Browser, locate the profile set to which you want to add a profile. 2. Click on the profile set name to open it. Any existing profiles in the profile set will appear in the main view. 3. In the object menu, click NEW.

The NEW window will open. 4. From the CREATE A NEW drop-down list, select Profile. 5. In the NAME box, type in a name for your new profile. 6. Click CREATE. 7. Click OK. Your new profile will appear in the list of profiles contained in the profile set. You can now begin to add information to the profile.

To add information to a profile: 1. Click on the profile icon, then select Properties from the shortcut menu. The fields configured for the profile set will appear, allowing you to begin filling in the profile. Every profile contains three standard fields: Subject, Alternate Subjects and Notes. Your profile may allow you to enter information into additional fields as well.

2. Click on the plus sign of the field you want to edit . The EDIT FIELD VALUE window will open.

3. Add or make changes to the contents of the VALUE box. For a description of how to fill in the various types of fields, see step 2 of Editing coded information earlier in this chapter. 4. When you have finished making changes, click SUBMIT.

Print List

You can create simple reports on the contents of a container (including items other than documents) by using the Print List command.

To use the Print List command: 1. Open the container from which you want to print a simple report. 2. On the container menu, click PRINT LIST. The Print List Options window will open. To see a preview of your printed list:

• Click PREVIEW . A preview window will open containing a preview of the first ten items in your report.

• After viewing the preview, click the close button to close the preview window.

• Click PRINT LIST again.

3. Select All to print a list of all the objects in the container, or Current Page to print a list of just the objects on the current page. 4. Click PRINT. The Print dialog box will open. 5. Select your preferences for this print job – printer, page range, number of copies, etc. 6. Click the Options tab to bring it to the front. 7. On the Options tab, select Print all linked documents. 8. Click Print. Your print job will be sent to the designated printer, and you will be returned to the Print List Options window. 9. Click CLOSE.

Note: PRINT LIST will print a list of all objects. (You cannot select only certain objects to be printed by clicking the check marks next to the objects.)

Introspect Reporting

Crystal Reports has been integrated with Introspect to provide you with a powerful report presentation tool. Reports are delivered via HTTP to your browser, where you have enhanced viewing capabilities and the ability to copy, send to other users, and print. Users designated as Report Designers can export, modify and import customized reports.

Introspect reporting allows you to: • Design a report starting with a simple, blank report. • Design a report based on an existing report. • Generate a report using an existing report design.

Designing report templates

Reports can only be designed by users designated as Report Designers, and only on worksta- tions that have a full version of Crystal Reports 8.5 installed. Contact your Introspect Administra- tor if you feel you should be given permissions to design report templates. For more information on designing reports, see the Introspect Administration Guide.

Running reports

Types of reports

There are three types of standard reports: • Document report • Document annotation report • Review annotation report

A document report lists the documents that reside in the selected container. You can generate a document report on any item that contains documents: a folder, an import batch, a search results list, or a Smart Folder. Depending on the design of the report, it might display anything from a simple list of document ID's (this is the default report template design) or a complex list containing numerous document fields and hyperlinks to Introspect objects.

A document annotation report lists the annotations associated with the documents that reside in the container. The default annotation report design template contains fields such as document ID, annotation ID, the annotation subject, owner, creation date and any notes associates with the annotation.

A review annotation report lists annotations found in a particular review. The annotations to be included in a review annotation report are determined by performing a search on the review for

those annotations. You may also limit the annotations to be included by using Crystal Reports to filter the annotations.

In addition, a custom report (if available) lists items based on a custom query and custom criteria, and is delivered on a custom report page. Custom reports are created with the assistance of ZANTAZ technical representatives. When you run a custom report, a criteria page may appear, asking you to type in additional information, or select items from a list, in order to customize the report.

To run a report: 1. Open the container on which you want to run a report. (For a review annotation report, open a review). 2. Perform a Simple or Advanced search for the documents or annotations you want to include in your report. Your results list will appear in the main Browser window. 3. Sort the documents or annotations such that they are listed in the order you want them in your report. (This order might be superseded by a sort order defined specifically for the report.) 4. On the container menu bar, click REPORT. A list of the existing reports available for that container or review will appear. 5. Click on the name of the report you want to run.

