Built-in Doc Fields

This page describes all the fields listed under the Fields>Built-in Doc Fields section that can be accessed from the Browse and Search pages. In the Document Viewer page those fields will be under the Discovery Tab. Please note that some of these fields are read-only to protect original sensitive metadata. Please note that you can not change or reorder those fields, as they were configured in our system.


These fields allow users to better code and filter on case data and better integration with metadata from eDiscovery Processing, Concordance and Summation load files. Lexbe eDiscovery use the following information in our standard fields (including Automatic Assignment of Email Metadata):

 Doc Id*
 This is an internal string of numbers automatically generated to keep track of each file uploaded/processed, GUIDs that allows files to be tracked back to the computer that created. It identifies which documents printed before Bates numbers have been used (e.g., during review process before a production), and also allows in multiple productions (different Bates) where the produced document is the same (same Doc ID as a control number)
 Control Number
 Sequential numbers (inline) that can be automatically assigned during a batch upload in Lexbe eDiscovery Platform. It will print on the bottom-right of a page as an option during a Download Briefcase or Production. It will assign one sequential control number for the entire document, as oppose to the Bates Stamping that assigns sequence of numbers and letter at a page level.
 Original Title              Original title of document uploaded in Lexbe eDiscovery Platform. 
 Description                 It gives a brief details about the file. (e.g. Picture)-(editable field)
 Ext**
 Shows the current file format. (.PDF, .DOC, .PPT)
 Original Ext ** Shows the original file format. 
 Doc Category  It is a broader categorization of documents like HTML, Spreadsheet.   It's determined at time of processing and refers to the original file before conversion. (from an eDiscovery processing job uploaded to Lexbe eDiscovery Platform
 Source FilePath  It refers to the Folder Path within Microsoft Outlook and keeping folders and sub-folders information. It is named after the original sender of all email data. (from an eDiscovery processing job uploaded to Lexbe eDiscovery Platform or self- service upload
 Pages  It refers to number pages shown in the document, so you can either open it from the Doc or Page View from the Document Viewer.
 Words  It shows the number of words in the Search Index for that particular document. Please note that the 'Word' columns will not contain any data (all 0) until the case has been re-indexed. (excludes characters and noise words). The word count field reflects the joining of the extracted text from the native version of the document, and the text extracted from the PDF version, after OCR. This results in more accurate and best search results, than would have been obtained from indexing either version alone. The native text includes words that would not be printed (the imaging or PDF creation process is a 'virtual print').
 Size  It shows the size of the document (e.g. 2.73 GB), and this will help you either open the file from the Page or Document View tab depending on your internet speed, time and coding. It will be under Bytes format when you export to Excel.
 Doc Date This is a control field. Users during the review can use this field to consolidate the dates for searching, filtering and eventually producing files. During the self upload or an eDiscovery job, our software will extract from the emails the ‘Date Sent’ value and automatically populate the Doc Date or Date field by default. This field is editable.

 

