Table of Contents
- 1 Logging Into Privity
- 2 Learn Your Case’s Construction
- 3 Viewing Your File Libraries
- 4 Organizing Your File Libraries
- 5 Searching Your File Libraries
- 6 Viewing Your Files
- 7 Searching Your Files
- 8 Add Notes to Annotate Your Files
- 9 Collaborating With Your Team
- 10 Taking Your Files With You
Logging Into Privity
Navigate your browser to Claimkit.com and select the Privity Login button in the upper right corner. This will allow you to access the login page for the Privity software.
Privity’s All-Aboard Program will help you find the many beneficial features to help you organize and review your claim file.
Benefit from SSL Encryption
When you reach the login page for Privity, you will notice that your browser bar has turned green and has a lock beside the URL name. This denotes a secure, encrypted connection provided by Entrust SSL Encryption.
Enter your assigned username and password. If you have misplaced your password, please select the Forgotten Password option and enter your email. A new password will be sent via email. Click the link to return to the application and change your password. If you have misplaced your username, kindly email us at email@example.com.
Learn Your Case’s Construction
View the Dashboard
When logging on, you are directed to the Dash View. You will notice your username in the top right corner, along with the settings and help icons. The Dash View also shows all cases you are currently assigned to, these are listed in alphabetical order for easy access. Simply click on a case in order to begin viewing the contents.
Check out the Case View
Once you’ve selected a case, project folders are shown on the left hand side in a traditional folder-type structure. Simply click on a folder to view the contents. Documents will be shown on the right-hand side, in the Grid View. When selecting the Emails folder, within Browns Stadium, you will notice 7 email related documents shown in the Grid View.
Your New Best Friend – the Grid View
Documents are shown in the grid view along with several metadata fields. For instance, we see the original filename, file path, document type, and creation date. There are additional metadata field which can be viewed at anytime. Simply click on the “Select Fields” icon and begin marking the field you wish to view (creator). You can also change the number of documents in the current view by selecting the “# of Docs” drop down. You can choose from 12, 24, 48, 96, or ALL documents.
Configure your Case
Use the Case Configuration icon in the lower left corner to manage case information, projects, and users. You will notice the case name, case description any any users associated with the case. Click “Add a User to Case or Project” in order to add a current user or create a new one. Simply type their information, add them to all projects, or select a specific one.
Viewing Your File Libraries
The Folder View
Organizing your claim file is quick and easy. Documents can be uploaded, organized, and ready to review in seconds. The Folder View is accessed by clicking the folder icon on the left side of your screen (the top icon of the three). This expands your Projects and the folders within them. Quickly browse through the folder tree by clicking on the triangle drop down icon next to each folder. Any nested folders will be visible. View the documents within a folder by clicking on the name of the folder. You can rename folders by clicking the pencil and paper icon to the immediate right of the name, or move these folders by clicking the move icon to far right of the name.
Uploading files right through your browser
Files can be uploaded to any directory through our drag and drop uploader. Click the + sign at the top of the screen and select Upload Doc. Your current location in the Grid View will be selected as your upload destination, but you may select a different location on this screen. Once a location is selected, drag your documents to the screen – or hit Select Documents to select them more traditionally. You may only upload files, not folders, but you may ZIP up your folders in order to duplicate your native folder organization. To upload a ZIP, use the same instructions as above but select “Upload as folder tree” to have them unzipped upon loading. You can also unzip your files later on by clicking the ZIP file in the Grid View and selecting “Unzip”. Your unzipped files will appear in the Grid View.
The Project View
Once files have been uploaded, documents are stored in folders under the “All Projects” section. Access these folders by clicking the folder icon on the left-hand side
The Fields within the Grid View
Next we will direct our attention to the Grid View. This view shows different metadata fields associated with the documents. By default, Filename, Path, Document Type, and Creation Date are the standard fields shown. Users can add fields to the view by clicking on the “Select Fields” button on the top right. Additionally, you have the ability to sort on a field by clicking the name of the field. This can be especially helpful when trying to review emails by the date they were sent.
Organizing Your File Libraries
Selecting Fields to Use
The Select Fields button is located in the upper right portion of the Grid View. When you click this button a dropdown appears, listing all of the available fields of metadata. Not all of these fields will contain content, only the fields that contained content on the files in your Case. You will find many useful types of metadata (information about your files) in this list, including email fields such as author, to, from and CC, or custom attribute fields that you may have added yourself (see below). You will also find a Tag field here, which allows you to view the Tags that you have applied to your files. Select a field, or several, and they will appear on screen in the Grid View. You may have to scroll right to view them if you have too many. You may remove fields from view by simply deselecting the box next to the field name.