If the report is a custom report:

•The Report Criteria window will open. Select the criteria you want to use for your report.

• Click SUBMIT.

Note: Custom reports in the report list will look similar to standard reports, but will have an entry in the Report Criteria Page column.

Your report will appear in the browser window.

Working with reports

Once you have generated a report, you can: • Navigate within the report, or view the report in a separate window • Change the criteria (for a custom report) • Search for text within the report • Print the report, distribute the report to Introspect users, or export the report to a Crystal Reports, RTF, Excel, Word or PDF file

Navigating within a report

To navigate from page to page in the report, to zoom in or out, use the report toolbar navigation buttons as shown in the following table.

TABLE 1. Report navigation buttons

Button Button name Description Print Opens a Print dialog box, from which you can select print settings and send the print job Export Report Export the report to Crystal Reports, RTF, Word, Excel or PDF Magnify Allows you to select a magnification from the drop- down list First page Jumps to the first page in the report

Previous page Jumps to the previous page in the report

Page Number Indicates the number of the page you are currently viewing Next page Jumps to the next page in the report

Last page Jumps to the last page in the report

Stop Loading Stops the current report from loading

Search Text Opens a search dialog box, which allows you to search for a text value within the report

You may also view the report in a new window without the clutter of the Browser and Introspect toolbars and menu bars.

To view the report in a new window, click FULL SCREEN on the object menu bar.

The report will open in a new window, which can be maximized.

Changing the criteria for a custom report

Custom reports that allow you to specify criteria at run time also allow you to modify that criteria and re-run the report.

To change the criteria for a custom report: 1. Open a custom report, such that the report appears in the report viewer window. 2. On the object menu bar, click CRITERIA. The criteria window will open. You may now modify your criteria. 3. Click SUBMIT. The report viewer will display your modified report.

Searching for text in a report

From within the browser you can perform a basic text search of the report.

To search for text in the report:

1. While viewing a report in the report viewer, click the Search Text button . 2. In the Find what box, type the term you are searching for. 3. Click Find Next. 4. If the search is successful, the field containing the search term will appear outlined in your report.

Printing, distributing and exporting a report

You can print a report from within the browser, E-mail it to other users, or export it to a file.

Printing reports

To print a report:

1. While viewing a report in the report viewer, click the Print Report button on the report toolbar. A standard Print dialog box will open, from which you can select pages and number of copies. 2. When you have made your selections on the Print dialog box, click OK.

Distributing reports

To send a report to another Introspect user: 1. While viewing a report in the report viewer, click SEND on the object toolbar. A new E-mail message will automatically open. The subject of the E-mail will default to “Intro- spect Report,” and an HTTP link to this Introspect report will be copied into the body of the e- mail message. 2. Fill in the To field of the E-mail, and edit the Subject and Body fields as necessary. The E-mail can now be sent to another Introspect user. When that user clicks the link, their browser will open to this report page. (The user will first have to log in to Introspect to view the page.)

Exporting reports

Note: You must be a member of the Introspect Report Designers group to export a report.

From within the report viewer, you can export a report, including all data records, to any one of the following file formats:

• Crystal Reports 8.x (.rpt) • Crystal Reports 7.0 (.rpt) • Rich text (.rtf) • Microsoft Word (.doc) • Microsoft Excel (.xls) • Adobe Acrobat (.pdf)

To export the report to a file:

1. While viewing a report in the report viewer, click the Export Report button on the report toolbar. The Report Viewer Export dialog box will open. 2. Use the Save in box to navigate to the folder where you want to save your exported report file. 3. In the File name box, type in a name for your exported report file. 4. In the Save as type box, select a file type from the drop-down list. 5. Click Save to save your report file. You will be asked if you would like to open the report. 6. Click Yes to open the report, or No to exit.

Another method for exporting a report from Introspect is to export from within the Reports folder, using the pop-up menu that appears when you click on a report icon.

Because exporting a report to a Crystal Reports file using this method is a function reserved for Report Designers, please see the Introspect Administration Guide for a complete description.

Administering Reports vs. Running Reports

The Administer Reports button allows you to create, edit and store reports.

