Everlaw FAQs

Everlaws assignment group inclusion criteria allows you to daisy chain assignment groups together. A common use case is to create a first-pass review that automatically feeds into a second-pass review. Lets walk step-by-step through the creation of a daisy-chained assignment.

First, lets set up our first-pass review. From the homepage, open the assignment group creation tool by clicking the plus sign icon next to the Assignments column header and selecting Create New.

Lets say that in this case, you want to do a first-pass review of all the documents with a particular author. Using the query builder, you can very easily build a search that will return all of the documents you are looking for, and use this search as your inclusion criteria.

Working your way through the assignment creation wizard, you can name your assignment First pass of Carolyn Campbell documents.

Choose the individuals on your first-pass review team.

You can allocate by document or page count, and decide whether to make the group static or dynamic. Remember that if you choose to make the assignment group dynamic, all future documents that are uploaded into the project and have Carolyn Campbell as a value in the Author metadata field will automatically be included in the assignment group.

Finally, decide the size of your initial document allocation in the assignment group. If you leave some documents unassigned, you can also choose to let your reviewers self-assign documents from the unassigned pool. This saves reviewers from having to wait for you to manually assign them more documents when they have completed their batch. Leaving the Batch size box blank gives the reviewers flexibility to decide how many documents they want to claim in subsequent assignments from this assignment group.

At this point, you can change the review criteria to reflect the conditions that the documents must meet to be considered reviewed. For example, this review criteria holds that documents must have both a rating and code(s) applied, unless they are rated Cold.

Now you can create an assignment group for a second-pass review of these documents. Lets say that for the second-pass review, youre only interested in documents that were rated Hot or Warm during the first-pass review. You can create another assignment group from the homepage. To specify the inclusion criteria for your assignment group, construct a search using the query builder that will pull in documents from your first-pass review that received these ratings:

You can repeat the naming and document allocation steps taken when constructing your first-pass assignment group. Since the second-pass group is being set up before any documents in the first-pass group have been rated, therewon'tbe any documents matching your inclusion criteria. Therefore, youwon'tbe able to allocate any documents in the final step of the assignment group creation wizard.

Now comes the trickiest part. You want your second-pass assignment group to have the same review criteria as your first-pass assignment group. Even though only hot and warm documents are coming into the second-pass assignment group, a second-pass reviewer might decide to override the first rating decision, and rate a document Cold when they come across it.

However, the review criteria of the second-pass assignment group cannot be exactly the same as the first-pass group (documents having any rating), since this would mean that all of the documents coming into the second-pass group would already be considered reviewed. Because of how assignments allocate documents in Everlaw, you cannot assign already-reviewed documents, nor can reviewers claim already-reviewed documents. As a result, an assignment group that only pulls in documents that it already considers reviewed is functionally useless.

The trick is to add a Viewed By review criterion, such that the documents in your second-pass assignment group are only considered reviewed if they satisfy the criteria of the first-pass group, and have also been viewed by a member of the second-pass group. (For this reason, its a good idea to have separate reviewers for the first- and second-pass assignment groups.)

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Upload deduplication

On-platform deduplication

Project-wide deduplication

Search-wide deduplication

Upload deduplication

You can turn on deduplication for native documents when they are uploaded onto the platform. Duplicates are determined at the time of upload based on the documents hash value. The hash value takes into account the document's text and intrinsic metadata (e.g., author, date created, etc.). Extrinsic metadata values (e.g., custodian, file path) are not evaluated in generating the hash value.

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If deduplication is turned on, duplicate documents will be removed and will not be uploaded. However, upload deduplication respects document families. This means that if the exact same document is attached to two different emails, both copies of the document will be uploaded.

Processed documents do not undergo deduplication upon upload, but will undergo on-platform deduplication. Additionally, documents that are not processed by Everlaw may not have a hash value.

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On-platform deduplication

Even if documents are deduplicated upon upload, some duplicate copies may end up on the platform. This is because upload deduplication (see previous section) respects document families, and processed documents do not undergo deduplication upon upload. Nevertheless, you can remove these duplicate copies from search results through the More Options menu, accessible from the search page or results table toolbar.

To determine which documents are duplicates, the Everlaw search tool compares the documents hash values (if available), then text versions.

Everlaw can also identify duplicates through email threading. Everlaw will identify emails that appear to fit into the same spot in a given thread and mark them as duplicates, while also using the content and metadata to recompose email threads. This setting will be turned on by default and viewable in project settingsfor organization administrators. (If you see documents identified as duplicates in the Email Thread section of the Context Panel, but not in the Duplicates section, it is probably because email threading deduplication has not been enabled.)

Please note that the text comparison method has its limitations. For example, different processing tools may generate different text files from two copies of the same document, documents with limited or no text cannot be correctly compared, and unrelated documents produced with the same placeholder text might be misidentified as duplicates. As a result, when we ingest produced documents that do not have hash or any other metadata values, the system may not correctly identify all the duplicate documents.

When choosing to exclude duplicates on-platform, you have the option of deduplicating your documents in a project-wide or search-wide context. Read on to find out more about each option.

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Project-wide deduplication

Project-wide deduplication consists of choosing to search for and view only the reference copy of a group of duplicate documents throughout your entire project. The reference (or "original") copy of the duplicate group is determined arbitrarily: the copy first uploaded to Everlaw is considered the reference, and all other copies are considered duplicates. You can build searches on Everlaw that will never retrieve any document that is not a reference copy.

Project-wide deduplication is conducted through an Include/Exclude Duplicates toggle on your More Options tab. As the label names indicate, this toggle allows you to include or exclude documents marked as duplicates from your search results. (Depending on your project settings, the toggle may not be visible; if this is the case, and you would like it enabled, please reach out to [email protected].)

When you exclude duplicates from search results through this toggle, all duplicate documents will be removed, regardless of family or document groups. If the exact same document is attached to two different emails, both copies of the document will be uploaded to Everlaw. However, one copy will be marked as a duplicate, and will not appear if duplicates are excluded from search results.

Toggling the Exclude Duplicates option will removeall duplicate documents from search results, so using itmay exclude a document that you intended to retrieve. This most commonly occurs when you run a Bates search for a single document that has been marked as a duplicate copy. In the example below, #35801 is an email that is a duplicate of another email on Everlaw. For this reason, searching for this document and excluding duplicates retrieves zero results.

Toggling the Include Duplicates option, however, retrieves a result for the Bates search.

Although the More Options tab can be activated for multiple logical containers, the option to include or exclude duplicates, if present on your project, will only be available on the outermost container. In other words, you will not be able to set project-wide deduplication for a portion of your search and disable it for another portion.

As an exception to the behavior described above, documents that have been coded, have a note applied to them, and/or have a hot or warm rating will not be removed from search results, even if you choose to exclude duplicates.

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Search-wide deduplication

When running searches on Everlaw, you may want to see only one copy of each document that matches your search terms. This largely overlaps with, but is slightly different from, project-wide deduplication, in which you are asking to see only one copy of each document that exists on the entire project.

To deduplicate within a search on Everlaw, open the More Options tab and group your documents by their exact duplicates. This will group the reference (or "original") copy of the document, as well as any duplicate copies, together in the results table. Then, remove children from the groups. This will keep only the reference copy among your search results, and each duplicate group will be represented by a single document.

Deduplicating within a search is useful for quickly isolating the reference copy for each duplicate group, without worrying that any copies may be inadvertently left out (such as the Bates example given in the previous section). The reference copies can then be saved to a binder for review.

Because deduplicating within a search will only include the reference copy among search results, you may see different documents in the results table than those you originally searched for. For example, if you search for document #35801, group by exact duplicates, and remove children, your search will retrieve a single documentdocument #26433!

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Whitelisting IP addresses and countries

Suggested Whitelisted Locations

Admin Access

Organization Admins

Whitelisting IP addressing and countries

In addition to setting group permissions to limit access to tools within projects, project admins can also restrict access to the entire project based on the country or IP address a user signs in from. For example, if you only wanted your team to be able to access the project from your office, you could choose to whitelist only your offices IP address.

To restrict access to a project based on users locations, navigate to the Project Settings page via the Project Navigation dropdown.

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Then, click the Permissions tab on the left sidebar and choose Location Whitelist.

When your project is first created, no IP addresses or countries will be whitelisted. If nothing has been whitelisted, everyone on the project can access the project.

To add an IP address or country to the projects whitelists, click Edit.

To add an IP address, click Add IP Addresses. From here, you can enter a list of IP addresses, or upload a file of IP addresses to whitelist. You can also whitelist IP address subnets (e.g., 123.4.5.6/30).

Onceyou'veentered the IP address(es) to whitelist, click Add.

If there are IP addresses in your whitelist, but you have not whitelisted any countries, users must log in to the project from one of the whitelisted IP addresses.

To add a country to the whitelist, click Add Countries. From here, you can select specific countries, or select all available countries to add to the whitelist. Onceyou'veadded the country (or countries) you intend to whitelist, click Add.

If there are countries in your whitelist, but you have not whitelisted any IP addresses, users must log in to the project from one of the whitelisted countries.

If both IP addresses and countries have been added to your whitelists, users can access the project by either logging in from one of the whitelisted IP addresses, or by logging in from within one of the whitelisted countries.

Suggested Whitelisted Domains

Everlaw recommends that your organization whitelist the domains listed in this document. This will facilitate your organizations usage on Everlaw, as well as communication between your organization and Everlaw Support.

Location

Domains

All VPC's

support.everlaw.com

js.live.net

cdn01.boxcdn.net

cdn.polyfill.io

apis.google.com

p13.zdusercontent.com

d2wy8f7a9ursnm.cloudfront.net

*.googleapis.com

fonts.gstatic.com

sessions.bugsnag.com

google-analytics.com

Everlaw US

s3.amazonaws.com

everlaw.com

app.everlaw.com

www.everlaw.com

longpoll.everlaw.com

*.longpoll.everlaw.com

Everlaw Australia

s3-ap-southeast-2.amazonaws.com

everlaw.com.au

app.everlaw.com.au

www.everlaw.com.au

longpoll.everlaw.com.au

*.longpoll.everlaw.com.au

Everlaw Canada

s3-ca-central-1.amazonaws.com

everlaw.ca

app.everlaw.ca

www.everlaw.ca

longpoll.everlaw.ca

*.longpoll.everlaw.ca

Everlaw EU

s3-eu-central-1.amazonaws.com

everlaw.eu

app.everlaw.eu

www.everlaw.eu

longpoll.everlaw.eu

*.longpoll.everlaw.eu

Everlaw UK

s3-eu-west-2.amazonaws.com

everlaw.co.uk

app.everlaw.co.uk

www.everlaw.co.uk

longpoll.everlaw.co.uk

*.longpoll.everlaw.co.uk

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Admin Access

Turning on Admin Access will grant project admins access to the project, regardless of whether their present IP address or country has been whitelisted or not.

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Organization administrators

Organization administrators are subject to the same location restrictions as other users. However, if Admin Access (discussed above) has been toggled on for the project, and the organization admin can otherwise access the database (e.g., Organization Admin Access is set to Yes), then they will have access to the project, regardless of their location or their explicit project permissions.

The required format for processed uploads is relatively inflexible, so make sure that your documents conform to this standard before uploading into Everlaw. Please note that if you are an organization administrator uploading documents directly, you will need to provide a loadfile. Otherwise, if you are uploading processed documents to the individual project pages, PDFs without a loadfile can be uploaded as long as they meet the requirements below.

Loadfile Requirements

The loadfile should be any text file (ASCII, UTF-8, or UTF-16) with sensible and consistent delimiters. Common formats include comma-separated values (CSV) file, DAT file, or TXT file.

Each line in the loadfile must represent exactly one document.

The loadfile should only contain document metadata information. All work product that needs to be migrated (such as codes, ratings, etc.) should be included in a separate file.

The loadfile must include a field with a unique identifier representing the beginning of a document (such as BeginID or BeginBates) and a field indicating the range of the document (either a document-ending identifier such as EndID or EndBates or a number of pages field like NumPages).

The documents name matches exactly the name of the entry in the loadfile(e.g., ABCD00002.pdf if the document in the loadfile says ABCD00002). This must be true down to the number of zeros and the presence or absence of a separator character, such as an underscore (e.g., ABCD00003_001 must be the name of both the PDF and the loadfile entry).

Please note that this requirement for identical names holds for both text and image files.For uploading native files, a native path must be provided.

The filename of the native does not need to be identical to the name of the text/image file as long as it exactly matches the value in the native path.Everlaw does not use text or image path values.

Please note that a full path to the native fileisn'tnecessary, but each native needs a unique filename or some path portion that is unique. For example, file.xls is an acceptable native path entry if there are no other files with that exact name.

There is a consistent separator character between columnsin the loadfile.

If a native document is present, the NativePath value must contain the exact name of the native document.

The loadfile should not contain the document text as a field, which can create problems with upload. Often this happens for OCR text. The text for each document should be in a unique text (.txt) file named after the BeginBates of the document. See Document Numbering and File Naming for more information.

PDFs without a loadfile

PDFs without a load file must be named with a Bates prefix and a number. Everlaw support will upload those documents, using their filenames as their Bates number (as with any upload). A document's Bates stamp will not influence the name of the document on the platform, so make sure the documents are named properly before uploading.

Image and text

In terms of images,Everlaws processed data uploader supports TIFF (both single- and multi-page), PNG, and JPEG or multi-page PDFs.Page-separated PDFs are not accepted. For text files, the uploader supports .TXT files but not .RTF files.

For moreinformation on productions in Everlaw, please see the help articles in our Productions section.

Table of Contents

Step 1: Navigating to the Productions page

Step 2: Document settings

Step 3: Configure image settings

Step 4: Redaction, native, and text/transcription settings

Step 5: Privilege settings

Step 6: Placeholder settings

Step 7: Metadata settings

Step 8: Additional options

Step 9: Saving a protocol

A production protocol specifies the rules for a production. Protocols can be created either (i) independent of a production or (ii) during the process of creating a production. You can store any number of protocols for future use, allowing you to reuse previously created protocols.

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We strongly recommend that you create a protocol in Everlaw as soon as you know what the agreed upon settings are, as opposed to when you need to run your first production. Creating protocols early will give you a chance to see whether or not you need Everlaw to set up custom settings or fields. For example, a production protocol might require you to produce a field that is not in your database. In that event, Everlaw can add custom metadata fields to your database.

If you have questions about creating a protocol, adding custom fields, or non-standard production requests, please reach out to [email protected].

Otherwise, follow these 10 steps to create or edit a protocol:

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Step 1: Navigate to the productions page

If you have Admin permissions on Productions, navigate to the Productions page by clicking the Project Navigation menu and choosing Productions. Please note that if you only have Share permissions on Productions, you will be able to navigate to the Productions page and download/share completed productions, but you will not be able to initiate or edit them yourself.

Once you reach the production page, there are three paths depending on what you want to do:

To create a protocol without running a production:Click the Saved Protocols button in the upper right. Then, click the Create a protocol button in the left panel. The protocol wizard will appear.

To edit an existing protocol without running a production:Click the Saved Protocols button in the upper right. Then, select the protocol you want to edit from the list, click the menu icon in the upper right, and select 'edit'. The protocol wizard, with your chosen protocols settings prefilled, will appear.

To create a new protocol and run a production:Click Create a production. You must first create a search to identify the documents you want to produce. Once you click Next, youll be brought to the protocol wizard.

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Step 2: Document settings

If you are accessing the protocol wizard as part of the process of creating a production, this step will give you the ability to prefill protocol settings from a drop-down list of existing protocols, or create a new protocol.

You will be required to name the production you are creating, and can optionally provide a description. Toward the left of the page, you will be able to see the total number of documents youre producing, as well as the number of documents in that set that contain redactions.

Next, you have the option to select the sort order of your produced documents.By default, Everlaw uses filepath as the sort order for a production. Families will be grouped together, with the parent documents immediately followed by respective attachments in the Production Bates range, as child attachments are extracted from their parent. The children are also sorted by filepath within their family.

You can adjust the sort order of your produced documents and choose additional sub-sorts. The selected fields will be applied in the order that you choose them, but families will be kept together regardless of sort order. Any custom sorting will affect the parents of the family, but all children will remain in filepath order within that family. In the example below, produced documents will be grouped by family and then sorted by custodian (with children sorted by filepath still). Should multiple documents have the same custodian, the documents will then be sorted by their Date field:

If you do not select a particular sort preference, your documents will be sorted by their original file path.

There are a number of Bates options that you can modify:

Other Bates:If you have assigned Other Bates numbers to your documents, you can choose to use these values for your documents' Bates values upon production.

Use page numbering: Checking this box will Bates stamp your documents such that each page of a given document will receive a different page number. You can also specify whether or not to display page numbers on the first page of your documents, the number of digits padding your page numbers, and the page number separator character (period, dash, or underscore). A three-page document with page numbers on the first page, six digits of page number padding, and a period separator character would have the following Bates stamps on its first, second, and third pages, respectively: ABC000001.000001, ABC000001.000002, ABC000001.000003.

The Bates Prefix:You can use an existing prefix by selecting from the drop-down list, or create a new prefix by typing into the input box (new prefixes will be highlighted in yellow as you type). Please note that if you have added any spaces before or after your Bates prefix, these will be deleted upon production. However, documents grouped by produced versions will account for spaces in the Bates prefix.

The Starting Bates Number:The starting Bates number is the number that will be applied to the first document in a given production. This will affect the numbering of subsequent documents/document pages in a production. By default, the use next number for the prefix box is checked. This means that one greater than the highest number for a particular prefix will automatically be chosen as the starting number for a production. For example, lets say you ran one production using the Prod prefix. The last Bates number applied in that production was 4000. If you run a new production with a protocol that uses the Prod prefix, 4001 will automatically be chosen as the starting Bates number for the new production. We recommend keeping this default setting as it will ensure that overlapping Bates numbers will not be applied. However, if you deselect this setting, you can set whatever starting Bates you want.

Number Padding:The number padding is the minimum number of digits you want to reserve for your Bates number (pre-page separator). If the actual number has fewer digits than the number you input, the space between the Bates prefix and number is filled in with zeros. In other words, if you input 6, and the Bates number is 4 digits long, there will be two zeros appended between the prefix and the number. If the actual number has more digits than the reserved number, there will be no zeros separating the prefix and the number. A preview of the Bates stamping is shown at the bottom.

If there are concurrently running productions using the same Bates prefix, Everlaw will attempt to reserve the necessary Bates range for each production to prevent overlaps. If there are numbering overlaps, the affected productions will fail and register an error. You can delete failed productions from the productions page.

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Step 3: Configure Image Details

Many production protocols require you to provide the documents in image format. You can think of images as essentially digital snapshots equivalent to what the documents would look like if they were printed out. You can also modify these images during production. For example, you can redact privileged content, Bates number the pages, or apply other desired annotations. This step, and the two subsequent steps, all deal with how images should be generated.

Image format:By default, Everlaw produces images as PDFs, which can display color. However, you can choose to produce no images or images as black-and-white TIFF files. If you choose to produce images as TIFF files, you have the additional option to produce a subset of those images as color JPGs. To produce color JPGs in addition to TIFF, click the Color JPG box and create a search for the documents that should be produced in color. All documents in a production matching this search will have color JPG images instead of black-and-white TIFF images.

Bates and endorsement text stamping:If you want to Bates-stamp the produced images, you can choose which corner of the document you want the Bates number to appear in. By default, theyll be stamped in the lower right corner.

You can also add arbitrary text, otherwise known as endorsements, to any corner of the document. For example, you might want to stamp custodian information on documents in a production.

Endorsement stamping can also be done programmatically (according to a set of rules). These rules are tied to the coding sheet, which means that documents must be coded for programmatic endorsement stamping to work. For example, you might want all of the documents in a production coded as Confidential to be stamped with the phrase Confidential in the upper right corner.

To create a rule, first select which corner the text stamping should appear in under the "Endorsement - By Code" section. In the dialog that appears, choose a code from the dropdown list and input the desired text. All documents in the production that have the chosen code will be stamped with the inputted text in the selected corner of the document. You can add multiple rules or delete rules from the table. Using this method, you can stamp documents from the same production with different endorsement text. If a document matches more than one rule, all the applicable stamps will be applied.

Finally, you can include text stamping by metadata. Select which corner the text stamping should appear. Then, select which metadata field youd like to endorse. The contents of that metadata field will be present on the document.

A preview of the Bates and endorsement stamping will be generated on the right.

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Step 4: Redaction, native, and text/transcription settings

Redactions: Everlaw automatically detects which documents in your production have image and native redactions applied. If you do not want to apply redactions during production, click the Do not include redactions button.

During production, Everlaw will burn the image redactions into the produced images, and re-OCR the new image to ensure redacted text will not appear in the produced text file. If you want to control how redactions appear (as a black or white box, with or without text stamped on the redacted area), click the customize button and make your selections in the dialog that appears. If custom redaction stamps are being used in your project, the custom stamps will appear on the completed redactions, overriding any text you may specify here. Generally, native documents will not be included for image-redacted documents.

For native redactions, redacted text is removed from the document at the time of production and the document text is then extracted to ensure redacted text will not appear in the produced text file. Generally, images will not be included for natively-redacted documents. If a document has both image and native redactions, the native redactions will take precedent.

If you chose to exclude images from your production on the previous step, include redactions, and your production set includes image-redacted documents, you will be presented with an option to select what format, either PDF or TIFF, to produce your redacted images in.

The parent documents of any redacted documents will not be produced natively. Instead, only the image and text formats of the parent documents, if available, will be produced. For example, if you redact a PDF that is an attachment to an email and produce the entire attachment group, the native format of the parent email will not be produced; the same is true for emails and attachments embedded in other emails. Since native email files often contain associated attachments, this precaution prevents the redacted content from being accessible from anywhere in the final production. Please note that this functionality is only available for Everlaw-processed documents.

Native documents:You can choose if you want to include native documents in your production. Native documents are the files in the format of their originating application, such as .xlsx and .docx. You can choose to produce natives for all documents in a production, no documents in a production, or a subset of documents in a production. If you choose the last option, youll be required to create a search to identify the subset of documents that should have natives included.Regardless of your selection, Everlaw will never produce natives for documents that are redacted or thatyou'vechosen to withhold.Additionally, as detailed in the previous paragraph, natives will not be produced for the parents of documents that have been redacted or withheld as privileged.

Text: You can choose whether you want your production to include text files in the ZIP folder included in your production. Because Everlaw automatically creates transcripts for all media files with extractable voice text that are uploaded to the site, you can choose to produce no text files, all text files including media transcripts, or all text files excluding media transcripts. Text files will not be produced for privileged media files that are withheld from production, regardless of whether you have selected the option to produce media transcripts in this dropdown.

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Step 5: Privilege Settings

Although this step is called Privilege Settings, it can be generally used to dictate any withholding rules. In this step, you have the flexibility to define what documents you want to withhold and customize what text appears in place of those documents. These selected withheld documents can also be automatically added to a privilege log (see step 8, below). Because you can choose to withhold documents based on a wide variety of criteria, privilege settingsdo not automatically withhold documentsuntil you specify how to identify them.

If you want to withhold documents, click the withhold privileged documents button. Then, click "add a rule" to create a search that the system will use to identify documents to withhold. Note that all documents in a production that match the search will be withheld. This means that the images, text, and natives of these documents will not be included in the production. Instead, Everlaw will create a placeholder image for the withheld documents. You can modify the text that will be stamped on these placeholders in the placeholder text input box.

Placeholder images for withheld documents usually result in a single Bates number gap per placeholder in a production. However, you can also choose to reserve the full bates range for each withheld document. For example, if you are withholding a 20 page document, a 20 Bates number gap will be in your production instead of a single Bates number gap. One advantage of this is that if you do happen to produce a withheld document at a later time, Everlaw can allocate the document its full Bates range without any overlaps.

If you withhold documents as privileged, parent documents that are associated with the privileged documents will not be produced natively. Instead, only the image and text formats of the parent documents, if available, will be produced. Since the native files of parent documents often contain associated attachments, this precaution prevents the privileged content from being accessible from anywhere in the final production. This functionality is available to documents whose parent is embedded in a third document. However, it is not currently available for documents that were not processed by Everlaw.

A note about creating disclosure lists: Some of our clients need the ability to create disclosure lists. Our privilege log functionality allows you to do this. Remember, because Everlaw cannot automatically detect privileged documents, you can specify whatever criteria you need for your list of withheld documents. This allows you to select whatever criteria you need for documents to be withheld in step 5 (Privileged Documents) and exported in step 8 (Privilege log).

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Step 6: Placeholder settings

Placeholders are automatically created for withheld documents in lieu of the actual documents. These placeholders are generated under the default 'Privileged' rule that appears at the top of the table. However, you can also create image placeholders for other documents as well.Unlike placeholders for withheld documents, image placeholders created in this step will only replace the image file. Remember that you chose which files to produce natives for in the previous step. We cannot produce natives for documents that youre creating placeholders for in this step unless they are already captured by your native production settings from the previous step.

Placeholders are generated according to rules which govern which documents to produce placeholders for, and what text to stamp on the placeholders. To create a rule:

Click "Add a Rule"

In the dialog that appears, name the rule and specify the text that you want stamped on the placeholder.

Create a search for documents you want to apply this particular rule to. If Include Families is toggled on, this rule will propagate to all family members of documents captured by the search. Toggle this setting off if you don't want the rule to affect family members. The total number of documents matching your search in the production will be shown right below the query builder.

If you are creating a protocol independent of a production, the number shown corresponds to the total number of documents in the database that would receive the placeholder. If you are creating a production, the number corresponds to the number of documents within your production set that would receive the placeholder.

Click Save when youre done

Multiple placeholder rules can be in effect simultaneously in a single production protocol. Rules at the top of the table take precedence over rules below. As a result, documents matching the search criteria of multiple rules only contribute to the document count of the top rule. Similarly, documents already withheld at the Privileged step do not contribute to the document count of placeholder rules.

To edit the name of a rule, click on the name so that it is highlighted. Then, input the new name. You can do the same to edit the display text associated with a rule. If you want to edit the search used to identify which documents to apply a rule to, click on the total number of matching documents corresponding to the rule you want to edit. Note that you cannot change the search for the privilege rule in this view as these documents were identified in the previous step of the production wizard. You can, however, change the display text associated with the privilege rule.