Sorting Field Contents
Once you have the applicable fields in view, you may sort the contents of the field using the Field Header. The Field Headers are a bold blue color at the top of each column. Selecting them once will sort them A to Z. Select it again and it will invert the sort, Z to A. You may have to wait a few seconds for the sorting to begin, especially if your directory of files is rather large (more than 100 files). Remember that the sorting function works through the entire directory, so even though you may only see a portion of your files on screen (the Grid View is paginated to a limited amount of results), the sort feature is looking through the entire directory for the proper results. Use the sort feature to help you locate a group of files that have the same metadata.
Adding Custom Attributes to Code Your Data
The Custom Attribute feature allows a user to add important data about a file to the system. Good examples are when you are trying to log files to particular projects. To use the feature, simply select the check boxes beside your files and click the Custom Attribute icon (the small computer screen that is the 4th icon from the right above the Grid View). In our example above, you might enter a new “field name” called “Project” and add a “field value” of “SF Highway”. This will add the SF Highway value to a new field called “Project” for each of the selected files. View your results by navigating to the Select Fields pane and selecting the Project field. You may be required to refresh in order to view the new field in Select Fields.
Modifying Your Custom Attributes
There are two good ways to modify your Custom Attribute. The easiest way is to view the new custom field in the Grid. Locate the files you want to alter and click the custom field values you earlier entered. The Grid View allows you to edit those values on the fly, by simply typing in the new value once the field turn blue. Another option is to simply repeat the same steps for applying a Custom Attribute that we learned above.
Applying a Tag to Your File
The Tagging feature is a valuable way to keep track of your files, while loading them into the system, searching your directory or reviewing their contents. Locate the files that you would like to Tag in the Grid View. Select the check boxes and click the Tag icon (the toe-tag icon that is third from right above the Grid View). Your Tag pane will open and you have a few options for selecting an appropriate Tag: (1) You can simply type in a new tag in the box at the top; (2) select a Sticky Tag (which are Tags you use most frequently); or (3) select a current Tag that is already in the system. You may select and add several Tags all at once. Once your Tags are ready, select Add Tags to apply them to your files. Select the Tags field in Grid View to see your Tags on your files.
Searching Your File Libraries
The Text Search View
Searching the contents of your files is easy, from the Text Search View. Select the magnifying glass with the letter “A” inside on the left of your screen and out pops the Text Search View. Here you can enter any words or strings of characters that you would like to find inside a file. The Text Search will search the contents of the file, its metadata and any comments added to the native file itself. You can search for multiple words, connected by the AND or NOT keywords, to ensure a deeper dive into your data. You may also select from one of the Sticky Keywords or Recent Keywords in order to quickly locate an important search term. Once you have added your final Query, you can Submit Search and your Search Results will appear in the Grid View. The total amount of located files will appear at the top of the Grid View and the Path (folder location of the file) will appear beside the Filename. You can Select Fields and do other actions permitted in the Grid View.
The Tag Search View
Searching for files that you have tagged can be done from the Tag Search View. Select the magnifying glass with the “toe-tag” inside on the left of your screen and out pops the Tag Search View. Here you can enter any Tag names that you would like to find inside your Case. You can search for multiple Tags, connected by the AND or NOT keywords, to ensure a deeper dive into your data. You may also select from one of the Sticky Tags or Current Tags in order to quickly locate an important Tag. Once you have added your final Query, you can Submit Search and your Search Results will appear in the Grid View. The total amount of located files will appear at the top of the Grid View and the Path (folder location of the file) will appear beside the Filename. You can Select Fields and do other actions permitted in the Grid View.
Anchor Your Search to a Particular Location
You may “anchor” your Text Search or Tag Search to a particular Project or folder by simply selecting the Select Folder icon in the upper right of either of the Search View panes. Select a Project or folder and your results will be limited to that location only.
Search Your Data by Metadata Field
The Search Fields function allows a user to narrowly search the Case for particular metadata. The function might allow you to find a particular email author/recipient, or perhaps a particular document type. This function is accessed by clicking the magnifying glass in the upper right above the Grid View (second from right). The Search Fields pane will open and you can begin to type a field that you want to search. You will need to search for a particular field by entering a few letters of the field name, and the field search will locate your field name. Select the field name and then enter a value and click Submit. The search will locate any files that contain the field data you are trying to find.
