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 administrators 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 feature enables organizations to ensure that page counts are accurate and do not require manual workarounds.
Exclude from Pages Reviewed - When selected, pages assigned to 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 to this flag are excluded from the Pages Released count and related reporting. By default, all flags are included in the count.
Document Review Flag Fields
The following table describes the fields available on the Document Review Flag configuration screen.
Field | Description |
|---|---|
Document Review Flag | This is the name of the Document Review Flag. It is a required field. |
Active | Indicates whether the flag is active and available for assignment to pages. Selected by default when creating a new flag. |
Exclude from Pages Reviewed | When selected, pages assigned to this flag are excluded from the Pages Reviewed count and related reporting. It is deselected by default. |
Exclude from Pages Released | When selected, pages assigned to this flag are excluded from the Pages Released count and related reporting. It is deselected by default. |
Create a New Document Review Flag with Counting Properties
To create a new Document Review Flag and configure its counting properties:
Select Administration from the left navigation and then select Lookups.
Select Document Review Flags from the list of lookup values and click New.
Enter the required flag information in the New Document Review Flag section. Set the flag to Active, if applicable.
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.
Edit Counting Properties on an Existing Document Review Flag
Click the Edit icon next to the flag you want to update.
Select or clear the Exclude from Pages Reviewed checkbox as needed.
Select or clear the Exclude from Pages Released checkbox as needed.
Click Save
When you change the counting properties of a Document Review Flag after pages have already been reviewed on an open request, those changes are applied 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: 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.
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 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 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
Click Document Management > Search Folders
Enter search criteria as needed to locate the Folder containing the Page(s) you want to assign Review Flags to
Click Search
From the search results, select the checkbox next to the Folder containing the Page(s) you want to assign Review Flags to
Click Open Folders. The Document Management screen displays
Expand the Folder and any Sections within it to display the Page(s) you want to assign Review Flags to
Click Show. The Show drop-down menu displays as shown below
If a check mark does not appear to the left of Document Review Flags, click it to enable the assignment of Review Flags
Right-click the Folder containing the Page(s) for which you want to assign Review Flags. A menu displays as shown below
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.
Select a Page Range.
Select Selection to apply Review Flags to selected Page(s).
Select Pages List to apply Review Flags to specified Page(s)/Page ranges.
Select Pages With ... Review Flag to apply a different Review Flags to Page(s) with a specific flag already on the page.
Click the Document Review Flags drop-down menu under Assign Review Flag
From the drop-down menu, select a Document Review Flag to apply
Click OK. A confirmation message displays as shown below
Click OK.
NOTE: All Pages will be selected by default. 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."
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:
Click Document Management > Search Folders. The following screen displays
Enter search criteria as needed to locate the Folder containing the Page(s) you want to assign Review Flags to
Click Search
From the search results, select the checkbox next to the Folder containing the Page(s) you want to assign Review Flags to
Click Open Folders. The Document Management screen displays as shown below
Expand the Folder and any Sections within it to display the Page(s) you want to assign Review Flags to
Right click in the Navigation pane and click Assign Review Flag
Select a Page Range to assign the review flag and select the Document Review Flags you'd like to assign
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:
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
After the layer is created and flags applied, a confirmation message appears as shown in the sample below:
