Shared Features (Browse & Search)

The following features (below) are available in the Browse and Search pages, and are described on this page. 


Deleting Cases

Once you remove all the documents from a case in Lexbe eDiscovery Platform, you can also delete the case from the Account>Manage Cases page. Here are the steps: 
1. Select the Account (if applicable).
2. Select the case(s) you wish to delete (check-box), this action will highlight the case(s) to be removed from the account.
3. Expand the section called 'Delete Cases' and click on the 'Delete Selected Cases' button. MORE



Upload Progress & Automatic Notification of Upload Complete

When you upload batches of files to a case, you also have the option to click on 'Processing' hyperlink at the top right of the screen,


to receive automatic email notifications when a processing/upload is completed successfully, while you can do some other work.




Selecting  Documents


The main table from the Browse and Search pages only displays the first 25 documents. However, documents can be selected in several ways as follows:
1-Each document in the table view of documents has a check mark to the left of the document. Documents on a page can be selected one at a time this way. NOTE: These check marks persist for the page only and are lost if you navigate to another page.
2-All documents displayed on a page can be selected all at once by selecting 'Select Docs: All' hyperlink at the top of the page.
3-
The main table from the Browse only displays the first 25 documents per page, but the entire database is selected. If you want to download only 25 documents from the current case, click on the link "Page".  At that point a message and link will appear at the top of the page showing you that all documents in list have been selected. After selecting documents in any of the ways, multiple document operation scan be done: e.g., multi-doc edit, export, delete.

Please note that Lexbe eDiscovery Platform is designed to work with very large data sets. The queries work either on 1-25 documents on the current page or on all the data on all the pages. Allowing unchecking on individual pages would lead to timeouts when executing the query. If, for example, the user has 100,000+ documents and one document was unchecked, updating 99,999+ documents individually would time out the system to keep track.

Folder 

If you want to open sets of documents assigned to specific folders in the case, click on the '
Select Folder' hyperlink from the Browse or Search pages. 


This will bring up the Folder Tree box and list all the sub-folders created in the case and the number of files assigned to each one.


Folder Quick Links

To access documents assigned to specific folders set up in a selected case, click on 'Folder>Select Folder' located on the left corner of the screen.  
A new window (folder tree view) will be opened and list all folders that have been set up in the selected case. Folders include groupings of court documents, such as pleadings, depositions, orders, as well as specific document types produced in discovery, such as letters, memos, email, etc. Clicking on any folder will show the documents included in that folder in the document window on the right. Clicking on the case name at the top of the tree will show all documents in the case. To manage, create or delete folders please go to the Management>Manage Folders page. For more details please see our technical note 'Uploading Folder Structures'.


Sort

You can sort documents within a field according to most of the values defined in
the case.


Two Ways for Sorting Files


1-One field at a time. Place your mouse cursor over a field (e.g. Doc Date, Master Date) and click on the criteria by which you would like to sort the visible columns.

NOTE. Lexbe does not sort across the entire collection on the 'Search' page for performance reasons (to improve the speed of search results).

2-Sort multiple fieldsIf you want to sort a list of three fields, expand the section 'Sort', and then click on the 'Select Sort' hyperlink.


The example below, the sort dialog box created and sorted a list that contains three fields: by 'Master Date', then by 'Responsive' and finally 'Reviewed'.



Sorting Across entire Sets of Documents

1. From Management>Manage Custom Doc Fields page, create a custom coding section/check-box field (e.g. Temporary>Search Results).

2. Perform Search, and then then apply 'Multi Doc Edit' to the result. 


3. Switch to Browse.
4. Filter on custom tag. 
5. Sort on secondary column.


If you need to apply a search using different keywords, you could either create different custom tags for each keyword or just keep one 'temporary-cached search result' tag. If you choose the later, please remember to untag the previous filter(s) applied on the 'Temporary Search Results' tag using 'Multi Doc Edit' from the Search page each time you run a new search to clear out the old ones. 

Filtering Documents

All the fields (Built-In and Custom Doc Fields) in Lexbe eDiscovery Platform can be filtered from the Filters>Select Filters section. You can filter your results down to a specific division or document type by applying filters. For example filtering on documents by date using any of the Date Fields (Doc Date, Date Sent, Date Received, Date Created, Date Last Modified and Date Uploaded), to identify documents you wish to review and narrow down your search results, showing only a subset of relevant results.

