Tagging Multiple Fields

How To Edit Multiple Fields

This technical note will provide step-by-step instructions of how to apply tagging of Built-in and Custom Doc fields in a Lexbe eDiscovery Platform case.

Getting Started

There are three ways of tagging your files in Lexbe eDiscovery
Platform; depending on whether you are reviewing directly from the Document Viewer page, using Multi Doc Edit or Coding In Excel.

Types Of Coding In Lexbe eDiscovery Platform

Description/Advantages

Disadvantages

Multi Doc Edit

>Multiple documents can be tagged simultaneously.

>Practical review tool for small subset of documents that can be coded directly in Lexbe eDiscovery Platform.

>It does not required specific users with 'Power Upload' privileges. 

>Cases not requiring extensive and complex coding.

>Users can only apply one tag at a time. (e.g. Responsive)

>Time-consuming.

Excel To Update Metadata

>Users can modify document coded data and tag multiple files by generating custom Excel spreadsheets that will be uploaded into a case in Lexbe eDiscovery Platform.

 

>Users can edit most fields in Lexbe eDiscovery Platform simultaneously and also restore email families in an Excel spreadsheet.

 

>Only authorized users with ‘Power Upload’ privilege can use this feature.

>Requires advanced Excel skills to modify document coded data and tag multiple files. Excel spreadsheet must be created meeting the requirements listed under our 'Cautions for Use-Support'.

>If done incorrectly, coding data for documents can be lost.

 

Document Viewer

>Read, review & tag documents, one at a time. Also called Linear Review.

>Review may be handled by junior/outsourced personnel.

>Small documents and cases.

>Most time-consuming.

>Manual review can have high error rates.


Using Multi Doc Edit

From the Browse or Search pages, select the documents you want to code by checking the check-box to the left of the document.
The main table only display the first 25 documents per page. If you want select all the documents from the current case, click on the link 'Select all XX documents in list'.


After selecting documents, apply 'Multiple Do Edit' (e.g., Responsive, Bates, etc.).  You can also copy values from one field and paste into another one using the 'Field To Field' tab. This tool is very helpful when you want to organize data displayed in the main table.


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 PlatformThis tool is very helpful when you want to organize data displayed in the main table with a click of a button. To learn more about this feature, please visit to our Shared Functions page for further details.

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.

Tagging Files From The Document Viewer

When you click on a document title from the Browse, Search or Fact & Issues pages, a listing of up to 25 of the documents displayed in those pages will be carried over to the Document Viewer page. You can then scroll forward and back to these documents in whatever tag view you are in using the navigation arrows at the top of the page (e.g. '<Viewing 2 of 25:>').



How to Use Excel to Update Metadata and Coded Fields

Step One - Create and Download An Excel Sheet From your Lexbe eDiscovery Platform Case

>Open the Browse or Search pages
>Filter to the documents you wish to modify
>Select the fields (fields) you plan on modifying from the 'Fields>Show Fields' section. Some of the Built-in Doc Fields are read-only and cannot be modified (see list below); therefore, you don't need to export.
--Ext
--Original Extension
--SourceFile Path
--Pages, Words
--Size
--Folder
--Date Uploaded
--IsEmailAttachment
--PlaceHolder, IsDuplicate
--Doc Category
--Case Participants
--Notes
>Custom Document fields you create are supported
>Click on the 'Select Docs' hyperlink and select all documents in list
>Go to the Export section, and then click on the 'Export Log to Excel' button
>Save the Excel sheet to your local computer.

NOTE. Make a backup copy of this file and save it. Have the name include the date and time downloaded and an indication of what records are included or how they were selected. An example would be 2013-05-20 Smith vs. Jones Case, All Responsive documents.xlsx.

Step Two - Make a Working Copy for Editing

>Copy the Excel file
>Rename using the naming format: 'AnyFileName.lexbemultidocupdate.xlsx' (not case-sensitive)(e.g.'EnronLexbe.lexbemultidocupdate.xlsx')
>The file must be in an Excel format with an XLSX extension, supported by the last two versions of Excel (2010 and 2013). Older Excel formats (e.g., XLS) or other Excel formats such as XLSM are not supported.

Step Three - Working with the Excel File

>A key use is using Excel's 'copy down' functions to do massive Row copies. Other useful features are the formulas in Excel and Excel's complex filtering and sorting functionality.
>The Excel file must retain the exact column titles in row '1' of the spreadsheet that were exported from Lexbe eDiscovery Platform
>The first column: 'DocId' includes the unique document identification in Lexbe eDiscovery Platform that will associate metadata to the respective files to process an update. This column must be retained and cannot be sorted to disassociate with the data in each row. If improperly sorted or otherwise unassociated, data corruption will occur in the case on upload
>You can edit in the Excel columns and the values will be submitted for update on upload
>Avoid editing read-only columns as they will not be updated on upload
>You should remove any extra column you do not intend to update prior to upload
>Dates are supported in a number of formats, including the following:
June 13, 2013
2013/06/13 10AM
2013/06/13 8am
06/13/2013 14:00
06/13/2013 2:00:00 PM
06-13-13
>Please note that if you don't enter the time, by default it will be '12:00:00 AM'
>No Excel formulas are supported on upload, so any use of Excel formulas should be converted to values.
>When populating data to check-boxes fields (Custom Doc Fields), you must use 'Yes/No' values and also have the option to remove the main case section.



For example, the main case section 'Deponents' has two check-box fields titled 'Mark' and 'Tobey'. In Excel you can remove the 'Deponent's' field and keep only the check-box fields to apply massive tagging.

Step Four -Updating Bates Numbers

A key use of this feature can be updating Bates numbers from file names that are Bates numbers. The following procedure should be used:
>Remove the bates attachment range fields (BatesNumberAttachment Start and BatesNumberAttachment) and keep only the headers 'BatesPrefix', 'Bates' and 'BatesNumberDigits'.



>The 'Bates' field indicates the beginning numeric portion of the Bates designation. You can also use text formula/functions to extract the Bates from files that are saved with their Bates names, and then values pasted in place of the formulas.

Here is an example of an Excel spreadsheet ready to be uploaded:



Step Five  - Import The Metadata Log To Lexbe eDiscovery Platform

>Go to the ‘Add Case Documents' page
>Navigate to the Upload page and click on the 'Upload' button, following the steps of a normal upload due to the fact that the file extension will populate the metadata instead of just reading the Excel as another regular file uploaded
>Fill out the Batch Title, (suggest specifically referring to do with the coding project or metadata). Then fill in the DocSource
>Click next
>Add in the Excel file and finally click Upload
>Please allow a couple of minutes for the metadata to be processed and uploaded.


Test

Please upload our sample of a file mapping Excel spreadsheet to a test case, before creating and uploading your own!

To learn more about this feature, please visit to our
Coding in Excel & Upload Metadata feature page for further details.