Upload Dialog Box

This page walks you through the steps for uploading batch files, which allows you to specifically identify the documents that are being uploaded at one time (the 'batch') with a meaningful name.

Installing Silverlight Component

The first time you access the page with a computer, you may be presented with an 'Install Microsoft Silverlight' component button. This component works for Windows and Apple Mac operating systems. Click on this button and you will be prompted to download (Windows and Mac). After download you should go to your download folder and install the component. After installation, you should close the upload window (where you were prompted to install Silverlight) and reopen it. You should then see the upload window without the prompt for the Silverlight component.

Silverlight application not available on iPAD

iPad cannot upload documents directly. If users want to upload/download from desktop/LAN to Lexbe using iPad, first they need to install programs that offer remote control (e.g., LogMeIn).

Selecting and Uploading Batch Files

Before you start the batch upload, you can also set the following fields:
Batch Title: unique name for each batch file uploaded to the case.
Batch Description: it allows a text description of information about the batch. This could include where collected, collection procedures, etc.
Doc Source: it is used to identify sources of documents to allow filtering by source for later searches and other functions. When set before adding files, the added files will all be automatically assigned to the directed DocSource. DocSource, like other fields in Lexbe, can also be changed later using the Multi-Doc Edit function.

Case Participant: By default, new batches have their 'Case Participants' set to 'Unassigned.' It allows you to associate a Case Participant with an upload batch. This can be a document custodian, party or even an unspecified shared collection (e.g., Shared Drive at Office').

Please note that Case Participants need to be set up prior to the commencement of the upload.

Time Zone Offset: the default is Universal Time (aka 'Greenwich Mean Time'). It can be changed to local timezone of upload batch as needed. If the files uploaded were part of an eDiscovery job, we process the job of converting and loading using EST, which we process as Greenwich Mean Time (Universal Time) - 5 hours. The time that displays on an MSG in Outlook is dependent on the local settings on the client computer where Outlook is installed and will vary on the setting and whether in Daylight savings time, etc. Differences of an hour for these factors, or more if a custodian was traveling to a different time zones during the case, are common and expected. If the exact time of emails in a case is important, email can be processed to GMT/Universal time, and a log of custodian settings and travel can be obtained to calculate, but this is usually too expensive for marginal benefit.

Perform OCR on PDFs:
PDFs are automatically made searchable with optical character recognition and checked by default (English only). If it is important that PDF documents be searchable immediately, you should OCR before uploading to Lexbe eDiscovery Platform. After the upload is completed, we advise you to check from the Search page to make sure all the documents recently uploaded were OCRed and you will see a note that says: 'Search results may be incomplete because items are still being indexed or OCRed. XX documents remain.' Also, the amount of time this can take will vary depending on the number and size of documents you upload and activities of other users as OCR is a shared service. You can leave this option unchecked, if your documents have been previously OCRed or you want to upload files retaining foreign language text.

Automatic Assignment of Email Metadata Fields

When you upload emails to your case, Lexbe will extract and automatically assign the main email metadata fields (see screenshot). You will see these fields by showing these columns from the 'Show Columns' selection on the left of the 'Browse' and 'Search' pages. You can also see these fields from the 'Disc' tab to the right on the Document Viewer under the 'General Coding' section.

When importing email data you should set the local time zone for the email sender in the advanced upload settings. (Outlook email stores only Universal time (aka Greenwich Mean Time) and uses local computer setting to display local time.


Complete Batch Upload
 
From the the current page click on the 'Next' button to open the final upload window.

Once the Settings have been set, click on the 'Add Files' button at the bottom and select the files to add from your local system. Depending on your computer platform, you also have the option of dragging the batches from your computer directly into "Upload Documents" page.
From the upload window you can click the ‘Cancel’ button  to interrupt the file upload in progress. Progress is shown for each individual batch and for the entire upload. Do not close the upload window before the upload completes or the upload will be disrupted.

