How to: Group Documents By Family

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When Making a Bulk Action (applying a folder)

When making a Bulk Action to edit documents en masse (specifically, applying folders to a group of documents), there are three options available.  Selecting the appropriate option for your needs will ensure your data is organized how you want.

When you open the "Bulk Action" interface, you have three options:

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1. Select In their current order to make changes to the documents as they are listed in your selection, e.g. you have selected documents for Bates numbering, they will be numbered in the current sort order, with no regard to whether a document is attached to an email.

2. Select Grouped by email family to group emails and their attachments in your grid view selection together by family (emails with attachments). It is important to understand this selection will only consider those documents in your selection.  For example, if you were to run a search for "flights", and only the parent emails hit on the search term, but some emails have attachments which are not in your search results, those attachments will not be incorporated in your bulk action application.  To incorporate all associated family members, please see selection 3 outlined below.

3. Select Grouped by email family, including related documents to enable further choices. This option will potentially pull in additional documents that did not meet your search criteria but are related to your selected docs. You can choose to include Email-Family, which will pull in any associated attachments to emails, or parent emails to attachments. Selecting Email-Chain will additionally, include any replies or forwards of your selected docs, and selecting Duplicates will make the changes to duplicate docs, along with the selected docs.

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When Viewing a List of Documents

If you are viewing results in Grid View, click the grouped documents icon SEARCH_Review_Group_by_Email_Family_ICON_2019.png prior to performing your search. The documents returned in the search will be grouped to keep email families together. Please note, this will only apply to documents returned in the search (e.g. if you search for "Contracts" and an email is returned, if it's attachment does not have "Contracts" in it, it will not be in the list, even though it is in the same family).

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If you are viewing your results in Chron View, perform your search, then open the Change Sort Criteria dropdown, and select Document Group as your sort order.

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Note that sorting by document group is only available when you use the Search or Advanced Search, not if you have used Filters.

 

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