Transcript & Exhibit Management

This technical note proposes a method of organizing and coding depositions, other transcripts and exhibits in a way that is easy for users to retrieve, review, search and download.

The steps below will help you organize and manage your files effectively.

1. Organizing Document Sets Using Coding Fields 

We recommend that you organize the documents into coding fields sections available in Lexbe eDiscovery Suite Platform, as opposed to Folders. Folders are one-dimensional (cannot multi-tag) and they work great as long as you have one criterion for your case and for the documents (e.g. 'Transcripts'). But as soon as you want one transcript with exhibits to belong to multiple categories such as; 'Transcripts', 'Transcripts to Send to Client', use of Folders cause problems. Also, a document can only live in one folder at a time. If you need the same document to be located in multiple folders it will be necessary to re-upload the same file, introducing duplicates, which should be avoided. MORE

Why Use Coding Fields? 

Those fields/tags are multidimensional, which means that one document can have many tags as needed without creating duplicates in the case. You can tag multiple files all at once using Multi Doc Edit and access set of documents from the BrowseSearch and Document Viewer pages. You can also filter or apply searches to multiple criteria to group documents. 

In Lexbe eDiscovery Suite Platform coding fields are classified as follows:
a) Built-in Doc Fields: They are set up by Lexbe eDiscovery Suite Platform (e.g. Responsive, Non Responsive, etc.) and allow users to better code and filter on case data and better integration with metadata from eDiscovery Processing, Concordance and Summation load files. For example, the ‘Date’ field can be used as a controlling field and during the review allows you to consolidate the dates for searching, filtering and eventually producing files. The ‘Date’ field is left in blank by default.

b) Custom Doc Fields: Fields set up by Account Admin Users that will also help identify documents and associate with multiple specific issues you have established for your case, such as Document Type, Transcripts, Exhibit, Video Deposition, etc.,







2. Set up Deponents As Case Participants 

You can assign Case Participants to identify the litigants, deponents, witnesses, other individuals and organizations in the case that provide factual information from the Analysis>Case Participants page.


3. Upload Your Files 

Now you can upload your files to a case in Lexbe eDiscovery Suite Platform. As Part of an upload, please create individual or multiple files into one or more ZIP file format (we call 'Batch Files'), and limit each compressed file to no more than ten GB in size archives prior to uploading. 

NOTE. Batch Comments, DocSource, Case Participants and OCR's are not required. You can keep the default settings.





4. Viewing Sections & Fields In Browse & Search 

To view fields in Browse or Search, select “Show Fields: Select 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 or Search, with sub-fields 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. 

To code multiple documents from the Browse or Search pages, select the documents from the current case, 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 apply Multi Doc Edit.

5. Viewing Sections & Fields In The Document Viewer 

When you open a document in the Document Viewer 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. You can view and tag those documents (one at a time) under the Disc tab, and then move to the next file using the navigation arrows at the top of the page (e.g. '<Viewing 3 of 25:>').


6. Filtering On Coding Fields

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.


Saved & Shared Filters

A list of all the filters are 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". MORE

Filters, particularly if saved and named, act a lot like a folder, but with more functionality and without the restrictions. 

Please note that this option will share your filters with all current users that have access to the case.

7. Searching for Exhibits - Hit The Jackpot

Lexbe eDiscovery Suite Platform search capacity is fast, accurate and comprehensive in order to help you to identify important documents for a variety of purposes, including finding the often elusive documents. Advantages of using Search in Lexbe eDiscovery Suite Platform:
>Indexed search returns results of even large data sets in seconds.
>Simple 'Google'-like interface makes finding documents easy and intuitive.
>Advanced features include stemming (search includes root derivations), concept search (search includes synonyms) and fuzzy search (search tolerant of misspellings and OCR errors).
>Full Boolean search supported. Litigation Database Search and Highlighted Hits
>Search hits highlighting in results, on document 'Hits' tab, and on full HTML/text tab.
>Search index automatically updates with new documents added.
>Filter and sort search results by Lexbe's standard or your custom fields and tags.