NOTE. The filters results can return more than 250,000 files and may occasionally timeout or slow down with the combination of a large document set and applying complex filter. (e.g 'Not Joint')

Filtering on Date Fields in Search (Not Joins)

In multiple cases and high volume of documents, this section will narrow the search and show the documents you typed specific information. For example, to find documents filtered by dates you will click on 'Select Filter>Select a start and end date in the Date Range Fields' and then apply. This action will filter and display all uploaded documents within the date range selected. The documents are uploaded in the American format. (Excel allows sorting on any of the exported fields). For more details about searching documents, please click here.

You can filter on one or more fields within the Browse and Search pages. 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 'Doc Date 09/03/2014 - 09/07/2014', and NOT the values from the Master Date and Upload Date fields.


NOTE. The filters results can return more than 250,000 files and may occasionally timeout or slow down with the combination of a large document set and applying complex filter. (e.g 'Not Joint')


Filter Quick Links (Shared Function)

A list of all the filters is automatically saved in the database whenever you click on the ‘Apply’ button in the Filter>Select Filters dialog box from the Browse or Search pages. This action automatically preserves the filter records on the list view under the ‘Recent’ section and creates filter hyperlinks to open specific set of documents. Please note that the default link titles are under the 'Recent Filter YYYY-DD-MM' format, but you can rename them by clicking on the ‘Edit’ hyperlink. It will also allow you to pin and share the most used filters, delete existing records or 'Cancel'.


Filter Quick Links section is divided into three subsections:

Shared
. You can view the filters shared with you under this section. To share or unshare your own filters with users in the current case click on the 'Edit' button, and then when the Shared/Pinned Filters dialog box appears check or uncheck the 'shared' icon check-box. Please note that this option will share your filters with all current users that have access to the case.
Pinned. Click on the ‘Edit’ hyperlink, select a recent filter by the title and then use the check-box under the pin symbol to pin filters. Finally, click 'OK' to save these changes or 'Cancel' to not save any changes made. The pin icon will move the selected recent filter up to the ‘Pinned’ section.
Recent. It shows the filter history applied.
On the screen you see the five most recent filters, but if you click on the ‘Edit’ hyperlink a full list of filters are displayed.

Finding Documents By 'Doc Ids' 

Doc Id is an internal string of numbers that are automatically generated to keep track of each file uploaded/processed, as part of Lexbe eDiscovery Platform Built-in Doc fields. It also identifies documents printed before Bates numbers have been used (e.g., during review process before a production). It also allows in multiple productions (different Bates) that the produced document is the same (same Doc ID as a control number).

Ways To Work With Doc Ids

>Sort data by clicking on the header title 'Doc Id' from the Browse or Search Pages. Clicking once will display and forward sort and clicking again will produce a reverse sort. Please note that Lexbe eDiscovery Platform does not index the Doc Id or other fielded data to make search query faster.


>Filter: You can filter your results down to a specific division or document type by applying filters under the 'Doc Id' field. Please make sure you have not added any extra spaces or characters when pasting or typing the data into the Doc ID text box.


> Export Log to Excel: When you export log to Excel you can will pull up documents in Lexbe eDiscovery Platform, by clicking directly on the hyperlinks under the Doc Id field. 



Fields (Column Layouts)


On the lower left side of the page click on 'Fields
' to select which fields you want to view in the main document window.  You have the option to select 'All' or 'None'.


Your choices are: 'Built-in Doc Fields' which are: file type/extension, file size, document type, key document status, reviewed status, document notes, reviewed status, bates number, document date and date uploaded.
Custom Doc Fields: These are the fields created under the Manage Custom Doc Fields.


Custom Doc Fields: These are the fields created under the Manage Custom Doc Fields. The fields you've selected will not change the case you are in, you can even switch to a different page and then go back to the previous one.

Please note that only Account Admin Users can set up Custom Doc 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.

You can re-size all (hide) or part of those fields and the changes will persist during your current session, even if you change to a different page.

Field Quick Links (Saved Columns)

Similar to the 'Filter Quick Links' feature,
a list of all the fields (columns) you select during a session is automatically saved to the current data table whenever you click on the ‘Show Fields' hyperlink, from the Browse or Search pages. That's right! You can decide which fields you want to display from the main table, save and even share the custom views with other users in the account. Field Quick Links feature is helpful for creating Redaction and Custom Privilege logs.



