Workflows

Insightloupe offers a workbench where analysis like making a document relevant/not relevant, document tagging, add comments, etc. can be done on the platform itself. The analyzed data can be assigned to a reviewer for review and project submission. The workflow module has two different tabs:

• Ongoing - It will have all the ongoing workflows for a project that the user has access to.
• Completed - It will have all the completed workflows.

Access to Workflow module

Evalueserve users with Manager access can visit the workflows module from the hamburger menu. Option of workflows is present under Administration.

Preview Workflows

Irrespective of whether the user has created the workflow or has been assigned a task or not, they will have access to all Workflows for the project on which they have Manager access. The workflow card will display details like title, project name, status of workflow, the date on which the workflow was created, list of tasks added to workflow and to whome the individual task was assigned. By clicking on the title on the card user can see the status and progress of the individual tasks of a workflow.

Create Workflow

Follow the steps provided below to create a workflow:

1. Click on the New Workflow button on the workflow module.
2. Provide the workflow details such as title, project, and description, and click on the Next button.
3. In the Data Collection Task assign the analyst who will upload the documents.
   • Assign Analyst dropdown will have users having analyst or manager access to the project selected during the workflow. You can also select multiple multiple analysts from the dropdown.
   • Data collection task email notification will also be sent to the assigned analyst.
4. Click on the Add Task and select Data Enrichment from the dropdown.
5. In the data enrichment task, select the subtasks that you want to perform on the uploaded document. Follow are the subtasks that analysts can perform on the documents:
   • Relevance Assessment: This includes marking the uploaded patent document from the data collection task as relevant or not relevant for the project. The document that is marked not relevant will not be displayed in the documents module.
   • Technology Tagging: Here the users can perform tasks like adding comments, updating extra/chartable extra fields, and tagging technology, claim & scope, product tags, etc.
   • Legal Risk Flagging: This task enables users to mark the uploaded patent document from the data collection task as risky or not risky.
     • Legal Risk flagging subtask can only be allocated to users having legal review access to the selected project in the workflow.
6. Select the analyst who will perform the analysis on the uploaded documents.
   • Assign Analyst dropdown will have users having analyst or manager access to the project selected during the workflow. You can also select multiple analysts from the dropdown.
   • Data enrichment task email notification will be sent to the assigned analyst after the data collection task is completed.
7. Select the document allocation option on how the uploaded documents in the data collection task are assigned to the analyst. Follow are the document allocation option:
   • Allocate documents to the analysts in chunks: The uploaded documents are allocated to the analysts in chunks of 20 documents. e.g: if 100 documents are uploaded in the data collection task, then documents are allocated in batches of 20, and once the analyst analyzes those 20 documents the next 20 are allocated.
   • Allocate all the documents to the analysts at the start of the task: All the uploaded documents are allocated at once to the analyst at the start of the data enrichment task.
   • Allocate documents to the analyst based on custom criteria: The workflow manager (the user who created the workflow) can go to the data enrichment task on the workflows module, and select the documents that they want to assign to the analyst to analyze.
   • Allow the analysts to allocate documents to themselves: The assigned analyst can go to the data enrichment task, and select the documents that they want to analyze.
8. Select the Reviewer who will review (accept or reject) the analyzed document by the analyst and click on the Submit button.
   • By clicking on the Start Review in parallel checkbox, the document which are analyzed by the analyst will be assigned to the reviewer for review while the analyst is performing the analysis on other remaning document.
   • By clicking on Allow partial submission of the task checkbox allow anlayst to partially submit the documents that he have analysed to further review. Eg: if 20 document are allocated to an analyst and he perform analysis on only 10 documents, so if the following checkbox is checked during the workflow creation the analyst can submit those 10 those document in the task.

Sorting and Searching of Workflow

Using the search option, users can look for the required workflow. Real-time search results will be provided based on user searches.