Viewing Your Files
Opening a File in the Viewer
Privity supports many files types that can be viewed within the application. Supported file types include DOC, XLS, MSG, HTM, PDF, TIFF, JPG and many others. You can also view the contents of a ZIP file by simply clicking the file and clicking “View as Expanded”. Once you have located a file for viewing, simply click its Filename and the Viewer will open on the screen. The Viewer will take a few moments to load the first time it is opened, but it should open more quickly with subsequent views. The content of your file is “streamed” into the Viewer, meaning that you will see its content immediately and following pages will load as you move to view them.
The Viewer Features
The Viewer pane includes a number of features. At the top of the page is a Previous/Next button that allows you to quickly flip through the contents of the directory you were visiting, or the search results that you had located. Below that area is the toolbar. The toolbar includes a page flipper, zoom options, and various annotations options that we will discuss later on. On the right side of the screen is the Summary pane, which shows a summary of all Annotations, Doc Search Results and Tags that are located within the document.
Changing Your View of the Document
Your document can be manipulated for optimal viewing. The Zoom options include in and out, fit to width and fit to height. Each of these options are available in the toolbar. For mobile viewing, it is recommended that you view files in fit to height.
Hints for a Better Workflow When Viewing Documents
You can flip back and forth between your document and the Grid View with ease. Privity remembers your location in the Grid and bold and underlines the file your most recently opened. You can get back to the Grid View two ways: (1) Select a folder name in the breadcrumb at the top of the page or (2) Select the Folder View and select a folder. If you have not saved your Annotations when you try to leave the Viewer, the application will prompt you to save.
Searching Your Files
Searching Document Text & Contents
Privity has a powerful search feature in the Viewer that allows you to search through the contents of your file. Go to the Summary Pane on the right side and select the second tab called “Search”. The Text Search box will appear and you can enter a search string and hit Enter to submit. The search results will begin to appear below the Text Search box. The search results show a short preview of the search result itself, and how it looks in the document. You can flip through them with the arrows of scroll down using the scroll bar. Clicking on a search result will take you to that part of the document.
Search for Similar Text in Other Documents
One of our greatest workflow tools is the Search Similar function, which allows you to locate other files in your Case that have similar text. While reviewing documents you may locate an important clause or word that you want to research further. While in the Viewer, simply select the text in the document and click the Search Similar icon in the toolbar (the icon is a magnifying glass and is the 3rd from the right in the toolbar). Once you have clicked the icon, your selected text will appear at the top of a page of Search Results. You can click any of these results to view or you may decide to apply a Tag so that you can remember them and view them later on.
Searching for Metadata from the Viewer
Another helpful tool for your workflow is to be able to find key metadata on the go, as you view documents. Imagine you are viewing an email in the Viewer and notice that it was addressed to “John Doe”. With the Search Fields feature you can search the “Addressee” field for “Doe” to see if there are other emails that have been sent with the same recipient.
Add Notes to Annotate Your Files
Overview of Annotations in Privity
Privity offers a great deal of annotating tools to add notes and comments to your documents. You can use all Annotation types as a way of sharing ideas with your team members, allowing other users to approve, reply or reject your Annotations. You can also use Annotations to show when tasks have been completed or canceled. Most importantly, you can easily share your Annotations with other users in the system, or those outside it (see below).
Add Inline Text Annotations to Your Documents
The best way to mark up your document is by using Text Annotations. These annotations allow you to select and target specific text within your document and anchor a note. This is helpful when you are trying to keep track of important clauses in your documents. In order to apply a Text Annotation, you must select the target text in the document and click the Text Annotation icon (the letter “A” in a yellow square with a circle around it). When you click the icon, an Annotation pane will appear on the screen, pointed to the selected text. The selected text will appear at the top of the pane and you can enter the content of your Annotation below. Once the Annotation is entered, the content will appear in the Annotation Summary Pane to the right of the screen. You can easily get back to the Annotation by selecting it in the Summary Pane.
Add a Sticky Note to Your Images
Some documents do not allow you to select text, either because they are not a searchable text document or they are a pure image file (think JPG). For those types of files, Privity offers Sticky Note Annotations that can be dropped anywhere on a document. Simply click the Sticky Note icon in the toolbar and click an area of a document to drop the Annotation. Adding and managing content of the Annotation is the same as the Text Annotations above.
Strikeout Text that Doesn’t Belong
For some workflows, it is imperative to show others that text should be removed from a document. The Strikeout Annotation allows users to select text and apply a strike through the center of the text and add Annotation content. Again, adding and managing content of the Annotation is the same as the Text Annotations above.
