Creating a New Room/Template

Overview

The application provides the ability to easily and quickly create new Rooms from scratch or to use templates and existing rooms as the starting point.  This article will discuss how to create a new Room.

 

Who Can Create New Rooms?

Users assigned one or more of the following User Types:

• Site User Type: Site Admin
• Site User Type: Environment Creator
• Environment User Type: Environment Admin
• Environment User Type: Room Creator

 

Creating a New Room

• Log into your Site
• From the Site Homepage, My Rooms, click the Room Actions dropdown button and select Create New Room. 

The Create New Room Wizard will open.

To create a new Template.  Select the Create New Template option on the Template Actions dropdown button on the My Templates page.

 

Create New Room: Simplified Wizard

Rooms can be created in a single step after completing all mandatory fields.

 

Select Environment (required): Environments are groups of Rooms that can be managed together.  Refer to Environments article for additional information.

Expand the Environment dropdown selector and choose where to create the new Room.  If it isn't shown, this means that you are assigned to that Environment only and there is no need to select it while creating the room.  Your room will be automatically created under that specific environment. 

Room Name (required): name of the Room that will be displayed in My Rooms list.  Typically this would be the name of the client project.

Select a Client (required): rooms are required to be assigned to a Client.  Choose an existing Client from the dropdown or you can also create a new Client by clicking the "Add New Client" icon.

Matter ID: it's a matter billing number or any other description that may be assigned to the Room.  This field can be optional or required depending on the value of SiteSettingKeyEnum 54.  When required, an additional validation occurs.  The combination of Client and Matter ID must be unique.

Please refer to Configuring Site Settings article for additional information.

Require Nondisclosure Agreement: when checked, this option requires that Users acknowledge and agree to the room's NDA before entering the room.  By clicking Edit NDA, the user can change the English, Japanese, Korean and Spanish NDA text at room level.

Enable AI Insights:  Checking this option will  enable AI features on Folder right-click menu as well as the Coding panel.

Expire User After Inactive X Days: the user will be marked as expired after X days have passed since the last time the user accessed the room

 

Create New Room: Advanced Wizard

When checking "Use Advanced Room Creation Wizard" option, more steps are shown so that the user can specify additional settings during the room creation process.

 

Advanced Wizard: Getting Started

 

In addition to Room Name, Client, Matter ID and Require NDA, the following options are shown:

Other Room Settings and Watermark Settings

Please refer to Room Settings & Watermarks article to review each additional configuration.

Once you've completed all desired fields, click Next button to continue.

 

Advanced Wizard: Select Source

• Blank: will create a new Room from scratch.
• Template: will allow you to select a Template from the Existing Room/Template dropdown selector.  If you do not have access to any Templates, the Existing Room/Template dropdown will be empty.
• Room: will allow you to select another Room (belonging to the selected Environment) from the Existing Room/Template dropdown selector.

Please refer to What are Templates? article for additional information on Templates.

 

If an Existing Room or Template is selected, a message will be displayed asking the user if he wants to overwrite the new room's settings with the settings from the selected source.

If the user chooses to overwrite, all Processing Settings, all Getting Started options will be overwritten except for: Room Name, Client and Matter ID.

When using an existing source, you may select which elements from the selected Room or Template you wish to copy to the new Room:

• Copy Tags and Codes: checking this option will copy all Tags and Codes (code shortcut key are also copied)
• Copy Groups: checking this option will copy all User Groups and User Group Permissions
• Copy Users: checking this option will copy all Users
• Copy Folders: checking this option will copy all folders from Folders Tree
• Copy Documents: checking this option will copy all Documents
• Copy Lists: checking this option will copy all Work Lists
• Copy List Items: checking this option will copy all Work Lists Items (including their attachments)
• Turn off Room Alerts and Emails: this setting is Not shown on the wizard, but when a source is selected its value is carried over to the new room created

Once you've made your selection, click Next button to continue.

 

Advanced Wizard: Processing Settings

 

Processing Settings

During creation process, you can choose which processing tasks will run on uploaded documents.

Full Processing

If this option is selected, it means that all processing tasks are going to be executed for all documents uploaded into the room.  If the environment selected has Processing Settings defined, the room will inherit the default values defined at environment level.  These settings can be overridden.

Please refer to Room Settings & Watermarks article to review the tasks to be run.

 

Repository Mode

When this mode is chosen, none of the tasks above are run. This mode is mainly used to just store and organize documents.  Processing tasks can be updated at a later time from within the Room's Settings.  For further information, please refer to Room Settings & Watermarks article.

 

Other Advanced Processing Settings

If this option is chosen, a pop up like the one below will be displayed in which you can choose which specific processing tasks will be executed. These tasks can be updated afterwards from within the Room's Settings. 

 

 

For further information, please refer to Room Settings & Watermarks article.

 

Time Zone

By default, the environment's time zone is selected, but it can be changed to any other value.

 

Expected Document Languages

Select one or more of the languages that are expected to be in the documents to be uploaded. Selecting more than one language may cause the OCR process to go more slowly.

Available languages are: English, Chinese Simplified, Chinese Traditional, Japanese, Korean, Spanish and Arabic.

English and the Site's default language (language configured under Site Admin > Site Settings) will be checked by default.

 

OCR Engines Available

The application includes a default OCR engine called Tesseract.  Depending on the Site, additional OCR engines may be available.  Please contact your Site Administrator regarding other OCR engine options.

 

E-discovery Mode

If the room didn't originally have E-discovery Mode on, when enabled Review Sets, eDiscovery Sources, Models and Productions folders will be shown.  Please refer to Producing Documents article for additional information.

 

Advanced Wizard: Automatic Document Deletion

During creation process, you can choose whether to have Automatic Document Deletion on your room or not.  If the environment selected has Automatic Document Deletion On, the room will inherit the default values defined at environment level.  These settings can be overridden.

 

When this feature is enabled, documents will automatically be deleted from the Room after the specified number of days after the document is uploaded.

When the Flagged Date is met, documents will be moved to the Pending Automated Deletion folder, but not deleted from the Room. Only the Room Administrator has access to this folder. When the Actual Date is met, the documents will be fully deleted from the Room and no longer be accessible.

If room doesn't have this feature on, Pending Automated Deletion folder will not be shown.

 

 

Once you have completed the Room Settings, click Create Room button to create the new Room.  The new Room will appear in your My Rooms list and you will be automatically added to Default group as a Room Admin User Type.