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Veritas Alta™ eDiscovery User Guide

Last Published: 2023-04-17

Product(s): Veritas Alta Archiving (1.0), Veritas Alta Surveillance (1.0), Veritas Alta eDiscovery (1.0), Veritas Alta Capture (1.0)

Annotating email and file content

You can add annotations to documents to further explain, analyze or illustrate a certain point, or encourage collaboration and communication among a reviewing team. The various editing tools are useful for calling reviewers attention to certain parts of the document. For example, you may want to give a reason for a particular markup to help speed the review or comply with organizational guidelines and regulatory mandates. Or perhaps you need to mark a document for later action such as Redaction.

Annotations are visible on produced documents. This means that emails and files can be annotated with any of the edit tools. After annotating, the item can be reviewed by another reviewer who can also add annotations.

You can consider using different colors and other formatting styles to differentiate reviewers.

To annotate email and file content

Select an email of a file, which you want to annotate, from your search result to view its content in the preview pane.
Click the Native View icon to view its content in a native viewer.
In the native viewer, to search a specific text or a phrase in the document, select the Search tab. In the search tool, enter the text or the phrase you want to search in the document, and click the Search icon.
Note:
You can use the search tools such as Match exact word or phrase, Match case, Match whole word, Begins with, Ends with, Wildcard search, or Proximity search to make the search more precise.
Select the text or area in the document and use the redaction tools as described below:
The following annotation tools are available:
- Arrow: Enables to draw an arrow. You can select color, opacity, and border width.
- Line: Enables to draw a line. You can select color, opacity, and border width.
- Rectangle: Enables to draw a rectangle. You can select fill color, opacity, border color, border width, and layer order.
- Ellipse: Enables to draw an ellipse. You can select fill color, opacity, border color, border width, and layer order.
- Freehand: Enables you to apply a freehand annotation. You can select color, opacity, and border width.
- Polyline: Enable to draw a custom polygon. You can select fill color, opacity, border width, and layer order.
- Text: Enable to write text within an annotation. You can select fill color, opacity, border color, border width, layer order, and several font options.
- Highlight: Enables to highlight the select text highlight annotation.
- Strikethrough: Enables to mark text that is mistaken or to be remove. You can select color and border width.
- Text Hyperlink: You can give a custom link to the selected text. To change the hyperlink, you can directly click on the text or make selection using the pan tool and change the link using the context menu.
- Stamp: User can give stamp of Approved, Rejected or Reviewed using this annotation. As of now, user can only apply one of these thee stamp annotations. Any other customized text is not possible.
- Image Stamp: You can apply any of the two pre-existing image stamps, cross or tick mark, on the document.
(Optional) Select the Annotation Layers icon to view the annotations layers in the left pane.
To create a layer, select the redacted text or area. Under My Annotations, click the More Options icon and do the following:
- Click Edit Name to name the selected redaction text or area.
- Select one or more annotations that you want to edit from the drop-down and another reviewer's annotations. Click Load Annotations to add these annotations under the selected annotation layer.
- Click Save Annotations to save the redaction text or area. A green notification bar displays that mentions the annotation and redaction are now saved in that layer.
Navigate to the text or area where you want to apply annotation
Select any of the annotation tools, and then draw the annotation.
Select the annotation to open the Annotation Options pane, and do the following as required. See the following sample image for annotation actions.
- Click the Fill Color icon to choose color of redacted area.
- Click the Border Color icon to set border color and width.
- Click the Layer Order icon to select the layer pattern.
- Select the transparency percentage for the annotation color.
- Select the Include in burned document check box to include this annotation when document is printed.
- Click the Delete icon to delete the redaction of selected area.
- Click the Add Comment icon to add a comment for selected area redaction.
- Click the Move Menu icon to shift the Annotation Options pane to top or bottom of the native view pane.
On the Action Tools bar, do the following as required:
- Click the Save icon to save the redacted text and areas.
- Select multiple annotations and click the Load Annotations icon to create a set of annotations within a document.
- Click the Comments Panel icon to view or hide the comments panel in the viewer.
If required, click the Download icon, and specify what to include during download in the document.
See Downloading the annotated and redacted document.