Coding in Excel & Upload Metadata

General

You can modify document coded data and tag multiple files
(modify multiple fields simultaneously), or import load files by generating custom Excel spreadsheets that can be uploaded into a case in Lexbe eDiscovery Platform. This allows the user to edit most fields in Lexbe eDiscovery Platform, restore email families in an Excel spreadsheet, upload that spreadsheet to the applicable case, and have the field data in Lexbe be automatically updated. You will create a custom Excel spreadsheet with the extension file name '.lexbemultidocupdate.xlsx'. (e.g. Lexbe.lexbemultidocupdate.xlsx)

We recommend this feature for Power Upload users with advanced Excel users, familiar with using complex formulas and data management features for 'Quality Assurance & Control' during self-loading metadata. 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 metadata 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. Please note that users must not only have administrative rights to the account, but also request 'for Power Upload' by submitting a ticket at our support center.

Test

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

Cautions for Use-Support

This is a powerful feature but the use of this should be carefully done. If done incorrectly, coding data for documents can be lost. For these reasons, this should privilege should be requested and used as follows:
>Only someone with advanced Excel skills should have this right.
>Don't add any letters, spaces or characters to the file name extension ''.lexbemultidocupdate.xlsx'' (e.g. 'Lexbe.lexbemultidocupdate.xlsx02.xlsx' or 'Lexbe_01 Production.lexbemultidocupdate.xlsx'). Those type of file name extensions if not saved exactly according to our instructions, might not load the metadata properly.
>You should practice with a test case you create (administrators for an account can create new cases) to make sure you understand how this feature works before using on live data.
>You should do a test upload into a live case of a few records (Excel rows) before uploading a large spreadsheets (many rows) so that you are sure the the data is doing what intend.
>A backup of the state of the records to be changed should be created before each update operation and retained locally, so that if a mistake is made the data is available to revert.
>We do not have the ability to revert your data if needed (unless you have saved an Excel with all previous entries).
>You are responsible for your own quality control and to check to determine that changes were made as you intended. For a variety of reasons, including multiple Excel versions, many data types, unsupported characters, and system design limitations and possible bugs, you data might not update as intended and you should check it after upload.
>Because this functionality involves advanced Excel skills, we cannot support this feature with our support department. We do offer training and support though our Technical Services, but there is a per hour charge for these services.

How to Use Excel to Update Metadata and Coded Fields

Once you are granted 'Power Upload' privileges, you will upload the Excel spreadsheet with the metadata from the Case> Add Case Documents, just like you upload other documents in Lexbe eDiscovery Platform (no special keys/buttons).

Follow these steps to update Metadata and other coded data in a Lexbe eDiscovery Platform case. These instructions assume advanced Excel skills.

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 columns (fields) you plan on modifying from the 'Columns>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. You should keep the brackets for the '
Coding Section' exported from Lexbe eDiscovery Platform (e.g. Damages), as follows:


>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. 

Here is the final result of the load file from the example above, that was uploaded to Lexbe eDiscovery Platform to apply massive tagging: 


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: 'Doc Id' 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' column 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' column 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.

Associating Email Families

You can restore a parent child relationship (email families) from a recent production uploaded to a case also using a custom Excel spreadsheet (.lexbemultidocupdate.xlsx), that will associate the file attachments with the emails. Please follow the steps below to restore your email families:

Step One - Creating A Loadfile


>After the upload is complete go to the Case>Add Case Documents page, and click on the production batch uploaded in order to find the email families you wish to restore.



>From the 'Browse>Fields>Show Fields' select the following headers:

--DocId
--Title
--Ext
>Then export the log to an Excel spreadsheet (Export>Export Log To Excel) and customized the load file you exported adding to the spreadsheet the column headings 'Bates Begin' and 'Parent Bates Begin'.