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Step 7: Metadata settings

You are given a lot of control over which metadata fields to produce, and the naming of the chosen fields. You can even group fields together for production.

At the top of the page, you can specify how you would like your date and time metadata to be produced. For example, you may want your Date field to show up as DD/MM/YYYY instead of MM/DD/YYYY. Once you select your date format, you can select a time format as well. You can choose between a 12-hour, 24-hour, and hour/minute/second format.

There are two primary components in the metadata step of the production wizard: the left panel shows available metadata fields; the right panel shows the fields thatyou'veselected to produce.

To select individual fields to produce, click them in the left panel and they will be added to the right panel. Fields with the blue information icon are either custom fields or production fields. All other fields are originally part of the documents in your database. You can use the filter box at the top of the left panel to find fields by name. If you want to use Everlaws recommended fields, click the load default button.

If you want to remove a field thatyou'vechosen to produce, simply click on the red x associated with the appropriate field in the right panel.

You can also combine fields together into a single field. To combine fields, click and hold a metadata field, then start dragging it. Boxes will appear next to the selected fields in the right panel. If you want to group the field youre holding with a selected field, simply drag your cursor to the box of the field that you want to group it with. A green plus icon will appear in the box. Once you let go of the mouse, the fields will become grouped. The names of the fields included in the grouped field will be added in gray, and a pencil icon will appear in the far right that you can use to remove fields from the group. The name of the grouped field will be the name of the first field in the group. However, it is very easy to rename fields.

To rename any field, click on the name of the field in the right panel so that it is highlighted. Then, input the desired name. Note that the renamed metadata field will not be found in metadata search, or available as a results table column.

You can also add metadata fields that only show either the date or the time value for a specific field, e.g. "Time Sent". To do this, drag a "Date Only" or "Time Only" metadata field to the right panel. Then enter the name of the original metadata field that you would like this value to come from e.g. "Date Sent". You can then rename this field as described above.

Below is a table of metadata fields for which you can specify how the metadata is structured:

Field

Function

FAMILY VALUE

If there are attachments to the document, uses the parent value for the selected field for children documents (ex: a parent email's date sent value used for child attachments).

DATEONLY

If a field contains both date and time values, uses only the date portion of the selected field.

TIME ONLY

If a field contains both date and time values, uses only the timeportion of the selected field.

ATTACHMENT COUNT

The number of documents attached to the given document.

Some production protocols require the inclusion of fields that might not appear by default in your database when the documents are uploaded. If youdon'tsee a field that you need in order to abide by a production protocol, you can use user-editable fields to accomplish this workflow. This article will explain how to create user editable fields.

If you are on Everlaw Australia, please visit this article to learn about producing to a Microsoft Access Database format.

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Step 8: Additional Options

In this step, you are able to configure additional settings for your production.

Encryption:If you want to password-protect the enclosing Zip file for the production, input the desired password in the password box. You can also use an Everlaw-generated password for your production by clicking "Generate password." Your password will be saved in the production configuration. Once you enter a password, there are two different types of encryption for password-protected files that you can choose from: AES-256 or ZipCrypto. AES-256 is more secure than ZipCrypto, but can only be extracted by applications that support AES-256 encryption, such as 7-Zip or WinZip. If you choose to encrypt using AES-256, remember to notify the receiving parties.

Packaging:Everlaws productions have a set file structure that cannot be changed. There is one top-level folder that contains sub-folders for image folders/files, text folders/files, native folders/files, and load files. You can, however, change the name of the folders. To rename a folder, select the default name and type in your new desired name.Additionally, our folders have a soft max document size of 1000. For example, if your document production results in 2000 tiff files, theyll be split into two sub-folders within the top-level image folder, with 1000 files in each sub-folder. By default, we keep files from the same document together, even if the max size has been reached. This means that some sub-folders can exceed 1000 files. If you want to strictly enforce the max folder size of 1000 files, check the split option. Enforcing the max folder size might result in files related to the same document appearing in multiple sub-folders. Some ediscovery platforms cannot handle processing sub-folders that exceed 1000 files, so please coordinate with the parties that will receive the production.If you are on Everlaw Australia, please visit this article to learn about leveled packaging.

If you are a user on Everlaw Australia, please visit this article to learn about leveled packaging.

Migration:This step allows you to copy the review work (e.g., ratings, codes, notes, etc.) of your source documents to your produced documents. If migration is disabled, no review work will be copied to your produced documents, with the exception of redactions as determined by your redaction settings. Clicking Enable will open the migration dialog.From the migration dialog, you can choose to copy over Notes and Highlights, Ratings, as well as specific coding categories. Any review work that you migrate will appear on the produced documents in Everlaw; however, review work will not appear on your downloaded produced documents, nor will it appear on documents that you send via shareable link. Redactions will always be applied to your documents based on your productions redaction settings, regardless of migration settings. Note that since productions do not respect source image size dimensions, highlights may be misplaced on your produced documents. This may occur, for example, when your source image is cropped.

Privilege Log:In this section, you can create a privilege log listing the documentsyou'vewithheld or redacted in your production. If you would like to create a privilege log, click Enable on the Privilege Log card, and then click View/Edit.

From there, you can choose to export your privilege log as an Excel (CSV) file or a Concordance (DAT) file.

Next, select which documents you would like included in your privilege log. By default, only privileged documents will be included.You can choose to include both privileged and redacted documents in your privilege log by checking the Redacted documents checkbox. If you have chosen not to withhold any documents in your production, this selection will result in your privilege log containing only redacted documents. Finally, if you check the Non-privileged documents checkbox, redacted documents will automatically be included in your privilege log. This is because, by choosing to include all privileged and non-privileged documents in your privilege log, redacted documents will necessarily be included.

Once you have decided which documents to include in your privilege log, you will need to decide how to configure your metadata for your log. You can drag and drop metadata fields from the left side to the right side panel. Once they are included, you can rearrange them by using the up and down arrows to the left of each field. You can also click Load Preset to load a set of commonly configured metadata fields.

The mechanics of the builder are the same as the load file metadata settings in the previous step, with additional field options to include in your privilege log. Notably, you can select fields such as category, code, endorsed text, privileged type, and placeholder from the left panel into the right panel. If you include the Privilege Type field in your privilege log, any privileged documents will receive type values, and any redacted documents included in your privilege log will receive the value Redacted.

Sometimes, privilege logs must include different metadata fields for documents depending on the reason they were withheld. This is especially relevant for disclosure lists in the UK, but is also useful for some protocols in the US. You can customize metadata for each privilege rule, for non-privileged, or for redacted documents.

If you selected to include non-privileged or redacted documents, and/or you created more than one privilege rule, you will see a dropdown menu that says Default in the metadata configuration dialog. If you do not need to differentiate metadata fields by document type, simply populate the Default configuration in the same way as described above, and the metadata will apply to all documents.

However, if you'd like to differentiate the metadata between these various document types, click the word Default to see a dropdown menu of your other document categories. Select the one you'd like to configure. Then, configure the metadata for that category in the same way that you did for the Default.

Step 9: Saving a protocol

The last step of the wizard will have different options depending on whether or not you are creating a protocol independent of generating a production:

If you are creating/editing a protocol independent of a production:The last step of the protocol wizard summarizes the settingsyou'vechosen. Save the protocol by clicking save.

If you are creating/editing a protocol as part of a production:The last step will summarize the protocol settings. You can save the protocol by inputting a name into the protocol name box. Clicking submit will save the protocol (if the name field is filled), and start the production process.

To read more about creating productions in Everlaw using protocols, please refer to the productions help article.

Table of Contents

You've created an assignment group...what's next?

Assignment group dashboard view

Assignments toolbar

Why am I unable to share, message users, or delete?

How can I view information by user, not by assignments

Individual assignment cards

Unassigning documents

Reassign documents

Changing an assignment from static to dynamic

Changing an assignment from dynamic to static

How do I edit the inclusion criteria in dynamic assignments?

How do I view or modify review criteria?

A user is assigned documents they can no longer access, what do I do?

You've created an assignment group...what's next?

Now that you have created an assignment group, you will need a way to manage it. Once an assignment group has been created, cards will be added to the top of the assignments column on the homepage.

If you are an admin on an assignment group, you will be assigned a card with a dark blue color band (reviewers' assignment cards have a light blue color band). Click on the dark blue card to enter the assignment group dashboard view, which is the central location for all assignment management and modification.

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Assignment Group Dashboard View

In the assignment group dashboard view, you have access to a high-level overview of the total review progress through the assignment group, as well as the progress of reviewers through their individual assignments within the group. You also have access to tools that can help you administer an assignment group. This view is only available for users who have access to the navy blue cards on the homepage.

There are four main components of the assignments dashboard: toolbar, view settings, assignment cards, and criteria buttons.

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Assignments toolbar

The assignments toolbar at the top of the page has a variety of helpful action buttons.

Basic assignment information:

View overall progress, assignment group name, who created the assignment group, and the date of creation. To rename an assignment group, click the current name to highlight it, then type in a new name. To favorite the dashboard card, click the star icon next to the name. To message the assignment group creator, click on the creators name under the assignment group name (Claudia Waldman in the example above). The auto-refresh indicator in the progress circle denotes assignments that are dynamic.

Documents reviewed icon:

The above icon allows you to view documents from your assignment group in a results table based on review status. By default, clicking on the link will bring up all the reviewed documents in a results table. To pull up a different set of documents, click on the toggle, and select from the list. You can choose to retrieve all reviewed documents, all un-reviewed documents, and all documents in an assignment group .

Self-assign icon:

The tool with the person icon allows you to give reviewers the ability to self-assign documents from the pool of unassigned documents.

Click the icon to view current self-assign permissions, or to add permissions. A drop-down list of users will appear. To check any existing permissions, click on the view all users who can currently self assign link at the bottom of the dialogue box. To give individuals the ability to self-assign documents, select them from the list so that they are highlighted, then press submit.

Batchsize tool icon:

This icon allows you to set the default batch size when reviewers self-assign documents, if that feature is enabled in the assignment group. By default, reviewers can choose their own batch size. If you want to set a standard batch size for an assignment, click the batch size icon and input the number of documents you want reviewers to receive when they checkout a new batch from the assignment.

Grouped by and Sorted by icons:

These icons allow you to see the grouping and sorting configurations of the assignment group. In this example, the documents in the assignment group are grouped by attachments and sorted first by Bates number and then by rating. Documents will be assigned, reassigned, and self-assigned according to these configurations.

Messaging team or share assignments:

You can message all reviewers in an assignment group by clicking the envelope icon on the right. This message will not include the assignment group.

You can also share the assignment group with other users. Click the share icon in the toolbar. Select the users or groups of users you would like to share the assignment group with. You can select the permission level for the recipients. Recipients can either only view the dashboard view of the given assignment, or also have allocation, sharing, and deleting permissions as well. To view existing permissions for the dashboard view, click the View/Edit existing permissions link.

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Why am I unable to share, message users, or delete?

You may not see the message or share icons. This is because you do not have permissions for this particular assignment group. To receive allocate, share, and delete permissions, please reach out to the assignment group creator. You can message them by click on their name/envelope icon in the Assignments toolbar.

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How can I view information by user, not by assignment?

Using the left hand panel, you can navigate to the dashboard view for all assignments you have the proper permissions for. Alternatively, you can also see this information broken down by user instead of assignment group. Toggle the view option to user instead of group. The table will now list the users with assignments in the case. You can also use the input box in the left panel to filter the list of assignment groups or users. Click on a user's name to see progress information across all their assignment batches and assignment groups.

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Individual assignment cards

On each card, you can see the reviewer responsible for the assignment, the total number of documents within an assignment, and a progress bar.

In the screenshot above, Claudia DemoR has been assigned 25 documents, and she has reviewed 4% of them. There are also 103 documents that are unassigned. The progress bar shows the percentage of unassigned documents that have been reviewed. The documents may have been reviewed before the assignment was created. It may also be the case that the documents were randomly reviewed. If documents are unassigned, but they meet the review criteria and are considered reviewed, they will be included as part of this progress percentage. Keep in mind that only unreviewed, unassigned documents can be assigned out from here. For example, if you tried to assign out all the unassigned documents to Claudia, she would only receive 95 documents (92% of 103).

To message a reviewer, hover over the appropriate name badge in the upper right corner of the card, and click. To favorite a reviewers card, click on the star icon. You can rearrange the cards alphabetically or by percent complete by toggling the option in the upper left. You can filter the cards by name using the input box.

To share an assignment, click on the share icon. On the popup menu, select the users or groups of users you would like to share the assignment group with. Optionally, you can write a message. Finally, select the permission level for the recipients of the message. Recipients can either only view the dashboard view of the given assignment, or also have allocation, sharing, and deleting permissions as well. To view existing permissions for the dashboard view, click the View/Edit existing permissions link.

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Unassigning documents

To unassign documents from a user:

Click on the menu icon on the appropriate batch card

Select the unassign option

A task will run in the background to unassign the documents. Wait for the dashboard to refresh to see the updated cards

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Reassign documents

To reassign documents from one user to another:

Click the menu icon on the batch card of the user you wish to reassign documents from

Select the reassign option. Note that only currently unreviewed documents from the selected batch will be reassigned.

Specify which reviewer or reviewers you would like to reassign documents to

Choose how many documents you would like to reassign to each reviewer. Any document that is not reassigned to a specific user will instead go into the pool of unassigned documents in the assignment group. This means that all unreviewed documents from the reviewer will be reassigned.

Click assign, and a task will run in the background. Wait for the dashboard to refresh to see the updated cards.

Note that if a reviewer already has an assignment in the assignment group, the re-assigned documents will not be added to the pre-existing assignment; instead, a new assignment will be created.

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Changing an assignment from static to dynamic

Click here for a definition of dynamic vs. static assignments.

If the "inclusion criteria" button in the top right-hand corner is white, that means the assignment group is currently static. In addition, you can also tell that an assignment is static because it will not have an auto-refresh indicator in the progress circle, nor by the assignment name in the left-hand list of assignments. Click theinclusion criteria button to change an assignment from static to dynamic. When the popup menu appears, create your inclusion criteria and press Enable. A task will run in the background. When it has completed, the "inclusion criteria" button will turn blue.

Note that all documents matching the new inclusion criteria will be added to the batch of currently unassigned documents in the assignment group. All documents in the unassigned pool that no longer match the inclusion criteria will leave the assignment group.

Any document that had been previously assigned will still be retained in the assignment group, even if it does not satisfy the inclusion criteria.

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Changing an assignment from dynamic to static

Click here for a definition of dynamic vs. static assignments.

If the "inclusion criteria" button in the top right-hand corner is blue, that means the assignment group is currently dynamic. In addition, you can also tell that an assignment group is dynamic because it will have an auto-refresh indicator in the progress circle and by the assignment name in the left-hand list of assignments. If you want to switch a dynamic assignment to a static one, open the inclusion criteria panel, andclickfreeze assignment group." No new documents will be automatically added to the assignment.

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How do I edit the inclusion criteria in dynamic assignments

Dynamic assignments can be distinguished by the blue, filled in inclusion criteria box in the assignments toolbar, in addition toan auto-refresh indicator in the background of the progress circle in the toolbar.

To edit an assignments inclusion criteria, click the inclusion criteria box. A popup menu will appear where you can edit or add an inclusion criteria. You can then make the appropriate changes in the inclusion criteria builder, and press save.

Again, for all unassigned documents in the assignment group, documents matching the updated criteria will be added while documents no longer matching the criteria will be removed. Any already assigned document will not be removed regardless of whether or not it satisfies the updated inclusion criteria.

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How do I view or modify review criteria?

You can choose to edit the review criteria for any assignment. By default, the review criteria is Any Rating, meaning documents that have been rated in any way will be considered reviewed. To change this, click on the Review Criteria button, and edit the review criteria. Then press save, and allow the page to refresh.When the review criteria changes, the progress bar in the assignment group dashboard may change as well.Once you've changed the review criteria to something other than the default, the Review Criteria button will be blue, not white.

If you want to ensure that your reviewers are looking at every document assigned to them, instead of batch rating all, or a portion, of the documents, you should add the Viewed search term to your review criteria.

To adjust the default review criteria for all assignments in your project, go to Project Settings, then click the General tab on the left. In the Default Assignment Review Criteria section, click the Review Criteria button. Here, you can adjust the default review criteria.

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A user is assigned documents they can no longer access, what do I do?

This may have something to do with document access management, meaning the user might be restricted to access certain documents on the project. To learn more about how document access management will affect assignment administration. Please read .

Table of Contents

Accessing and navigating the spreadsheet viewer

Viewing cell contents

Searching the spreadsheet

Translating foreign language text in spreadsheets

Redacting spreadsheets

Accessing and navigating the spreadsheet viewer

If the native file for a document is a spreadsheet, the spreadsheet viewer will replace the generic native viewer. The spreadsheet view will display a static view of the spreadsheet, including cell formulas, cell notes, hidden cells, and graphs. However, you will not be able to edit the contents of a spreadsheet or see dynamically generated pages, like pivot tables.

To access the spreadsheet viewer, click on the "Spreadsheet" button in the top right corner of the window, or use the keyboard shortcut combination of "v" then "n" to open the spreadsheet.

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The top left corner of the spreadsheet displays the worksheets that make up the spreadsheet. To open any worksheet, click on the worksheet name. You may also navigate to other worksheets (pages) using the left and right arrow keys.

The spreadsheet toolbar contains various options for displaying your spreadsheet. You can toggle the grid view for your spreadsheet on or off and/or choose to force text wrapping for the cells in the sheet you are currently viewing.

You can also select to hide images and comments on the spreadsheet. Note that this does not mean the images and comments will be hidden or removed from productions. The images and comments will be visible upon production.

Additionally, you can specify whether you would like dependent cells to be affected by any redactions you make. To read more about dependent cells and redactions in spreadsheets, see the redactions section.

By default, hiding images and forcing text wrapping are toggled off, and redaction of dependent cells is toggled on. If an option is changed from the default state, the preference will be remembered for the duration of that spreadsheets viewing session.

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Viewing cell contents

To view the cell contents, simply click on a cell. The border of the currently selected cell will be outlined in blue. While a cell is selected, you can navigate to other cells in the spreadsheet using the arrow keys on your keyboard. As you navigate, the cell contents box below the list of available worksheets will update with the current cell's contents.

Just like in Excel, the cells in the table display the output values. To see any potential formulas underlying a value, navigate to a cell and look at the cell contents box. All hidden cells will automatically be expanded in the spreadsheet viewer. In addition, any graphs or highlights applied to the document will also be visible.

The spreadsheet view only displays a static view of the document. Dynamically generated pages, like pivot tables, will not be rendered. If you want to access pivot tables, download the native file and open it in a native spreadsheet application.

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Searching the spreadsheet

You can search the contents of a worksheet through the search box in the upper right corner. Input a content search, and press the search button. A tooltip will appear that displays the total number of hits matching your search, as well as the instance of those hits that you are on. Press 'enter' on your keyboard, or the search button, to navigate from hit to hit. Note that the search only looks for hits on the worksheet you are currently viewing. If you want to search across multiple worksheets, you must click in to each one separately and re-run the search.

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Translating foreign language text in spreadsheets

If you are trying to translate a spreadsheet, you should navigate to the text view, as translation is not supported in full screen spreadsheet view.

Alternatively, you can also navigate to classic (non-full screen) mode. Then, click on the translation icon in the toolbar. A text box will appear. Next, click and drag over some foreign text, and the English translation will appear in the box.

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Redacting spreadsheets

You are able to redact spreadsheets, and the redactions can be burned into the native spreadsheet files or image files upon production. To learn more about how to redact spreadsheets, visit this article on redactions.

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What is multi-factor authentication (MFA)?

MFA at a project level

MFA at a user level

What is multi-factor authentication (MFA)?

Multi-factor authentication increases the security of your account by requiring a second method for logging in, such as access your email or mobile device. Rather than just entering a password, you are also required to verify your log in via this second method. This can prevent unauthorized access to your account by individuals who may steal or guess your password.

When multi-factor authentication is turned on and a user tries to log in, they will receive a message that looks like the below:

Upon seeing this dialog box, the authentication code is emailed immediately to the email address associated with your account. You can then enter the authentication code to log into Everlaw.The code is valid for ten minutes after it is sent. If needed, you can click the Email a new code link on the login page to send a new authentication code to your email.

MFA at a project level

If you're a Project Administrator, you can choose whether or not to enable multi-factor authentication for a project. This requires all users on the project to go through the additional authentication step when they log out and back in. To enable multi-factor authentication project-wide, navigate to the General tab in Project Settings. Within Multi-factor Authentication, click the toggle to enable it. If the toggle is green, then multi-factor authentication is turned on.

MFA at a user level

You can edit your user security settings by clicking your designated first name in the top right of the screen.To require two-factor authentication for your account on the project, check the "Require Two-Factor Authentication" box. Note that these settings are at the user level only. Project administrators can set multi-factor authentication rules for the overall project. These rules will override those you set at the user level.

If you check the "Remember this computer" box on the log in screen, Everlaw will remember your computer or tablet for thirty days. During these thirty days, you will not need to re-authenticate when logging in with the same device. This does not apply if you disable cookies, clear your browser history, or use a different browser.

As an alternative to email authentication, you can add an authentication device, like a smartphone or tablet. To add an authentication device, click the green plus icon by the authentication device option in the user profile page. A screen will pop up displaying instructions on how to use a mobile authenticator app to scan the QR code. You can use any QR code reader to scan the QR code in the dialog box. If you would like to remove your device, click on the Delete this device icon. If youdon'thave your device when logging in, you can click the Email a new code link on the login page to send an authentication code to your email.

On the user profile page you can also see a list of trusted sessions. You can use this to audit when and where your account was accessed. You can delete your history of trusted sessions by clicking the trashcan icon next to the "trusted sessions" header.

Table of Contents

Introduction

Categories and codes

Using codes to structure review

Introduction

On Everlaw, you can apply codes to documents to label and organize them. This article will discuss the administration of codes available for users to apply to documents. Code administration is restricted to users with the Project Admin permission. To learn about applying codes to documents during review, please see this article.

Additionally, here's video about administering codes:

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Categories and codes

To access the coding sheet, first go to Project Settings. Then, navigate to the Codes tab on the Project Settings navigation bar.

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On the left side of the page, youll see a section called Categories. On Everlaw, codes are organized within categories. For example, a project may have a category called Review Status, containing the codes Reviewed and Needs Further Review. By default, every project on Everlaw has a category called "Rating." The rating category contains three codes: "Hot", "Warm", and "Cold," corresponding to document relevance. Other categories and codes can be created by project administrators.

To create a new category, enter the name of the category into the "Add category" input field under Categories and hit the 'Enter' key on your keyboard. If you have existing categories that are listed alphabetically, the category will be inserted into the list alphabetically. If your category list is not alphabetical (manual reordering will be discussed below), the category will be added to the bottom of the list.

On the right side of the page, the list of codes associated with the category will appear (it will be blank if there are no codes). To add a code, select the "Add code" input field and type in the name of the code. Hit your keyboard "Enter" key to submit the code. The "Add code" input field is automatically reselected when you hit the "Enter" key so you can add multiple codes in a row without having to click on the input field multiple times.

To rename a category or code, click on the pencil icon next to the name. The name will become highlighted; simply begin typing to change the name. To save the name, hit the 'Enter' key on your keyboard, or click anywhere on the page. To cancel a name change, hit the 'Esc' key on your keyboard.

To remove a category or code, click on the trashcan icon next to the item you wish to remove.

If you want to make a category mutually exclusive, meaning only one code from the category can be applied at any given time to a document, click on the Venn diagram icon. Making a coding category mutually exclusive can help prevent some review errors, such as applying conflicting codes to a document.

While categories and codes are in alphabetical order by default, you can rearrange them into any order youd like by dragging and dropping their names within the list. You can re-alphabetize them by clicking Alphabetize. The order of categories and codes on the settings page will be reflected in the batch coding panel, as well as all instances of the query builder (e.g., search page, production wizard) for all users. The order of categories is customizable for all users in the review window, though the order of codeswithin categories is set by project admins on the settings page.

Permissions can be set for codes by user group. To adjust coding permissions, go to the Permissions tab in the Project Settings page. You can read more about setting code permissions in this article.

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Using coding rules to structure review

You can create rules to ensure structured and consistent coding during review. For more information about coding rules, please read .

Keywords: code, codes, tag, tags, label, labels

Table of Contents

Introduction

The database/project relationship

Walkthrough scenarios

Database and project FAQs

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Introduction

Database and project are important terms for conceptualizing your workflow on Everlaw. This article will explain how the terms are used in Everlaw documentation.

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The database/project relationship

Work on Everlaw begins by creating and naming a database. The database is the place where all of your uploaded data will be stored for a particular conceptual matter, and represents the aggregate of the data for that particular matter that you will be billed for. It is also the umbrella source for projects.

Creating a database automatically creates an accompanying complete project. Projects are the user-facing environment where review work takes place. They can contain all or a subset of the documents in your database.

This is a diagram that conceptualizes the database/project relationship:

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This short video illustrates the above diagram in greater detail:

To help explain these concepts, lets walk through an example. Say you create a database called Important Matter. The Important Matter database will have an accompanying complete project that is also called Important Matter. When you log into Everlaw, you will see the homepage for the Important Matter project.

You can create additional projects on the Important Matter database. These projects can be complete projects or partial projects. Complete projects will contain all the same documents as the initial Important Matter project. Partial projects will contain a subset of those documents. The names for all subsequent projects, however, will follow the format Important Matter Name.

Lets say that you create two additional projects on the Important Matter database, one complete and one partial. You can name partial and complete projects however you like. For the purposes of this example, well call them Second Complete and Partial. The projects will be referred to as Important Matter Second Complete and Important Matter Partial, respectively, on Everlaw.

Organization admins can upload processed documents directly to the Important Matter database through the processed uploader. Users with uploader permissions can upload native documents indirectly to the Important Matter database through the native uploader page on individual projects associated with the database.

The processed (non-native) uploads page, visible to organization admins. All processed documents for the organization are uploaded through this page.

Users with uploader permissions can upload documents to individual projects through the projects Uploads page.