 Master DateThis is a ready-only 'container' date which allows filtering email family together. MORE. For Native files: It is the 'Date Last Modified' or the 'Date Created' (if date last modified is not available). For Emails: It is the 'Date Sent'. This will date will also be propagated to all the attachments of their parent email. In other words, 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). MORE
 Date Sent Lexbe eDiscovery Platform will extract and use the ‘Date Sent’ from the emails, unless the original was in blank in which case ‘Date Received’ will be listed.This field will be left blank for native files (e.g. Word, Excel documents) (from an eDiscovery processing job uploaded to Lexbe eDiscovery Platform)- (editable)
 Date Received Lexbe e-Discovery will extract and use the ‘Date Received’ from the emails to be displayed as a column, unless the original was in blank. (from an eDiscovery processing job uploaded to Lexbe eDiscovery Platform) -
(editable)
 Date Created  It will show the date that is stored in the properties of the file, when it was first created. (from an eDiscovery processing job uploaded to Lexbe eDiscovery Platform) -(editable)
 Date Last Modified  It shows the last time the file was modified or edited(from an eDiscovery processing job uploaded to Lexbe eDiscovery Platform) (editable)
 Folder  If documents are assigned to a specific folder in Lexbe eDiscovery Platform, this column will display the name of it. (editable)
 Case Participant -  Custodian It will display the Case Participants linked to the file. (editable)
 Review Status  It will display the icon , if file has been reviewed by you. [Blank], Not Responsive, Responsive, Needs Further Review. (editable)
 Key Document  It will display the icon , if file is marked as a key document.
It indicates the most relevant documents to be produced (editable)
 Notes  It will display the icon , if the file has notes. You can drag your mouse directly to the icon to view the contents of each note. (editable)
 Bates  It shows the labeling used in the files. (editable)
 Responsive  It will display the icon , if file has been marked responsive. (editable)
 Attorney-Client Privilege  It shows which documents must be kept only between the attorney-client. () (editable)
 Attorney Work Product  It shows which documents are under the Attorney Work Product in anticipation of litigation from discovery by opposing counsel. () (editable)
 Confidential  It will display the icon , if file has been marked as confidential by the user(s) and print the text 'Confidential' on the lower right of a Bates stamp page once your production or download is complete. (editable)
 Custom Designation
 It will also display the icon , if file has been marked with the Custom Designation tag by the user(s). The Custom Designation tag is equivalent to the 'Attorney Eyes Only', 'Confidential', 'Subject to Protective Order' or other special designation for confidential documents and it will print a message on the lower right of a Bates stamp page once your production or download is complete. This tag will pull the text entered in the Custom Designation fields and print it on the lower right of a Bates stamp page once your production or download is complete, but you must the code your documents using both tags ‘Confidential’ and ‘Custom Designation’ together. (editable)
 Attorneys Eyes Only Files that might be classified as national security information marked by the attorneys. () (editable)
 Doc Source  Doc Sources are used to identify entire set of documents at the same time and also allow filtering. (editable)
 From  It shows the sender’s name by pulling it from the original email. (editable)
 To  It indicates the email was sent to another email address. (editable)
 Cc  It also indicates if a copy of the email was sent to ‘Cc and Bcc’. (editable)
 Bcc  Same as above. (editable)
 Subject It refers to the subject matter line of the email. (editable)
 Doc Type  

It refers to the type of document. (E.g. Email body, Email Attachment, Native etc). (editable)


 Group  It is a classification/grouping of extensions using dtSearch. (E.g. Word Perfect, Excel, Unicode text,  etc.) (from an eDiscovery processing job uploaded to Lexbe eDiscovery Platform)
 Date Uploaded              It allows you to view the date the file was uploaded to the case.       
 IsEMailAttachment     The emails and their attachments are displayed together in Lexbe eDiscovery.
 Placeholder     Display placeholder files and files not converted in Lexbe eDiscovery jobs.
 IsDuplicate             Duplicates (Exclude Duplicates and Duplicates);email and loose native file deduplication.
 Is Redacted It will display redacted documents. MORE
 Is Annotated   It will display annotated or highlighted documents. MORE

The columns you've selected will not change the in case you switch to a different page and then go back to the previous one.
Please note that all Custom Doc fields can also be exported to Excel.

How To Work With Built-In Doc Fields

You can apply one Doc Field to multiple documents, using the 'Multi-Doc Edit' function from the BrowseSearch and Case>Add Case Documents pages. 



Apply filters based on the Built-in Doc fields to quickly narrow down your results from the Browse and Search pages.



This feature is helpful if you wish to take information within Lexbe eDiscovery and sort it on Excel Spreadsheet for further analysis. This is also available from the BrowseSearch and Case>Add Case Documents pages.


Difference between 'Built-in Doc Fields' and 'Custom Doc Fields'

Built-in Doc fields are the standard sections/columns already setup by Lexbe eDiscovery, ready for you to code. Custom Doc Fields are sections/columns that the Admin Account User(s) have established for the case.

*Notes On The Doc Id and Control Number

>You can export files including those values from the Browse or Search pages using the Export> Export To Briefcase Download function. MORE





**Notes on 'Ext' and 'Original Ext'

The Ext and Original Ext are left blank when the document has no extension or during a
TIFF upload. In this particular case the Ext is left blank because the documents came from a TIFF upload. This is done by design so you will be able to tell the difference between your tiff file (an actual image file) and TIFF upload (image files of documents). If a TIFF upload contains Original files than the' Ext' column for those Docs will be populated.