When handling document review and production in GoldFynch, you may want to share a subset of documents with your client while continuing to review the rest of your case. This guide walks you through a simple, effective method to:

  1. Group the Documents you want to share by doing one of the following:

    • Tag the documents

    • Create a saved search

    • Then, optionally, create a review set using the created tag or saved search

  2. Produce the grouped files

  3. Share the grouped documents with your client

  4. Exclude the shared files from future review

  5. Keep everything organized for final production


This approach ensures that you avoid re-reviewing documents, track what’s been sent, and maintain full control of your data—without needing to delete anything from your case.


Step 1. Group the documents you want to share

Start by identifying the set of documents you want your client to review. 


Option 1: Group the documents together with a new tag

Tags can be applied from numerous screens in GoldFynch. 

  • This is a convenient way to group entire folders or specific files from the "Files" view
  • It is also helpful when tagging search results (without needing to save the search.)


    Learn how to create a tag and tag files (e.g., tag documents with a new tag “Client_Review_Files_1”)


Option 2: Create a saved search

Use a new or existing saved search in your case to group files.


  •  This is helpful when you have an "advanced" search query that you have constructed (e.g., to include documents with certain keywords, within a date range, or with specific metadata) 


    Learn how to create a saved search (e.g. a new saved search "Client_Review_Search_1")


(Optional) Create a Review Set to review your documents

We recommend creating one of GoldFynch's Review Sets to assist with review, as they help streamline the review process.

  • They provide either a single or multiple reviewers with a way to track the progress of the review of a case
  • You can use either the tag or saved search you created in the previous step to create your review set


    Learn how to create a review set here (e.g. a review set “Client_Review_Set_1”)


Note: If you want to run searches within the review set, you can use review set-related advanced search parameters like "reviewed", "review-set", "reviewed-by", etc.


Step 2: Produce the grouped files

Once your documents are grouped, you can create a production set. Production allows you to export the documents in a review-ready format.


During production, we recommend:

  • Using a Bates numbering prefix like REV (e.g., REV000001) to distinguish these documents from other productions

  • Naming the production something like “Client_Review_1”


GoldFynch lets you produce documents from:


Note: Producing documents in GoldFynch does not incur additional charges. Derived files like productions do not count against your case storage.


Step 3: Share the produced documents with your client

After creating the production:

  1. Go to the Productions tab

  2. Use the Share option to generate a secure download link.


The shared link gives your client access only to the produced documents—not to the rest of your case.


Learn how to share a production

Step 4: Tag and exclude shared documents from further review

Once you've shared the documents, it’s important to tag them if you haven't already, so they’re not included in future searches or review passes.


We recommend:

  • Tagging the documents with something like “Sent_to_Client”

  • Using inverted tag searches (e.g., “NOT Sent_to_Client”) to exclude them as you continue your review

Find out how to search using tags and "invert" searches to exclude tags


Step 5: Repeat as needed and include these sets in your final production (if required)


You can repeat this process as you move through your case:

  1. Tag and produce a new batch of documents

  2. Use a prefix like “REV” to distinguish them

  3. Share the new production with your client

  4. Tag them accordingly for future exclusion

This modular approach allows you to deliver documents in phases while keeping everything clean and traceable.


During your final production, the documents you shared with your client earlier can be:

  • Left in your case

  • Easily found using their tags

  • Included in your final production by selecting all the appropriate tags

This means you don’t have to delete or duplicate files. Your earlier work flows directly into the final stages of your matter.

Summary: A smart, organized approach

By following this method, you can:

  • Share documents securely and professionally

  • Avoid duplicate review efforts

  • Keep track of what was shared and when

  • Maintain a clear path to final production


You can find more information about productions in GoldFynch in our documentation.

 

Still have questions? Reach out to GoldFynch support and we’ll be happy to walk you through the process!