Complete projects, whether the initial project or a subsequent project, will always contain all documents that are uploaded to the database, whether these documents are processed or native. They are not created from the currently existing complete projects, but rather reflect the contents of the database. Partial projects will only display documents that are directly uploaded to those projects through the native uploader page, or that are affirmatively added to the partial project from a complete project. To read more about complete and partial projects, see the projects article.

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Walkthrough scenarios

Here are some scenarios that demonstrate the relationship between the database, complete projects, and partial projects:

An organization admin uploads documents through the processed uploader tool. There, they are asked to identify the database (not the project) that they would like to upload the documents to. (This is because documents added to a database are automatically accessible from all complete projects on that database.) The organization admin selects the Important Matter database. When the documents are uploaded, they appear in the initial Important Matter project, as well as the Second Complete project.

An uploader uses the native uploader tool on the Important Matter project to upload a set of emails. These documents are uploaded to the database. Once uploaded, they appear in the Important Matter and Second Complete projects. (They are also included in the database for billing purposes. If a third complete project, Third Complete, is created, these emails will also appear in that project.)

The emails will not be accessible from the Partial project, unless they are affirmatively added by an admin during upload or from the results table in one of the complete projects.

An uploader uses the native uploader tool on the Partial project to upload a set of PDFs. These documents are uploaded to the database. Once uploaded, they appear not only in the Partial project, but also in the Important Matter and Second Complete projects.

An uploader uses the uploader page on the Partial project to upload a set of processed documents. These documents are uploaded by an organization admin or Everlaw support member to the database. Once uploaded, they appear in the Important Matter and Second Complete projects, and must be affirmatively added to the Partial project.

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Database and project FAQs

Whats the difference between a database and a project?

A database stores all the documents for creating complete projects, and also distributes new documents to complete projects when the documents are uploaded. When you create a complete project, the documents are not copied from another project, but rather are drawn from the database itself.

Additionally, project is the term used to refer to the user-facing environment where review work is conducted. The interface has the same format regardless of whether the project is complete or partial. The database is not the same thing as the first complete project, though they share a name on Everlaw. Should you create a second complete project associated with the database, there will be no practical difference between the two complete projects, even though one was created initially. This is because all complete projects reflect the content of the database. For this reason, it is useful to think of projects and databases as separate concepts.

In the example above, why do the Important Matter database and the initial Important Matter project have the same name?

Many databases have only one associated project, the initial project. To avoid confusing clients who have a 1:1 database-to-project relationship, the databases name is also the initial projects name.

Whats the point of having two different complete projects?

You may want to have different users on each project. For example, you may want to have separate projects for expert witnesses, or for in-house and outside counsel.

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Databases and projects on Everlaw

Database permissions

Project permissions

The ability to specify access to tools and work product is crucial to secure and efficient review. On Everlaw, admins can use fine-grained permission settings to precisely grant users access to what they need to do their jobs well.

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Databases and projects on Everlaw

There are two main types of permissions on Everlaw: database permissions and project permissions. To understand the difference between database and projects permissions, lets first review the difference between databases and projects on Everlaw. When you upload documents to Everlaw, they go into your database, where the clean versions of all of your uploaded documents are stored. When you are performing review, however, your documents may get organized, annotated, and coded by your team. This all happens within projects. Everlaw pulls the clean documents from your database and puts a version of those documents in projects for your review. If you create multiple projects for different review teams, Everlaw pulls the original, clean documents from the database and makes them available for review in your individual projects. Finally, when you delete documents, they are removed from all projects and deleted from the entire database. When you delete documents, their original, clean versions are completely gone from your matter.

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Database permissions

Uploading and deleting documents affects which documents are in your matters database. For this reason, Upload and Delete permissions are categorized as Database Permissions. In addition to Upload and Delete permissions, there is a third database permission called Database Admin. Users with the Database Admin permission can grant any user on the database Upload, Delete, and Database Admin permissions. Database admins can also create and delete projects within the database. Please read this help article for more information about database administration.

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Project permissions

While database permissions allow users to change your entire database, project permissions grant access to features and tools within individual projects. These tools include codes, assignment groups, and predictive coding models. Generally, actions made permissible by project permissions do not affect other projects in the database. For example, codes applied to documents in one project will only appear in that project. Project permissions are granted by project admins from the Project Settings page. Please see our help article on configuring project permissions for more information.

In general, database and project permissions do not interact with each other. A user may be able to upload and delete documents from the database, but they may have access to very few tools within their projects. On the other hand, a user may have project admin permissions on a project, meaning they can use and administer all features and tools within it, but they may not be able to upload or delete documents from the full database.

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To read more about uploading documents on Everlaw, feel free to refer to the articles in our Uploads section.

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Accepted processed data types

Migrating data from another platform into Everlaw

Creating and managing processed data uploads

Standard format for processed data

Additional formatting information

If you have the Upload permission, you can use the upload page to transfer processed files directly to Everlaw. Processed files can be either Bates-stamped or non-Bates stamped. Unlike native files, Everlaw support staff will need to put processed files through an intermediary review stage before uploading them into the case. (If you have organization admin permissions and have received processed uploader training, you can upload processed files without needing to rely on Everlaw staff. The processed data uploading article for organization admins covers this functionality.)

A processed data upload goes through three phases: (i) the successful transmission of the data to Everlaw, (ii) the completed processing of the data on the backend, and (iii) the uploading of the transmitted data into the platform. You can keep tabs on what stage an upload is at via the appropriate card on the Processed Data page.

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Accepted processed data types

You can upload two types of processed data:

Pre-produced: The documents in the file have not been Bates stamped, and may or may not come with a load file.

Produced: The documents in the file have been Bates stamped. These documents usually come with an accompanying load file.*

Everlaw can process and convert any combination of standard and non-standard data formats. However, some data formats are easier to process than others, potentially affecting wait times between when documents are received and when they become available for review on the platform. To view our requirements for standard data (i.e. data that we will be able to upload easily and without charge), please consult our article.

* Often, the details and specifications for a production (ex. What formats to produce? Which metadata fields to include?) are negotiated at the beginning of a case. If you have questions about negotiating a production protocol, please reach out to [email protected].

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Migrating data from another platform into Everlaw

You can migrate data from another platform into Everlaw through a processed, non-Bates stamped data upload. By default, we import review data as metadata fields, which will allow you to search by those values. If you instead want to import the review data as codes in Everlaw, please contact [email protected] - these types of imports will incur additional support charges.

For more information about migrating data, see our migration workflow guide.

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Creating and managing processed data uploads

If uploading multiple files, you need to compress themin a zip file first. Once you have created your zip file, drag and drop itinto the uploader field, or use the file selector. You will then be asked to specify whether your data is native or processed. Choose"Processed."

Then, further specify whether or not your document have already been Bates-stamped.

Once you click submit, you'll be asked to provide any passwords for the files you uploaded. After confirming, youll be taken to the Processed Data page. Your upload will be represented as a status card. A progress bar will show an estimate for when your files will finish transferring to Everlaw. You can leave this page at any time.

When you first submit your data for upload, the status card for that upload should say Received. When the upload has been completed by our Everlaw support team, that cards status will change to Completed.

You can access documents from a completed processed upload via the appropriate uploads card on the homepage. Processed uploads cards are located under the Document Sets column and have a light orange band. The cards name will be Processed: followed by the name of the upload. Everlaw support staff will also notify you when your documents are ready for use in the platform.

If you have Delete permissions and want to delete the documents from an upload, locate the appropriate card, click the three-dot menu icon, and select "Delete."All documents from the given upload will be removed from your database.

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Standard format for processed data

The produced data should have four main components:

A directory (folder) containing images of every document in the production. Each image file must be named after its Bates number.

A directory containing native files for a subset of the documents. Each file must be named with the same extension as the original native file type of the document (e.g. xlsx, .pptx, etc.), and preferably after the Bates number of the first page of the document it represents.

A directory containing OCR or extracted text files, one file per document, each file named with the Bates number of the first page of the document it represents, followed by .txt

A load file containing Bates range and metadata for each document

At minimum, theloadfile should contain:

The begin Bates

Either the number of pages or the end Bates

If there are native documents, a native link/path pinpoint to the native files

Please note that we do not accept overlapping Bates numbers within the same loadfile. This means that each page, not just each document, needs to have its own Bates number.For instance, instead of naming a four-page document

ABC001, 4 pages

please name each page with its own Bates number, using this format:

ABC001.1, ABC001.2, ABC001.3, ABC001.4

or

ABC001, ABC002, ABC003, ABC004.

If any other metadata fields are important to your review, make sure to request the producing party to include them in the load file.

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Additional formatting information

If you are migrating data from another platform, please follow Migration Workflow Guide and Best Practices.

Documents must have Bates prefix. A space ( ) is not a valid Bates prefix.

The begin Bates number is the unique identifier of a document and each page of a document is assigned a sequential Bates value. Documents cannot have overlapping Bates numbers. For example, if document ABC001 has three pages, with the end Bates ABC003, no other document can use Bates ABC001, ABC002, or ABC003. However, numeric page separators are supported. For example, the same three-page document can have the Bates range ABC001.001 - ABC001.003. And the next document can have the begin Bates ABC002.

Everlaw does not support using alphabetical Bates suffixes to distinguish two documents with the same Bates prefix and number. For example, ABC001 and ABC001_Translation are considered the same and cannot both be uploaded to the platform.

A parent email and its attachment(s) should be separate documents and the relationship between the parent and child(ren) represented via a metadata field such as begin family or family id; every document in the same family should have the same value and each family should have a unique value. For example, a parent email ABC001 and its two attachments ABC004 and ABC005 can be associated by having the same begin family value ABC001.

Table of Contents

Producing documents in Everlaw

Permissions associated with productions

Preparing and packaging documents for production

Pre-production quality assurance

Creating or editing a production protocol

Creating a production

Accessing and monitoring productions and production cards

Finding produced documents and post-production QA

Sharing a production with external parties

*Note: For information about modifying productions once they have been created in Everlaw, please consult our article on Production Modification Tools here.For all information on productions in Everlaw, please see the help articles in our Productions section.

Producing documents in Everlaw

Everlaw has a cloud-based production system which allows you to automatically generate productions at any time of your choosing. You can create and save an unlimited number of production protocols in your project, and produce documents under a particular protocol.

Your production will be packaged as a zip file that can be shared with opposing counsel through various mechanisms. Please see the Sharing a production with external parties section. We automatically generate load files in the following fiveformats for each production: .DAT, .OPT, .DII, .LST, and .LFP.

Produced documents will also be uploaded into your project for your reference, and will be searchable and viewable.

The details and specifications for a production (e.g. what formats to produce? which metadata fields to include?) are often negotiated at the beginning of a case. If you have questions about negotiating a production protocol, we are happy to help; please reach out to your account representative or [email protected].

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Permissions associated with productions

In order to access productions from the Productions page, you must be in a group with either of these permissions :

Share Productions: Download and share productions from the Productions page

AdminProductions: Create, modify, download, and share productions from the Productions page.

If you do not have either of these permissions, you will still be able to search for and view produced documents, but you will not be able to access the productions themselves from the Productions page.

Production mode must also be turned in on your project. Some databases may have child projects (ie. sub-projects that share some or all of the same underlying documents as the original project). If productions are generated in a child project, the production status cards will only be visible in from that project's Productions page, but the produced documents will appear in all complete projects in the database. Productions generated in a complete project will not appear in partial projects (until they are explicitly shared with the partial projects).

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Preparing and packaging documents for production

Documents should be coded and redacted before production. Common production codes, such as those related to confidentiality, redactions, and responsiveness, can be added to your project through the production wizard. You can also create or delete codes through the coding sheet.

There are two ways to collect documents for production once they have been reviewed:

1. Run a search

You can run a search to fetch the appropriate documents. If you use the Produced search term, and negate the term, you can easily exclude documents that have already been produced. Make sure to select "Original Docs" so you are excluding the pre-produced version of the documents you would like.

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From the results table view, you can launch a production by clicking on the Export icon and selecting Production. All selected documents in the table will be produced.

2. Add documents to a binder

During review, or before production, you can add documents to a binder. When setting up a production, you simply need to specify that you want to produce the documents in a particular binder.

You can also use any combination of codes and binders to identify the documents you want to produce.

If you want to discuss review and production workflow ideas, please reach out to your Everlaw account lead, or [email protected]. You can also review our assignments documentation to get ideas about how to set up a review workflow.

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Pre-production quality assurance

Performing quality assurance on your documents before producing them will help ensure that there are not any mistakes, such as missing family members or redactions. For recommended best practices and suggested pre-production QA steps, please visit our production workflow guide.

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Creating or editing a production protocol

A production protocol specifies the rules for a production. Protocols can be created either (i) independent of a production or (ii) during the process of creating a production. You can store any number of protocols for future use, allowing you to reuse previously created protocols.

We strongly recommend that you create a protocol in Everlaw as soon as you know what the agreed upon settings are, as opposed to when you need to run your first production. Creating protocols early will give you a chance to see whether or not you need Everlaw to set up custom settings or fields. For example, a production protocol might require you to produce a field that is not in your project. In that event, Everlaw can add custom metadata fields to your project.

If you have questions about creating a protocol, adding custom fields, or non-standard production requests, please reach out to [email protected].

To learn more about creating a production protocol in Everlaw, please refer to the production protocol help article.

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Creating a production

To create a production from the productions page:

Navigate to the productions page

Use this page, or the '+ New Production' button in the left panel to create a production.

In the first step of the production wizard, create a search to fetch the documents you want to produce.

The subsequent steps to follow are covered in the Creating a Production Protocol article.

You can also launch a production from the results table, by clicking on Production in the Export icon menu.

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Accessing and monitoring productions

Upon completing production, your produced documents will be fully rendered in Everlaw. They will be full first-class docs, with their own images, text, and metadata. Each production will be stored on the productions page as a card. The cards are arranged by date created, with more recent productions at the top. If you want to filter the production by keyword or date, use the filtering options at the top of the page.

For ongoing productions, you will see the name and description of the production, and a progress bar.

For successfully completed productions, youll see:

Access production's underlying search logic

You can access the production's search logic on the production card. This gives you more transparency into what was included in a production and leads to quicker modifications if necessary.

In the Productions card, click the three-dot menu icon and then click View/Edit Configuration.Then click Show Detailed View within the dialog, and the detailed view will display the search logic of your production. You can click Re-run search to go to the results table. The search will display the most recent update, which might differ from the documents produced.

Cards for failed productions

Cards for failed productions have much of the same information and functionality as cards for successful productions, with the following exceptions and changes:

The card will have a red border, font, and alert icon, which you can hover over for information about why the production failed (1)

You can see the total number of documents that registered an error next to the total number of documents in a production (2)

You cannot download a failed production (3)

If your production has any errors, you can hover over the alert icon for more information about why it failed. For support, please reach out to Everlaw ( [email protected] ) immediately.

Please note that if you choose to delete a production, documents from the production will begin to be deleted immediately. This means that if you then choose to abort the deletion, some of the documents will already have been deleted and the production will no longer be considered complete. Incomplete productions are not able to be modified, and you will need to delete the complete production in order to reproduce the documents using the same Bates numbers.

Production cards can also be found on the homepage. They are stored under the Document Sets column and have a yellow band. The cards are arranged by date created, and can also be filtered by keyword or date.

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Finding produced documents and post-production quality assurance

Your produced documents are also displayed as a new version of your original documents. Once documents are successfully produced, they are linked to their pre-production counterparts through the versions context. There are many ways to locate produced documents:

Click on the number of total produced documents in the appropriate production card

Click on the associated production card on the homepage, under the Document Sets column.

Run a search using the Produced search term. You can also find documents based on specific production errors or attributes using the second parameter of the Produced search term. If you want to find the pre-production counterparts, simply select the 'Original Docs' flag.

Run a search using the prefix and Bates range of the produced documents

Group any results table by clicking on the Options icon and selecting the Versions context

View the Versions context in the review window

Before sending a production out the door, you might want to perform quality assurance to make sure that everything looks correct. Teams will perform different checks depending on their needs. Well go over how to perform one common QA check in detail and recommend some other checks that you might want to perform using similar methods.

Lets make sure the redactions look correct:

Pull up the documents from a particular production. Using the produced search term is the easiest way to do this for QA purposes. Select the production name you want to QA for the first parameter, and choose Redacted Document for the second parameter.

If this search returns a lot of documents, you can use the sample search term to pull up a more manageable randomly sampled subset of the results.

View the returned documents to verify that redactions were properly burned in and redacted text does not appear in the text file.

We also recommend checking that the Bates and endorsement stamping look correct, verifying that redacted and special metadata fields show up correctly, and confirming that privileged documents are properly withheld. You can use the Metadata search term in conjunction with the Produced search term to find documents for the metadata check. Please reach out to [email protected] if you need help QAing your documents.

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Sharing a production with external parties

To learn how to share productions, please read this help article.

You can use keyboard shortcuts, instead of clicking, to efficiently navigate pages on Everlaw. To bring up a list of keyboard shortcuts while reviewing, hit the '?' (shift + /, on many American computers) on your keyboard.Keyboard shortcuts are page-specific.

Pages on Everlaw that have built-in keyboard shortcuts include the homepage, search, results table, review window, Storybuilder Chronology, and Storybuilder Outline.

Homepage

Navigation

Scroll cards left

Scroll cards right

/

Focus on the filter box

Esc

Collapse currently expanded columns

Cards

a

Expand/collapse Assignments

s

Expand/collapse Searches

b

Expand/collapse Binders [loading]

t

Expand/collapse Storybuilder

u

Expand/collapse Document Sets [loading]

e

Expand/collapse Batches & Exports

Actions

x

Toggle Multiselect Mode

Search

Selecting search terms

Move the cursor left

Move the cursor right

Move the cursor down

Move the cursor up

Rearranging search terms

Shift +

Move the selected term left

Shift +

Move the selected term right

Shift +

Move the selected term down

Shift +

Move the selected term up

Editing search terms

f

Find a term

Enter

Edit the selected term

Esc

Stop editing the selected term

Delete

Delete the selected term (Fn + Delete on Mac)

n

Toggle "NOT"

t

Toggle between "AND" and "OR"

a

Insert "AND" term

o

Insert "OR" term

d

Duplicate last created term

General

Ctrl + Enter

Begin review

Ctrl + Delete

Start over (Ctrl + Fn + Delete on mac)

Ctrl + z

Undo

Ctrl + y

Redo

Space

Toggle the Instant Search Preview

Quick grouping

g then n

No grouping

g then a

Group by attachments

g then e

Group by email threads

g then d

Group by exact duplicates

g then v

Group by versions

Results Table

Navigation

Move the focus up

Move the focus down

Page Up

Move the focus up five rows

Page Down

Move the focus down five rows

c

Move the focus to the current document

Groups

Expand the focused document's group

Collapse the focused document's group

Review

p

Preview the focused document

r

Refresh the search with new results

Esc

Close the document preview

Enter

Open the focused document for review

Batch

s

Select or deselect the focused document

a

Select or deselect all documents

Space

Toggle the batch coding panel

Other

f

Toggle favorite status for this search

Review Window

View

Scroll up

Scroll down

Scroll left (if possible) or change pages

Scroll right (if possible) or change pages

i

Zoom in

o

Zoom out

c

Rotate document clockwise (image and native view)

x

Rotate document counterclockwise (image and native view)

l

Zoom to page height (image view)

k

Zoom to page width; play/pause (media view)

j

Go to page by number

v then i

Switch to Image view

v then t

Switch to Text view

v then n

Switch to Native view

f

Toggle between classic and full-screen mode

Navigation

Shift +

Go to the previous document

Shift +

Go to the next document

Page Up

Go to the previous page

Page Down

Go to the next page

Home

Go to the first page

End

Go to the last page

Data

m

Toggle the metadata panel in classic mode, or show the metadata tab in full-screen mode

n

Toggle the notes panel inclassic mode, or show the annotations tab in full-screen mode

Space

Toggle the coding panel inclassic mode, or show the Coding tab in full-screen mode

s

Toggle the hit highlight panel in classic mode (supported views only), or show the hit highlight tab in full-screen mode

a

Go to the Coding Filters text box

Esc

Hide data overlays

0

Undo coding changes to current document

p

Code as previous

Shift + p

Code as previous, then go to next document

1 - 9

Apply preset to current document

Shift + 1 - 9

Apply preset, then go to next document

Tools

t

Toggle the translate panel in classic mode (supported views only), or show the language tab in full-screen mode

/

Go to custom hits search(supported views only)

[

Go to previous search hit(supported views only)

]

Go to next search hit(supported views only)

w

Write a new note

h

Select the highlighter (image view)

r

Redact (image view)

u

Toggle unitization tool

Groups

g then a

Show attachments

g then d

Show duplicates

g then e

Show email threads

g then v

Show versions

g then u

Show unitization group

g then g

Toggle the context panel

g then 0

Reset all documents in group

g then s

Update selected docs in group

StoryBuilder Chronology

Data

/

Filter documents

e

Toggle the events view

Space

Toggle the batch panel

o

Toggle the outline drawer

r

Refresh current filter results

StoryBuilder Outline

Toolbar

Ctrl + z

Undo

Ctrl + y

Redo

Ctrl + f

Search

Text Formatting

Ctrl + b

Bold

Ctrl + i

Italic

Ctrl + u

Underline

Tab

Indent

Shift + Tab

Unindent

Other

f

Toggle favorite status for this outline

To read more about uploading documents on Everlaw, feel free to refer to the articles in our Uploads section.

What are Canonical Fields?

Upon upload, Everlaw automatically detects metadata fields that refer to the same underlying concept, and groups them together. For example, all variations of the custodian field (Custodian, Custdn, CUST, etc.) will be grouped into the Custodian field. Though this automatic grouping is performed for all fields in the database, particular attention is paid to approximately 40 of the most common metadata fields, determined through an empirical analysis of the types of metadata fields that appear in document sets. These 40 or so fields are referred to as canonical fields. The canonical fields are listed below:

All Custodians

Date Modified

Languages

All Paths

Date Received

MD5 Hash

Application

Date Saved

Message ID

Attachment IDs

Date Sent

Original Filename

Attachment Names

Document Type

Original Path

Author

Encrypted

Other Custodians

Bcc

End Date

Produced From

Begin Family

End Family

SHA1 Hash

Cc

Extension

Split From

Chat Contributors

Family

Subject

Confidentiality

File Path

Start Date

Custodian

Filename

Title

Dataset

From

To

Date

Has OCR

Translation Of

Date Accessed

Hash Value

Date Created

In Reply To

Grouped/Canonical Fields and Searching

For grouped canonical and noncanonical fields, only the group field or canonical name will be searchable. Similar to a metadata alias, searching a grouped or canonical field will search across all the fields grouped under that particular field name. This makes it much easier to search across documents with synonymous fields.

Seeing original fields in the review window

While looking at the metadata panel in the review window, you can see the original field name by hovering above the value for any displayed metadata field. For example, in the image below, the canonical Date Created field has replaced the original field name, Created.

Table of Contents

Live User Activity

Historic User Activity

Administrative Activity

The Analytics page gives you a view of all user activity on your project. From here, you can easily see the live and historic activity of all users on your project, as well as all administrative activity.

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To view user activity on your project, navigate to the Analytics page via the Project Navigation dropdown.

The User Activity section has three different tabs: Live, Historic, and Admin.

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Live User Activity

The Live User Activity tab shows the activity of any users on your project during the past ten minutes. This includes documents the user has opened, review work they have applied (e.g., codes, notes), searches they have run, and any changes to project permissions they have made. A user will have a green band on top of their associated cardif they are currently active, a yellow bandif they have been inactive for 2 minutes, and a red band if they have been inactive for 5 minutes.

The Live User Activity tab does not track actions that affect multiple documents at once (e.g., batch actions, exports, productions). These actions are tracked in the Historic User Activity tab, which will be discussed in the next section.

You can also look at the live user activity organized by user group. To do so, simply select the desired group from the User Group dropdown.

If a user is removed from the project, their historic user activity remains on the project.

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Historic User Activity

The Historic User Activity tab displays the activity of all users on the project since the projects creation. To view a users historic activity, first select their name from the dropdown.

Then, select a date range.

You will see the 1000 most recent actions the user has performed on the project. These actions include any review work they have applied to documents, uploads and productions they have run on the project, and changes they have made to project permissions.

To export the users historic activity on the project to a CSV, click the Export button to the right of the date range selector.

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Administrative Activity

The Administrative Activity tab displays all changes to permissions, users, user groups, and categories and codes on the project. You can also select a date range for displaying the projects administrative activity, and you can export the projects full administrative activity.

Data Visualizer provides an overview of the documents in your database by summarizing their characteristics visually. With Data Visualizer, you can explore documents at a glance without the need to review individual documents or predetermine a search. This is particularly useful in the context of early case assessment.

You can visualize all documents or search by a particular term and then visualize various properties within that search. Or, you can visualize data based on ratings, codes, or predicted relevance values derived from a predictive coding model.

Table of Contents:

How to access data visualizer

Dashboard view

Applying filters to data visualizer

Filter by date

Filter by non-numerical categories

Filter by file path

Exporting data visualizer results

Accessing and editing data visualizer results

Video about data visualizer:

How to access data visualizer

Data Visualizer is accessible to every user.You can also begin visualizing data from the search page, or from the results table of any set of documents. Please note that Data Visualizer always uses up-to-date documents, even if your results table has not been refreshed. Additionally,users subject to document access management may only visualize documents they can access.To access Data Visualizer from the search page, click "Open Data Visualizer."

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You can also click any prior search, including All Documents on the homepage, and access Data Visualizer from the results table. In the results table toolbar, click the Visualize icon to enter Data Visualizer.

You can also go directly to a specific visualization from the results table. Click the caret icon of the column youd like to view in data visualizer. Select Visualize. This will bring you to the corresponding section of data visualizer. Note that this option does not appear for all sorting dropdown menus.

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Dashboard view

Upon opening data visualizer, you will see a dashboard view. Here, you can pin any visualization to the page, giving you an overview across visualizations. Upon opening data visualizer for the first time in that project, popular visualizations will be provided at the bottom of the dashboard. To pin a visualization to the dashboard, simply click the pin icon. To pin other visualizations, you can navigate to them via the left hand panel (using the category headers, or the "Filter visualizations" input box).