Clicking this button opens the current collection’s Administer Reports folder. This folder contains all reports available for the collection. Unless you are a Report Designer, you will typically not need to open this folder. Report Designers use this folder to organize, design and configure reports for the entire collection.

Remember that to run reports, you must first open the container on which you want to run the report, then click REPORT in the container menu bar. A Reports folder will open that resembles the Administer Reports, but it will contain reports designed specifically for use with that container.

For more information on report designing, see the Introspect Administration Guide.

Below is a listing of the report administration functions, some of which are only available to members of the Report Designers group.

TABLE 2. Report administration functions

Menu item Function Open Opens the report using data from the items in the container you last viewed Update Opens the UPDATE REPORT window, with which you can import a Crystal Reports template (.rpt). The new report design will replace the existing report design. This menu item is visible only to members of the Report Designers group. Export with sample Exports a report to a Crystal Report (.rpt) file. The exported file is data based on this report, and contains 50 data records. Save the file, modify it, and then import it using the Update command. This menu item is visible only to members of the Report Designers group. Duplicate Creates a copy of the report and places that copy in the Reports folder. This menu item is visible only to members of the Report Designers group. Delete Deletes the report. This menu item is visible only to members of the Report Designers group. Properties Displays report properties. Export without sample Exports a report to a Crystal Report (.rpt) file. (The exported file data contains no records.) This menu item is visible only to members of the Report Designers group. Rename Allows you to rename the report. This menu item is visible only to members of the Report Designers group.

Printing document images

Printing the contents of folders or batches

To print some or all of the contents of a folder, Smart Folder or batch. 1. Open the folder or batch containing the document(s) you want to print, so that the contents of the folder or batch appear in the main list. 2. Click the check box next to the document(s) you want to print.

3. On the object menu bar, click PRINT . The Print Options window will open. 4. To add additional features to each page, select PRINT ORIGINAL DOCUMENT WITH OPTIONS, then select the additional features you want to have printed on each document:

• Print Document ID – This prints the unique Introspect Document ID in the lower right-hand corner of each page.

• Print Page Number – This prints the page number in the lower right-hand corner of each page.

• Confidentiality Property – If you want to use the contents of a document field as a confidentiality statement, select the field from the Confidentiality Property drop-down list. The contents of that field will be printed in the lower left-hand corner of each page.

• Confidentiality Text – If you want to type in a unique confidentiality statement, enter it in the Confidentiality Text box. The text will be printed in the lower left-hand corner of each page.

Note: If you select a Confidentiality Property, you cannot also type in unique Confi- dentiality Text.

• Select a Review – If you want to add highlights or redactions to your documents, select a review from the drop-down list, then select Add Highlights or Add Redactions, or both.

5. To print the document(s) as they appeared in a particular version of a particular print production, select PRINT PRODUCTION VERSION OF DOCUMENT(S). (Document productions are “versioned” using the Production Wizard. See the Introspect Print User Guide for more information about versioned productions.)

•In the Versioned Productions list, click to highlight the production you want to print from.

Note: All versioned productions in the collection will appear in the Versioned Produc- tions list, regardless of whether the document(s) you are printing exist in those productions.

•In the Print each document from drop-down box, select which version(s) of the document(s) you want to print: its earliest production, its most recent production, or all productions. (This option is only available if documents to be printed exist in more than one production.)

• If some of the documents that you are printing are not contained in the production, you have the option of including them in this print job or not. Select Print Original Document if not in a Versioned Production if you want to include documents that are not contained in the production.

6. Select a page range for this print job. The options available to you reflect whether you are printing one document or many. If you are printing one document, you may choose to print only certain pages of the document. If you are printing more than one document, all pages of all documents will print. 7. If you want to include documents outside of the production that are that are attachments (children) of documents already in the production, select Include Attachments. 8. When you have made your selections, click PRINT (or CANCEL to cancel the print job).

Note: Documents or pages that have been marked as “privileged” will not print.

Introduction

Introspect provides transcript compatibility with LiveNote, RealLegal and any other transcript application that supports portable transcript format (PTF) files. You can import, store, view and edit transcripts, search on transcript content, create and edit annotations, and link annotations to exhibits by creating a hyperlink pointing to the associated exhibit in Introspect.

