Manage Folders

You have access to 'Manage Folders' page from the top menu under 'Management>Manage Folders'. Folders act as virtual file locations for documents, like folders or directories on a computer file system. A document can be located only in one folder at a time (use Custom Tag and Custom Field to make multiple document associations). Folders are customizable and you can create as many folders as needed and nest folders within other folders.

Add a Folder

When a case is first set up, no folders may exist in the case. To create a folder in Manage Folders, click on 'Add Sub Folder' on the lower right of the screen. You will then be presented with a dialog box prompting you for the name of your new folder. When you click 'OK' the new folder will be created.

Select a Folder to Work with

When working with folders, you should first select where you wish the action to take place in the folder structure by selecting a folder on the left side of the window. There is a folder tree entitled 'Select Folder'. The top level of the folder structure will be the case name. To select a particular folder to manage, click on the folder to select it. You can navigate to sub-folders by clicking on the left + sign next to some folders.

Editing a Folder

After selecting a folder to manage, the following dialog box will be displayed:

You will have the option to rename, delete, add sub folders and move documents assigned to the folder.

Rename a Folder

To rename a folder, select the folder on the directory tree on the left side of the page and then click on 'Edit' from the dialog box, and then change the folder name and click 'update'.

Move a Folder

A folder and all of its contents can be moved to another location by selecting the folder on the directory tree on the left side of the page and then clicking on 'Move Folder' from the dialog box, then selecting the location from the presented directory tree for the new location (drag-and-drop onto a different folder).

Add a Sub Folder

You can create a sub-folder, by clicking on 'Add Sub Folder' from the dialog box, then click 'OK'. This allows you to manage multiple documents inside the main folder.

Viewing Sub-folders And File Count

When you click on a folder that has sub-folders, you will see which documents are assigned and the file count.

To access and work with a set of documents within sub-folders, you must go to the Browse>Folder Quick Links and click on the title (e.g. Bank Statement 2001).

After you click on the sub-folder title, a message on top of the main table will list the
current folder:

Delete a Folder

To delete a folder/sub-folders, select the folder on the directory tree on the left side of the page and then click on 'Delete Folder' on the right side of the page. You will then be presented with a confirming dialog box. Deleting a folder does not delete any document and instead moves them to 'unassigned' folder. To delete documents, use the delete documents functions in the 'Search', 'Browse' pages.

Import Folder Structure from Another Case

If you have set up folders in another case and wish to import the folder structure, you can do so with the 'Import Folders' function of the lower left of the page. From the drop-down menu select the case and then click the 'Import' Button. Importing folders does not move documents from the other case. To move documents from one case to another, first go back to the case and use the 'Export to Briefcase' function to move documents to a different case (feature available on Search and Browse pages). Then switch to the destination case using 'Add Case Documents' functionality (Case>Add Case Documents).

Batches v Folders

Lexbe eDiscovery Platform no longer assigns files to sub-folders that are zipped compressed and uploaded to the case(s). We have seen situations with nested folders where multiple files are not being displayed, access restrictions and it might also affect the file location.

You can still upload folder structures (nested sub-folders) in a zip file to Lexbe eDiscovery Platform and by default all the physical files will be automatically assigned to a general folder called 'Unassigned'. The upload will carry over the same sub-folders titles that you can manage under the Management>Manage Folders

The upload page has been updated to optimize Lexbe eDiscovery Platform system's performance. Now you can upload batches of files including folders and even large individuals files faster and with a single upload.

Uploading A Zip File With Sub-folders

For more details please see our technical note 'Uploading Folder Structures'.

Reassigning Files To Corresponded Folders

For more details please see our technical note 'Uploading Folder Structures'.

TIFF Load Files & Folder Structures Uploads

For more details please see our technical note 'Uploading Folder Structures'.

Note re File-names 

Some programs may create file names with the following characters: "/|\:;=, that windows servers do not recognize. These file names are rare in normal usage, but if you somehow have files with characters in the file name that are not recognized by Windows, you should rename the files before uploading them into Lexbe.

NOTE: To open the files within sub-folders, please go to the Browse>Folder Quick Links page.

Folders vs. Doc Fields

To learn more about the differences among folders and other fields, please open visit our help page
Folders Vs. Doc Fields.