Dashboard items cannot be filtered, but you can easily access an individual visualization by clicking it. To return to the dashboard view, click Dashboard in the left hand panel.

You can also rearrange dashboard items by clicking to hold, then dragging and dropping them. If you prefer that each visualization is larger, you can toggle the button in the top right to see bigger visualizations.

To unpin a visualization from the dashboard, click the three-dot menu icon in the top right of the pinned visualization. Select Unpin.

Dashboards are saved for your account, meaning that if you leave data visualizer, then come back to it (via a different search or result), your dashboard settings will be maintained. However, your dashboard settings will not affect others on your project.

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Applying filters to data visualizer

In Data Visualizer, various document and review categories are displayed on the left side panel. You can filter by any of the following properties.

Review

People

Document

Dates

Prediction

Codes

From

Doc Type

Date

Rating

Rating

To

Has Format

Date Created

Custom models

Binders

Cc

Subject

Date Modified

Bcc

Bates/Control #

Date Accessed

Custodian

File Path

Date Sent

Author

Application

Date Received

Title

Billable Size

Num Pages

To use Data Visualizer, select a property within a certain category (like a date range, or particular custodian, for example). Then, apply the filter by clicking "Add Filters." After the filter is applied, all resulting graphs will adjust to display the filtered data. You can remove filters from the top of the screen once they are applied by clicking the red x.

Filter by date

The Dates section allows you to filter your documents by a date range. Your documents metadata will dictate which Date field you should use. In other words, although all date options are available in the panel, only certain fields may be captured in the metadata.

To use the date selection tool, zoom into a particular date range by using the chart at the bottom. To select a range to zoom into, click and drag. The range selected in the bottom chart will be reflected in the main chart. You can also move your selection by dragging it. You can resize your selection by clicking and dragging either end.

Then, you can select the filter youd like to add by clicking and dragging a range in the top main chart. In the example above, dates between 2001-2002 were selected in the bottom chart. Then, between the years 2001-2002, the dates of February 2, 2017 - 6/21/2017 were selected to add as a filter.

To apply a date range filter to your search, click add filter. If you do not add the filter and move away from the page, a dialog box will appear asking if youd like to continue without the filters, or go back to apply them.

After you apply a filter, all resulting visualizations will be displayed with the filter(s) applied. For example, we can now view the breakdown of fields like subject line, author, and doc type within our given date range. You can start by filtering any category, not just date, and visualize all subsequent categories with that filter applied. Your applied filters will be shown at the top of the page and can be removed by clicking the red x.

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Filter by non-numerical categories

The remaining categories (which includes everything except date and prediction) are shown as horizontal bar charts. To select a property to apply as a filter, click the bar. The color will change to indicate selection. You can deselect by clicking again.

You can view more results by clicking the blue arrow at the bottom of the chart. Data Visualizer will display up to 60 of the most popular results for each respective property. If you are looking for a property that is not displayed, you should run a search with that term applied, then go to the Data Visualizer directly from the search page.

Each selected property will be displayed in the Graph Selections box. Again, you need to click add filters to apply them to your visualization.

To save your visualization with filters applied, click Close Data Visualizer in the top-right of the page. A dialog box will appear. Click Add filters to create a new search card on the homepage with your Data Visualizer filters applied.

If you click Discard filters, all filters will be removed and cannot be recovered from the homepage.

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Filter by file path

Watch a video here:

You can use Data Visualizer to explore the file structure of documents. To do so, choose File Path under the Document section of Data Visualizer.

The first view you will see is the top level of the documents file structure. If there are multiple custodians in your search, you will see the list of custodians in this top level view.

If the documents in your search do not fall under multiple custodians, your visualization will start at the highest level of the file structure with multiple directories.

From here, its possible to either filter by custodian, or drill down deeper into a given custodian. To filter by custodian, simply click the bar of the custodian, or custodians, that you would like to filter your documents by. Then, click Add Filters. This will change the visualization to show hits only for those custodians.

To drill down deeper and see the folders and documents associated with one of these custodians, click the custodians name in blue.

The visualization will display any datasets assigned to the custodian, assuming no additionally restrictive search or filter criteria. For natively uploaded documents, the name of the dataset will be displayed. For processed documents, (No dataset) will be displayed unless the document has a metadata value for Dataset.

To see the underlying folders and documents in a dataset, click its name in blue. Datasets may have underlying container files, loose documents, or both. The visualization below shows both folders and loose documents in James Smiths native dataset Original Native Dataset (keep).

To go deeper into your documents file structure, continue clicking on its subdirectories. To return to your previous location, click the Back arrow. To go to a higher level in the file structure, simply click the Up arrow, or click the name of the desired directory in the file path to the right of the arrows.

When filtering your visualization, you may notice a banner appear at the top of the visualization saying that the current visualization only includes the paths of documents that match your search and filter criteria.

This means that, due to your search and filter criteria, not all directories that exist at the current level are being displayed. In the above example, the visualization has been filtered to show file paths under three custodians, despite there being file paths under more custodians that exist in the project. The warning is noting that there are other paths that exist at this (custodian) level in the project, but they are not currently being displayed because the applied search and filter criteria have excluded them from the visualization. Clicking View all X paths in directory will open a visualization that is drilled down to the same file path level, but includes all possible hits in the project.

To filter by multiple, separate paths, select the filters for all desired paths before adding the filters to your visualization. For example, lets say you want to see all documents that are either in Adam Jones dataset called Dataset 21305 or in Bill Bryants dataset called Original Native Dataset (keep). To begin, locate the Adam Jones dataset and click the purple bar, butdon'tclick Add Filter yet.

Next, locate Bill Bryants dataset. Click the bar on that dataset, and then click Add Filter to filter your visualization to both file paths.

If you navigate to the (Top) level of your file path visualization, only the two selected custodians will be visible. Additionally, if you drill into either one of those custodians, only the selected dataset will be visible. To see which file paths your visualization is displaying, hover over the breadcrumbs at the top of your visualization.

Data Visualizer will override any previous file path filters that conflict with newly selected filters. For example, lets say you have applied a filter to limit your visualization to one custodian, Adam Jones.

Then, you decide to apply a filter to limit your visualization to a particular dataset under Adam Jones. A popup will warn you that these two filters are in conflict, and if you apply the newly selected filter, the previous one will be deleted. This is because the previous filter, which displayed all documents under Adam Jones, is incompatible with a filter which limits your visualization to a specific dataset under Adam Jones. To add the new, more restrictive filter, click Continue and then Add Filter. Return to table of contents

Exporting data visualizer results

To export a report of your Data Visualizer results, click Export in the top right corner of your visualization. This will export hit counts for all properties currently visualized, limited by applied search and filter criteria. For example, lets say you export the following visualization, which displays the ratings of documents coded Responsive:

When interpreting the export, it is important to note that the counts are limited by the criteria Coded: Responsive. In other words, it would be inaccurate to say that 324 documents in the project are rated Hot. Rather, of all documents coded Responsive, 324 of them are rated Hot.

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Accessing and editing data visualizer results

Data visualizations are saved as searches under the Searches header of the homepage. You can share a result of a data visualization in the same way that you would a search. For more information on sharing cards from the homepage, please read this article.

There are a few ways to return to a visualization and add more filters.

1) After creating a visualization, close Data Visualizer and select refine to return to the search page. Your filters from the Data Visualizer are now applied as search terms. You can add other search terms, and save new searches as you normally would by clicking Begin Review. Note that when clicking Begin Review after refining your visualization, the resulting search terms are saved and cannot be edited when you go back into data visualizer.

2) Applying filters will take you to the results table, where you can return back to Data Visualizer by clicking Visualize again. By doing so, your most recently applied filters can be added or removed at the top of the page. This means that if you close Data Visualizer and discard filters, all filters (including the ones you most recently applied in the last session) will be removed.

3) If youd like to be able to save your previously applied filters so that they cannot be discarded, and thus avoid the situation above, you should access your visualization directly from the homepage. After applying filters, go back to the homepage. Click on the respective search card generated from your visualization, then click visualize in the results table. You'll notice that instead of editable filters, your previous filters are displayed as part of the search criteria.

Table of Contents

Account invite email

I'm new to Everlaw

I have an Everlaw account

Edit user profile or security settings

Account invite email

In order to access a project, you must be invited to a project by an existing user or by Everlaw support. For instructions on how to add users to the platform, visit this help article.

When someone has invited you to a project, regardless of whether you are a new or existing user, you will receive an email.

If you are a new user, you will receive an email with the subject line: [Everlaw] You have been granted access The email will look like this:

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If you'd like to create a new Everlaw account, clickI'mnew to Everlaw. If you are being invited to create a new account, but you'd like to log in with an existing one, click I have an Everlaw account.

If you are an existing user being added to a project, the subject line will start with: [Everlaw] You have been added to and you can click "Log in to Everlaw."

Account invite emails are generated uniquely for your email address. If you forward this email to someone else, they will not be able to use it to create an account.

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Im new to Everlaw

If you are new to Everlaw, you will be taken to a landing page to set up your profile. Your username or email will be used to log into your account. Your title is optional and can be something like your job function or professional role. Your password must be at least 8 characters. Finally, you should have received an eight digit authentication token in your email. Copy and paste that code into the Authentication Token section. If you did not receive the token or the first one expired, you can click the resend icon to the right of the input box.

When you have completed all required steps, click Create Account.

Once you click Create Account, you will be taken to the project you were initially invited to. You can go back to review and edit your profile by clicking your name in the top right of the homepage. To log out, click Log Out in the top right.

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I have an Everlaw account

If you have an Everlaw account, you will be taken to the login page, unless you are already logged in and your password is saved. If you need to log in, you may be required to enter a multi-factor authentication token first.

Once you log in, you will be taken straight to the homepage of the project you were invited to.

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Edit user profile or security settings

You can edit your user profile by logging into your account, then clicking your designated first name in the top right of the screen. Here, you can edit the following user settings:

Name (first and last)

Email address

Title (optional)

Current password

You can view, but not edit, your username and the organization you belong to.

Click the blue Edit button and then edit the fields that you wish to change. To save any changes, you must enter your current password first. If you're creating a new password, note that all passwords must be at least 8 characters long.

In addition to editing user settings, you can edit security and authentication settings here too. For more information about user-level authentication settings, visit this article.

Australia release date: 12/15/2017

We are thrilled to announce a handful of changes that will improve your user experience in Everlaw! You can automatically view transcripts directly next to your audio and video files. Transcripts will give you a general sense of the content in your file. You can take notes, un-sync, and re-sync any portion of the transcript that you desire. In our Outlines tool, you can now bookmark pages. You can also bookmark multiple pages from the same document within a given Outline. If you have Uploader permission, you can now connect directly to cloud-based apps, like Drive, Box, Dropbox, etc. Rather than downloading files to your machine, you can access these apps directly within Everlaw. We also now support the ingestion of Google Vault files, and have increased the page cap on zip exports of individual PDFs to 500,000 pages.

Audio Transcription:

You can now view a transcript, while listening to the audio of media files in the native view right next to it! Transcripts will give you a general idea of the text that is included in the media file.

You can take notes on timestamps throughout the transcript and later navigate to that particular part of the transcript directly via the note. You can also access notes with timestamps from the results table. You will also be able to use custom hits to highlight text in your transcript.

All media files uploaded after this release will include transcripts. Note that transcripts provide a rough overview of the general content of your media files but do not produce exact results. Some files, like those with clear speech, will transcribe more effectively than others, like songs with lyrics.

Here are more details on audio transcription.

[email protected]

A quick note about existing media files: Existing Everlaw-processed media files (native uploads, with # control numbers) now include transcripts. Non-Everlaw processed media files (Bates stamped) will be automatically updated in the near future! You can also reprocess any existing document manually. View this article here (native, Everlaw processed docs) and here (processed, not by Everlaw) for more details.

Bookmark pages in StoryBuilder Outlines:

You can easily bookmark a page of a document within a StoryBuilder Outline. You can also add multiple bookmarks from a single document to an outline. If you include that document in another outline, you can use different bookmarks there as well! In addition to bookmarks within Outlines, you can also view and add more bookmarks within the review window.

For more detail, please read our overview of StoryBuilder Outlines.

Ability to upload documents via cloud-based apps or direct links:

Currently, many Uploaders must download files from their hard drive before uploading it to Everlaw. With this release, youll be able to upload directly from cloud-storage apps as well as copy-paste direct download links. When clicking new upload in the Uploads page, you can now access popular cloud-based storage apps - Box, Google Drive, Dropbox, OneDrive, and Office 365 SharePoint - with the click of a button. Simply log in to the app via a dialog box, and then select files for direct download. You can also copy-paste any download link with just a couple of clicks. If you can paste the URL into a browser for direct download, you can paste it into Everlaw!

For more information, check out this section of our Uploads article.

Google Vault support:

Everlaws upload tool can now support the ingestion of Google Vault files. For our complete list of accepted native data types, you can view the chart in our Uploads documentation.

As always, wed love to hear about your experience with these new features, as well as your feedback overall! Please reach out to [email protected]. For direct product support, please email or call us at 1-844-EVERLAW during our business hours (6 AM - 6 PM Pacific, Monday-Friday).

Table of Contents

Enabling single sign-on using directory service metadata

Providing your directory service with Everlaw metadata

Single sign-on and user experience

Configuring single sign-on with ADFS

Organizations can request to have single sign-on (SSO) enabled for all members of their organization. Single sign-on enables users to log into Everlaw via their organizations existing directory service (e.g., GSuite, Active Directory, LDAP). They will not have to maintain a separate username and password for Everlaw.

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Enabling single sign-on using directory service metadata

To enable single sign-on, you first have to download the IDP metadata for your directory service. This is an XML document that tells Everlaw how to communicate with your system. There should be a download link in your directory services support center or Security Assertion Markup Language (SAML) control panel. This file allows your identity provider (in this case, your directory service) to communicate with your service provider (in this case, Everlaw) to establish a connection so that you can set up single sign-on.

Youll then upload this metadata to Everlaw by clicking Upload on the Projects & Users tab of your organization admin dashboard, under SAML Single Sign-On.

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Everlaw will validate the metadata once it is uploaded. If the original file cannot be validated, you may upload another version of the file. Once the file is validated, you will be able to choose to enable or require single sign-on on an organization-wide basis. Requiring single sign-on will disable Everlaws normal password-based login process for the organization. It is recommended that you initially set the authentication setting to "Optional". Don't select "Required" until you've tested SSO login and know that it is working; otherwise, you risk getting locked out of your account!

If your identity provider has multi-factor authentication (MFA), you can switch on "Bypass Everlaw multi-factor authentication.

For more information about the consequences of disabling, enabling, or requiring single sign-on, see the relevant section below.

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Providing your directory service with Everlaw metadata

In order for SSO to function correctly, you will also need to supply your directory service with Everlaw service provider metadata. You can download this metadata in XML form by clicking Download Everlaw service provider metadata, under SAML Single Sign-On.

You should then be able to upload the the Everlaw metadata in the directory services settings page (different directory services may have different requirements).

You may additionally need to register Everlaw's Entity ID and ACS URL with your identity provider. The relevant IDs and URLs are as follows:

Everlaw US:

Entity ID:everlaw.com:us-web ACS URL: https://app.everlaw.com/saml/SSO

Everlaw AUS:

Entity ID: everlaw.com:au-web ACS URL: https://app.everlaw.com.au/saml/SSO

Everlaw EU:

Entity ID: everlaw.com:eu-web ACS URL: https://app.everlaw.eu/saml/SSO

Everlaw UK:

Entity ID:everlaw.com:uk-web ACS URL: https://app.everlaw.uk/saml/SSO

Everlaw CAN:

Entity ID: everlaw.com:ca-webACS URL: https://app.everlaw.ca/saml/SSO

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Single sign-on and user experience

Enabling or requiring single sign-on affects user experience at the time of login, as well as users ability to change their profile settings.

If single sign-on is disabled:

Users will need to sign into Everlaw using their passwords. Users will not be able to log into Everlaw using single sign-on, and will have to authenticate using MFA, if applicable.

Users will be able to change their passwords and toggle MFA authentication from their profile pages.

Users will be able to request password resets.

If you enable single sign-on:

Users who have been authenticated by your identity provider will be able to log into Everlaw with single sign-on and bypass MFA authentication, if applicable. They can also choose to log in using their Everlaw password.

Users will be able to change their passwords and toggle MFA authentication from their profile pages.

Users will be able to request password resets.

If you require single sign-on:

Users will not be able to log into Everlaw using their passwords, nor will they create a password when they are invited to Everlaw. Instead, they will be required to use single sign-on.

Users will be able to bypass MFA authentication upon login, if applicable.

Users will not be able to change their passwords and toggle MFA authentication from their profile pages.

Users will not be able to request password resets.

If you disable single sign-on, users will need to create an Everlaw password.

The image below displays a login screen for an account that has single sign-on enabled. The user can either log in using SSO, by clicking the blue Log in via [domain name] button, or with their password, by clicking the blue Log in with password button. The option to log in through SSO will not appear for users whose organizations do not have SSO enabled, and the option to log in with a password will not appear for users whose organizations require SSO.

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Configuring single sign-on with ADFS

The following instructions provide an overview of setting up compatibility between Everlaw single sign-on and your Active Directory.

To add a Relying Party Trust, follow these steps on each screen of the Add Relying Party Trust Wizard:

Select Data Source: Choose Enter data about the relying party manually.

Specify Display Name: Everlaw or similar.

Choose Profile: Select ADFS FS radio button.

Configure Certificate: No action is necessary here.

Configure URL: Select Enable Support for the SAML 2.0 WebSSO protocol and provide one of the following URLs, according to your instance:

Everlaw US: https://app.everlaw.com/saml/SSO

Everlaw AUS: https://app.everlaw.com.au/saml/SSO

Everlaw EU: https://app.everlaw.eu/saml/SSO

Everlaw UK: https://app.everlaw.uk/saml/SSO

Everlaw CAN: https://app.everlaw.ca/saml/SSO

Configure Identifiers: Provide one of the following URLs, according to your instance:

Everlaw US:everlaw.com:us-web

Everlaw AUS:everlaw.com:au-web

Everlaw EU:everlaw.com:eu-web

Everlaw UK:everlaw.com:uk-web

Everlaw CAN:everlaw.com:ca-web

Configure Multi-factor Authentication: Depending on the needs of your organization, you may or may not need to complete this step. Please see your system administrator if you are unsure about configuring multi-factor authentication.

Choose Issuance Authorization Rules: Select Permit all users to access this relying party.

Click through the next two screens; on the Finish screen, select the checkbox to open the Edit Claim Rules dialog.

Select Add Rule in the bottom left of the dialog.

Under Claim rule template, select Send LDAP Attributes as Claims and continue to the next page.

From the LDAP Attribute and Outgoing Claim Type columns, select E-Mail Address(es) and then select OK.

Select Add Rule in the bottom left.

Under Claim rule template, select Transform an Incoming Claim and continue to the next page.

On the next screen, make the following selections:

Incoming Claim Type: E-Mail Address

Outgoing Claim Type: E-Mail Address

Keep the Pass through all claim values button selected.

Click OK, and then OK again to close the dialog.

To adjust the ADFS trust settings, select your new Relying Party Trust and follow these steps:

Click Actions, and then Properties, from the right-hand side.

Select Advanced. Under Secure Hash Algorithm, specify SHA-256 and click OK.

You may need to add a new endpoint. If this is the case, continue by clicking the Endpoints tab in the Properties dialog, and follow the proceeding instructions.

Under Endpoint type, select SAML Logout.

Under Binding, select POST.

Under Trusted URL, you will need to specify a URL that includes your ADFS server web address. Generally, the URL will follow this format: https://sso.yourdomain.tld/adfs/ls/?wa=wsignout1.0. If you are unsure how to format your Trusted URL, contact your IT team.

Click OK to finalize the setup process.

If you have further questions about single sign-on through ADFS, contact [email protected] or your offices IT team.

Please note that Everlaw staff do not directly grant users access to projects for security reasons. If you are a user seeking to be added to a project, please contact a project administrator.

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Adding Users

User Table

How do I remove users, without losing their data?

Adding Users

To add users, navigate to the Users tab in Project Settings.

Click the "+ Add Users" button in the upper right.This will prompt a dialog that asks you to enter the emails of the users whom you wish to invite to Everlaw. (If your organization has single sign-on enabled, make sure that these emails correspond to those used for your organizations directory.) Enter one email per line. Then, select the permissions you'd like for the users to have on this project. If you are a Database Administrator, you can also grant database permissions. All users listed will be added to the same groups, if entering via the input box and not CSV.

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You can also add users by uploading a CSV containing their user information. If importing by CSV, you can specify different user groups per user. Click Select file and upload your CSV. You can download a template of a properly formatted CSV by clicking Download CSV template.

Your uploaded CSV should have these four columns, separated by commas:

Email

User Groups (with multiple groups separated by semicolons)

First Name (optional)

Last Name (optional)

Database Permissions (Admin, Upload, and/or Delete)

Note: if you do not want the user to have database permissions, you must leave this cell blank. Any terms entered that are not listed above will result in an error.

Once you have entered the users email addresses or uploaded your CSV, click Add Users. If everything is properly formatted, you will be asked to confirm the users to be added.

Confirmation dialog for multiple users added manually.

Confirmation dialog for users imported via CSV.

Finally, a dialog will show you which users were added to the project. If any users already existed on the project, they will be listed, as well.

If the user already has an account with Everlaw, they will automatically be added to the project and sent an email notification. If the user does not have an account, you will see a new entry in the "Pending Invitations" table at the bottom of the page. An email will be sent to the new user with a link to set up their account. The invitation is valid for 30 days, and can be renewed if it expires.

You may add as many users as you want at no additional cost.For more information on users permissions, please consult our larger article on Users and Groups.

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User Table

The users table provides a list of all the users in the project, as well as the group(s) the user belongs to. To remove a user from the project, click the "X" icon next to their name. To alter a user's group, click the gear icon. Select the groups for that user, then hit the "Enter" key on your keyboard. To remove a user from a particular group, click the gearicon, then click the "x" associated with the group label for the user.

Users can be in multiple groups. In that case, their permissions in the project are determined by the most permissive permission level allowed among all the groups they are part of. For example, one group may be given permission to code documents and another does not; if a user is in both groups, they will be able to code documents in the project.

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How do I remove users, without losing their data?

To remove a user, click the "X" icon next to their name.

You, or others on your team, may still need access to the deleted users binders, outlines and other creations. If you are a project admin, you can preserve a users data when removing the user from a project. When you click the "X" icon, a dialog box will appear, which will allow you to preserve the data by sharing it with other users on the project.

Select the groups and/or users from the dropdown menu who you would like to share the data with. Then, select the data you would like to share. When you have completed your selections, click the blue button that says Transfer & remove user.

You can transfer the following review work:

Assignment groups

Binders

Chronologies

Outlines

Prediction models

Search term reports

You can choose to transfer to individual user accounts or to user groups. For example, you can share work with Reviewers only. While all reviewers will receive the review work, no users with Administrator permissions will. Note that Organization Administrators will receive transferred cards, regardless of their permissions on the project. You will not be permitted to transfer objects to a user group that does not have permissions to receive that object type.

If you do not want to share and preserve any data, do not select any users or data to share. Scroll to the bottom of the dialog box and select the red button that says Remove user only. A dialog box will appear, asking you to confirm that you only want to remove the user without transferring any data.

Any data received by a removed user will be represented as cards on the homepage. Note that homepage folders cannot be preserved upon transfer. Cards transferred upon removal of a user will appear in the "Shared with me" view. The initials in the bottom right hand corner represent the user from who the data was transferred, not the user who transferred the data.

If you decide to add the user that you removed, their work product, including homepage folders, will be restored.

Table of Contents

Apply a code or rating to a document

Using the coding filter

Adding a document to a binder

Optimizing the Codes tab

Coding presets

Code as previous

Coding in Classic mode

Apply a code or rating to a document

Ratings, codes, and other review product can be applied to a document in the review window. In full screen mode, you can locate and apply codes and ratings in the Codes tab. If you load the Everlaw default layout, the Codes tab will be included.

full screen mode

There are three sections within the Codes tab by default: Coding Filter, Currently Applied, and Everything Else.

To apply a rating or code, simply click the respective category in Everything Else, then select the rating or code from the dropdown. The code will turn from grey to white, indicating that it has been applied. The code will also appear in the Currently Applied section. The coding/rating decision will be saved when you move on to the next document, close the review window, or completely close out of Everlaw. You can also add the document to a binder by clicking the binder label and selecting one.

To unapply a code, click it again to turn it from white to grey. You can do this in the Currently Applied section, or in Everything Else.

If a coding category is grey, that means no code in that category is applied to the document. If a coding category is white, that means at least one code in that category is applied to the document.

To hide categories that you might not use frequently, click Show unpinned. Drag and drop categories that youd like to unpin to the bottom of the everything else section, below the dashed line. Then, click hide unpinned.

If there are auto-code rules configured on your project, you will see a wand in the top-right corner of the Codes tab.

Auto-code rules automatically apply codes from certain categories to all documents in a specified context (e.g., exact duplicates, attachment families, email threads, document versions). Clicking on this wand will open a dialog with more information about your projects auto-code rule settings. To read more about reviewing documents according to auto-code rules, please see this article.

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Using the coding filter

The coding filter allows you to type to apply codes and ratings. Click the coding filter, or press a on your keyboard and start typing your desired rating or code. Type any combination of characters into the input box, and the coding filter will display only the labels containing that sequence of characters. To apply, you can hover over the desired label with your mouse and click it to turn it yellow. You can also use the up and down arrow keys on your keyboard, and press enter to apply. You can take the same actions to unapply a code or rating to the document.

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Adding a document to a binder

You can also add the document to a binder, write a note, or create a new binder and add the document to it. Type a sequence of characters into the input box. If you have an existing binder that matches your search, you will see it as part of the filtered results. If you have typed a unique string of text, a new binder label will be automatically created in the binder section with a name corresponding to your input, and the [new] tag appended to it. You can unapply any highlighted item by clicking it or pressing enter.

To learn more about binders, and adding multiple documents to a binder at once, visit this help article. You can learn more about annotating documents in this help article.