Transcripts are imported as PTF files. Once the PTF files are imported, they look and act much like other Introspect documents. You can move them, copy them, and send them to other users, for example. The only difference is that when you open a transcript, Introspect launches the transcript viewer instead of the document viewer.

The focus of this chapter is transcript integration using Introspect Browser. For a description of Introspect Explorer-based transcript integration, see the Introspect Explorer User Guide.

In order to work with transcripts in Introspect Browser, certain requirements must be met: • Introspect must be installed on the host system. • Your collection must be configured to handle transcripts in the Browser application. • Transcripts must be imported into your collection. • Verify that you have a SiteKey, in order to view. A SiteKey can be obtained from your ZANTAZ representative.

Contact your Introspect Administrator to ensure that these steps are complete before working with transcripts in Introspect.

Working with transcripts

Once transcripts have been imported into Introspect, you can: • Open the transcripts directly in Introspect. Once in Browser, you can navigate, view and create annotations. • Search on the content of annotations, text, and metadata (data about the transcript), using Introspect’s powerful searching features. • Create a link from a transcript annotation to an exhibit document or section of a document (bookmark).

Opening transcripts

To open a transcript: 1. Locate the transcript. To identify a transcript, look for the word "transcript" in the Type column of the main list of documents.

2. Click on the transcript name . The first time you view a transcript in the Introspect transcript viewer, you may be asked to install and run “e-transcript JavaViewer.” Click Yes. The Introspect transcript viewer will launch.

Introspect Transcript Viewer

Just as with other documents in Introspect Browser, transcripts in the Introspect transcript viewer appear in the main window.

Coded information

Coded information appears to the left. Any annotations that have been made to the transcript in the past, whether in the original transcript application or in Introspect, will appear on the transcript, as shaded areas. Each color represents a different issue.

Issues list

The list of existing issues appears in a list at the upper right of the Browser window. These issues are imported at the time the transcript itself is imported. Although it is possible to create new issues, it is recommended that you use only the issues that have been previously defined.

Transcript outline

A simplified outline of the transcript appears in the upper left of the transcript window.

Concordance

On the right side of the transcript is the concordance, an alphabetical list of every word in the transcript, along with a page and line reference for every occurrence of the word. It is through this concordance that you will perform searches on your transcripts. Simply click on any word’s reference in the concordance and the viewer will immediately jump to that instance of the word.

This concordance is recreated each time you open the document. In other words, it is not information that is saved and stored once you close the document.

Annotations

You can create and edit annotations in the Introspect transcript viewer. These annotations can be linked to Introspect documents (exhibits), folders, reports, or any Introspect object.

To create an annotation: 1. In the body of the transcript, locate the text that you want to annotate. 2. Click and drag across the text you want to annotate. The Edit Annotation window will open. 3. In the Comment box, type in your annotation comment. To link an exhibit in Introspect to the annotation:

• Open another instance of Windows Internet Explorer.

• Navigate to your firm’s Introspect Web site.

• Locate the Introspect document that you want to attach as an exhibit to this transcript.

• With the Introspect document open, highlight and copy the URL from the address bar of the second Internet Explorer window. (To copy, right-click and select Copy from the shortcut menu.)

• In the original Internet Explorer window, click in the Attachment box in the Edit Annotation window.

• Paste the URL into the Attachment box. (To paste, right-click and select Paste from the shortcut menu.)

4. In the Issues box, click on an appropriate issue for this annotation. 5. When you are finished creating the annotation, click OK.

To view or edit an annotation: 1. In the body of the transcript, click anywhere on the annotation's shaded area.

The Edit Annotation window will open. 2. Add your comments in the Comment box. 3. To view the attachment, click View. A new window will open containing the Introspect document that has been attached as an exhibit. 4. When you are finished viewing or editing the annotation, click OK.

Introduction

Introspect supports a number of file formats using embedded file viewing technologies. In general, Explorer supports word processing, text, markup, presentation and spreadsheet file formats using a robust electronic file viewer. Introspect Browser requires plug-ins to handle electronic file types not recognized natively by the Internet Explorer Web browser. Image formats are handled by an optimized image viewer in both applications. Introspect zTIFF can process to TIFF most files that can be printed.

