Self-loading Native Production

General

Self loading native format production in Lexbe eDiscovery Platform! You can upload a native production to Lexbe eDiscovery Platform from the Case>Add Case Documents page using a compressed ZIP file format and the file name ending with the extension '.lexbeupload.zip' (e.g. LexbeProductionOriginal.lexbeupload.zip) including a file mapping excel.

>For Windows users: we recommend that WinRAR be installed and used for creating the zip files as part of the Lexbe upload, production upload and loadfile process. Other versions of Zip creation programs may work, but we have not tested them and do not support them. Versions are available for Windows and in application GUI utilities and as command line utilities. Free versions are available and registered versions cost about $35/user.

We favor WinRAR for uploading and producing documents because we have found it to be consistent and includes robust error checking. It may also be possible to create Zip files that can be successfully uploaded and expanded using Windows built-in Zip compression and other utilities, but we Do Not recommend other software other than WinRAR to avoid file extraction errors.

>For Mac OS X users: Mac has built-in support utility for zipping and unzipping files, that you can also use for creating the zip files as part of the Lexbe upload, production upload and loadfile process. Please note that the MAC built-in compression extraction application sometimes might not open zip files properly, so we recommend that you install WinRAR utility for Mac to compress/extract files or you may also want to try using free zip extractors utilities available for Mac, such as 'The Unarchiver', that is currently more efficient than the built-in extractor. MORE


Cautions for Use - Support

This function is only available for Account Admin Users that automatically have Power Upload privileges enabled, and they should have advanced Excel skills for data cleaning, management and manipulation. This will prevent specific other users from changing your security settings without asking permission, protecting the confidentiality of your client’s documents. If you've never uploaded loadfiles before, you should plan sufficient time to meet any production or document deadlines, including ours and your quality control procedures.

If you can't upload productions or metadata using Excel spreadsheets and you believe you should have administrative rights to the account, please contact the Account Admin User(s) of your account.

Test

Please upload our sample of a file native production to a test case, before creating and uploading your own!

Step One - Creating A Proper Native Folder Structure

Before uploading a production into a Lexbe eDiscovery Platform case, please create a proper folder structure including four sub-folders with their file titles all in CAPS, as follows:
>ORIGINALS: Folder designated for all the native files (Word, Excel, JPG, PGN, etc.)
>LOADFILES: Under this folder you will include the file mapping Excel spreadsheet. The Loadfile must be saved as an Excel spreadsheet and the file name ending with the extension '.lexbeuploadmapping.xlsx' (e.g. Lexbe.lexbeuploadmapping.xlsx). The Excel file will only need columns of data, no headers. Column A should have the title of the documents, whether it is an ImageId, Bates title or any other unique name. Please make sure that all the files will have unique names so you would not have to worry about duplicates or processing error during uploads.

Folder Structure

-IMAGES, LOADFILES and ORIGINALS sub-folders must be pluralized, without spaces or characters.
-All the files being uploaded within the sub-folders must have unique names so you would not have to worry about duplicates or processing error during uploads.

LoadFiles Instructions

Please note that if the files are original images, each one of them needs to be listed on the Excel sheet saved under the Loadfiles folder. Column 'A'
should have the title of the documents (e.g. org 0000001) and column 'B' the letter 'Y' to designate when one document ends and another begins. The picture below is an example of an Excel spreadsheet ready to be uploaded.

The letter 'Y' from column B in Excel will indicate to the loadfile when one document ends and another begins. Every original document will need a page start indicator in column 'Y'.

NOTES: The Bates names in the Lexbe loadfile Excel spreadsheet, and the file names in the ORIGINAL folder, must match exactly or the load will fail!

Step Two - Uploading A Production 

The production must be compressed in a ZIP file format and the filename ending with the extension '.lexbeupload.zip' (e.g. LexbeProductionOriginal.lexbeupload.zip) including a file mapping excel.

Once each set of documents is saved to the correspondent folder create a zip file with the entire directory structure, and then upload the production file to
Lexbe eDiscovery Platform from the Case>Add Case Documents page.