The default link titles are under the 'Recent Field YYYY-DD-MM' format, but you can rename them by clicking on the ‘Edit’ hyperlink. It will also allow you to pin and share the most used fields, delete existing records or 'Cancel'.  Field Quick Links section is divided into three subsections:

Shared. You can view the saved fields shared with you under this section. To share or unshare your own fields with users in the current case click on the 'Edit' button, and then when the Shared/Pinned Fields dialog box appears check or uncheck the 'shared' icon check-box. Please note that this option will share your fields with all current users that have access to the case.
Pinned. Click on the ‘Edit’ hyperlink, select recent fields by the title and then use the check-box under the pin symbol to pin fields. Finally, click 'OK' to save these changes or 'Cancel' to not save any changes made. The pin icon will move the selected recent fields up to the ‘Pinned’ section.
Recent. It shows the history of fields you have selected.

On the screen you see the five most recent saved fields, but if you click on the ‘Edit’ hyperlink a full list of selected fields are displayed (e.g. Metadata Fields, Bates).


Delete documents

NOTE: The 'Delete Documents' option is available only to account administrators. If you are not an account administrator and need this functionality, then an account administrator for your account will need to request Lexbe eDiscovery Platform through support to upgrade your privileges to an Account Administrator.

Once documents have been selected (see above), to delete a document from Lexbe eDiscovery Platform, click on the 'Delete Selected Docs' link at the left of the screen. After that, you will see a confirmation dialog box. If you press 'OK', then the documents and associated tags will be permanently deleted from the Lexbe eDiscovery Platform database.


NOTE. Our servers are automatically updated during the weekend or late night; therefore, if you delete documents, Download Briefcase or Productions from the case the total numbers of documents, index size will not be updated on the same day. 

Multi Doc Edit

This feature allows you to edit/tag multiple documents simultaneously.


Open documents to edit in 
Browse or Search (25 documents per page are displayed for speed reasons). If you want select all the documents from the current case, click on the link 'Select all XX documents in list'.
You can select multiple documents and use the Multi Doc Edit function to code documents simultaneously. When coding multiple documents we recommend the following steps:
>Close all document you have open from the Document Viewer
>Only click once for a function. Multiple clicks can slow or send conflicting instructions to the server.

NOTE. We have designed the 'Multi Doc Edit' feature to edit multiple documents using one tag at a time for faster performance, to avoid heavy load on the database especially if you are working with a large case (better for real-time data). You can also save the current set of documents being tagged by using saved & shared Filters, and then go back to the same documents that you wish to apply multiple categories. 

Field to Field Copying from the Multi Doc Edit Section

This function is available from the Search and Browse pages> 'Multi Doc Edit' field. You can copy values from one field and paste into another one. This tool is very helpful when you want to organize data displayed in the main table. 

In the example, we've selected documents from the Browse page coded as 'Nebraska' under the field 'Location 2''Location 1'




After applying Multi Doc Edit, a dialog box will display two tabs as follows:


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)
Field To Field tab. It allows you to move data between fields in Lexbe eDiscovery Platform. This tool is very helpful when you want to organize data displayed in the main table with a click of a button. 

Then we selected the 'Multi Doc Edit' button> Field to Field tab and chose to copy Source 'Location 2' and pasted it to Destination 'Location 1'






This action copied the valued 'Nebraska from field 'Location 2' and pasted to the field 'Location 1'To remove any duplicate value (e.g. Nebraska from field 'Location 2'), refresh the current page and repeat the Multi Doc Edit Steps and choose the field to be edited and leave the new value in blank. This action will remove duplicate values.

Please remember that a document window does not update the Browse window automatically or vice-versa. So if you had several documents open in different windows, did a Multi Doc Edit in the Browse or Search page, and then modified the open document windows, it could set data back to what it was (reading from the open document windows)

Export Log To Excel

From the Browse, Search and Facts & Issues pages, you can select documents and tags that can be exported to an Excel spreadsheet. The Excel log allows you to generate a report that can be filtered, sorted for further analysis in Excel. Lexbe eDiscovery 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.

Before you export log to Excel, you need to select the documents from the check boxes by the documents titles, and then click on the 'Export Log To Excel' button.

Production

This section can allows you to add or remove documents to a production job title created from the Discovery>Production Job page.





Export Download To Briefcase

The 'Export to Briefcase' button allows you to copy some or all documents from a case onto a local computer or network in a zip file. To complete this function, click on the 'Export to Briefcase' button.