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Optimizing the Codes tab

You can customize your Codes tab to optimize review workflow. For example, you can choose to display only the categories you need frequently, or rearrange components within the tab. You can remove any of the three sections previously discussed - the coding filter, currently applied, and everything else - and replace it with other components or add to them.

Click edit layout then click the gear icon. From here, you can drag individual coding categories into your tab. For example, lets say you typically only use two coding categories, Accounting and Confidentiality, as well as binders. You can drag and drop those individual components in and remove Everything else by clicking the red x next to its name.

When youre done, click the gear icon again, or click Back to Tab Layout, then click Done Editing. Your coding categories will exist as separate components in your Codes tab.

If you close the review window and open it again, the most previously viewed layout will load. Remember, you can always save your current layout by clicking Save/Load at the bottom of the panel.

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Coding presets

To speed up your review, you can create coding presets. Presets are custom hotkeys (and keyboard shortcuts) that you can use to quickly apply review product. You can view, edit, and share coding presets from the Coding Preset tab in your full screen panel.

Each user can create up to nine presets. By default, preset 1 is set to the Cold rating. By pressing 1 on your keyboard, or clicking the associated button in the Coding Presets tab, the Cold rating will be applied. Pressing shift+1 on your keyboard will rate the document Cold, and then navigate you to the next document.

To edit or create a preset, click on the pencil icon then select the number youd like to edit. If you choose a slot with an existing preset you'll be editing that existing preset. Once you've selected your slot, choose which codes, ratings, binders, or notes to associate withyour preset. By clicking a label once, you will turn it green indicating that it will be added to the document. If you wish to remove a code, rating, or binder as part of your preset, click twice on a label. A red outline will appear, indicating that the label will be removed when the preset is applied. If you include a code from a mutually exclusive category to your preset, the other codes will be automatically removed from the document when that preset is applied.

When youre done creating your preset, name it and then click Save.

To share a preset, click on the share icon in the Coding Presets tab. Choose which preset you wish to share. Empty presets will be greyed out. Then, select who you wish to share the preset with. You can share with entire groups of users or individual users on your project. Type in an optional message then click send.

The recipients will receive your message in project messages with the preset attached. Recipients will have the option to choose which numbered slot they want the preset to go in.

Presets generally do not remove labels from documents. Instead, labels contained in a preset are added to the document without overriding any pre-existing labels. The only exceptions to this rule are for (i) explicitly subtractive labels included in a preset, and (ii) labels in the preset that come from mutually-exclusive categories.

For example, imagine that you are planning to apply a preset to a document that is:

Rated Warm (this rating is a mutually exclusive category)

Coded Accounting: Fraud

Coded Government: Internal (the Government category is mutually exclusive)

Coded Region: Midwest

In the Second Look binder

The preset you apply has the following labels:

Hot rating

Accounting: Liabilities code

Region: Northeast code

Region: Midwest subtractive code

"Government: External" code

After the preset is applied, the document will have the following labels applied to it:

Hot rating

Accounting: Fraud and Accounting: Liabilities

Region: Northeast

Second Look binder

"Government: External"

Notice how Accounting: Liabilities was not removed even though Accounting: Fraud was added. Also notice that the only labels that were removed were ones that were either mutually exclusive (ie - youcan'thave more than one mutually exclusive label in your code) or subtractive.

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Code as previous

Aside from presets, you also have access to the code as previous icon, which will apply the label(s) of the last document you viewed to the document you are currently viewing. Just like the preset slots, hovering over the Code as Previous icon (P) will display the associated labels.

You can also edit the Code as Previous behavior by clicking the pencil icon, then selecting the P icon. Changes you make to Code as Previous behavior are user specific, and the behavior will apply to all documents in that project until you adjust it.

You can adjust the Source and the Rating Mode for Code as Previous.

Source allows you to determine how youd like Code as Previous to be defined. State of Last Viewed means the preset will reflect the document you most recently viewed, regardless of when it was modified. State of Last Modified means the preset will code the document you most recently modified, regardless of when it was viewed. Changes Only means that the preset will code only the most recent changes from the document most recently modified. For example, if your document has Code A and Code B already applied, and you add Code C then move to another document, then selecting Code as Previous with the Changes Only setting willonlyadd Code C to your second document.

Rating Modeallows you to specify how Code as Previous will affect your documents rating. Apply Rating means that the previous documents rating will always be applied. Apply Rating to Unrated means that the previous documents rating will only be applied if the current document is unrated. Never Apply Rating will never apply the previous documents rating.

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Coding in Classic mode

You know that you're using Classic mode if your coding panel is at the bottom of your screen instead of the right. In Classic mode, the coding panel exists in two states: collapsed and expanded.

Collapsed Coding Panel

By default, the coding panel is collapsed. While collapsed, the panel shows the current coding status of the document. You can see the current rating applied to the document, along with the total number of applied codes within particular categories, the total number of binders the document is part of, and the total number of individuals who have viewed the document.

To see more information (ie. the exact codes applied, the names of the binders, etc.) hover over the category. A panel will appear where you can select and deselect codes and binders. Labels with white backgrounds are applied to the document; labels with gray backgrounds are not.

If the document is unrated/uncoded, the collapsed coding panel will display recommended coding categories, and/or any pinned coding categories that you have pinned in the expanded coding panel.

Expanded Coding Panel

To expand the coding panel to see all available rating, coding, and binder labels,click the careticon in the center of collapsed coding panel, orpress the spacebar on your keyboard.

Codes or ratingscurrently applied to the document will have white backgrounds; ones not currently applied to the document will have gray backgrounds.

To add a code or ratingto a document:

Click on a code or rating

Codes and ratings will turn white to indicate they have been applied

They will also have dashed outline to indicate it has been changed in this viewing session

To remove a codeor rating from a document:

Click on an applied code or rating (whitewith dashed outline)

Codes and ratings will turn grey to indicate they have been removed

They will also have a dashed outline to indicate it has been changed in this viewing session

You can also create a new binder from the coding panel. Simply input the name of the binder in the Add a new binder label. Finally, user fields created by your administrator will appear in the coding panel. You can click them to apply, and then edit the fields as necessary in the next step.

To pin a category to the collapsed coding panel, hover your mouse to the left of the category. You will see a light grey pin icon appear. Click the icon to turn the pin from light grey to dark grey. That category will be moved to the top of the panel (with the exception of rating which will always appear at the top). Subsequently pinned categories will fall beneath previously pinned ones.

When collapsing the panel, you will now be able to view your pinned categories. These categories will stay pinned within your project.

Filtering labels

You can filter the labels in the coding panel by keyword. This can make it easier to quickly locate the appropriate label(s). Input characters into the filter box in the upper left, and the labels will filter accordingly.

You can also use the coding filter in the bottom left of the screen by clicking it or pressing "a" on your keyboard. The functionality is the same as it is in .

You can learn about binder use in-platform by clicking "Walk Me Through" in the bottom right of your screen. You can then choose between several binder-related walkthroughs, including "Create a Binder," "Add Documents to a Binder," "Share a Binder," or "Delete a Binder." All are located under the Binders section.

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What are binders?

How can I add documents to binders?

How can I remove documents from binders?

How can I share and delete binders?

What are the differences between a binder and a search?

When should I use assignments instead of binders to allocate documents for review?

What are binders?

Binders are an arbitrary collection of documents. A document can exist in multiple binders. They are akin to folders in other platforms. You can create a binder from the homepage by clicking on the "+" sign icon by the Binders column header.

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How can I add documents to binders?

Documents can be added to binders via the batch coding panel, the review window coding panel, or the review window coding filter.

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How can I remove documents from binders?

Note: If you have access to a binder, but cannot add or remove documents from it, you do not have the proper permissions to do so. Contact the binder creator to ask for the proper permission.

To remove individual documents from binders, select the x on the right side of the binder name in the review window coding panel. The binders label should become gray instead of white to indicate that the document is no longer part of the binder. When you navigate away from the document or close the review window, your change will be saved and the document will be removed from that binder.

To batch remove documents from binders, retrieve the documents in the binder by opening the binder, or by running a search for the documents in the binder. Select the documents you want to remove from the list (all documents are selected by default). Then, click twice on the appropriate binder label in the batch coding panel (accessed by clicking the batch icon in the toolbar, or space on your keyboard). The binder label will have a red dotted outline and will also be added next to Remove: at the top left of the batch coding panel. After you hit Apply, the documents will be removed from that binder.

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How can I share or delete binders?

There are two ways to share a binder. The first is directly from the homepage. By clicking the three-dot menu icon, then selecting "share," you can share that binder with other users in your project. You can also delete binders from the three-dot menu icon. See screenshot below.

You can also share the binder directly from the results table. Click the binder card on the homepage. Then, select "Share" in the results table toolbar.

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What are the differences between a binder and a search

Binders are a static collection of documents that you must affirmatively add or remove documents from. In addition, unlike with searches, you can control what actions people take on your binder through the permissions system.

The view permission only lets the specified recipients view the documents in the binder

The edit permission lets the recipients add and remove documents from the binder

The share and delete permission lets the recipients share and/or delete the binder itself, in addition to viewing and editing

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When should I use assignments instead of binders to allocate documents for review?

Binders are good if you intend to allocate a defined set of documents to a reviewer. Assignments offer an advantage over binders if you are interested in any one of the following:

Tracking progress across individual assignment batches and entire assignment groups

Automating assignment workflows and creating linked assignments

Assigning out a set of documents to multiple reviewers

Changing the criteria by which documents are considered reviewed in order to set review rules

Allowing reviewers to self-assign documents from a pool of unassigned documents

For moreinformation on productions in Everlaw, please see the help articles in our Productions section.

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Preparing Documents for Production

Gather Documents For Production

Pre-Production QA

Contact Everlaw for Help with Productions

This workflow guide illustrates how to best leverage Everlaws review platform and services to streamline your production process. We recommend reading through this document before beginning your production preparation efforts.

It Helps to Start Early

It is never too early to start thinking about your production needs and how that will affect your review setup and strategies. If you have agreed upon a production protocol, try creating it in Everlaw using the production tool. If you need help with negotiating your production protocol, just contact your Everlaw account representative or [email protected]. We are happy to help you at no extra charge.

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Preparing Documents for Production

Turn on Production Tools

When setting out to review documents for production purposes, the first thing to do is to make sure Production Tools are turned on. This setting is on the General tab of the Project Settings page (only accessible to project admins ). Please note that Production Tools must be turned on for users to be able to redact documents.

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Production Tools will be toggled on by default for new projects.

Configure Production Codes

The Code Wizard will walk you through the process of configuring your production codes. If you are not familiar with how to create codes, please refer to this article for detailed guidance.

Below are some sample codes you can use:

Confidential and Highly Confidential - These codes designate which documents should be stamped for confidentiality. When you fill out the production protocol, you can customize the text to be stamped on the documents, but these are the codes you will use to indicate which documents should be stamped.

Privileged and Not Privileged - You can use these codes to identify whether documents are privileged. You can also set up Attorney Client and Work Product codes to designate privilege types.

Redaction Needed and Redaction Completed - These codes are particularly helpful if you have different teams handle review and redaction. One team can identify documents needing redaction, which will then be assigned to the team performing redaction.

Review Documents for Production

There are many considerations when reviewing documents for production. For example:

- which documents to produce and whether to include all family members

- whether there are privileged documents and how to handle them

- whether any documents need redaction

Applying the appropriate production codes enables you to easily gather documents for production, withhold privileged information, and flag documents for customized stamping or redactions.

Identify documents for production - When reviewing documents for production, apply the production set code to all documents you would like to produce. Please make sure to review and code all family members if you are required to produce the entire family. Auto-coding may be a useful feature for this purpose.

The 'Produced' search term can help you to easily exclude any documents produced in any previous productions.

Identify privileged documents - use a privilege code to identify privileged documents and what you intend to do with them. For example, you can use Privilege: Privileged to flag privileged documents you would like to withhold, and Privilege: Partially Privilege to flag partially privileged documents needing redaction. In addition, you need to decide whether to produce a placeholder for each privileged document. If placeholders are required, include all privileged documents in the pre-production binder and specify how you want to handle them in the production protocol. Otherwise, exclude all documents coded Privilege: Privileged from the pre-production binder.

Identify documents needing confidentiality stamping - use Confidentiality: Confidential or Confidentiality: Highly Confidential to flag documents needing confidentiality stamping. When creating a production protocol, you can customize the text we will stamp on the documents.

Identify documents needing redaction - Use a redaction code such as Redaction Status: Redaction Needed to flag documents for redaction. Once redaction is complete, you can switch the redaction status to Redaction: Redaction Complete.

Please note that the Venn diagram icon signifies that these codes are mutually exclusive.

Apply Redactions

You can redact documents in the review window using the tools from the toolbar or the Hit Highlighting section.

Special Notes on Redacting Metadata - Follow these steps to redact metadata.

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Gather Documents For Production

Once you have completed coding documents, you can now create the pre-production binder and add all the documents you intend to produce to that binder. Here is an example: if you want to produce all documents coded Production: PROD001:

create a binder named Pre-Production PROD001 or To Produce PROD001;

search all documents coded Production: PROD001;

batch add the search results to the binder you created.

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Pre-Production QA

Pre-production QA is a crucial step to ensure you produce the correct documents in the format agreed upon in your production protocol. We highly recommend you follow the steps below:

Check whether all attachment groups/family members are included.

If you intend to produce entire attachment groups/family members, you should start by checking whether all attachment groups/family members are in the pre-production binder.

How to check? The easiest way is to open the pre-production binder and group by attachments. You will know you missed some family members if the total number of documents after grouping is greater than the total number of documents in the pre-production binder.

How to add the missing family members to the pre-production binder? If you want to add all missing family members to the pre-production binder, without further review, you can simply group all documents in the pre-production binder by attachments, and batch add them to the pre-production binder.

How to identify and review the missing family members?Most likely, you will want to review the family members that were not included in the production to determine whether they should be produced and whether they are properly coded. To do so,

First, build a search to view the original documents in your production by selecting the "Produced" tag and checking the box for "Original Documents."

Second, to bring in all the family members of these documents, select the "More Options" tab and group by "Attachments." To remove all documents that were produced, remove "Search Hits."

Your completed search should look like this:

Check whether privileged documents are properly included or excluded from the pre-production binder.

If you intend to produce a placeholder for each privileged document, make sure all privileged documents are included in the pre-production binder and specify your choice in the production protocol.

If you want to exclude privileged documents from the production entirely, make sure none of them are included in the pre-production binder.

Check whether all documents are properly redacted

Check whether any documents in the pre-production binder still need redactions.

Search for documents coded "Redaction Status: Redaction Needed"

Review these documents and apply redactions or change the Redaction Status code

Check whether documents coded Redaction Status: Redaction Completed have been redacted.

Search for documents coded Redaction Status: Redaction Completed AND do not have any redactions

Add redactions or remove the Redaction Status: Redaction Completed code as necessary

Check whether metadata have been properly redacted.

If you redacted any metadata of any emails (e.g., To, From, Subject, Attachments), you might want to check whether you have also redacted the corresponding metadata value. To do so, search for all emails in your pre-production binder that have redactions, and then review the resulting documents to make sure that any redacted metadata has a corresponding user editable metadata filed stating Redacted.

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Contact Everlaw for Help with Productions

If you ever have questions about producing documents, please contact your account lead or customer success team ( [email protected] ).

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Reprocessing Everlaw-processed documents

Reprocessing non-Everlaw-processed documents

Reprocessing Everlaw-processed documents

If you have Database Admin or Upload permissions, you can retroactively re-configure documents that have already been uploaded. For example, you can change the timezone information, replace or remove images, or re-run documents that werent initially processed because of a missing or incorrect password.

You can reprocess documents from the results table, selecting the documents you wish to reprocess by using the checkboxes on the left side.

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First, click the Batch icon in the results table. Then, click Reprocess.

Select the "Everlaw processed" tab to reprocess documents that were processed on Everlaw (native files).

You can re-configure the following settings, which should reflect those that you can configure upon native upload:

PDF's (creating PDFs will not affect your billable size or impact your cost in any way)

Passwords for password-protected files

[Advanced Settings] Timezone

[Advanced Settings] Page size

[Advanced Settings] OCR language

You can review these settings in this article about uploading native documents.

As you select these configuration settings, you are rerunning them from their original state. This means any previous settings from the initial upload will be overridden. This includes images, regardless of the setting you choose for PDFs. For example, selecting "No documents" means that no new images will be created upon reprocessing; however, the old images will be deleted to ensure that image and text files correspond.

Also, note that any documents that have images with highlights or redactions applied will not be reprocessed. This is to avoid changing the underlying PDF. If you are an Organization Administrator, then you can choose to override this behavior and reprocess documents with highlights or redactions.

When you have configured the settings appropriately, click Process. Everlaw will begin to reprocess documents. Your originally uploaded documents will be replaced by the reprocessed ones.

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Reprocessing non-Everlaw processed documents

You can also reprocess documents not originally processed on Everlaw. This is helpful ifyou'vereceived documents from the producing party that do not have searchable text. You can use the reprocessing tool to generate searchable images or PDFs for these documents.

Select the Non-Everlaw processed tab.

Here, you have the option to generate either PDFs & Text, or only Text. Generating PDFs will overwrite existing images/PDFs.

Please note that reprocessing non-Everlaw-processed documents may increase the billable size of the documents as a result of newly generated and stored image files.

If you have chosen to image your reprocessed documents, you can also select whether or not to create PDF versions of documents thatdon'timage well, like spreadsheets. By selecting "No documents,"your existing images/PDFs will be removed and no new images will be created.

If you'd like to keep existing PDFs and only generate new text files, select the Text option.

If your documents do not have natives, Everlaw will convert the documents images into searchable PDFs. This will preserve the Bates stamps on the documents. If your documents do have natives, Everlaw will replace the existing images on the platform with PDFs that are generated from the documents natives. Note that this will remove the Bates stamps, as well as any other features not present in the native versions of the documents, from the new PDFs.

Upon reprocessing, Everlaw will first attempt to generate text from a native file. If there is no native file for a document, Everlaw will check for embedded text in a PDF. Finally, if there is neither native file nor embedded text, the document will be OCRd.

Advanced settings:

Metadata: If you choose Ignore, the metadata of your documents will not be changed.If you select Merge, Everlaw will generate new metadata values from the native versions of your documents. If a document already has metadata values in certain fields, those values will be replaced by the new values generated from the native. Any value that already exists on the document, and has no new replacement value generated from the native, will be retained.

Note that selecting Merge has the potential to change your documents metadata from what the producing party provided.

Timezone: You can choose a timezone to be used for extracted date metadata without a timezone specified. If you leave the field empty, Everlaw will use UTC.

OCR Language and Page Size will follow the same rules as that of configuring native uploads.

Once you click Process, you will get a notification that the task has been queued, and another one once it is complete. To view the progress of the processing job, navigate to the Case Admin icon and click Uploads. The processing job will be represented by a card within the Processing Jobs tab on the lefthand side.

You can read more about how to upload documents, and how to re-configure your upload, here.

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Can I send physical media to Everlaw?

How to prepare your shipment

What to expect after sending physical media

Can I send physical media to Everlaw?

Everlaw offers robust in-platform ingestion capabilities that make data available for review as quickly as possible. Users with upload permissions can upload native and processed data directly through the platform, which is generally the fastest way to get data into your database.

In some situations, it may be easier to send us your data through physical media in order to expedite the upload process. We recommend sending us physical media for data over 100GB.

If you would like to upload your data directly without sending media to Everlaw, please review our knowledge base articles on uploading native data and uploading processed data to learn more about getting your data onto the Everlaw platform.

How to prepare your shipment

Before sending any media to Everlaw, please note the following requirements:

Make sure your data follows our Standard Formats for Processed Data to ensure a quick and efficient upload

Create a backup copy of any data sent to Everlaw

Fill out and include the Physical Media Cover Sheet

Securely package the drive(s) to avoid any damage or loss during shipment

Record the shipment tracking number

Inform the Everlaw team that you are sending physical media ahead of time by emailing [email protected]

Include the tracking number and describe the contents of the package (e.g., number of drives)

Address the package to our Customer Success team.

For US clients, please use the following address:

ATTN: Customer SuccessEverlaw2101 Webster St, #1500Oakland, CA 94612

For UK clients, please use the following address:

ATTN: Customer SuccessEverlaw70 Wilson StLondonEC2A 2DB

What to expect after sending physical media

Once your shipment has been received, your package will be secured by the Everlaw Customer Success team. If our team has any questions about the data received, our team will notify you before we proceed with the upload. After uploading the data, Everlaw will retain the media for at least 30 days for quality assurance. After this time, we will return the physical media and provide you with its tracking number. Please note that return shipping charges may be applied on your next invoice. (Alternatively, you can include your own prepaid return label for Everlaw to use when the media is ready to be returned.)

All physical media is handled according to strict security procedures, and we are happy to provide more information about our security practices. If you have any questions, pleasedon'thesitate to reach out to [email protected] or call 1-844-EVERLAW, ext. 1.

To read more about uploading documents on Everlaw, please refer to the articles in our Uploads section.

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Creating a native data upload

Uploading via cloud-based apps

Uploading via direct link

Step 1: Dataset details

Step 2: Select custodians

Step 3: Uploading into partial projects

Managing native uploads

View a report of your upload

Add additional files to your upload

Native data processing settings

Everlaw has a cloud-processing system that automatically processes and ingests native files into the platform. Documents processed on Everlaw will go through de-NISTing, deduping, OCR, AV transcription, and language detection, as appropriate. Additionally, Everlaw will generate text, metadata, and PDFs (if requested) for your native data.

A native upload can contain one file, or multiple files. For more information about preparing your files for upload, please see this article.

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Creating a native data upload

In order to upload documents to Everlaw, you must have the Upload permission on the database.

To access the Uploads page:

Click the project navigation icon in the top right-hand corner of the navigation bar

Select Uploads from the dropdown menu

Select New Upload on the left-hand sidebar

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Here, you can add the data you want to upload. Please see this article for information on how to prepare your files.

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Uploading via cloud-based apps:

At the bottom of the screen, you will see options to upload via popular cloud based storage apps. You can upload directly from the following apps:

Box

Dropbox

Google Drive

SharePoint

OneDrive

Google Vault

Uploading via direct link:

Direct links are urls that point straight to a file without any password protection. Essentially, if you paste a url into your browser, and your browser starts downloading a file instead of loading a webpage, you have a direct link. You can convert a Google Drive link into a direct link by amending it:

Google Drive link: https://drive.google.com/file/d/FILE_ID (FILE_ID is the hash automatically inserted to link you to the document)

Amended direct link version: https://drive.google.com/uc?export=download&id=FILE_ID

You can also select "direct link" to copy-paste a direct download URL.If you have a URL that, when you enter it in your browser, initiates a download without needing to enter in login credentials, you should be able to paste that URL in the "direct link" field.

Select an app to begin uploading your documents. Please note that if you are uploading documents via OneDrive or SharePoint, you will need to specify whether you are uploading files or folders. This is because OneDrive and SharePoint have separate interfaces for selecting files and folders. Additionally, any top-level folder uploaded via cloud storage source will be compressed and displayed in Everlaw as a container file.

Once you select an app, you will be asked to log in via a separate dialog box. If you do not see this dialog box, check your pop-up settings. After logging in, you will be able to select your files directly from the app's platform. Once you hit "enter" or "submit" within that app, you will be taken to the next step in the upload process.

For Google Vault users, simply generate exports of your data in Google Vault, and then load the exports into Everlaw directly by choosing Google Vault in the cloud storage options.

Once you select your file, you will be asked to specify whether youre uploading native files or processed files. Choose "native."

Onceyou'vemade your selection, a wizard will appear where you can specify settings for the upload:

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Step 1: Dataset details

In this step, you can specify the configuration for your upload. By default, your upload settings will be inherited from your last upload.

Name:You are required to give the dataset a unique name. The name (and date of upload) will appear as the name of the associated uploads card on the homepage, which you can rename later if you have upload permissions.

Deduplication:Upon upload, you can choose to:

Deduplicate against all of the existing documents in your database

Deduplicate against all of the existing documents by custodian

This means that if two duplicates have different custodians, they will both be uploaded. Conversely, if a document has the same custodian as another duplicate document that already exists on the platform, the duplicate file will not be uploaded.

Not deduplicate the documents in an upload

To learn more about the definition of duplicates and how upload deduplication handles documents (and families), visit this help article on duplicates. Please note that Google files (e.g., Google Documents, Google Sheets) will not get deduplicated in the same way as other file types, because they undergo their own conversion process within Google.

Advanced Settings (create PDF's, timezone, OCR language, and email image attachment) can be viewed and edited by clicking the caret icon next to Advanced Settings, which are collapsed by default.

Create PDFs:By default, Everlaw creates PDF images for all files in an upload, and placeholder images for file types thatdon'timage well (like spreadsheets). If desired, you can choose to image the file types thatdon'timage well, or choose to not image any of the files in an upload.

In addition to Excel files, the following file types will also not be imaged by default:

LibreOffice Calc

Empty files

Container files

iWorkNumbers

QuattroPro

Display Timezone:The timezone you select here will be used as the assumed timezone for metadata fields that lack an explicit timezone value. If you do not select a timezone, then the timezone provided as raw text from the PDF's or emailsbeing uploaded will be displayed.

OCR Language: This step allows you to specify particular languages for Optical Character Recognition (OCR). OCR will be automatically run on TIFFs and PDF pages with little or no extractable text. By default, OCR language detection is set to Autodetect. Autodetect can extract all Latin-alphabet languages (such as French and German) as well as Chinese, Japanese, and Korean (CJK). If your document has a combination of these aforementioned languages, Autodetect will also be able to OCR them automaticallyas long as there is only one language per page. Autodetect will not reliably OCR multiple languages within one page.

You can also select a single language to target for OCR. In this mode, OCR will only detect that language and English. There are two scenarios where you would want to select something other than Autodetect:

If all your documents are not in a Latin-alphabet language or CJK (e.g. Russian, Greek)

In this case, you mustselect thatlanguage from the dropdown menu in order for OCR to work for that document.

If the quality of your scanned document(s) is low, and you know there is only one language in the document (in addition to English)

This will improve the quality of OCR, but only for that language and English. It will prevent the detection of any other languages in that document, so you should be sure that the document only has only one non-English language before selecting that option.

