Document Review Flags

Document Review Flags assign a status to pages in Document Management. These flags can be used to reveal how much information is being granted to the requester (for example Released in Full or Withheld), or the current status of the page review (for example Not reviewed or For Consultation). Document Review Flags can also be used in the document delivery process to filter which documents in a set should be included in the delivery package. For example, you may elect to include only pages with the Released in Full flag assigned.

A number of standard review flags are included out-of-the-box, and adminsitrators can create custom review flags under Administration > Lookups > Document Review Flags.

NOTE: Review flags can only be added to pages containing review layers. If one does not exist, you will be prompted to create one or select from a list of existing layers when assigning a review flag.

Configure Counting Properties for Document Review Flags

Administrators can configure counting properties on Document Review Flags to control whether pages assigned a specific flag are included in the Pages Reviewed and Pages Released counts. This allows organizations to ensure that page counts follow their ATIP compliance rules without requiring manual workarounds.

Each Document Review Flag includes two counting property checkboxes:

• Exclude from Pages Reviewed - When selected, pages assigned this flag are excluded from the "Pages Reviewed" count and related reporting. By default, all flags are included in the count.

• Exclude from Pages Released - When selected, pages assigned this flag are excluded from the "Pages Released" count and related reporting. By default, all flags are included in the count.

Steps to Configure Counting Properties

To configure the counting properties for a Document Review Flag, follow these steps:

• Select Administration from the left navigation, then select Lookups  

• Select Document Review Flags from the list of lookup values, then click  Edit  

• Select the Exclude from Pages Reviewed checkbox to exclude pages with this flag from the "Pages Reviewed" count.

• Select the Exclude from Pages Released checkbox to exclude pages with this flag from the "Pages Released" count.

• Click Save.

NOTE: Both checkboxes are deselected by default when a new Document Review Flag is created. This means all pages are included in the "Pages Reviewed" and "Pages Released" counts unless explicitly excluded.

How Counting Property Changes Affect Open and Closed Requests

If you change the counting properties of a Document Review Flag after pages have already been reviewed on an open request, those changes are applied retroactively to all open requests using that flag. The "Pages Reviewed" and "Pages Released" counts on open requests are updated automatically to reflect the new configuration.

NOTE: Changes to counting properties are not applied retroactively to closed requests. Only open requests are affected.

One Flag Per Page

Each page can only have one Document Review Flag assigned at a time. When a new flag is assigned to a page, it replaces the previously assigned flag. The page counting behavior is determined by the flag that is currently assigned to the page.

Steps to Assign Review Flags

1. Click Document Management > Search Folders.

2. Enter search criteria as necessary to locate the Folder containing the Page(s) you want to assign Review Flags to.

3. Click Search.

4. From the search results, select the checkbox next to the Folder containing the Page(s) you want to assign Review Flags to.

5. Click Open Folders. The Document Management screen displays.

6. Expand the Folder and any Sections within it to display the Page(s) you want to assign Review Flags to.

7. Click Show. The Show drop-down menu displays as shown below.

8. If a check mark does not appear to the left of Document Review Flags, click it to enable the assignment of Review Flags.

9. Right-click the Folder containing the Page(s) for which you want to assign Review Flags. A menu displays as shown below.

10. Click Assign Review Flags. The Select Pages window displays as shown below.

NOTE: When prompted, click Yes to select and load an applicable review layer.

11. Select a Page Range.

NOTE: All Pages will be selected by default.

12. Select Selection to apply Review Flags to selected Page(s).

13. Select Pages List to apply Review Flags to specified Page(s)/Page ranges.

14. Select Pages With ... Review Flag to apply a different Review Flags to Page(s) with a specific flag already on the page.

15. Click the Document Review Flags drop-down menu under Assign Review Flag.

16. Click OK.

NOTE: Assign Review Flags will be enabled by default if you select the Show Review Flags option in Document Preferences. When Review Objects (sticky note, comment, highlight, straight line, ellipse, and stamp) are applied to a Page, the Review Flag will be updated to "Reviewed."

17. From the drop-down menu, select a Document Review Flag to apply.

18. Click OK. A confirmation message displays as shown below.

Assign Review Flags Without Redactions

You have the ability to apply review layers to pages without adding redactions. To accomplish this, a Review Layer must still be applied to the pages, and the system will automatically prompt to create one if it doesn't already exist.

Follow the steps below to assign review flags to pages without adding redactions:

1. Click Document Management > Search Folders. The following screen displays:

2. Enter search criteria as necessary to locate the Folder containing the Page(s) you want to assign Review Flags to.

3. Click Search.

4. From the search results, select the checkbox next to the Folder containing the Page(s) you want to assign Review Flags to.

5. Click Open Folders. The Document Management screen displays as shown below.

6. Expand the Folder and any Sections within it to display the Page(s) you want to assign Review Flags to.

7. Right click in the Navigation pane and click Assign Review Flag.

8. Select a Page Range to assign the review flag and select the Document Review Flags you'd like to assign:

9. After selecting a Review Flag, if a Review Layer doesn't already exist on the pages, the Save Review Layer screen appears as shown below:

10. Either enter a Layer Name (or click Select from List to select an existing review layer), enter any Declass Information as needed, then click Save to save the new layer.

11. After the layer is created and flags applied, a confirmation message appears as shown in the sample below:

Page Count Exclusion Properties

Each Document Review Flag includes two configurable properties that control whether pages assigned to the flag are counted in the Pages Reviewed and Pages Released totals. These properties are configured by administrators under Administration > Lookups > Document Review Flags when creating or editing a flag.

When a flag with an exclusion property enabled is assigned to a page, that page is automatically excluded from the corresponding count.

NOTE: Each page can only have one Document Review Flag assigned at a time.

When Page Counts Are Calculated

The system calculates page counts at the following points:

Pages Reviewed - The count is generated when documents are sent to the Request Folder Documents.

Pages Released - The count is generated when documents are sent for delivery, and the request is closed.

If you change a Document Review Flag on any page after the initial count is generated but before the request is closed, the system automatically updates the counts. You do not need to take any additional action to recalculate the totals.

NOTE: If an administrator changes the exclusion properties of a Document Review Flag after pages have already been reviewed, those changes are applied retroactively to all open requests using that flag. Changes are not applied retroactively to closed requests.

PRO TIP: Review the exclusion properties before closing requests to ensure that page counts accurately reflect your organization's ATIP reporting requirements