You can separately download your files, including the native files such as MSGs and container files from the Briefcase page, which is not intended for productions and does not have the same safeguards. You should carefully assure yourself that no privileged, work product or redacted documents are part of produced container files, if you elect to do this. It allows you to save the current view on the Desktop in a zip file. From the Browse or Search pages, select the documents and click on the link 'Select all XX documents in list'. Documents can be selected in several ways:
>Each document in the table view of documents has a check mark to the left of the document. Documents on a page can be selected one at a time this way. NOTE: These check marks persist for the page only and are lost if you navigate to another page.
>All documents displayed on a page (25 documents) can be selected all at once by selecting 'All' at the top of the page.
>All documents in a view (which may display on multiple pages) can be selected by first clicking 'all' in the last step'. At that point a message and link will appear at the top of the page enabling you to select all the documents in the page (e.,g., 'Select all XX documents'). After selecting documents in any of the ways, expand the Export section.

Important Considerations For Creating & Downloading Briefcases

>Windows users
can create Download Briefcases of any size; however, larger downloads can take a long time to create. MAC OS X does not support very large Briefcases and we recommend that MAC users create multiple Download Briefcases of 2 GB in size.
>Many computers and browsers have limits on the file size they can download (e.g., 4 GBs).
>Downloading very large files requires a very fast internet connection.
For example if you are downloading on a business internet connection (5 Mbps) and you have full use, the estimated time is 30 minutes per GB.  On a slower T-1 connection (.7 Mbps) the estimated time is over 3 Hrs per GB).>We have tested very large downloads using Firefox Web Browser (64-bit) on Windows 7 (64 bit) with a NTFS file system or drive.
>For all but the most sophisticated users, we recommend creating smaller downloads (e.g. 1-2 GBs) in size.
>For large downloads we offer Technical services (separate charge) to transfer a Briefcase to a secure FTP account or ship on a Flash or USB Drive.
The cost is $10 per GB, plus $10 per case, $150 minimum, plus shipping.
>You should plan sufficient time to complete any downloads and meet deadlines, including your quality control procedures, the possible need to rerun productions or briefcases if changes are made, and possible delays in downloads/slower downloads than expected/need to restart downloads.
>Production and briefcase creation increases your monthly usage. We bill on the basis of the highest usage in the account within the month at the time we send the invoice (first week of each month), so creation of a production or briefcase will also it. For PDF productions and briefcases, the size of the production will be approximately the size of the original documents produced. Lexbe eDiscovery Platform charges include storage from Briefcases, as well as other storage used.

For each export of documents you can enter the following information:

Title: Unique Name for your briefcases being downloaded and by default it will display 'Briefcase MM-DD-YYYY. 
Comments: Specific comments related to the download.
Name Files: You can name the files using the 'Doc Title', 'Bates Numbers' or 'Doc Dates'. Please note that standard date format must be 'YYYY-MM-DD' (E.g. 2013-09-19)
Custom Designation: You can enter full text messages usually up to 100 characters (e.g. Confidential Subject To Protective Order). For further help, please see section called 'Preventing Inadvertent Disclosure Of Confidential Information' under the Bates Stamp Help Page.
Control Number: It is a sequential control number similar to the Bates Numbering imported from a load-file to your Lexbe eDiscovery Platform case (e.g. Summation, Relativity, etc.). It will print on the bottom-left page as option in Download Briefcases and Productions. MORE
Bates Stamp: A check box 'Bates stamp PDF documents is present and if checked, the Bates numbering from the Lexbe database (see Docs tab in 'Document Viewer') will be applied to all pages of PDF documents included in the download. Please note the following with this function:
>Adding Bates numbering to a large number of documents can take a long time or even time out. If this happens, you can break into smaller batches and download again.
>If a Bates number is already on the PDF image, then this function will write the Bates again (which may not be intended).
>This function is meant for a limited number of documents, such as preparing for a deposition, and is not intended as a substitute for conduction a document production. See the document production module for that functionality. 
Doc ID: This is an internal string of numbers automatically generated to keep track of each file uploaded/processed. It identifies documents printed before Bates numbers have been used (e.g., during review process before a production). It also allows in multiple productions (different Bates) that the 
produced document is the same (same Doc ID as a control number)
Notification: This option will notify you by email (user email address) when the Briefcase download is completed. You don't have to keep checking manually the Download Briefcase page.

If you choose to stay in the Browse page, the screen in the picture will be displayed.