If your upload includes multiple documents, each with different foreign languages, then youll want to select Autodetect. However, this means that non-Latin, non-CJK language documents will not get properly OCRed. For example, if one document is entirely in Arabic (non-latin, non-CJK language), and another is in French (Latin language), then only the French document will be properly OCRed. In this situation, you can separate those documents into different uploads so that you can select the appropriate OCR language setting for each, or, after processing, select specific subsets of documents from the results page for reprocessing with a different OCR language.

Page Size:Everlaw will generate PDFs in the selected size for documents that do not have a described size (e.g. emails). Documents with an explicit size (e.g. PDFs, word documents, and images) will remain in their original sizes. Documents exported, printed or produced from Everlaw will respect the size of the pages on the platform.

Email image attachments: There are three options for deciding whether image attachments should be displayed inline, or treated as separate attachments.If you would like every image in the email to be displayed inline within thePDF, you can choose Inline all images found in emails." If you would like email image attachments to be extracted as children of the parent email, select Extract all attached images as children. Finally, if you choose smart determination, then Everlaw will dynamically determine which images are likely to be attachments, and which ones are (or are intended to be) inlined images (e.g., signature icons). Factors influencing this smart determination include an image's dimensions, overall size, and content ID.

Passwords:Inaccessible files will not be processed. If any of your files/folders are password-protected, input the password(s) into the password box (one password per line) to enable Everlaw to image and extract text based on your processing options. The native view will not be available for password-protected documents on Everlaw. To overlay a document that can be viewed in native, please follow the instructions in this article.

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Step 2: Select custodians

The custodians step allows you to specify what custodian value to associate with the documents youre uploading. You can specify a default custodian for all documents in an upload and/or set custom custodian values for particular files or folders. If your data belongs to multiple custodians, please read this article to learn how to prepare your data accordingly before uploading.

To set a default custodian, input the custodian name into the default custodian box at the top of the table. If your project already has custodians from previous uploads, you can also select one from the dropdown list.

To set custom custodian values for particular files or folders, find the file/folder on the table and input the custodian name into the custodian box on the right. If there is a default custodian, itll be overridden for that particular file/folder. Files that have a black caret symbol in the far left can be expanded to display the individual sub-folders/files they contain. Click on the caret icon to expand or collapse.

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Step 3: Uploading into partial projects

Aside from uploading the documents into the current project youre on, you can also add the documents to any partial project you have the Partial Project Document Management permission on. No matter what, documents you upload will automatically be added to all complete projects in the database (i.e., projects that contain all documents in the database). To select or deselect a project, click on the checkbox. You cannot deselect complete projects.

Once you click upload, your data will be transferred to our servers. An overlay will appear to show you the status of the transfer. From the overlay, you can add additional documents to the upload by clicking on the +Add files button. If youdon'twant to add files, close out of the overlay once the transfer has finished and youll be able to see your upload's progress.

A status card will be added to the native data page corresponding to your upload. A time estimate will appear on this status card to indicate approximately how long it will be until processing is complete. As your upload progresses, you can start reviewing completed docs. You do not need to stay on this page for the upload to continue processing. Once all your files are successfully processed, you will see a document icon with a green checkmark in the status card. Clicking the icon will take you to a results table of your processed documents.

Native uploads will each be assigned a control number, indicated by a # prefix.

To learn how to view upload status, rerun, delete, rename, and take other actions, please see the Managing native uploads section.

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Managing native uploads

Uploads will appear as cards in the Native Data section of the Uploads page.

You can take the following actions on an upload from its card:

1. Rename the upload and/or add a description: Click the upload name and enter a new name. You can add a text description by clicking "Add a description..." Both of these changes will affect the upload across projects in the database.

2.View uploaded documents: Click the document count (to the right of the document icon) to open the uploaded documents in the results table. You can also access your uploaded documents from the homepage under the Document Sets column.

3. View upload information and errors: Click "View Report" to see information about deduplicated and deNISTed files, as well as other information related to the upload (e.g., upload errors and issues). See the "Upload Report" section below for more information.

More options (accessible via the three-dot menu in the top right corner of the upload card):

Manage source files: View the progress of your native files' transfer to Everlaw's servers. You can also add additional files to the upload. See section below for more information about adding additional files to your upload.

View configuration:View the timezone propagated to your documents and projects the data was uploaded to.

Delete:The documents in the upload, including all files generated during processing (e.g., image, text), will be removed from all projects in the database and the database itself. This option is only available to users with the Delete permission.

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View a report of your upload

After uploading your documents, you can view information about it via the upload report. For example, you can see how many documents were deduplicated, as well as how many documents ran into errors during processing. To view a report of your upload, click View Report at the bottom of the upload card.

This will open a visualization of your upload.

The pie chart in the middleof the report shows a breakdown of the file types that have been processed and uploaded. You can also see the absolute of number documents for each file type using the list on the left.At the bottom of the report, you can view the number of documents that were OCRd and imaged, as well as the billable size of the upload. The right panel shows the number of documents that registered errors during processing, broken down by processing stage. Any number in blue is clickable, and will bring you to a results table with the appropriate documents. For more information about troubleshooting native upload errors, please see this article.

At the top, you can see the number and size of documents that were deduplicated or de-NISTed. To download a report of the documents that were deduplicated upon upload, click "download info." The results of the csv will look like the below:

The three column headers upon download are: Original Path, Original Bates, Duplicate Paths.The CSV will display the following information:

Native paths for the original documents (for each set of duplicates, the single instance of the document that was uploaded to Everlaw)

Begin Bates numbers for the original documents

Any native paths for the deduplicated documents associated with the original documents (note: there may be multiple native paths)

If there are multiple duplicates for one original path, those duplicates are listed in one line within the Duplicate Paths field. This implies that if one document has multiple duplicates, the total row count in your CSV will be less than the Deduped document count in the report.

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Add additional files to your upload

For organizational purposes, it can be helpful to add additional files to an upload after the initial upload is complete. For example, you may want to keep all files from a single custodian in the same upload. If so, you can add additional files to the custodian's upload as they become available to you. To do so, click the three-dot menu in the top right corner of the upload card and choose "Manage source files."

From here, click "Add files" in the top right corner. Then, choose where the new files should come from (e.g., local, cloud-based app).

You will then be asked to enter any passwords for the new files, and to associate the files with a custodian. The other configuration settings (e.g., deduplication, timezone) will be pulled from the initial upload.

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Native data processing settings

The orientation of documents is preserved from its native version (e.g., a document that is in landscape orientation will remain that way upon upload)

Embedded files: Everlaw will extract all embedded files, including audio and video files, in an Office file (e.g., an Excel file embedded in a PowerPoint) and any file embedded in a PDF.

The children of container files are extracted with no limitation on depth. For example, a Word document attached to an email thats attached to another email thats in a Zip file thats in another Zip file will be extracted.

Hidden columns in Excel are displayed.

Notes are extracted and presented in the PDF/Image view for Word documents and the Native view for spreadsheets.

Sometimes, you may try to upload an entire hard drive or a folder with personal files mixed in with system/software files. Some of these files have no user-specific content and can be removed upon processing. This process is called deNIST (removing NIST files). Any files that are on theNIST list will qualify for deNISTing automatically upon upload. Binary files, and virtually all containers, are not part of this list and will not be removed.

Events is a default label category. It allows you to view date ranges of events alongside documents in your Chronology. The Events view canhelp you contextualize how documents are related to particular events, and how events are related to each other.

Events labels, once created, automatically appear as markers within the document timeline if Events view is toggled on. They can additionally be applied as labels to a document; however, this is not necessary for the event to appear within the timeline. Since the event label must be associated with a date range, the Chronology will automatically recognize which documents do or do not fall within the date range and display the event marker appropriately.

Creating an event label

After creating a new event label, you will be required to enter a date range for the event. You can either use the date selector to pick your date range, or type the date range into the input box. When you've entered the date range, click Save.

this article.

If the Events view in the toolbar is not turned on, nothing will change in your document timeline at this point. Your new event will appear under the Events label category, greyed out to indicate that the event is not applied to a document. Removing an event label is the same as removing any other label. You cannot delete the Event category.

Viewing event markers in your document timeline

To display events in your timeline, the timeline must be sorted by date. By default, Chronologies are sorted from newest to oldest by date. Click the Events icon in the toolbar to display the event markers in your document timeline.

Light blue event markers will appear in the central table of entries.

Event header: This displays the event name, date range, description, and relevance. You can click any of these fields to edit them.

Event marker: Markers spanacross the vertical distance of the documents that fall within the date range of the event. This only shows up if there are documents that fall within the range of a particular event. Otherwise, only the event header will appear.

Only documents that fall within the time range of an event will appear within the event marker, including documents that are not labeled with the event.If there are multiple events that have overlapping date ranges, those events will cascade vertically along the left side of the timeline.

The length of event markers are proportional to the number of documents that fall within an event, and not the date range of the event. For example, an event that lasts 2 days with 20 documents will have a longer event marker than an event that lasts 30 days with only 5 documents.

If no documents fall within an Event's date range, then the event will simply be represented as an Event header, horizontally as a row in the timeline.

Labeling documents with events

In addition to viewing event headers and markers, you can label each document with an event.

Even if the document falls outside the event date range, you might still want to associate it with the event. For example, some documents might be related to an event, but were not generated during the time range of the actual event. You can learn more about adding labels to documents in

Filtering by event

To filter documents by an event date range, simply click the checkbox next to the event name in the label panel. The timeline will adjust so that only the documents (if applicable) that fall into the date range of your event will appear.

If there are no documents that fall within the event's date range, then the event will be greyed out in the panel, and you will not be able to filter by it.

Deleting an event from the timeline

To delete an event from the timeline, hover over the event header and a trashcan icon will appear. Click the trashcan and confirm deletion. In addition to the timeline view, you are also deleting the event label itself. The label will be removed from any documents in the Chronology that it's applied to.

Content searches are among the most common searches used to find documents. You can build content searches out of single terms or multi-word phrases. You can also link terms and phrases together with AND and OR logical operators. Note that when we index documents, we ignore capitalization (except in the case of logical operators). As a result, content searches are not case-sensitive. Additionally, there are no stop or noise words; Everlaw content search indexes all words.

1. Single Term Searches: To create a single term search, simply type the desired term into the content search term. The search below will return the documents that contain the word "energy".

keyboard shortcuts

2. Phrase Searches: To create a phrase search, surround the phrase you want to search for with quotation marks. The search below will return documents that contain the phrase california summer.

3. Linking Terms or Phrases: You can link terms or phrases within a single content search term by utilizing the AND and OR logical operators.

OR: There are three ways to OR terms or phrases together. First, separating terms or phrases by a comma or space automatically defaults to an OR search. If you want to use an explicit OR logical operator, you can either type OR (in all caps), or use the || symbol. The three searches shown below are all equivalent. They will return documents that contain either the word energy, the phrase california summer, or the phrase enron audit.

AND: There are two ways to AND terms or phrases together: you can either use AND (in all caps) to separate the words/phrases, or use &&. The two searches shown below are equivalent. They will return documents that contain both the word blackout and the phrase california summer.

Grouping: You can use parentheses to form subqueries within searches. This is useful if you want to control which terms or phrases a logical operator applies to. For example, if you want to create a search that will return documents that contain either the word juice or orange and the word organic, you would build the following search:

4. Other operators: Aside from AND and OR operators, Everlaw also supports NOT, +, and -.

The NOT operator allows you to exclude documents that contain the word or phrase that follows the operator. For example, if you want to find all documents that contain the phrase cumulative risk but not the word regulation, you would build the following search:

The + operator allows you to designate terms that must appear in the documents that are retrieved via a search. For example, if you want to look for documents that must contain cumulative and, optionally, might contain risk, you would build the following search:

The - operator allows you to designate terms that cannot appear in the documents that are retrieved via a search. For example, if you want to look for documents that contain the phrase cumulative risk but not the word government, you would build the following search:

5.Has any text:You can search for all documents that have any searchable text by checking the "Has any text" box. For example, a document with an empty text file would not be returned here.

5. Special characters:You can also create a content search for the followingspecial characters: "#", "@", "&", "%," as well as many currency symbols ("$," "," "," etc.). Other special characters, like "(" or "/", are treated as spaces. For example, to search for the phrase "if/when," enter the string "if when" (quotes included) into the content search term.Everlaw can also index diacritics (for example,or). Searching for "fiance" will yield separate results than searching for "fiancee."

If you are using to construct your searches, you can also create content searches by typing your desired search directly into a blank term and selecting "Did you mean to run a Contents search for [...]?"

US Release Date: November 22, 2019

Expected CAN/AUS/EU Release Date: December 2, 2019

With this release, were excited to unveil our new Document Access Management tool, which allows project admins to grant document-level permissions! Now, instead of having to juggle many different project environments, you can regulate user access of documents in just one.

Weve also added 20 new personally identifiable information (PII) formats for the UK, CA, and AU instances. Now, international users can easily add persistent and custom hits that correspond to PII for their regional contexts.

You can also hide chronologies, withhold text files from production, and view the sizes of suspended cases! Additionally, to improve your overall user experience, weve implemented a handful of speed improvements thatll make loading your homepages, searches, and predictive coding model runtimes considerably faster.

Features

Document Access Management

Expanded support of international PII formats

Speed improvements to searches, native upload processing, homepage load times

Ability to hide chronologies

Ability to withhold text files from production

(For Org Admins) Ability to view suspended project size

Document Access Management

With this release, were excited to announce that you can now regulate access to individual documents or sets of documents with a project! With our robust new Document Access Management tool, weve made customizing access to a subset of documents by user group easier and more centralized.

Now, project administrators can affirmatively grant document access for each user group with a search on the query builder. This can be found in the Permissions panel on the Project Settings page.

documentation

With this functionality, administrators can ensure that potentially sensitive documents are excluded from reach, and only documents specified by this search are visible to that user group. This search updates dynamically and will automatically fetter access to new documents as applicable.

As a note, some existing features that require full document access, such as Predictive Coding and Outlines, will be necessarily revoked if you restrict that user groups document access. For a comprehensive list of impacted permissions, you can refer to this link.

Viewing Document Access

Weve also added multiple different ways you can verify that your documents are being seen by your intended audience. With our new Has Access search term, Document access icon on the review window, and the Document Access Management page on the Project Settings, weve made auditing the permissions of each user group faster and easier than ever.

View document permissions for every user group on the project

View which users have access to an individual document

Search which documents users have access to

To find out more about how to best leverage document management access in your review workflows, head on over to this help article.

Expanded Support of International PII Formats

Weve also dramatically expanded our selection of personally identifiable information (PII) formats to include those more specific to Canada, Australia, and the United Kingdom. Now, users on the CA, AU, EU, and UK instances can benefit from much more efficient redactions of sensitive information.

In the Persistent Highlights section of Project Settings, you can now see a drop-down menu of all supported international PII formats, which can be easily added to a projects list of persistent highlights by dragging and dropping.

To see the full list of supported PII formats, check out this link here.

Speed improvements

With the backend improvements included in this release, searches in partial projects and processing for large native uploads will be considerably faster! You can also expect to see speedups on predictive coding model runtimes and loading for homepages on larger cases.

Ability to Hide Chronology

If you are a project administrator, you can now hide Chronologies in Project Settings to declutter your project. To do so, click the eye icon next to the Chronology name.

To learn more about creating and navigating Chronologies, click here.

Ability to Withhold Text Files from Production

With this release, weve included the option to not produce text files. If you do choose to produce text files, you still have the option to include or exclude media transcripts.

For more information about how to run a production, check out this help article.

(For Org Admins) Ability to View Suspended Project Size

Weve also improved your visibility into the data that youre hosting on Everlaw. You can now view the processed and native sizes of suspended projects on the Project Sizes tab of the Organization Admin page! Suspended cases are now tagged, such as [POC] - AL in the screenshot below.

To read more about Project Sizes, you can refer to our .

On January 11, 2019 (EU, CA, AU: January 18, 2019), we will release an update to permission settings on Everlaw. With this release, certain features and tools that did not previously have configurable permissions will receive their own permissions. This will make it easier to only give users access to the tools they need.

Please note: This update will not require admins to make any changes to existing permission settings. Though we are introducing new permissions to the platform, all non-admin users will retain their current level of access to platform features. We will automatically transition all current permissions to the new paradigm during the update.

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This article describes new permissions to be introduced with this update, modifications to existing permissions, and the transition from Everlaws current permissions paradigm to the new paradigm.

Table of Contents

Permissions list

Project permissions

New project permissions

Modified project permissions

Database permissions

Organization admin permissions

Transitioning permissions

Permission dependencies

Determining permissions for future features

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Permissions list

The following is a complete list of configurable permissions on Everlaw, effective January 11, 2019:

Project Permissions

Project permissions grant user groups access to features and tools within individual projects. Generally, actions made permissible by project permissions do not affect other projects in the database.

Project Admin [Previously Case Admin]

Partial Project Document Management [New]

Search Term Reports [New]

CSV Export [New]

PDF Export [New]

ZIP Export [New functionality]

Document Download

StoryBuilder [New]

Productions [New]

Analytics [New]

Prediction Models [New]

Document History [New]

Batch Updates

Context Panel Updates

Unitization [New]

Assignment Groups [New]

Redactions [New options]

Notes and Highlights

Ratings

Categories and Codes

User Fields [Each field will have its own permission setting]

View Case [REMOVED]

Database Permissions [New]

Database permissions grant individual users the ability to perform actions that affect all projects in a database.

Upload

Delete [New]

Database Admin [New]

Organization Admin Permissions [New]

Organization admin permissions grant organization admins permissions on the organizations database and projects.

Organization Admin Access [New]

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Project permissions

Project permissions grant user groups access to different features and tools within individual projects on Everlaw (e.g., search term reports, assignment groups, redactions). Generally, actions made permissible by project permissions do not affect other projects in the database.

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New project permissions

Groups with the Project Admin (previously called Case Admin) permission will have full project permissions. Groups must have Project Admin permissions in order to create and administer users and groups, categories and codes, user fields, metadata, and perform all other actions under the Project Settings (formerly Case Settings) page. Additionally, only project admins will be able to view user activity and email threading on the Analytics page.

All groups with the Case Admin permission on January 11th will become project admins with this update. Transitioning current permissions to the new permissions paradigm will be discussed in greater detail in the Transitioning permissions section.

The Partial Project Document Management permission, which will only exist on partial projects, controls the ability to add documents to, or remove documents from, the partial project. Please note that the ability to add documents to partial projects upon upload will now require this permission. It will no longer be the case that all uploaders can add documents to any partial projects simply by virtue of having upload permissions. Users will need to have the Partial Project Document Management permission on each partial project in order to add documents to it. All groups with the Case Admin permission on January 11th will receive this permission on each project they are a member of.

The ZIP Export permission will control a users ability to export a zip file containing the image, text, native, and load files for a document set, as well as the documents review work product.

All groups that have the Download Documents permission on January 11th will receive the ZIP Export permission with this update.

Search term reports, assignment groups, prediction models, StoryBuilder, and productions will all receive individual permissions with this update.

Permission options for search term reports, assignment groups, and prediction models:

None: No access. Other users will not be able to share such objects with those who have None permissions. (Please note that the Assignment Groups permission controls access to assignment groups; all users will remain able to receive individual assignments.)

Receive: Receive shared objects from other users, but cannot create any new ones. Users in groups with Receive permissions can still be given any level of permissions (e.g., View, Edit, Share and Delete) on individually shared objects.

Create: Receive and create objects. Users in groups with Create permissions can still be given any level of permissions (e.g., View, Edit, Share and Delete) on individually shared objects.

Admin: Full access on all objects in the project.

StoryBuilder will have the same permission options, but they will have differential applications for different StoryBuilder tools:

None: No access to any StoryBuilder objects (e.g., outlines, chronologies). Other users will not be able to share such objects with those who have None permissions.

Receive: Receive all shared StoryBuilder objects from other users, but cannot create any new ones. Users in groups with Receive permissions can still be given any level of permissions (e.g., View, Edit, Share) on individually shared objects.

Create: Receive all StoryBuilder objects and create outlines. Chronologies must be created by project admins. Users in groups with Create permissions can still be given any level of permissions (e.g., View, Edit, Share) on individually shared objects.

Admin: Full permissions on all outlines, and Share permissions on all chronologies in the project.

Please note that currently, users can create outlines associated with any chronologies they have access to. However, with the January 11th update, users will need to have the Create permission on StoryBuilder in order to create outlines, regardless of their access to individual chronologies.

If a group is given the None permission on search term reports, assignment groups, prediction models, or StoryBuilder, all of their access to the tool will be revoked, including their access to objects they have created. For example, if someone with Create permissions on search term reports has their permissions downgraded to None, they will lose all access to search term reports, including any search term reports they have created. Only objects (e.g., search term reports, assignment groups) that have been shared with All users will be automatically shared with users who later have their permissions restored. Otherwise, objects will have to be explicitly re-shared with users if their permissions are later restored.

All non-admin groups will be granted Receive permissions on search term reports, assignment groups, prediction models, and StoryBuilder with this update on January 11th. Admin groups will be granted Admin permissions on these tools with this update.

Productions will have three permission options:

None: No access to the Productions page. All users will remain able to search for and view documents that have been produced.

Share: Download and share all productions.

Admin: Create, modify, download, and share all productions.

All groups with the Case Admin permission on January 11th will receive the Admin permission on productions with this update. Transitioning current permissions to the new permissions paradigm will be discussed in greater detail in the Transitioning permissions section.

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Modified project permissions

In order to make the administration and interpretation of permission settings easier and more transparent, we have updated and simplified a number of permission settings options.

Project Admin

With this update, all groups with the Project Admin permission (currently the Case Admin permission) will have full administrative access to all project settings, including all categories and codes on the project. It will no longer be possible to restrict admin access to certain categories and codes, ensuring a consistent view and experience for all project admins.

Ratings

The current permission options for ratings are None, View, and Edit. With this update, the Edit permission will be renamed to Apply for clarity. This will not change the level of access associated with each permission setting.

Codes

The current permission options for codes are None, Read, Create, and Admin. With this update, the permission options for codes will change to None, View, and Apply. All non-admins will retain their current level of access to codes. All project admins, and only project admins, will have administrative privileges over all codes.

Additionally, to provide greater clarity into users permissions, coding permissions will be assignable only to groups, rather than to individual users, All users, or, All administrators. If any individuals on your project were given user-specific permissions on categories or codes prior to this permissions update, Everlaw will add them to their own groups with the proper permissions on codes.

Finally, to streamline the process of assigning coding permissions, we have moved the administration of all coding permissions from the Categories & Codes tab to the Permissions tab. You will now be able to assign permissions on all codes from the same place, at the same time.

Document redactions

The current options for document redaction permissions are Yes and No (via checkbox). These two options will expand to four options with this update:

None: No access to redactions applied prior to production. (All users will remain able to view redactions that have been burnt in during production.)

View: View all redactions and redaction notes.

Create: View and apply redactions and redaction notes, but only modify those which they created.

Admin: Full permissions on all redactions and redaction notes.

Notes and highlights

The current permission options for notes and highlights (currently titled Notes) are None, View, and Create.

These three options will expand to four options: None, View, Create, and Admin. The Admin permission will give users full permissions on all notes and highlights, including the ability to delete notes and highlights that others have applied.

This will be described below in the Transitioning permissions section, but users who currently have the View permission on notes will receive the View permission on Notes and Highlights, as well as the View permission on redactions with this update. This is because the current View permission on notes allows users to view all notes, highlights, and redactions.

Additionally, users who currently have the Create permission on notes will receive the Admin permission on Notes and Highlights, as well as the View permission on redactions with this update. This is because the current Create permission on notes allows users to edit and delete notes that others have applied, as well as view all notes, highlights, and redactions.

A note on redaction notes:The new Notes and Highlights permissions will control access to notes created on batch redactions. The new Notes and Highlights permission will not affect notes on individual redactions. Note permissions on individual redactions will be governed by the Redactions permission.

View Case

In an effort to increase visibility into who has access to specific projects on Everlaw, the View Case permission will no longer exist. All users who exist on a project after January 11th, 2019 will be able to view the project.

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Database permissions

Database permissions(Upload, Delete, and Database Admin)will grant users the ability to upload and delete documents in the database, as well as create new projects. While the ramifications of project permissions are generally limited to the project in which they were granted, users with database permissions can affect multiple projects in a database, including projects which they have not been explicitly added to. Uploading documents to any project in a database affects all complete projects (i.e., projects containing all database documents) in the database; deleting documents from any project in a database deletes them from all projects--partial and complete--in the database. Database permissions are granted to individual users, rather than user groups, and can be granted to anyone on a database.

Only users with the Database Admin permission will be able to grant upload, delete, and database admin permissions to other users, as well as create new projects. In order to grant database permissions to other users, database admins will have access to a complete list of all users on a database.

Only users in groups with the Upload permission on January 11th will receive database permissions with this update. Transitioning current permissions to the new permissions paradigm will be discussed in greater detail in the Transitioning permissions section.

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Organization admin permissions

Currently, all organization admins have a special level of access to all databases and projects belonging to the organization. This special level of access grants organization admins:

Administrative access to databases on the Organization Admin page (e.g., rename databases, manage processed uploads);

Administrative access to projects on the Organization Admin page (e.g., suspend/delete projects, view tasks, view user uploads);

Organization admin-only access on projects (e.g., assign Bates, administer all project binders, configure deduplication settings).

With this January 11th update, the organization admin privileges listed above will be controlled by the Organization Admin Access (OA Access) permission, located on the Organization Admin page.

By default, the OA Access permission will be set to Yes for all databases. If OA Access is set to Yes for a database, all organization admins will have their current organization admin-level of access to the database, as well as all projects in the database, regardless of whether they have been explicitly added to the projects or not.

However, if the OA Access permission has been set to No for a given database, organization admins will no longer have automatic access to the database and its projects. In order to administer the database and its projects from the Organization Admin page (#1 and #2 above), as well as maintain organization admin-level access to the projects themselves (#3 above), organization admins must be:

Added to at least one project in the database (with any project permissions); and

Granted the Database Admin permission on the database.