Sharing Annotations with Your Team
Annotations can easily be shared via email to another user or exported to PDF using Adobe Comments. Go to the Export icon (the drawer with the arrow in the upper right) and select Share to email your document to another user or select Export to download as an Annotated PDF. You can view all your exported Annotations using Adobe Reader’s built in comment functionality.
Collaborating With Your Team
Managing Users on Your Case
Privity access is limited based on permissions that are set and assigned to different users. If your user has been assigned Authorize or Manage permissions it means that you will be entitled to manage and create other types of users in Privity. If you were provided with Review only access, you will not be able to do so. Managing a user is rather simple. Navigate down to the Case Configuration button in the bottom left of the screen and click it. Go over to the Users pane and you will see a dropdown for the Case and each of the Projects within it. Clicking each will show you the users already assigned to each location. If you are authorized to do so, you can remove a user’s access by simply clicking the X beside their name. If you would like to provide access to a current user, simply click the Add a User to Case or Project button, search for the user’s name, select one or more Projects (or add them to the whole Case) and select the Add User button.
Creating New Users
If a user does not already exist in the system, you can create a new user in just a few seconds. Remember, this feature is limited to those with Authorize or Manage permissions. Please Click the Add a User to Case or Project and then navigate down to Create New User. Fill in the required information and select a password that meets requirements (8 characters, including 1 upper case letter, 1 lower case letter, 1 number and 1 special character). Then select what you would like the user to be able to access and click Add User. The user will then receive an email with instructions on how to login to the system. You can later alter their permissions by following the steps provided above.
Requesting Documents from Custodians
Another great way to use Privity to collaborate with others is via the Request Documents feature. The option allows a user to send off a secure link to a guest, which the guest can use in order to upload documents to Privity. Select the + sign at the top of the screen at the end of the breadcrumb. Within the pane that appears, select Request Doc. At the Request via email pane, please enter an email address for the guest, add an optional message and select 1 or more locations that the guest can upload the files. The guest will receive an email with a link that allows them to have very limited access to Privity, purely for the purpose of uploading files into the target directory that you have requested. The guest will be able to use the link multiple times in order to upload on a rolling basis. The uploaded files will appear in your Grid View.
View Activity on Your Cases
Being able to get updates on your team’s work – without ever having to ask – is one of Privity’s greatest features. Using the Activity Log, you can check to see if new documents have been uploaded, new Annotations have been added, new users have been provided access or even if users have downloaded files. This gives you the ability to track progress and ensure the security of your data. To check the Activity Log, navigate to the Account Settings (the gearwheel at the top right of the screen). At the bottom of the Account Settings pane, click Activity Log. The Activity Log will appear on screen with paginated results that can be flipped through or filtered using one of the dropdowns above. Filters allow you to narrow results by user, by actions or by time. The Activity Log tracks progress over a 1 year period of time.
Taking Your Files With You
Exporting Your Documents from Grid View
Exporting your documents is extremely easy with Privity. Exports can be done from both the Grid View, where you can download multiple files. From the Grid View, select the Download icon in the upper right corner (the drawer with the arrow) and select Download. You will be given the option to download the file(s) as a PDF, Native or Annotated PDF. If you would like to maintain the native format of the file, select Native. If you would like an image of the file, select PDF. If you would like to ensure that you Annotations are exported on top of the file, please select Annotated PDF. Annotated PDF exports can be viewed well in Adobe Reader or Pro. When you export files from Grid View, Privity will ZIP them up into a single file. You can unzip the file on your computer to get all of your files.
Exporting Your Documents from Viewer
You can also export a single document from the Viewer. Follow the same steps as above in order to format your export. Your file will be downloaded as a single file.
Print Your Documents
Users are also allowed to print your files from both Grid View and the Viewer. Select the Download icon in the upper right corner (the drawer with the arrow) and select Print. A PDF of the files will be generated in your browser so that you can print directly from the application. Simply click Print from your browser and the print job will begin.
Email Your Documents to Other Users
The easiest way to share your file with another user is to Share by email. This feature will only allow registered users to view the file because it requires the recipient to login. This option is available in both Grid View, where you can share multiple files, or in Viewer, where you share just one. In order to use the feature, simply click the Download icon in the upper right corner (the drawer with the arrow) and select Share. Then input one or more email addresses and add an optional message to the recipient. Click Send Email with Docs and the recipient will receive an email to view the file(s).