Support for the various types of TIFF file is further illustrated in the section, “Supported TIFF types” on page 12-9.

As with all native files, many variables affect their creation and subsequent use. The lists below represent files tested within a controlled environment and should be understood as a guideline only - your results may vary depending upon the specific files. For the purposes of the following tables: • Y = Yes (supported in regard to the particular category) • Blank = No (not supported in regard to the particular cateory)

TABLE 1. Supported File Formats

View in View in Extract Process Format Version Type Explorer? Browser? Text? to TIFF? Adobe Acrobat 1 - 7 Display Y Y Y Y Portable Docu- ment Format (PDF)* Adobe Maker Text Y Y Y Y Interchange For- mat (MIF) ANSI Text (TXT) All Text Y Y Y Y Applix Presents 4.3 Presenta- Y (AP) tion Applix Spread- 4.4 Spread- Y Y Y Y sheet (AS) sheet Applix Words 4.2, 4.3, 4.4 Text Y Y Y Y ASCII (TXT)* All Text Y Y Y Y Audio Interchange 2, 3 Multimedia Y File Format AutoCAD Drawing R13, R14, Graphics Format (DWG) 2000, 2004

TABLE 1. Supported File Formats (Continued)

View in View in Extract Process Format Version Type Explorer? Browser? Text? to TIFF? BinHex Compres- sion Comma Sepa- Spread- Y Y Y Y rated Values (CSV) sheet Computer Graph- Y ics Metafile (CGM) Corel Draw (CDR) Y Y Corel Presenta- 7, 8 Presenta- Y Y Y tions (SHW) tion IBM DisplayWrite Text Y (DCA)(RFT) Encapsulated TIFF Header Graphics Y Postscript (EPS) only Enhanced Meta- Graphics Y Y Y file (EMF) Folio Flat File (FFF) 3.1 Text Y Y Y Y Fujitsu Oasys 7 Text Y GNUzip Y Graphic Inter- 87, 89 Graphics Y Y Y change Format (GIF) HTML 1.x, 2.x, 3.x Text Y Y Y Y JBIG (JBIG, JBG) Graphics Y JPEG File Inter- Graphics Y Y Y Y change Format JustSystems Ichi- 10 Text Y Y Y taro (JTD) Lotus 1-2-3 (123) 2, 3, 4, 97, Spread- Y Y Y Edition R9 sheet Lotus 1-2-3 (WK4) 97 Spread- Y Y Y sheet Lotus AMI Draw Graphics Lotus AMI Pro 2, 3 Text Y Y Y (SAM) Lotus Freelance 2Presenta- Y Y Y (PRE) tion Lotus Pic (PIC) Graphics Y Y Lotus Word Pro 96, 97, Edi- Text Y Y Y (LWP) tion R9 MacPaint (MAC) Graphics Y Y Y Y Mac PICT (raster Graphics Y Y content) Mailbox E-mail Mail Y (MBX) Microsoft Excel 2 to 7 Spread- Y Chart (XLS) sheet

TABLE 1. Supported File Formats (Continued)

View in View in Extract Process Format Version Type Explorer? Browser? Text? to TIFF? Microsoft Excel for 3 to 2000 Spread- Y Y Y Y Windows (XLS) sheet Microsoft Excel for 2003 Spread- Y Y Y Windows XML for- sheet mat Microsoft Text Y Y Y Exchange Mail Message (MSG) Microsoft Outlook Text Y Express Electronic Mail (EML) Microsoft Power- 98 Y Y Point for Macin- tosh (PPT) Microsoft Power- 4, 6, 95, 97, Presenta- Y Y Y Y Point for PC (PPT) 2000, 2003 tion Microsoft Project 98, 2000, Spread- Y Y (MPP) 2002 sheet Microsoft Rich Text Y Y Y Y Text Format (RTF) Microsoft Video for Multimedia Y Y Windows (AVI)* Microsoft Visio 5, 6, 2000, Presenta- Y Y (VSD) 2002, XP, tion 2003 Microsoft Wave Multimedia Y (WAV)* Microsoft Win- Graphics Y Y dows Animated Cursor (ANI) Microsoft Win- Graphics Y Y Y dows Bitmap (BMP) Microsoft Win- Graphics Y Y Y dows Metafile (WMF) Microsoft Win- 1, 2, 3 Text Y Y Y Y dows Write Microsoft Word for 4, 5, 6, 98 Text Y Y Y Y Macintosh (DOC) Microsoft Word for 2, 3, 4, 5.5 Text Y Y Y Y PC (DOC) Microsoft Word for 2, 95, 97, Text Y Y Y Y Windows (DOC) 2000, 2003 Microsoft Works 1, 2, 3, 4 Text