If an organization admin is added to a project but isnot granted the Database Admin permission, their project permissions will be derived solely from the user group(s) they have been added to. They will not be able to administer the database or any of its projects from the Organization Admin page.

Please note that all organization admins will be able to see the sizes of all of the organizations projects from the Organization Admin page, regardless of OA Access settings.

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Transitioning permissions

On January 11th, users and user groups will automatically receive updated permissions in accordance with their current permission settings. The following table enumerates which current permission settings (i.e., permission settings on January 11, 2019) will dictate permissions in the new paradigm. Please note that project admins (i.e., current case admins) will receive the highest permission option for each project permission with this update.

Only groups which currently have this permission:

Will automatically receive the following permission(s):

Case Admin

Project Admin (all permissions); Partial Project Document Management; Analytics; Productions: Admin; Unitization

Rating: None

Ratings: None

Rating: View

Ratings: View

Rating: Edit

Ratings: Apply

User Fields: None

All User Fields: None

User Fields: View

All User Fields: View

User Fields: Edit

All User Fields: Edit

Context Panel Update

Context Panel Updates

Batch Update

Batch Updates

Download Documents

Document Download; CSV Export; PDF Export; ZIP Export

Redact Documents: Yes

Redactions: Admin

Redact Documents: No

Redactions: None

Notes: None

Notes and Highlights: None

Notes: View

Notes and Highlights: View;Redactions: View (see Modified project permissions section for details)

Notes: Create

Notes and Highlights: Admin; Redactions: View (see Modified project permissions for details)

All non-case admin groups*

Search Term Reports: Receive

All non-case admin groups*

StoryBuilder: Receive

All non-case admin groups*

Prediction Models: Receive

All non-case admin groups*

Assignment Groups: Receive

Upload (see below for additional requirements)

Database Permissions (see below for details)

Codes

All non-project admins will maintain current access on all codes (see below for details)

*Current case admin groups will automatically be granted Admin permissions on all tools, as a function of their new Project Admin permission.

Transitioning database permissions

On January 11th, all users with the Upload permission will receive Upload and Delete permissions with the new permissions update.

On January 11th, all users with the Upload permission andwho have access to all users in the database (i.e., all users in all projects) via their project membership will receive Upload, Delete, and Database Admin permissions with this update. In other words, in order to receive all three database permissions, the user must already have access to all users across all projects in a database. This additional requirement exists because database admins will be able to view a list of all users on the database (i.e., all users on all projects in the database). We will therefore only automatically grant the Database Admin permission to uploaders who already have access to all users in the database by virtue of their membership on the databases projects. Please note that if a user who was automatically granted the Database Admin permission is later removed from a project and therefore loses access to certain users in the database, they will will retain their database admin status until it is explicitly revoked. Any user can later be made a database admin manually (i.e., after the automatic update on January 11, 2019), regardless of their access to users.

If a database has no uploader, no one will be granted database permissions with this update. Please contact Everlaw support ( [email protected] ) to grant someone database permissions on your database.

Transitioning coding permissions

Project admins (i.e. users who have the Case Admin permission on January 11, 2019) will receive full administrative permissions on all codes in the project. For users who are not project admins, their ability to view and apply codes will not change with this permissions update. Their full set of permissions on categories and codes, however, will now be accessible from the Permissions page. If any non-case admin has been individually granted permissions on a category or code (i.e., their name currently appears on the category or codes permissions table) and none of their groups have the same permissions, Everlaw will create an additional, separate user group for that individual with the proper coding permissions.

In the new permissions paradigm, only user groups (i.e., not individual users) can be granted permissions on categories and codes. Any non-admin users who have individual permissions on categories or codes prior to this update (e.g., Darby Henry in the above image) will be added to their own group with the proper category and code permissions during this update. This will ensure users with individually-granted permissions retain their proper level of access on categories and codes.

Transitioning prediction model permissions

Currently, non-case admins are unable to view predictive coding models on the Predictive Coding page. In the new permissions paradigm, however, non-project admins will be able to view any model that has been shared with them if they have Receive permissions. Because all users will be automatically given Receive permissions on Prediction Models with this update, any models that a user has Read or Admin permissions on (as of January 11, 2019) will become accessible to them on the predictive coding page.

Organization admin access

All projects under organizations will have the Organization Admin Access permission enabled (i.e., set to Yes)by default with this update. This means that all projects under an organization will remain accessible to all organization administrators until their access is revoked (i.e., OA Access set to No).

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Permission dependencies

Certain features and tools on Everlaw require access to specific parts of the platform for optimal use. For example, in order to view most aspects of project analytics, it is necessary to also be able to view ratings. With this permissions update, granting certain permissions to a group will require that other permissions are also granted. The below table lists the permissions which will require additional permissions.

The following permission:

Requires, at minimum, the following permission(s):

Project Admin

Full project permissions ( database permissions not required)

Productions: Share

All Codes: View; Ratings:View

Productions: Admin

Notes and Highlights: View; Redactions: View; All Codes: View; Ratings: View; All User Fields: View

Analytics

Ratings: View; All Codes: View

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Determining permissions for future features

We are regularly adding new features to Everlaw, some of which may be released with their own permissions. To save project admins time when we release new features, we will automatically grant permissions on new features in accordance with each user groups existing permissions on related features. For example, if a new feature is closely related to redactions, groups who have Admin permissions on redactions will be granted permissions related to the new feature. Project admins will always receive full permissions on all new features. If a new feature permission requires existing permissions that a group does not already have (e.g., a new analytics feature permission that depends on access to ratings, but the group currently does not have access to ratings), then the new permission will never be granted to that group. In other words, we will never automatically expand a groups current permissions to accommodate a new permission requirement.

Table of Contents

Overview

Configuring document access

Determining user access

Feature dependencies

Assignment groups

Batch actions

Auto-code

Context panel

Data visualizer

Affected Permissions

Overview

Document Access Management allows Project Administrators to control which documents a user group can view or modify on Everlaw. This is useful if you would like to manage access to specific document sets and do not want to create a full break in terms of coding, messaging, and administration by creating a new project.

Note that restricting a users document access will restrict their access to other functionality throughout the rest of the platform, as outlined in the Affected permissions section of this article.

Configuring document access

To configure document access, navigate to the Permissions tab on the Project Settings page. Use the drop down menu to select the desired group, then select Change document access in the Document Access section. This will bring you to the Document Access Management page.

Batch Actions

By default, user groups will have full document access. To restrict a user groups access, change their Document access from Full to Partial. Note that restricting access to some documents may restrict that groups permissions on other parts of the platform. For a list of all affected permissions, read the Affected permissions section at the end of this article.

Changing a groups access from Full to Partial

When document access is set to Partial, you can decide which documents youd like the user group to access.

The documents you specify in the query builder will be visible to the user group. Any document excluded from the search will be restricted.

As an example, lets say you are a Project Admin and would like a Contract Reviewer group to only have access to documents from your most recent upload, titled Enron A-G. You would change the Contract Reviewers access to Partial and build a query that captures only the documents you want them to be able to accessin this case Uploaded: Enron A-G.

If youd like to search for documents to restrict, then you can negate a term in the query builder. This will restrict access to specific documents (e.g. not in binder Y). For example, if you would like to restrict the Contract Reviewers group so that they do not have access to any document coded Confidential, then you should build a query for NOT Coded: Confidential.

The Document Access Management page also allows you to toggle the checkbox labeled Access via assignment, shown below. Access via assignment allows users access to restricted documents that are assigned to them. For more information about Access via assignment and how document restrictions affect assignments, read the Assignments section of this article.

Users with restricted document access will not see the query that defines which documents they can access and they will not get any information regarding which documents they cannot access. Please note that permissions changes may take up to one minute to take effect.

To learn more about building a search using the query builder, check out the Search Overview documentation.

If a user is in multiple groups, they will be able to access all of the documents available to each group. For example, if a user is in a group that only has access to emails, and another group that only has access to spreadsheets, then that user will have access to both emails AND spreadsheets.

Please note that if your query includes a binder(s), it will be shared with all Project Admins on your project so they can continue to manage document access.

Including Binders and other shareable objects shares them with Project Admins

Determining user access

Once document access settings have been configured, you or other project administrators may need to know which users have access to various documents. You can access these details in project settings, the review window, and via search.

Review Window

Project admins may see which users have access to a specific document by clicking the Document Access icon in the review window.

Document Access Icon

This will open the Document Access page, where you can see all the groups and users who can view this document. All user groups on your project will appear on this list. You can click each group to see a list of users in the group and their document permissions. The information in the list will be as follows:

Users permission

What will be shown in the Document access list

A user has access to the document

A user has permission to view the document because of an assignment group, but doesnt otherwise have access

A user does not have access to this document

You can hover over Can access to see which group memberships are granting a user access to this document.

Determining user access on the Document access page

Has Access search term

To build a search that captures all the documents that are visible to a user, use the Has Access search term. This search term will return all of the documents accessible by a particular user or group. Searching against a particular user will return all documents accessible by that user, including via assignment. Searching against a user group will only return the documents specified in the Document Access Management query.

Document Access Management detailed view in Project Settings

The Document Access tab under Permissions in Project Settings shows you a detailed view of each groups document access permissions.

In the example shown below, 635,703 documents are visible to this user group, and 910,404 documents are restricted. You can select the numbers above Visible and Restricted to open a results table with the respective document(s). This is an easy way to find all of the documents that a group can or cannot access. Note that these numbers reflect the total number of documents captured by the query and do not include documents that a user may have access to through an assignment.

Determining document access via the Document Access Management page

Document Access Management table view

You can also view an overview of every groups permissions by toggling to the table view of the Document Access Management page.

Toggling the table view

The table view shows an overview of all groups and their document permissions on your project. The Access configuration column shows the query that captures a groups visible documents. You can select any of these values to view or modify the query. The last two columns show the counts of visible and restricted documents. Note that these numbers do not include documents a user may have access to through assignments. You can select these entries to open a results table with the respective documents.

Table view

Feature dependencies

Document level permissions may affect a users experience with other features on Everlaw. Because a user does not know what they do and do not have access to, it is important as a project administrator to understand the implications of your settings before configuring them. The below features include behaviors that are dependent on document access permissions.

Assignment groups

On the Document Access Management page, you have the option to grant users Access via assignment. Access via assignment gives users access to restricted documents if they are assigned to that user. Unless this option is selected, users will only be assigned documents that they have permission to view. Similarly, users self-assigning will simply pass over documents they cannot access. When this option is turned on, users will be given permission to view any documents assigned to them. In this case, assigners will be shown a warning that they are granting permissions by assigning the documents. Additionally users will be able to self-assign and view restricted documents.

Grant permissions on assignment

In the case where some users do not have access to all of the documents in an assignment group, and Access via assignment is not turned on, documents will be assigned such that restricted docs are assigned only to the users that have access. If there are remaining documents that no users can access, a warning will display and the remaining documents will be unassigned. To assign these documents, you will either have to modify your user groups access, attempt to reassign the documents to users that do have access, or turn on Access via assignment permissions.

If a user without assignment access loses access to documents that are assigned to them, they will become invisible to the user (including in all document counts) but will remain assigned. The assignment group page will show a warning when there are assigned documents that some users are unable to view, and there will be a button to batch unassign the restricted documents.

Batch actions

Batch actions will only modify documents that a user can access. For example, take a user that has access to some, but not all PDFs on a project. If they perform a search for all PDFs, they will only see a subset of the total PDFs on the project. If the user then batch modifies them, only the documents visible to the user will be affected.

Users will be able to undo batch actions, even if they no longer have access to the documents.

To learn more about batch actions and how they may be affected by document permissions, visit this help article on .

Auto-code

Auto-code rules will only affect documents that a user has permission to access. Note that this could potentially create auto-code violations on your project.

Context panel

The context panel will only display information a user has access to (e.g. only the emails in the email chain they have access to). Users with document restrictions will be notified in the Context Panel that restricted documents will be hidden. Additionally, the file path explorer will be turned off for users with document restrictions, as this could potentially give a user information about documents that they cannot access. Please note that if a user selects Highlight inclusive emails when they do not have access to the most inclusive email, no emails in the context panel will be highlighted. As a result, the user will know that they do not have access to every email in the thread.

Data visualizer

Data Visualizer will still be accessible to users with restrictions, but it will automatically filter out any documents a user does not have access to. As a result, users in groups with differing document permissions may see different document counts for the same visualizations.

Affected permissions

Restricting a user groups document access will change that groups access to other parts of the platform. For example, a user that does not have full document access will not be able to use Predictive Coding. A comprehensive list of all features that are affected when a group has restricted document access can be found below.

Feature

Effect

Search Term Reports

Analytics

Predictive Coding

Productions

Uploads

No access

Searches

Users will only see documents in the results table that they have access to.

Context Panel

The Context Panel may be incomplete if users have restricted document access. The Context Panel has a warning that not all documents are available.

The documents file path will not be explorable.

Shared Searches and Binders

If any user receiving an object has document restrictions, the sharer will be given a warning that the recipients may not be able to see all of the documents. When the recipient(s) open the search/binder they will see the subset of documents that they can access.

Assignment Groups

Users without full document access will not be allowed to manage assignments or access assignment groups.

Project admins will not be able to assign documents to users with restricted permissions on those documents, unless they have enabled the Access via assignment setting.

StoryBuilder (Chronology, Outlines)

Users will not be able to access StoryBuilder objects (Chronology, Outlines) that contain any documents they cannot access.

Metadata auto-complete

Metadata auto-complete will be turned off for users with document restrictions.

File Path search term

The File Path search term will be turned off for users with document restrictions.

Table of Contents

Groups

Configuring project permissions

Code and rating permissions

User field permissions

Permission dependencies

Individual user permissions

Future features

List of project permissions on Everlaw

On Everlaw, project permissions control access to features and tools within projects. These tools include codes, assignment groups, and StoryBuilder objects (e.g., Chronologies, Outlines). By contrast, the permissions governing document uploads, document deletions, and project creation are called database permissions. This article will focus on project permissions on Everlaw. To learn more about the difference between project and database permissions, please read this article.

Because project permissions are assigned to groups of users, this article will begin by walking through group creation. Next, we will discuss configuring project permissions for user groups. Finally, we will discuss how different project permissions interact with each other, and how permissions are assigned to new features on Everlaw.

To learn how to add users to projects on Everlaw, see this help article.

Groups

On Everlaw, project permissions are granted to user groups, rather than individual users (though a group could consist of an individual user). If a user is in multiple groups, their permissions will be a combination of both groups permissions, always favoring the least restrictive permission option.

By default the Administrators and Reviewers groups are included with all new projects. However, you can easily create a new group with custom permissions for your project. In order to create a new group, you must be a project admin. In addition to other aspects of project management, project admins manage users and user groups on Everlaw projects.

To get started creating new groups, navigate to the Project Settings page. You can get here by clicking the Project Navigation icon in your upper right toolbar and choosing Project Settings.

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The Project Settings page is your control center for project administration. To manage your user groups, click the Groups tab on the left hand sidebar of the Project Settings page.

You will see the Administrators and Reviewers groups, which are included on your project by default. You can add existing users to these groups via the dropdown.

If you would like to keep these default groups, but view and edit their permissions, you can click the three-dot menu to the right of the group name and then choose Project Permissions. If you would like to delete this, or any group, you can choose Delete group from the menu. You will also be able to access and edit the objects a group has permission to by selecting Object permissions.

The rest of this section, however, will walk you through how to create a new group on Everlaw.

From the Groups tab, click Create Group in the top right corner. A dialog box will open, showing you the possible templates you can use to configure the groups permission settings.

You will first see Everlaw templates, which contain preset permission configurations based on common roles during review. For example, the Case Leads template gives users in the group the ability to access and utilize most tools on the project, but does not give them administrative rights across the entire project. You can also use an existing group on your project to form the basis of the new groups permissions by choosing Create new group using an existing groups permissions at the top of the dialog box. New groups that you create will be added to this list for future use.

Onceyou'vechosen the starting point of your groups permissions and named the new group, click Create.

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Configuring project permissions

To view your groups permissions, either choose Modify permissions in from the groups three-dot menu, or click the Permissions tab on the left sidebar. Then, use the dropdown menu to select the desired group.

The permissions tab shows you a detailed view of the groups permissions organized by functionality type. Please note that you can also view a groups permissions in a table view by toggling the Table View button in the top right corner of the permissions tab.

Table view.

This article, however, will walk through the permissions tab in Detailed View.

Detailed view.

At a glance, you can tell what levels of access the group has by the color of the section headers in the detailed view of the permissions tab. A green header indicates that the group has access to every tool in the section. A yellow header indicates that the group has access to some tools in the section, but no access to others. Finally, a grey header indicates that the group does not have access to any tools in the section.

For a complete list of project permissions on Everlaw, please see the permissions table at the end of this article.

Different project permissions have different types of permission settings. Some permissions operate on an all-or-nothing basis. These permissions are set via checkbox, and user groups will either get full access to the tool or no access to it. For example, the Document Export section has four permissions, all of which have two settings: Full access (checked) or no access (unchecked).

Other permissions have multiple levels of access you can grant the user group. In general, these different permission levels range from None to Admin. Lets look at the Search Term Report as an example, keeping in mind that other tools, such as assignment groups, prediction models, and StoryBuilder have similar permission levels.Search Term Reports has four permission levels: None, Receive, Create, and Admin.

None: Users in the group will not be able to create search term reports, nor will they be able to receive search term reports shared by others.

Receive: Users in the group can receive search term reports from others, but cannot create search term reports themselves. When a search term report is shared with a user in this group, the user can be given View, Edit, or Share and Delete permissions on the individual search term report.

Create: Users in the group can create their own search term reports. Permission levels on Everlaw are additive, so groups with the Create permission are also able to receive search term reports shared by others.

Admin: This is the highest permission a group can have on search term reports. Users in groups with admin permissions on search term reports are able to view, edit, and share and delete all search term reports in the project, regardless of whether the owner has shared it or not.

If you revoke a groups ability to receive an object type, and theyve already been shared an object(s) of that type, you can choose to maintain or revoke permissions on those objects for the group. Let's use our current example to illustrate.

If a project admin changes the Receive, Create, or Admin permissions on an object type to None, they will be presented with two options for objects the group already had access to. Either (1) revoke group permissions on all objects of that type or (2) allow the group to maintain their existing permissions only on those objects.

For example, a group with Create permissions on search term reports has their permissions downgraded to None. If youselect Revoke existing permissions, then that permission group will lose all access to search term reports, including any search term reports they had access to previously. If you select Allow the group to maintain, then they will maintain access to the search term reports they currently have access to, but will be unable to receive or create any more search term reports. In either situation, they may maintain access to these objects through other sharing, since they had Create permissions. If a user has no other access to an object class after this change, then the decision will affect their individual object permissions as well. To learn more about accessing objects please visit this article on sharing or read on to the individual user permissions section. For a complete list of project tools and their permissions, please see the table at the end of this article.

For a complete list of project tools and their permissions, please see the table at the end of this article.

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Code and rating permissions

Everlaw makes it easy to assign permissions on codes, whether youre assigning permissions on codes across the project, across a coding category, or by individual code. The three permission levels for codes and ratings are None, View, and Apply. Please note that only project admins can edit the names of codes, or delete them from the project entirely.

None: Users in the group have no access to the code. They cannot view, search for, or apply the code to any documents.

View: Users in the group can view and search for the code on documents, but they cannot apply or remove the code from documents.

Apply: Users in the group can view, search for, apply, and remove the code from documents. Any group can receive the Apply permission on codes.

To apply the same permission to all codes in the project, click the dropdown next to All Codes and select a permission level.

You can also expand the Categories and Codes section to display all categories in your project. To apply the same permission to all codes in a category, click the dropdown next to the category name. Then, select a permission level.

If you expand the category to display the underlying codes, you can assign permissions to individual codes, as well. If some codes in a category have different permissions than other codes in the same category, the category dropdown will say Custom.

Please note that if you create a user group prior to adding any codes to your project, the group will automatically receive Apply permissions on any codes you subsequently create. You can later change code permissions for the group once the code has been created.

If a new code is added to a project with existing codes, the new codes permission level will reflect the highest permission that the group has on other codes in the same category. For example, if a new code is later added to the Production Designations category (shown below), this group would automatically receive View permissions on the new code, because that is the highest existing permission on a code in that category.

If a new category is added to a project with existing codes, the permissions for that categorys codes will reflect the highest permission that the group has on any other code in the project. In other words, if the group has View or Apply permissions on at least one code in the project, all codes in the new category will reflect the same permission.

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User field permissions

User fields have similar permission levels to codes, though the highest permission is Edit, rather than Apply. The Edit permission allows users in the group to search for, view, and add and remove field values to documents.

One thing to note about user field permissions is how they affect metadata aliases. Aliases combine multiple metadata fields under one name for consolidated searching and viewing. You can create metadata aliases out of document metadata, as well as user metadata fields. If a group has None permissions on at least one user field underlying an alias, the users in that group will not be able to view, search for, or edit that alias.

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Permission dependencies

Certain features and tools on Everlaw require access to specific parts of the platform for optimal use. For example, in order to view most aspects of project analytics, it is necessary to also be able to view ratings. Therefore, granting certain permissions will require that other permissions are also granted.

The below table lists the permissions which require additional permissions.

The following permission:

Requires, at minimum, the following permission(s):

Project Admin

Full project permissions ( database permissions not required)

Productions: Share

All Codes: View; All User Fields: View

Productions: Admin

Notes and Highlights: View; Redactions: View; All Codes: View; Ratings: View; All User Fields: View

Analytics

Ratings: View; All Codes: View

For more information about project permissions, or to learn how to grant database permissions, please see our documentation linked below. If you have any questions, please feel free to contact us by message, email or phone.

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Individual user permissions

You can view the project and object permissions of any user on your project by navigating to the Users tab on the Project Settings page. Then, click the list icon in the Perms. column of the user.

The first tab will show you a list of the user's project permissions. If you are also a database admin, the user's database permissions will be listed here, as well.

The second tab will show you a list of the different objects that a user has access to. Within this dialog you can revoke a users access to various objects.

The dialog will show you a list of the user's project permissions. If you are also a database admin, the user's database permissions will be listed here, as well.

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Future features

New features are regularly added to Everlaw, some of which may be released with their own permissions. To save project admins time when we release new features, we automatically grant permissions on new features in accordance with each user groups existing permissions on related features. For example, if a new feature is closely related to redactions, groups who have Admin permissions on redactions will be granted permissions related to the new feature. Project admins will always receive full permissions on new features. If a new feature permission requires existing permissions that a group does not already have (e.g., a new analytics feature that depends on access to ratings, but the group currently does not have access to ratings), then the new permission will never be granted to that group. In other words, we will never automatically expand a groups current permissions to accommodate a new permission requirement.

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List of project permissions on Everlaw

Below is a complete table of project permissions on Everlaw:

Project permission

Description

Project Admin

Administrative access on all project permissions; create and administer users and groups, categories and codes, user fields, and metadata; perform all actions on the Project Settings page; view user activity and email threading; resolve rating conflicts.

Document Access Management

Search, and interact with a limited set of documents on the project.

Partial Project Document Management (only on partial projects)

Add documents to, or remove documents from, the partial project.

Search Term Reports

None: No access to search term reports;

Receive: Receive shared search term reports;

Create: Receive and create search term reports;

Admin: Admin access to all search term reports in the project.

CSV Export

Export document data to CSV

PDF Export

Export documents and metadata to PDF

ZIP Export

Export documents, load file, and review work to ZIP

Document Download

Download and print documents

StoryBuilder

None: No access to any StoryBuilder objects (e.g., outlines, chronologies);

Receive: Receive all shared StoryBuilder objects from other users;

Create: Receive all StoryBuilder objects and create outlines (chronologies must be created by project admins);

Admin: Admin access to all outlines, and Share permissions on all chronologies in the project.

Productions

None: No access to the Productions page. All users can search for and view documents that have been produced;

Share: Download and share all productions;

Admin: Create, modify, download, and share all productions.

Analytics

View and manage project analytics

Prediction Models

None: No access to any prediction models;

Receive: Receive shared prediction models from other users;

Create: Receive and create prediction models;

Admin: Admin access to all prediction models in the project.

Document History

View document history for all users in the review window

Batch Updates

Apply batch actions to documents from the results table

Context Panel Updates

Update documents from the review window context panel

Auto-code Override

Override auto-code rules for coding actions

Unitization

Unitize documents from the review window context panel

Assignment Groups

None: No access to assignment groups. All users can receive individual assignments.

Receive: Receive shared assignment groups from other users;

Create: Receive and create assignment groups;

Admin: Admin access to all assignment groups in the project.

Redactions

None: No access to redactions applied prior to production. All users can view redactions that have been burnt in during production;

View: View all redactions and redaction notes;

Create: View and create redactions and redaction notes, but only modify those which the user created;

Admin: Admin access to all redactions and redaction notes.

Notes and Highlights

None: No access to notes or highlights;

View: View all notes and highlights;

Create: View and apply notes and highlights, but only modify those which they created. Create notes on batch redactions (with proper Redactions permission);

Admin: Admin access to all notes and highlights in the project.

Ratings

None: No access to document ratings;

View: View all document ratings;

Apply: Apply and remove document ratings.

Categories and Codes (permissions apply to individual codes)

None: No access to the code;

View: View and search for the code on documents;

Apply: Apply and remove the code from documents.

User Fields (permissions apply to individual user fields)

None: No access to the user field;

View: View and search for the user field (must have View permissions on all fields in an alias to view and search against the alias);

Edit: Edit values for the user field.

Table of contents

Zoom and page orientation

Navigating within a page

Navigating between pages in a document

Navigating between documents

Review window formats

PDF/Image view

Text view

Native view

Media and spreadsheet view

The instructions in this article are applicable to both the classic and full screen review window. This article will also reference different format views in the review window, such as PDF/Image and Text view.

Zoom and page orientation

There are four zoom buttons and two rotation buttons that you can use to adjust the view of your document in the review window.

Spreadsheet review

Zoom in (shortcut: i) - the magnifying glass with the + sign allows you to zoom in to the document

Zoom out (shortcut: o) - the magnifying glass with the - sign allows you to zoom out of the document

Zoom to height (shortcut: l) - the document will be resized such that the top and bottom edges of the document are aligned with the top and bottom of the viewing pane of the review window.