Saved & Shared Searches

When you click into the search field, your recent searches are shown. Search History records every term you have entered in search engine and it is specific to your user name. In addition, a list of all the searches are automatically saved in the database whenever you enter a keyword and click on the ‘Search’ button in the Search text box. This action automatically preserves the search records on the list view under the ‘Recent’ section and creates filter hyperlinks to open specific set of documents.
Search Quick Links section is divided into three subsections:
Shared. You can view the searches shared with you under this section. To share or unshare your own searches with users in the current case click on the 'Edit' button, and then when the Shared/Pinned Searches dialog box appears check or uncheck the 'shared' icon check-box. Please note that this option will share your searches with all current users that have access to the case.
Pinned. Click on the ‘Edit’ hyperlink, select a recent search by the title and then use the check-box under the pin symbol to pin searches. Finally, click "OK" to save these changes or "Cancel" to not save any changes made. The pin icon will move the selected recent search up to the ‘Pinned’ section.
Recent. It shows the search history applied.

The screen displays the five most recent searches, but if you click on the ‘Edit’ hyperlink a full list of searches are displayed. MORE


8. Working With Video & Audio Depositions


When you upload these type of native files in a case (MP3, MP4, MPEG, Etc.,), they can be opened with a specific application related to their file extension even though they will not play directly in your browser.

Follow the steps below to open video/audio files locally:

>Click on a video and/or audio file from the Browse, Search or Fact & Issues pages. This action will open a new tab called 'Document Viewer'. From there, please switch to the Original Tab and click on the 'Stay in Original View (slower) button.


>A popup dialog box will be displayed asking whether you want to open or save the file from www.lexbe.com.



>If you decide to you save a native file first, it will download to your local computer and then you just need to click on the file name from the list to open and display it.


>If you click on the 'Open With' button, the file automatically will be opened using the related application on your computer. (E.g. Windows Media Player)

11. Adding Transcript Annotations & Highlights

You can annotate or highlight PDF images or files opened in the Document Viewer Annotation tab.
This feature allows you to either annotate/highlight documents directly or manually upload documents previously annotated to you cases in Lexbe eDiscovery Platform.  MORE



10. Sharing Documents

There are three ways to share a document with others: Shared URL links from the Document Viewer, Excel spreadsheet (
Browse, Search and Facts & Issues pages) or Download Briefcase.

a) Document Viewer URL links. You can copy and paste the URL from the Document Viewer into an email, and share one document at a time with other Lexbe eDiscovery Suite Platform users. (Only users with the link will be able to access the document)

b) Export Logs To Excel. From the Browse, Search and Facts & Issues pages, you can select multiple 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 and shared with Lexbe eDiscovery Suite Platform users for further analysis in Excel. 

The column-field 'A' called 'Doc Id' will give you the URL links of all documents you selected, please click and hold to select the cell to open the document you want to open. (Only users with the link will be able to access the document)

NOTE. 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.

c) Download Briefcase. You can download the actual files using the Download Briefcase function. 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 and click on the 'Export to Briefcase' button.

How To Download Briefcases

>Click on the "Download" hyperlink you wish to open, in some cases a browser version may automatically start the download process after waiting a few seconds.
>Next, the browser should prompt you on what to do with the file through a dialog box, asking you whether you would like to "Save", or "Open" the compressed (zipped) folder. It is best to save the file somewhere on your computer where you will remember it. If you need immediate access to the file select "Open", and we recommend that you open with utility.

Folders Structure Included In Your Briefcase

When you download a briefcase, it will include a folder entitled 'Briefcase' and the following sub-folders:

>Originals: Folder designated for all the native files (Word, Excel, JPG, PGN, etc.)
>PDF: The PDF version of the correspondent native file (Word, Excel, etc.), that are automatically create after an upload.
>Redacted: It will also include any redacted versions of the files. Please note that MSGs and container files will also be part of the Download Briefcase in the 'ORIGINALS' sub-folder. The Briefcases are not intended for productions and do not withhold Privileged or Work Product documents or natives that are associated with redacted documents.

Facts & Issues

You can also use the Facts & Issues page to prepare timelines and chronologies of early dispute communications, documents and activities to determine when legal hold requirements attach. Map out data and document custodians with our Case Participants module to identify all persons potentially subject to a litigation hold. MORE


Instructions To Users

With transcripts and exhibits, sometimes the users will be attorneys or experts who have little experience with Lexbe eDiscovery Suite Platform and don't time or inclination for training. Once coded, here are easy steps them to access specific transcripts. MORE

Have Questions? Contact Us

If you have questions regarding your plan and current usage, please submit a support ticket to our customer service.

Please let us know if we can be of further assistance and also if you have any comments or suggestions, they would be greatly appreciated.