The Deduplicate dialog runs in two modes from the case page menu. Files mode finds files with identical content (even when filenames differ) and removes the extra copies. Emails mode collapses duplicate email threads using inclusive-email rules so you review the full conversation once instead of reading the same exchange five times. Both modes preview before they change anything. The live deduplication action is permanent from the review side. Cases on legal hold can preview but can't apply.
Two modes, one dialog
Files mode is content-based. Two files with different names but byte-identical content are duplicates. Earliest copy stays, the rest go. Useful after big imports, after multiple custodians contributed overlapping documents, and before production.
Emails mode is thread-based. When a five-reply chain lands in five custodians' mailboxes you end up with 25 message copies. The inclusive copy is the one that contains the full conversation as quoted text. Hintyr identifies it, keeps it visible, and hides the redundant earlier replies from review. Hidden copies stay in the case record, so the audit trail is complete. This pattern aligns with EDRM Processing Standards guidance.
Files mode vs. Emails mode
| What | Files mode | Emails mode |
|---|---|---|
| Detection | Byte-identical content match | Thread reconstruction plus inclusive-email rules |
| What happens to extras | Removed from the case | Hidden from review; records stay in the case |
| Reversibility | Not reversible without re-upload | Not reversible from the review interface |
| Use when | Same document collected from multiple custodians | Long reply chains with the same conversation copied across mailboxes |
| Legal hold | Blocked while a hold is active | Preview allowed; Apply blocked while a hold is active |
Opening the dialog
Open the case menu from the top navigation, pick Deduplicate, and choose either the Files or Emails tab. The dialog opens with Files selected. Switch tabs at any time before you apply. Each tab runs its own preview before any change lands.
About permanence
Files mode removes the extra copies from the case. There's no trash bin. Emails mode hides the duplicate copies from review but retains the underlying records, including custodian information, original paths, and dates received. Both actions can't be rolled back from the review surface. Run a preview first and confirm the results match expectations before you commit.
When the case is on legal hold
Preview always runs. It's read-only and useful for measuring the reduction you'd get if you ran the same action after the hold releases. The Apply button stays disabled while the hold is active. Release the hold first, then re-open the dialog.