When you see an 'Upload Complete' message and you can close the upload window. If you go back to the "
Add Case Documents' Window, the newly uploaded batch will be listed on the main table.








From this page you can open the batch by clicking on its Title (hyperlink), edit settings or delete multiple batches on the left of the screen. When done, the recently batches uploaded can be cleared from this screen (the documents are not deleted).

Upload Progress & Automatic Notification of Upload Complete

After all uploads in the queue have been completed, y
ou 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.  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.

You also have the option to click on the 'Processing' hyperlink at the top right of the screen,


to receive automatic email notifications when a processing/upload is completed successfully.



If you want to start productions or download files to Briefcases, please wait until the uploads have been completely processed in the server as this may affect the page count for each document you are trying to applying Bates stamping or redact. Please also note that multiple clicks for a function (e.g. 'Upload' or 'Run Production', 'Download') can slow, interrupt or send conflicting instructions to the server and even interrupting processing.

Batches v Folders


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

When you upload folder structures (nested sub-folders) in a zip file to Lexbe eDiscovery Platform, by default all the files along with their sub-folders 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.  

Uploading Folders & Sub-folders Structures on Lexbe eDiscovery Platform

Please visit our help page 'Upload Folder Structures' for more details.

Uploading A Zip File With Sub-folders 

For example, if you want to assign everything to the ABC folder, you would create your folders like this on your drive:

>ABC
--Sub folder 1
--Sub folder 2. 

Then the final step is to zip that structure and upload to the case. This will create and assign sub-folders in Lexbe eDiscovery.


Reassigning Files To Corresponded Folders

When you upload different folders in one Batch, wait until it has been completed, then do the following steps:
>go to the Browse page 
>apply filter by the batch, select the documents by the Title and then apply Multi Doc Edit to the correspondent folder(s)

Another way to work with sub-folders is to apply filter from the Browse or Search with 'Source FilePath' field (e.g. Susan Cooper\Native Files.zip\Alvarez Memo to file.doc)

NOTE: To view and edit sub-folders, please go to the Management>Manage Folders.

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.

Upload Completion 

You should expect an approximately 10 GBs/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 2.5 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 upload is in addition to this, and will depend on your internet upload 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. If this is insufficient, please let Lexbe Sales or Support know of your need and we can quote our eDiscovery services, which is designed to handle a much higher daily throughput rate. Also for upload of TIFFs or load files, please contact our sales department (sales@lexbe.com) or Support.

Users uploading natives directly is completely self-service. We do not support upload specific QC procedures in Lexbe eDiscovery 
Platform, and users need to do it themselves. For Lexbe eDiscovery services, we do have specific QC protocols.

So, advantages of Native to PDF Do-it-yourself in Lexbe eDiscovery 
Platform:
>Control and timing
>No need to pay a processing charge for Lexbe eDiscovery Services.

Disadvantages of 
Do-it-yourself in Lexbe eDiscovery Platform:
>Lower daily throughput rate (10 GB/day)
>Must do own QC.

Open Files Uploaded in Batches

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 so you can view all the documents expanded. 

You can also apply filter by 'Upload Batch' from the Browse or Search pages. It will keep a record of all batches by titles and help you identify the set of documents you want to review.



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.

Open Files Uploaded in Batches

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 so you can view all the documents expanded. 

You can also apply filter by 'Upload Batch' from the Browse or Search pages. It will keep a record of all batches by titles and help you identify the set of documents you want to review.


Deleting RAR/ZIP Files

You can safely delete the original RAR/ZIP files from the case after the messages have been extracted.

Delete Documents

You can also delete extracted documents from a case, from the Browse or Search pages. Filter the files by 'Date Uploaded' or the 'Title', select the documents from the main window where all the documents are listed and then click on "Delete Selected Docs". Please note that you must have rights to delete files.

Upload Troubleshooting

If you are having any trouble uploading documents, please contact customer support.