Custom Doc Fields

You have access to the Manage Custom Doc Fields from the top menu under 'Management>Manage Custom Doc Fields'. Only Account Admin Users can set up these fields (although all users can view and use). If the administrator for your or others should have this privilege and do not, please contact customer support. 

Please note that Admin Users can set up unlimited numbers of custom tags to enable sophisticated document organization and filtering.

How to Set Up Custom Coding Section and Fields

Custom coding sections and fields identify document and associate with multiple specific issues you have established for your case. This page controls the labels of the sections and fields. Default labels are listed such as 'Custom Field Section' or 'Field Title 'Untitled'. Please note that the Default 'Custom Field Section can only be renamed and not deleted.

Adding Coding Sections

Custom coding fields are organized into expandable sections. You should first set up one or more sections to contain and organize your fields. Examples of section names could be ‘Parties', 'Deponents', 'Issues', etc. NOTE: All fields must be located in a section or the fields will not display on the document viewer. You add a section by clicking on ‘Add Case Section’ and entering the section name.

Adding Fields

Coding fields are added in a similar fashion. First click on ‘Add Coding Field’ and specify the label name and whether a check box or text box is desired.

To change a custom title or custom field label, click on edit at the bottom of the page, change the text of the label, and then click save. The new label will then display in other parts of the Lexbe eDiscovery Platform application, such as the Discovery tab on the Document viewer or as a field in the browse window.

Viewing Custom Sections and Fields within the Document Viewer

To see and work with custom coding within a document, open a document from the Browse or Search pages. Then click to the ‘Disc tab’. The custom Sections you set up will be visible and you can click the down arrow next to a section to expand it to see the contents. 








Once a custom field label has been changed on the 'Manage Custom Coding Section page, then the new label also will display on the discovery tab of the document viewer (below).



Manage Custom Field Titles To Sort Items

This section will also help you sort items in a folder into date order which consists of several other folders and all items in each folder is to be sorted in one continuous date order. Here is what you should do:
>Go to 'Management>Manage Custom Doc Fields
>Rename one of the Custom Sections with something meaningful for the filter you intend to apply.
>Go to Browse and open the first folder
>Select all documents and then do a multi-doc edit to assign the newly created tag to the documents.

>Repeat for all folders
>Then navigate to the top level of Browse remove any folder filters and then from filters select and apply your newly created tag.
This filter will now show all documents from the multiple folders. You can then sort in date order.

Distinction Between Coding Section and Coding Fields

Custom Coding Section is the unique name of a custom field and it only allows text in its titles, while custom coding fields will be the tags under the coding section that can be either check boxes or text boxes.

Custom coding fields (tags), on the other hand, should be used when a yes/no identification should be made. For example, a custom field title could be used to identify an applicable 'State' and in each text box the abbreviation for the state could be shown. A custom coding field could be used to identify whether or not 'OSHA Regulations' are implicated by a particular document.

Use of Custom Coding

Custom coding enables you to create an unlimited number of custom fields and tags to identify documents and associate with multiple specific issues you have established for your case. The fields you create can be check boxes or text boxes.
You can check (or fill in text on text boxes) and save as part of the coding process.




Please note that you can reorder both Custom Coding Section and Fields by using the mouse to drag and drop to move the sections.

Viewing Sections and Fields in Browse and Search

To view fields in Browse or Search, select 'Fields>Show Fields' from the left margin. Then select the sections you wish to show in Browse view from the dialog box (right side) and click 'OK'. You will then see each selected section as a field in browse, with sub-columns for each field within. If a field is checked a check box will be visible. You can also view the full text of a particular coding field by placing your mouse over the field title or
check-mark symbol.

Filtering on Fields in Browse or Search

You can filter on one or more fields within the Browse view. To do this, select Filters>Select Custom Filters from the left margin. Then you can select which filters to apply from the drop down menus.Click ‘Apply’ and the document set will be filtered in browse. If you select from multiple filters, the results will be calculated as follows: Fields within a section will be disjunctive (joined with an OR) and results for each selected section will be joined conjunctively (joined with an AND) with the results from other sections. In the example here, the filtered results would include documents in which Related to Babylon factory or Related to Usher Oil were checked as Reviewers-Responsive To, and Responsive was checked as Reviewers-Responsiveness.

Deleting Custom Tags

When you create a new custom tag, it will be available in all existing documents within the current case you will be working on. If you have already updated documents with the new tag, it will retain information locking document sets or document libraries using the coding fields. For this reason if you need to delete custom coding fields and section, first you have to use 'Multi Doc Edit' to untag the metadata associated to the files or use the Coding in Excel & Upload Metadata to reset multiple fields at once.

Creating Limited Users Using SharedCheckbox Fiels

If you classify a new or existing user under the 'Limited User' type, you also can grant this type of user access to either all or shared documents by doing the following:

1-Click on the 'Add Coding Section' and enter a unique name of a custom field(e.g. 'Limited Users')
2-Click on the 'Add Coding Field' and enter as many 'SharedCheckbox Fields' as you want depending on the set of documents to be shared or users. (e.g. 'Jane Doe' or 'Enron Production Set 2014-06')




3- Select documents from the Browse or Search pages, and then in the Multi Doc Edit apply the 'sharedcheckbox' field you created for the limited user.


4-Now the last step is from the Account>Manage Users page, where you 'Edit' new or existing users  (don't forget to grant case access):


5-When you click on the 'Edit' hyperlink, the Edit User dialog box will open and give you the option to set the User Type as 'Limited User' and select the Custom Coding Fields you want the limited user to have access to (e.g. 'Enron Production Set 2014-06'). Please note that you can remove access to those documents by clicking the 'Remove' button available under the Custom Coding Fields Access main table. Please visit our help page for more information about Limited Users.