• Search workflows: Search area allows text based search on title and project name.
• Sorting Workflows: Following are the pre-defined sorting that users can use to sort the workflows:
  • Title
  • Owner
  • Project
  • State
  • Progress
  • Created Date

Edit Workflow

Edit the workflow to change the workflow title and analyst assigned to data collection and data enrichment task. Follow the steps provided below to edit the workflow:

1. On the workflow page, click on the title of the workflow that you want to edit.
2. In the Workflow Details section click on the Edit Workflow Details icon.
3. Edit the title and description of the workflow and click on the Next button.
4. You can also edit the assigned analyst in the Data Collection Task and Data Enrichment Task.
5. Click on the Submit button to save all the changes.

Clone Workflow

Follow the steps provided below to clone the workflow:

1. Click on the Clone icon on the workflow card that you want to clone.
2. In the Workflow Details section edit the title, project and click on Next button.
3. In the Data Collection Task edit the assigned analyst and click on Next button.
4. In the Data Enrichment Task, you can edit the assigned analyst, document allocation, and assigned reviewer.
5. Click on the Submit button to save all the changes.

Manage Enrichment Task

For the Data Enrichment Task created during the workflow creation, workflow manager can view and download statistics data, view progress of task, allocate documents based on custom criteria, etc. Follow the steps provided below to view and download the statistics data:

1. Click on the workflow title in which you want to manage and click on the Data Enrichment title under Tasks section.

The Statistics section provides users with the task level and analyst level information based on the documents count. Currently it provides the following data:

• Task Level-Meta Info: It provides the total count of the analyst and reviewer assigned in the workflow.
• Task Level - Analyst Assignments: It provides the count of documents which are assigned to single analyst, assigned to multiple analyst, and not assigned documents.
• Task Level - Relevance Status: It provides the count of documents which are marked as Relevant, Not Relevant, Doubtful, Not Marked by all the assigned analyst.
• Task Level - Reviewer Assignments: It provides the count of all documents which are assigned and Not Assigned to the reviewer.
• Task Level - Review Status: It provides the count of all the documents which are Accepted, Rejected, and Not Reviewed by the reviewer.
• Analysts Level - Finalization Status: It shows the number of documents assigned to a specific analyst that have been and have not been analysed.
• Analysts Level - Relevance Status: It shows the number of documents assigned to a specific analyst that have been marked as as relevant, not relevant, doubtful, etc by the analyst.
• Reviewers Level - Review Status: It shows the number of documents assigned to a specific reviewer that have been Accepted, Rejected, or Not Reviewed by the reviewer.
• Reviewers Level - Changes in documents not flagged by Classifier: It displays the number of documents assigned to a particular reviewer where that reviewer changed the relevancy assessment, made other changes (like changing the tagging or legal flagging), or made no changes at all.

Other than the Statistics information, if during the workflow creation the Document Allocation based on Custom Criteria option is selected by the workflow manager, they can allocate the documents from here as well. Follow the steps provided below to allocate documents based on custom criteria:

1. In the workflows module, click on the workflow title in which you want to allocate documents.
2. Go to the Tasks section and click on the Data Enrichment title.
3. In the Document List section, select the checkbox corresponding to the patent document that you want to assign to the analyst.
   • Using filters available you can filter out documents based on Jurisdiction, priority country, etc.
4. After selecting the documents, click on the Assign Documents button and click on OK to confirm.
5. Form the Select user dropdown, select the analyst to who you want to assign the documents, and click on the Assign button.
   • The dropdown will only have the analyst that are added to the Data Enrichment task during workflow creation.
6. Now the assigned analyst can go to their task module and can perform the data enrichment task.

Update Index of Task

In some cases the documents uploaded in the data collection are not visible in the Data Enrichment Task as due to the reason that the index of the Data Enrichment Task does not get updated but the uploaded document exist in the database. Follow the steps provided below to update index:

1. Click on the workflow title in which you want to manage and click on the Data Enrichment title under Tasks section.
2. Click on the Update Index button.

Delete Workflow

Follow the steps provided below to delete the workflow:

1. On the workflow page, click on the delete icon on the workflow card.
2. Click the OK button on the final prompt to delete the workflow.