Batch Edit Date Fields

This technical note will provide step-by-step instructions of how to batch edit a set of date fields in Lexbe eDiscovery Platform.

Date Fields Available in Lexbe eDiscovery Platform

Most of the date field types and some email metadata are automatically extracted during the self-upload in Lexbe eDiscovery Platform or one of our Lexbe eDiscovery Services, where possible as part of processing.

Viewing Date Fields in Lexbe eDiscovery Platform

Our platform let you choose whether or not you want to view the date fields from the following pages:
 
1- Browse & Search. They are column field types, and you can use the section 'Fields>Show Fields' to select which date fields you'd like to display in the main table.


2-Document Viewer>Disc tab>Metadata fields: They are text-box field types. 




Types of Date Fields Available in Lexbe eDiscovery Platform

There are six date fields available as Built-in fields in Lexbe eDiscovery Platform as follows:

 Date Field   Description    Best Use 
 Doc Date >Emails: Our software will extract the ‘Date Sent’ value and automatically populate 'Doc Date' field by default.

>Native files: Our software will extract the ‘Date Created’ or 'Date Last Modified' value and automatically populate the 'Doc Date'  by default (if date last modified is not available).

  

  >In a Review Set, you can use this field to Create Download Briefcases or during pre-production of documents. Note. Email attachments will not be populated automatically with the 'Doc Date' field.

>Based on the Master Date, you can code the Doc Date using the same value. This can be accomplished using Excel spreadsheet.
       
 Master Date >Emails: It is the 'Date Sent'. This will date will also be propagated to all the attachments of their parent email. For example, if you have an email that was sent at 1/1/2001 at 1PM, then the email and any of its attachments will have the same Master Date (1/1/2001 at 1PM). 

>Native files: It is the 'Date Last Modified' or the 'Date Created' (if date last modified is not available). 
   >The attachments will reflect the same date of the email, which allows filtering together an email family without manual tagging.

>It also allows you to search, code, download and produce not only the email body but all its attachments together.  
       
 Date Sent >It is the ‘Date Sent’ from the emails, unless the original was in blank in which case ‘Date Received’ will be listed. (editable)

>This field will be left blank for native files (e.g. Word, Excel documents)

  >Sorting and filtering data.

>You can code the Doc Date based on the Date Sent to created Download Briefcases. This can be accomplished using Excel spreadsheet
       
 Date Received >Lexbe e-Discovery will extract and use the ‘Date Received’ from the emails to be displayed as a field, unless the original was in blank.

   >Sorting and filtering data.
       
 Date Created >It will show the date that is stored in the properties of the file, when it was first created.
   >Sorting and filtering data.
       
 Date Last  Modified >It shows the last time the file was modified or edited.
    >Sorting and filtering data.

How to Batch-Edit Date Fields

•Big Cases: In order to prevent timeouts in large-scale document reviews and help you code documents quickly and efficiently, you can use an Excel spreadsheet to apply massive tagging to the metadata fields. Please follow the steps below to learn how to use this feature:

1-Coding in Excel & Upload Metadata: Power and Account Admin users can use Excel spreadsheets to edit most fields in Lexbe eDiscovery Platform, restore email families in an Excel spreadsheet, upload that spreadsheet to the applicable case, and have the metadata fields in Lexbe be automatically updated. You will create a custom Excel spreadsheet with the extension file name '.lexbemultidocupdate.xlsx'. (e.g. Lexbe.lexbemultidocupdate.xlsx).

Here is how the Excel spreadsheet will look like before the upload:


Once you are granted 'Power Upload' privileges, you will upload the Excel spreadsheet with the new metadata from the Case> Add Case Documents, just like you upload other documents in Lexbe eDiscovery Platform:


•Small Cases: This second option allows you to create a custom date field (text) and code multiple documents using the Multi-Doc Edit feature. This tool is very helpful when you want to code multiple documents with the same dates (e.g. email families). Here are the steps you need to follow:

1- In the Management>Manage Custom Doc Fields page, first set up one section to contain and organize your date fields, by clicking on the 'Add Coding Section' hyperlink. Examples of section names could be ‘Editable Master Date'. You add a section by clicking on ‘Add Case Section’ and entering the section name.
2-Coding fields are added in a similar fashion. Please click on ‘Add Coding Field’ and create a text box and use the 'MM/DD/YY' format to sort dates correctly (e.g. Format String).

3-From the Browse and Search pages, you can use Multi-Doc Edit to select multiple documents and manually enter a date (e.g. 1/1/1980 8:00:00):
 

In the example below, we manually entered the same dates from the 'Master Date' to the custom field 'Editable Master Date', using the 'Edit tab'. This tab allows you to code, edit the Built-in fields and Custom Doc Fields (multiple files and one field one at a time).


Please note that your custom fields are also editable from the Document Viewer page>Disc Tab (one document at a time).

Need Help

We also offer eDiscovery Consulting and Technical Services (billable hourly) if engaged to support your redaction logs efforts by helping you to code metadata fields for document identification. Please contact your sales representative or our Support Center if needed.