* Here is a sample of a Native Production ready to be uploaded.
We recommend that you use it as sample file to get familiar with the Production Upload process in
Lexbe eDiscovery Platform.
* Here is a sample of a file mapping Excel spreadsheet including metadata for Emails and attachments, Bates and Parent/Child relationship (don't forget to update the 'DocIds' column after the native upload completes)

Other Notes

>
Lexbe eDiscovery Suite Platform supports the two most recent versions of Excel for Excel integration (2010 and 2013) and we recommend an upgrade from previous versions of Excel before you start exporting logs.
>Don't add any letters or characters to the file name extension '.lexbeupload.zip' (.lexbeupload02.zip) or to the Excel spreadsheet name ending with the file name extension '.lexbeuploadmapping.xlsx' (e.g. Lexbe.lexbeuploadmapping02.xlsx). Those type of file name extensions if not saved exactly according to our instructions, might not combine the files properly into the same record or generate duplicates.
>You can safely delete the original production file (e.g. 'LexbeProductionOriginal.lexbeupload.zip') from the case after the files have been extracted.

Associating Email Families 

If your production includes MSGs files with attachments, you can restore yourself the email attachment association by using our Coding in Excel, Upload Metadata feature. 

Coding In Excel & Upload Metadata

You can modify document coded data and tag multiple files by generating custom Excel spreadsheets  uploaded into a case in Lexbe eDiscovery Platform.

Upload Completion

You should expect an approximately 10 GB/day processing rate within your Lexbe eDiscovery Platform account (combined all cases) for native files (including PDFs), or OCR of image PDFs, if you are uploading the files yourself. Similarly, you should expect an approximately one GB/day rate within your Lexbe eDiscovery Platform account (combined all cases) to create Productions (including Bates numbering and TIFF creation if selected) or Briefcase downloads. Your time to download is in addition to this, and will depend on your internet download speed. You should plan sufficient time to meet any production deadlines, including your quality control procedures, the possible need to rerun productions if changes are made, and possible delays in downloads/slower downloads than expected/need to restart downloads.  We do not have a feedback indicator as this is a new feature. An email Notification of Download Completion is on our road-map for a future release.  

For larger batches of natives, PSTs or PDFs for upload and processing, OCR of image PDFs, larger production or briefcase downloads, or any uploads of TIFFs and load files, please contact Lexbe Sales for a services quote. We can upload for you from a supplied flash or USB drive, or download productions or
briefcases for you to a flash or USB drive and ship to you.


You need to wait for processing to be completed until the 'Upload Complete' message displays, and then close the upload window. Still from the Add Case Documents page you need to open the batch by clicking on its link and this action will take you to the Browse page to view all the documents expanded.

Upload Troubleshooting

We have standard load file specs for load files. When you receive load files for loading of processing, it is recommended that you run a series of quality control checks for data integrity. Non-standard load files will fail standard procedure. If you find that an upload has not worked correctly, here are some issues to consider:
>Have you waited for processing to complete? After all uploads in the queue have been completed, you will be able to track the upload progress of individual batches by following the Progress Bar displayed in all pages in
Lexbe eDiscovery Platform, while you can do some other work. (located at the upper-right corner of a page). We are also developing an automated e-mail notification to users on the upload completion.
-The progress bar displays the number of files left from the current batch being processed. If you are uploading container files (E.g. ZIP folders), remember that the processing will expand and then finish uploading the files. This can increase the number of files being uploaded.
>Have you done a test upload using our demo data set (into a test case) and have you been able to do that correctly?
>Have you used our Excel template to create your Lexbe load file? The Bates names in the Lexbe loadfile Excel spreadsheet, and the file names in the ORIGINALS folder must match exactly or the load will fail! The titles
>Have you confirmed that the column headings are exactly as the template and not changed?
>Have you confirmed that the folder names for the files are exactly named as ORIGINALS, IMAGES and TEXT?
>Have you confirmed that all Bates names are unique?
>Have you confirmed that the Bates names in the Lexbe load file and the ORIGINALS, IMAGES and TEXT match exactly? (this includes spaces and underscores)
>Have you confirmed that the Bates names do not include prohibited characters? The only supported characters are letters, numbers and the following character (_). Examples of prohibited characters are (\ / : * ? " < > |).


Help

We can help load and troubleshoot with
our eDiscovery services and bring additional resources to help you. If you would like information or actual cost quotes, please call or email us.