MIDI (MID)* Multimedia Y Y MIME Y Y MPEG-1 Video Multimedia Y Y (MPG)*

TABLE 1. Supported File Formats (Continued)

View in View in Extract Process Format Version Type Explorer? Browser? Text? to TIFF? MPG Y Y NeXT/Sun Audio

Open Document Y Y Y Presentation Open Document 1.1 Y Y Y Spreadsheet Open Document 1.1 Y Y Text OpenOffice (SXW) 1.0 Text Y Y OpenOffice Calc 1.0 Spread- Y Y (SXI, SXP) sheet OpenOffice 1.0 Graphics Y Y Y Impress (SXI, SXP) PC PaintBrush Graphics Y Y (PCX) Portable Network Graphics Y Y Y Graphics (PNG) SGI RGB (RGB) Graphics Y Star Office Calc 3, 4, 5 Spread- (SXI/SXP) sheet Star Office 4, 5 Presenta- Impress (SXI/SXP) tion Star Office Write Text (SXW) Sun Raster (RS) Graphics Y Tagged Image File 5Graphics Y Y Y Y (TIFF) Truevision Targa 2Graphics Y Y (TGA) Unicode Text All Text Y Y Y Y UUEncoding (UUE) 2.1 Y Windows Cursor Y WordPerfect for 5, 6, 7, 8 Text Y Y Y Windows (WPD) WordPerfect Graphics Y Y Graphics (WPG) XHTML 1 Text Y Y Y Y XyWrite (XY4) 4.12 Text Y Y Y

*Notes

Because Introspect Browser cannot determine the actual file type, extensions are used as guidelines. This implies, for example, that a Microsoft Word document must be saved with a file exten- sion of DOC, otherwise Browser will not recognize it and will therefore not pass it on to the local installation of Word.

Graphics image formats are always deployed to the browser as bi-tonal JBIG, CMP or TIFF – depending on the setting for the incoming location as defined at the Introspect Browser admin web site.

Of the first 31 (non-printing) ASCII characters, the Document Viewer supports only characters 10 (CR), 12 (FF), and 13 (LF).

All ZANTAZ hosted customers can view multimedia files using the Introspect Web client if a multimedia client, for example, Windows Media Player, is installed on their users PCs. ZANTAZ hosted customers, however, need to license a streaming multimedia viewing option to view multimedia files using the Introspect Explorer client through Citrix. In order to permit PDF files to open in the document viewer (actually in a browser window within the document viewer), users must ensure that Adobe Reader 7.0 is set to permit PDF file-viewing in their browser. In order to do so, users must: 1. Open the Adobe 7.0 application. 2. From the menu bar, select Edit > Preferences. 3. On the Preferences dialog box, choose Internet from the Categories list. 4. In the Web Browser Options section, make sure the Display PDF in browser option is selected.

Supported TIFF types

The following table lists the types of Introspect support related to the various types of TIFF file.

TABLE 2. Supported TIFF Types

View in View in TIFF Type BPP Explorer? Browser? Annotate Render PSN Export Compression TIF 1 Y Y Y Y Y YNone, and with RGB color space TIF 2 Y Y Y Y Y YNone, and with RGB color space TIF 3 Y Y Y Y Y YNone, and with RGB color space TIF 4 Y Y Y Y Y YNone, and with RGB color space TIF 5 Y Y None, and with RGB color space TIF 6 Y Y Y None, and with RGB color space TIF 7 Y Y None, and with RGB color space TIF 8 Y Y Y Y None, and with RGB color space