You can either 'Go to Download Briefcase Page', 'Stay on Current Page' or 'Cancel Briefcase' action. You should expect an approximately 10 GB/day rate within your Lexbe eDiscovery Platform account (combined all cases) to create Briefcases. Your time to download is in addition to this, and will depend on your internet download speed. You should also plan sufficient time to meet any applicable deadlines, including your quality control procedures, the possible need to rerun Briefcases if changes are made, and possible delays in downloads/slower downloads than expected/need to restart downloads.

>Adding Bates numbering to a large number of documents can take a long time or even time out. If this happens, you can break into smaller batches and download again.
>If a Bates number is already on the PDF image, then this function will write the Bates again (which may not be intended).
>This function is meant for a limited number of documents, such as preparing for a deposition, and is not intended as a substitute for conduction a document production. See the document production module for that functionality.
>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 production or briefcases for you to a flash or USB drive and ship to you.

Downloading Your Briefcases

The zip file opens with a dialog box as shown below. On clicking the 'I Agree' button the zip file opens. Click 'Quit' button if you want to cancel this operation. The downloaded Zip file contains all PDFs, Originals and Redacted version of documents of a particular case.

How to Unzip the File Using Windows


You can also open the downloaded file by double clicking on the file from the location where it was saved.
Then follow the same procedure as shown above to open the zip file. Once you zip the file to get the files out of a zip file, or do what is called 'extracting' them or 'Unzipping' a file. This is really a very easy process. All you need to do is, open the zip file and then click on the Extract button near the top center of the program window.

Once you click the button 'Extract', a new window will appear. You now need to choose the directory you wish to put the file in. Do this by using the window on the right hand side of the window. Once you have your target directory selected you need to check a couple other things.
Now click 'extract' button to extract the file and use it as needed. To download the free WinZip utility click here.

View local Copies of Files in the Briefcase

To view the PDFs and Original files in the briefcase you need to double click the file you wish to view or select the file and press enter.

How to Unzip the File Using MAC

Mac has built-in support for zipping and unzipping files. To decompress (expand) an item just Double-click the .zip file.

How to Create a Zip File


If you are sending us files as an upload for processing, first you must combine the multiple files into one or more Zip archives prior to uploading.


Printing a Spreadsheet

You can print the Document Title and all the tags related to them, after downloading to an excel spreadsheet.


Printing Documents

If you want to print multiple documents, Lexbe eDiscovery Platform has a few options.

Editing Documents

You can edit the Title and Description tags by typing in their text boxes. Document type may be selected from the drop down list. Clicking 'Edit' for a specified document makes all of the fields editable: The date of the document can be indicated in the Date field. Dates can be entered only in US format (mm/dd/yyyy). Lexbe eDiscovery Platform also captures times, such as 11/11/04 8am, if needed. When you are done with your edits, click on the 'Update' link and the edits will be saved to the Lexbe eDiscovery Platform database. If instead you do not want to save the changes, press the 'Cancel' link.

Navigate Between Pages

At the bottom of the Search and Browse pages is a navigation control:

The single arrows (< and >) allow you to move one page forward and back. The double arrows (<< and >>> move you to the first and last pages in the document sets. To go to a specific page, simply type in your destination page and click 'Go'.

Document Page Navigation by the Title

This allows you to pull a document up from search results and get to the adjoining documents by its Title without needing to navigate back through 'Search', 'Browse' or 'Facts & Issues' pages. For more details, please open Document Viewer help page.

Opening Documents From the Browse & Search Pages

Please note that if you click on a document from the Browse page, the document will be opened under the Tab you have left from your previous session. For example, if you were in the Document Viewer>Original tab and then ends that session, the next time you log into Lexbe eDiscovery Platform and click on a document from the Browse, the file will be displayed under the Original tab, unless you switch to a different one. If the tabs are not persisting during your sessions, please contact our Support services, so we can better assist you. 

If you click on a document from the Search page, the file will be opened in the Document Viewer under the Hits tab, and if you switch to a different one (e.g. PDF, Text) the current Tab should also persist for the next documents being reviewed in the Document Viewer. 

Adjusting Any Field Widths on Lexbe Pages

You can re-size fields on all Lexbe eDiscovery Platform pages (Built-in Doc Fields and Custom Doc Fields), by manually using your mousePlace the mouse pointer on the line between the fields and click with the left mouse button and drag the double - headed arrow to the right to widen any field or to the left to make it narrower. It will not change the adjustments in case you switch to a different page and then go back to the previous one.

Document View Troubleshooting

If you are having difficulties opening or viewing documents in the document viewer, see Document-Viewer-Troubleshooting.