Hello Maria,
Regarding your questions:
1. If you are going to have the same items in more than one review you can export the items from the first review and import them into the second review. Unfortunately, if pdfs have been uploaded to those items in the first review then will not come over to the second review. I can see where that would be a useful function and we are giving it some thought. In the meantime, if there was a large specific group of items that you were going to be bringing over to your second review, and they had pdfs uploaded, we might be able to create a script to avoid you having to upload the pdfs multiple times. If it is just a few items then it would be quicker to do it manually.
Another option, depending on how different your review questions are, is to work on all of your review questions in the same review (work area). If the different review questions were going to be using the same items then you could keep everything in the same review and keep the different questions separate using different screening and data extraction tools for each question. Many of our more complex reviews with multiple questions will be carried out this way if the same items (or mostly the same items) are relevant to the different questions.
2. You can run a search in the search tab for 'with at least one document uploaded'. This will let you know which items have pdfs uploaded to them. You could then create a retrieval coding tool to help you keep track of the items that have pdfs uploaded to them. Normally, we will assign a 'Not in file' code to the items we have screened on title and abstract and marked as include. Then, as we retrieve more pdf's for those 'included' items we will unmark the item as 'Not in file' and select the 'In file' code. You can see an example of a retrieval codeset in your example review.
Best regards,
Jeff