Tagging and Coding Documents

Applies to: All Rooms (Codes on eDiscovery Rooms only)     Access Level: Reviewer and Administrator

Overview

Codes and tags are the primary tools Reviewers use to classify documents during review. Codes are structured classification fields — such as Responsiveness, Confidentiality, and Privilege Type — that help categorize documents for legal and organizational purposes. Tags are flexible labels that can be applied across documents to support internal organization and filtering.

Both codes and tags are applied through the Coding Panel in the File Information panel. The Coding Panel is visible only when the User has the Tag and Code Documents room permission and the room has codes or tags configured.

Note: Codes are available on eDiscovery rooms only. Tags are available in all room types where they have been configured.

Permissions

The following room permissions are associated with tagging and coding:

Note: Permissions are assigned by the Room Administrator through Groups and Folder Permissions. Contact the Administrator if the Coding Panel is not visible.

1. Coding Documents

Coding assigns classification values to a document using the structured code fields defined in the room. On eDiscovery rooms, default codes include Responsiveness, Issue Codes, Confidentiality, and Privilege Type. Administrators may add, edit, or remove codes and choices.

To code a document:

1. Select a document from the Documents grid. The Coding Panel appears in the File Information panel on the right.
2. For each code category, select the appropriate value. Radio button codes allow one selection. Checkbox codes allow multiple selections.
3. If configured, dropdown codes display each choice in its corresponding color for quick visual reference.
4. The code is saved automatically upon selection. Use the Next Document button to advance to the next document and continue coding.

Note: If a code category is marked as required by the Administrator, it must be completed before the document can be checked in to a Review Set. Required fields are visually indicated in the Coding Panel.

If configured, Hot Keys may be available for specific code choices, allowing Reviewers to apply codes using keyboard shortcuts. Hot Key assignments are set by the Administrator.
 

2. Tagging Documents

Tags are flexible labels that can be applied to documents independent of the structured code fields. Unlike codes, tags are not exclusive — multiple tags can be applied to the same document simultaneously.

To apply or remove a tag:

5. Select a document from the Documents grid.
6. In the Coding Panel, locate the Tags section at the bottom of the panel.
7. Click a tag label to apply it. A solid colored label indicates the tag is applied. A gray label indicates the tag is not applied.
8. Click the tag label again to remove it.
    

Note: Tag changes affect only the currently focused document, not all documents selected with checkboxes. Tags applied by one User are visible to all Users with Tag and Code Documents permission.

3. AI Insights Indicators in the Coding Panel

When an AI Provider is enabled in the room, the Coding Panel may display visual indicators for active AI Insights activity on the selected document. These indicators signal that AI-generated scoring or analysis is available to assist the Reviewer in prioritizing or assessing documents.

Note: AI Insights indicators are informational only. The Reviewer is responsible for applying the final code values. AI scoring does not automatically apply codes to documents.

AI Insights jobs such as Summarize Documents, Create Privilege Log Summaries, and Extract Metadata From Text are initiated at the folder level through the Folder Context Menu and are not launched from the Coding Panel directly.
 

4. Mass Code / Tag

Mass Code / Tag allows a Reviewer to apply or remove codes and tags across multiple documents at the same time. This is useful when a consistent classification decision applies to a group of documents — for example, marking a full folder of documents as Non-Responsive.

To use Mass Code / Tag:

9. In the Work Folders List, right-click the folder containing the documents to be coded or tagged.
10. Select Mass Code / Tag from the context menu.
11. In the Mass Code Selected Documents window, configure the code and tag values to apply.
12. Click OK to apply the changes to all documents in the selected folder.
     

Note: Mass Code / Tag is available on Work Folders, Saved Search folders, Data Sources, Review Sets, Models, Productions, and All Search Hits. The Allow Mass Coding and Tagging room permission is required.
 

The three-state checkbox behavior in the Mass Code window works as follows:

For single-select codes, a dropdown is provided. To clear a single-select code that has no default value, choose the Set to Null (No Selected Choice) option.

5. Finding Tagged and Coded Documents

Documents that have been tagged or coded can be located using the Advanced Search feature. Tags and codes are available as search filters, allowing Reviewers to retrieve all documents with a specific classification.

For instructions on building search conditions using tags and codes, see Building Search Conditions and Filters.

Notes

• The Coding Panel is not displayed if no codes or tags are defined in the room, or if the User does not have the Tag and Code Documents permission.
• Codes are available on eDiscovery rooms only. Tags are available in all room types where they have been configured by the Administrator.
• Required code fields must be completed before a document can be checked in to a Review Set.
• Tag changes apply to the focused document only, not to all documents selected with checkboxes.
• AI Insights scoring is informational and does not automatically apply code values.

Related Articles

• Using the File Information Panel During Review
• Reviewing Documents in a Review Set
• Building Search Conditions and Filters
• Folder Context Menu