Step Two - Adjusting The Original Production Loadfile

>Open the original loadfile that came with the production you uploaded


>Depending on the original loadfile format the column titles could be named as follows:
-'Bates Begin' equals ProdBeg, Beg Bates, BEGDOC and StartBates (see screenshot above Column A').
Please Rename it to 'Bates Begin' title!
-The 'Parent Bates Begin' values might require special attention to ensure security. It can be simple or complex to obtain depending on the data from the original loadfile. Some loadfiles will have a column designated for the 'ParentId' containing the Bates title of the parent document of the attachment. If there is a column like that in the original loadfile, then use it by renaming the title of the column with 'Parent Bates Begin'. If there is not a field that is designated to the ParentId, it will most likely have four columns that will show you where the document or the family range starts and ends. So, in that case, you will have to use excel Logical Formulas in the original loadfile to generate the' FamilyId' and 'ParentId' metadata before merging values, and then rename 'ParentId' column to 'Parent Bates Begin'. (see screenshot above 'Columns H')

Please note that you can also obtain the fields required in Excel from Lexbe eDiscovery Platform productions to restore the email families.

Step Three - Merging Metadata Between LoadFiles

>Copy from the original loadfile the metadata in the 'Bates Being' and  'Parent Bates Begin' columns, and paste into the same columns in your loadfile to restore email families
>
Save your loadfile with the extension file name '.lexbemultidocupdate.xlsx' (e.g.'EmailFamilies.lexbemultidocupdate.xlsx')
>Upload the loadfile to the case.

* Here is a sample of a file mapping Excel spreadsheet including email families.
* Here is a sample of a Production ready to be uploaded. We recommend that you use both sample files to get familiar with the Upload Production/Loadfile process in Lexbe eDiscovery Platform.

Lexbe eDiscovery Platform
 Load files Specifications

We recommend loading data in three ways into Lexbe Online, depending on your preferences, as described below along with our load file specs:

1) Processed Natives with standard Concordance load file. MORE
2) TIFFs with standard Concordance load file.
(Note these can include link native files which we will import and associate) MORE
3) Unprocessed Natives.  PSTs, MS Office and most common file types can be loaded directly and will be indexed for review. MORE

We automatically create a normalized PDF for viewing (or a placeholder if we cannot).  TIFFs can be created as part of a production.


Other Notes

>When creating a custom list for sorting in Excel, be careful to extend selection to the 'DocID' field in order to avoid corrupting the data.
>Keep a backup copy of each Excel Metadata you import to Lexbe eDiscovery Platform (save to your desktop). This will help you to restore the database if you accidentally imported or associated metadata to the wrong files.
>Make sure you show extensions for known file types in Windows, to see the file extensions type at the end of the file name. You can turn on 'File Extensions', under the options properties dialog box from the Control Panel.
>If necessary disable 'Document Inspector' in the Trust Center to avoid warning messages or prevent format changes in Microsoft Excel.
>You can safely delete the original file (e.g.'EnronLexbe.lexbemultidocupdate.xlsx') from the case after the metadata have been populated into the database.
>
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 importing metadata. Please note that depending on which version of Excel you save your spreadsheet the format of the hyperlinks in the first column might cause the import to not recognize the Doc Id value. You can avoid this issue by removing the hyperlinks from the Excel file prior to import. This is done by selecting Column A, right-clicking on the column and selecting 'Remove Hyperlinks'. 

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 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 

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.

Multi Doc Edit vs. Upload Metadata

Feature   
 Description    Best Use
Multi Doc Edit >Code selected documents simultaneously from the Browse & Search Pages.
  >Cases not requiring extensive and complex coding.


Upload Metadata >Modify existing coded data or tag multiple tags using an Excel spreadsheet uploaded to a case.
       >Big cases with complex and extensive metadata.




 Feature  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.
  >Only can apply coding to one field at a time.
>Most time-consuming.
 Upload Metadata >Multiple documents and coding field can be edited simultaneously by uploading an Excel spreadsheet properly formatted.
  >It requires advanced Excel skills, otherwise coding data for documents can be lost.
>Excel spreadsheet must be created meeting the requirements listed under our 'Cautions for Use-Support'.