Zoom to width (shortcut: k) - the document will be resized such that the left and right edges of the document are aligned with the left and right of the viewing pane of the review window.

Rotate clockwise (shortcut: c)

Rotate counter-clockwise (shortcut: x)

All four zoom options are available in the PDF/Image and Native view. In Text view, zoom to height and zoom to width are not available, since the Text view is always set to zoom to width.

To rotate the orientation of a document, click the Clockwise or Counterclockwise Arrow icons. You can also press x (counterclockwise) or c (clockwise) on your keyboard.

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Navigating within a page

PDF/Image or Native view: If your document is zoomed in, you can move within the document by clicking the up, down, left, and right arrows on your keyboard. When zoomed in, if you reach the far left or right edge of a page, then pressing the left or right arrow keys will take you to the previous or next page, respectively.

Text view: The document size will always be zoomed to width, regardless of your zoom setting. Pressing left and right on your keyboard will simply move to you to the next page of text, and up and down on your keyboard will scroll.

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Navigating between pages in a document

One option to move between pages of a document is to jump to a page. To do this, locate the page input box below the format selectors. Simply type the number of the page you'd like to go to, and press "enter" on your keyboard.

You can also click anywhere on the scrollbar to jump to a page.

In addition to jumping to a page, you can employ scrolling or keyboard shortcuts to move between pages in a document.

PDF/Image or Native view: You can move to the next page of a document by scrolling with your mouse or by pressing and holding the up and down arrow keys on your keyboard. If your document is not zoomed in (i.e., it is zoomed to width or height, or zoomed out beyond either of these settings), then pressing the left or right arrow keys will simply take you to the previous or next page.

Text view: To move to the previous or next page in Text view, use the left and right arrow keys on your keyboard (respectively). You can also click the large blue paddles to the left and right of the document. The paddles say "previous page" and "next page."

You can also use the jump bar to navigate between pages. The jump bar is on the right side of the document. As you run your cursor along the length of the jump bar, the corresponding page for that location is displayed. Clicking on the location will take you to that page. In addition, if there are hit highlights in the document you are viewing, the jump bar will display a color band at the appropriate page location of the highlight. The bands color will correspond to the highlight color of the term or phrase in the hit-highlighting panel. This can help you quickly visualize where certain hit-highlights are located.

Navigating between documents

PDF/Image or Native view: To move to the next document, click the left or right arrow paddles at the bottom of the screen. You can also press "shift+down arrow" to move to the next document, or "shift+up arrow" to move to the previous document.

Text view: To navigate between documents in Text view, use the "shift+up arrow" and "shift+down arrow" shortcuts or click on the small orange paddles to the lower left and right of the document. These paddles say "previous doc" and "next doc."

As you move from document to document, your navigation is reflected in the results table, which exists as a separate window. The document youre currently viewing is highlighted in yellow. You can learn more about results table navigation in this article.

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Review window formats

When a document is uploaded to Everlaw, multiple formats of the file are either provided or generated. These formats are generally the PDF or Image of the document, the documents text, and the native version of the document (if provided). You can easily toggle between these various format views in the top right of the review window.

Certain formats are more optimal than others for reviewing a document, depending on the document type or the type of review you're looking to conduct. Spreadsheets will not include Image view because the spreadsheets are best viewed in Native view. A production that does not include natives will not have a Native view. The below sections describe conditions for which each view is available and some examples of when you might use them.

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PDF/Image view

If a document has a PDF or image, then this view is typically recommended. It preserves document formatting while still allowing you to apply highlights and redactions. Depending on the document youre viewing, you will either see PDF or Image view available.

The type of view displayed is dependent on the following conditions:

If a document is uploaded as native data, then PDF view will be available unless an uploader chooses not to create PDFs or if the original documents file type does not convert well to PDF (such as an audio file). Additionally, PDF view will be available when the document is uploaded as processed data and the provided image is a PDF.

If the document was uploaded as processed data and the image file is not a PDF (such as a TIFF), then Image view will be available.

PDFs with embedded text allow for more review functionality than Image view. For example, in PDF view you can highlight/redact specific text, as well as create custom hits. Image view is more limited; however, you can still create redactions and highlights by clicking and dragging a window. Everlaw recommends reviewing in PDF/Image view when possible, as it provides the most amount of review functionality while maintaining original document formatting.

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Text view:

The Text view is available if the document has extracted or OCR text. The Text view is a good option for review if there is no image for the document, or if you want to see the document text only. Another good opportunity to use Text view is to use hit highlights on a spreadsheet.

You cannot add highlights or redactions in Text view. Unlike PDF/Image view, you can scroll between pages by clicking "next page" and "previous page," indicated as tall paddles to the right and left of the document. You can zoom in and out, using the same tools as you would in the PDF/Image view, but you cannot zoom to page height or width since the orientation is consistent in Text view.

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Native view:

If a document you are viewing has an accompanying Word document, Powerpoint presentation, Outlook message, or one of many other native file types, you can view it directly in Native view without having to download it to your computer. If your document does not have a native file associated with it, then Native view will not be an available option.

In Native view, you cannot add highlights or redactions. You can view hit highlights and create custom hits, but you cannot redact them. If there's a comparable PDF/Image view available for that document, Everlaw recommends viewing the document in PDF/Image view.

Tracked changes will appear in Native and PDF/Image view. However, in Native view you will not be able to see comments associated with track changes, nor will you be able to see the name or date/time information associated with the track changes.

Tracked changes and comments in Native view

Tracked changes and comments in PDF/Image view

Media and spreadsheet view:

In some situations, the Native view option will be replaced by another view. Certain file types have special native viewers: media files (audio and video) and spreadsheet files. In these particular situations, the Native view icon will be replaced with different views.

The Media view will appear for audio and video files:

Spreadsheet view will appear for spreadsheet files:

You can learn about how to review media and spreadsheets in the articles below:

Media review

Table of Contents

Accessing the results table

Navigating the results table

Adding and removing columns

Organizing your results table

Sorting by columns

Next step: review

For an overview of results table customization, you can also watch the below video:

Accessing the results table

The results table can be accessed from any search you have conducted. After building a search, click Begin Review to access the full results table view. The table itself is the same as the one in the Instant Search Preview, except that it now shows the full set of results as opposed to a sampling of the search results. Return to table of contents

To access the results table of a previous search, select the green Search card from the homepage. Any set of documents that you open from the homepage will also take you to the results table.

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Navigating the results table

The results table provides information about all the documents in your search. You can customize your results table to display information relevant to you. The results table toolbar allows you to group, refresh, refine, export, share, and visualize your search results. You can also apply coding actions to multiple documents, as well as assigning, deleting, or reprocessing them, depending on your permission levels.

You can use keyboard shortcuts to efficiently navigate through the results table. To access a full list, press the "?" (shift + /) key.

Name

The name of your search is listed in the top left-hand corner. You can rename your search by clicking the name. Type in a new name, and hit enter on your keyboard to automatically save it. You can also favorite the search by clicking the star icon next to the searchs name.

Table

Each row in the results table represents a separate document.

The background color of the row provides information about a documents status.

Grey: Document has been viewed

White: Document has not been viewed

Yellow: First row of the table if table is new, or most recently viewed document if table is not new

Light Yellow: You are hovering your mouse over that document

To preview a document, click the eye icon on the far right side of the page. For more detailed information on document previews, click here.

To download the native version of a document, click the file type icon on the left side of the page. If the icon is grey, there is no native file type for that document. There is a unique icon for each file type. Some common file types are below:

Document

Email

Spreadsheet

Image

Presentation

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Adding and removing columns

By default, the following columns are visible: Bates/Control # (begin Bates/control), Pages, Ratings, Codes, and Notes.

If you click on the green and red "+/-" iconin the upper right corner, you can add a variety of other fields to your results table.

A window will pop up that allows you to select your desired columns. You can either scroll through the list, or type in a field name at the top to select a column type. Selected columns will be highlighted in yellow. You can also deselect a column by clicking its highlighted name.

Please see this article for a list of columns that you can add and view in the results table.

There is no limit to the maximum number of columns you can add. Click OK to update your column view and to return to the results table.

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Organizing your results table

You can configure the results table so that your document information is organized to your preference.

To move a column:

Select and hold a column header

Drag and drop it to its new spot

Table preferences are user specific - you can set up your results table exactly as you like without affecting the others view on your project.

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Sorting by columns

To sort the documents by a particular columns attribute, click the caret icon associated with that column and select single-column sort (asc/desc). In the num pages column, for example, you can sort by ascending or descending page count. You can switch from ascending to descending order, or vice versa, by clicking the small caret icon that appears when you sort a column.

You can also add a sub-sort, which allows you to sort by two or more categories.

To sub-sort:

Choose your primary sort category by clicking the caret icon in that column.

Sort by either descending or ascending order. The number 1 will appear above your primary sort column.

Choose sub-sort category and decide whether youd like to sort by descending or ascending order. A number will appear above the sub-sorted column to designate the sorting level.

The example below sorts first by rating, then by Bates/Control number.

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Next step: review

To open a document in the review window, click the documents row. The review window will pop up. Your results table will stay open so that you can view the two windows side-by-side.

For an overview of how to navigate the Review Window, click here.

Table of contents

What is a search term report?

Who can access search term reports?

Key search term report terms

Accessing search term reports

Creating a new search term report

Understanding your search term report results

Copy, download, create, share, delete

A deeperlook into interpreting the search term report

What is a search term report?

A search term report allows you to run multiple content and/or metadata searches simultaneously. High level information is provided to users about the number of documents that hit on any of the searches within a search term report.

Using search term reports, you can explore the documents in your project during early case assessment. Search term reports are also helpful for triagingyour review and creating assignments

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Who can access search term reports?

Below are the necessary permissions for accessing Search Term Reports:

Receive:You can receive search term reports shared by others

Create:You can receive and create search term reports

Admin: You have full permissions on all search term reports in the project

You can read more about configuring feature permissions here.Please note, users subject to document access management will not be able to access search term reports.

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Key search term report terms

Searchable set: The searchable set defines the set of documents that you are running your searches across. If left undefined, the searchable set is simply the entire set of documents in the project.

Table of searches: The table of searches lists the individual searches that youre running within a single search term report. The set of documents that you are running these searches across is defined by the searchable set.

Documents with hits: This is the number of documents that are returned by a given search. These documents could also be returned by any one of the other searches in the search term report.

Documents exclusive to search: This is the number of documents that are returned by a given search, and only that search.

Daily auto-refresh: turning on daily auto-refresh will re-run the search term report each day at approximately midnight. This will allow you to keep your results up to date when using the Search Term Report search term. This will default off for new search term reports.

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Accessing search term reports

If you are an admin, there are three ways to access the search term report interface:

Clicking a search term report card (forest green) in the searches column on the homepage will open the search term reports interface with the particular report loaded.

Clicking the (+) icon by the searches column on the homepage and selecting "Search Term Report" from the drop-down menu will bring you to the search term report interface with an empty search term report loaded. You can open any existing search term report you have access to using the list on the left-hand side of the interface.

Click the Project Navigation icon in the top right of your toolbar, then select Search Term Reports.

If you are a reviewer, an admin must share a search term report with you for you to access the search term report interface. If you have "view" permissions on a report, you can only see the results of the shared search term report. If you have 'edit' permissions, you can change the searchable set and searches in the report. If you have 'share and delete' permissions, you can also share and delete the report itself. You can access shared search term reports from the appropriate card(s) on the homepage, or from the attached card(s) in the message center.

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Creating anew search term report

To access an empty search term report, you can:

Click (+) by the searches column on the homepage and select "Search Term Report"

Click the blue "Create a New Report" button in the upper left of the search term report interface

Follow the steps below to create a new report:

Step 1: Create or verify the name of your search term report. If you want to favorite a search term report such that the associated card shows up under the favorites column on the homepage, click the star icon to the left of the name.

Step 2: Specify the searchable set, or leave it unspecified if you want the searchable set to be all the documents in your project. To edit the searchable set, click the blue Edit button in the searchable set box. Although the dropdown search terms are a bit more limited than the search page, the general mechanics of building a search are the same. To learn more about how to build out a criteria using the interface, visit our search help articles.

By default, document deduplication is turned off, so leaving the searchable set unspecified will allow Everlaw to look across all the documents in your project, including duplicates. If you want to limit your searchable set to all the unique documents, you have to edit the searchable set, and check the Deduplicate box underneath the query builder. Similarly, you can limit your searchable set to the deduplicated set of documents matching your searchable set criteria.

Once you are happy with your searchable set criteria, click Save.

A document count of your searchable set will be displayed as well as the total number of documents in your project. The bar in the middle displays the percentage of total documents in your project that are part of your searchable set.

Step 3: Add a search via the table of searches. You have a couple options for adding new searches:

Typing directly into the input box: If you type directly into the input box, you will be restricted to a content search. However, you can use all the advanced content search types and functionality that you can on the main search page.

If you click the "metadata" button you'll be given access to a mini query builder with metadata, content, and logical operator search terms that you can use to create your search.

Import multiple terms (content or metadata): Clicking "Import Multiple Terms" will pop up an interface that you can use to copy and paste content or metadata searches to add to your search term report. The searches must be in the format of one search per line. You can use advanced content search types, which you can read about here. You can also use parentheses and AND/OR to create more complex content searches. You can import either content or metadata in one single import.

You can also import a text file that has one search per line from the copy and paste interface. Similar to copy and pasting, this method is limited to content searches. However, you can use advanced content search types and parentheses and AND/OR to create more complex content searches.

Upon importing a CSV or inputting multiple terms, you can choose between importing Content or Metadata. You can choose one or the other per import. If you choose to import metadata, you can only import one metadata type per import. This means if you have multiple metadata types to search for, you should run them as separate imports.

You can also choose to only include exact metadata hits by checking the Exact box. You can learn about the difference between Exact and Non-exact metadata in this article.

Note that depending on how many searches you are adding at a time, and the complexity of those searches, it might take anywhere from a couple seconds to a couple minutes for your search term report to update. You can perform other tasks on Everlaw while waiting for your report to update.

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Understandingyour search term report results

After adding a search to a search term report, the table at the bottom of the interface, and the graph at the top of the interface, will adjust to reflect information about your updated search term report.

The Table

The "Search" column lists all of the searches that are being run against your searchable set in a given search term report.

The "Documents with hits" column displays the number of documents within the searchable set that are returned by a particular search. This hit count could also include documents that include the other hits in the table. For example, in the image above 237,345 documents contain the word "energy." Since "documents exclusive to search" is only 97,543, we know that there are documents that include the term "energy" and at least one other term in the table. Specifically we know that 139,802 documents (the difference between 237,345 and 97,543) contain at least one other term besides "energy."

The "Documents exclusive to search" column displays the number of documents in the searchable set that are returned by a particular search, and only that search, within the search term report. In the screenshot above, the search "california AND (energy OR commission)" returns 87,357 documents in our searchable set, but only 3,345 of those documents are returned by only that search, and by no other searches in the search term report. These 3,345 documents do not contain the words "energy" or "price*" or the proximity search "price fixing"~15. On the other hand, the search "price fixing"~15 has 0 hits exclusive to that search.

In thinking about these two columns together, the difference between "documents with hits" and "documents exclusive to search" isthe number of documents that containat least one of the other search terms in your report. What we can also learn from the table is that all of the documents that are retrieved by "price fixing"~15 are also responsiveto one of the other searches in your report. There are 0 documents that exclusively have the term "price fixing"~15 and don't have any other term in the table.

If you want to sort your table, click any of the headers: Search, Documents with hits, or Documents exclusive to search. You can sort by ascending or descending order.

If you want to delete a search, click the appropriate trashcan icon in the far right column. The row associated with the search will be grayed out, and the numbers on the table will adjust to reflect the deletion of the search. You can undo a deletion by clicking on the undo icon that will replace the trashcan icon in the far right column.

Clicking on any of the numbers in the table will open a results table with those documents. This is the easiest way to access results from your search term report.

Including/excluding attachment family members

You may want to include attachment family members in results returned by the search term report. If you normally review documents and their family members together, including the attachment family members will give you a better sense of total number of documents needing review. After selecting "include family members in count" at the top of the table, Everlaw will identify any and all emails and attachments that have been returned by the searches in your search term report, and add their family members to the result set. This will affect the numbers in the table and in the graph.

Search term report graph

A visualization of the total number of results relative to the total number of documents in the searchable set is provided in the upper left of the search term report page. The blue number in the center of the circle represents all results of the search term report. The maroon segment of the circle refers to the documents returned by the searches in the search term report.If you include attachment family members, an additional orange segment will be added to the circle to reflect the documents that have been added as the result of including the attachment family members. Clicking on any of these numbers will open that results in a search using the Search Term Report search term.

Refreshing

The box on the top left shows you when the search term report was last updated. You can also manually refresh the report by clicking the blue "refresh now" button. The Daily auto-refresh toggle will allow you to automatically refresh the search term report each day.

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Copy, download, create, share, delete

Copy

Copying will create a new search term report that is a carbon copy of the original. This is a good option if you want to make adjustments to a search term report, but retain the original report and result.

Download

There are two options for downloading information contained in a search term report. To access the download options, click on the download icon in the upper left of the interface.

The CSV option will download a csv file with reflecting the information in the table

The PDF option will download the entire search term report

Create

If you have project administrator permissions, you will see the create icon.This icon allows you to export your terms to persistent highlights in Project Settings. Upon creation, your report title will become the category for your persistent highlights. All searches that include only content terms will be included as highlights. Any non-content searches will be excluded. This includes searches with metadata terms or with the use of logical operator NOT. If you export a term that is a duplicate, the term will be skipped.If there are no new highlights that will be transferred, you will receive a notification indicating so.

Sharing

By default, a search term report is private to the creator. To share a search term report, click the share icon. Just like with binders, you can give the recipients of your message varying permission levels:

View: Recipients can only see the search term report

Edit: Recipients can also make changes to the search term report (ex. modify the searchable set, add/remove searches)

Share and Delete: Recipients can share and delete the search term report itself,as well as remove user permissions on the search term report for any user except themselves and the owner

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A deeper look into interpreting the search term report

If you are still unsure abouthow to interpret your search term report results, here are a couple examples to further illustrate how to interpret your search term table:

The "Documents exclusive to search" column: The search "'price fixing'~15" returns 1,615 documents with hits in our searchable set. This means that 1,615 documents in the searchable set had the words "price" and "fixing" within 15 words of each other. However, there were zero "Documents exclusive to search" returned by that search. This means that, of the 1,615 documents that fit the "'price fixing'~15" search criteria,allof them fit the criteria ofat least one of the other searches (i.e. "energy", "price*", "california AND (energy OR commission)"). In other words, none of the documents returned by the"'price fixing'~15" search wereonlyreturned by that search. Put another way, the"'price fixing'~15" search returned no unique documents relative to the other searches in the search term report.

The difference between the "documents with hits" and "documents exclusive to search" column: the number of documents that include at least one of the other search terms in your report. For example, the difference between the number of "documents with hits" and "documents exclusive to search" for the "energy" search is 139,802 documents (i.e. 237,345 hits - 97,543 exclusive documents = 139,803). This means that 139,802 of the documents that satisfy the "energy" search criteria also satisfyat least one of the other search criteria in the search term report.

Table of Contents

Creating a new Chronology

Accessing a Chronology

Navigating the Chronology interface

Editing document entries

Sorting the timeline

Displaying and filtering by description, relevance, metadata

Refresh Chronology

Chronology is a repository and collaborative tool to help you analyze the most important documents from your review.

You can:

View relevant documents in one central location

Relate your relevant documents to events in a timeline and annotate them accordingly

Filter and categorize documents by custom and default labels

Associate documents with certain people in your case

Sync your Chronology to one or more Outlines

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Creating a new Chronology

By default, each project on Everlaw has one Chronology, which is named the Master Chronology. You can have multiple Chronologies in one project. To add a new Chronology, you must be a project admin. Go to the General sectionof the Project Settings page, then select Chronologies.To add more Chronologies to your project, type the name into the input box, and press "enter" on your keyboard.You cannot delete a Chronology once you create it, but you can hide it by clicking the associated eye icon next to the Chronologys name.

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Accessing a Chronology

By default, project administrators can view and access any Chronology from the StoryBuilder column on the homepage. Permissions for viewing, editing, and sharing Chronologies can be adjusted in the Permissions tab of Project Settings.

You can access Chronologies from the homepage. Each Chronology will be represented by a card with a lavender color band. The bottom left of the card indicates how many documents are currently in the Chronology. You can share a Chronology with a user who has at least "receive" permissions by clicking the three-dot menu icon.

You can also access Chronologies from the Project Navigation dropdown in the top right of your screen. Click Project Navigation then select the Chronology you want to open. Chronologies are represented by a timeline icon.

Please note, users subject to document access management may not be able to access chronologies.

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Introduction to Chronology interface

When you open a new Chronology, you will notice that it is completely blank. As you review documents, you can add relevant ones into a Chronology and can add descriptions of the documents and notes on relevance. Once your Chronology is populated with documents, you can utilize Chronology's functionality.

This is an example of the Chronology interface:

1) The Label Panel: Shows available labels. It also allows you to add new label categories and labels. The number by each label reflects the number of entries in the Chronology that have the label applied. To learn about adding, modifying, and filtering by labels, read this article.

2) Chronology Toolbar: Contains various tools that can be used in a Chronology, including the Events view and people profiles.

3) Document Entries Table: A timeline view that shows all documents in the current Chronology. The documents are listed in Chronological order and can be sorted by ascending or descending dates, dates added, or Bates numbers. If event view is toggled on, you can also see events, represented as a range within the table.

Additionally, you can use keyboard shortcuts to efficiently navigate through your Chronology. To access a full list, press the "?" (shift + /) key.

You can add documents to the Chronology via the review window or by batch adding them in the results table. This article explains how to add documents to the Chronology. The important thing to note is that when adding documents, you can assign each document a date value from a data metadata field. Then, eachdocument in the Chronology is represented by an entry and sorted by the date values assigned to them.

An entry in the Chronology comprises the underlying document and any labels and annotations applied. Annotations include two sections: description and relevance.

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Editing document entries

To learn how to add to a Chronology, visit this help article.

To rename a document entry, simply click the name or Bates/control number, type the new name, and click "enter." To edit the date, click the pencil icon next to the date listed (or "No Date" if none was selected) and choose a new value. You can either enter a custom date or select a metadata date field, which will populate the entry with the document's respective value for that field.

To edit description, and relevance fields, simply click on the existing text and input the desired text. Click Save to apply changes.

In addition to editing details related to the document, you can categorize them using labels and add them to new or existing Outlines.

To remove individual documents from the Chronology, hover over the document's entry. A trash can will appear in the lower right . Clicking on the icon will remove the document from the Chronology. If you'd like to undo your action, click the Undo button that appears in that document's row. Once you exit or refresh the Chronology by clicking the Refresh icon in the toolbar, the entry will disappear completely and you cannot undo the action.

You can also batch remove documents from within the Chronology (to learn how to batch remove them from the results table, visit this article ). First, select the entries of the documents you want to delete using the checkboxes. Then, click the Batch icon in the toolbar (or press the spacebar on your keyboard), and click Remove Documents.

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Sorting the timeline

By default, the Chronology timeline is sorted by date, from newest document to oldest. To sort your timeline by date, date added, or Bates, click the Date dropdown and select your desired sorting method. You can also type to filter the sort options. 'Date' represents the date value in the Chronology entry, whereas 'Date Added' is the date the document was added to the Chronology.

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Displaying and filtering by description, relevance, metadata

To show or hide description, relevance, or metadata from display, click Settings in the toolbar. Then uncheck any of the three options you'd like to hide from display.

To change which metadata fields are displayed, click Customize Metadata. By default, the From, To, Subject, Author, and Title fields appear for each document, if a value exists for that document. If you want to adjust which metadata fields are displayed in the entries, click on the Settings icon in the toolbar. Select the desired field in the dialog that appears. If you select any field, the defaults will be removed and only the new fields you've selected will be displayed. You can also click Select All or Select None. Click Save, and your fields will be displayed (if they exist for that document).

To filter entries by keyword or metadata value, click the filter icon to the right of the sorting menu. Here, you can enter words or phrases that will search across document description, relevance, title, and the document's metadata values. The search syntax follows the same rules and restrictions as content searching in Everlaw's query builder. Metadata does not need to be displayed for the hits to be returned.

To filter the timeline by a date range, use the same filter icon that you use for filtering by term, but instead click "Filter by date." Select the date range and press Submit. Note that you do not need to use the calendar to select your dates. You can type them into the input boxes.

You can also filter the timeline by labels, which you can learn more about in this article.

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Refresh Chronology

If any documents have been added to or removed from your Chronology since your last browser refresh, a green star will appear over the Refresh icon. Clicking Refresh will update your Chronology with its latest changes.

Table of Contents

Introduction

Accessing assignment groups

Creating assignment groups

Creating assignment groups from the results table

Creating assignment groups from the homepage

Assignment groups step-by-step

Respecting document groups and sort order when assigning documents

Important note on dynamic assignment groups

Introduction

On Everlaw, individual assignments are organized into assignment groups. Assignment groups make it easy to assign and administer multiple batches of documents (i.e., assignments) at once.

For example, your review team may want to perform a first pass review of documents in your project, and then follow up with a second pass review of those documents. If so, you could create two assignmentgroups on your project: a First Pass Review group and a Second Pass Review group. Each assignment group (i.e., First Pass Review and Second Pass Review) might have multiple batches of documents (i.e., assignments) that are assigned to different users on your project. The administrator of each assignment groupadministers all assignments in that group (e.g., sets batch size, assigns specific users, determines review criteria).

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Accessing assignment groups

While all users can receive individualassignments, only those with the proper permissions can access assignments groups (i.e., the administrative dashboard controlling multiple assignments). You can read more about configuring feature permissions here. Below are the necessary permissions for accessing assignment groups:

ReceiveAssignment Groups: Other users can share assignment groups with you, with either View or Allocate, Share, and Delete permissions on the specific assignment group.

Create Assignment Groups: You can create and administer your own assignment groups. Others can also share assignment groups with you.

Admin Assignment Groups: You can view and administer all assignment groups on the project.

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Creating assignment groups

You can create assignment groups from the homepage or from any results table. On the homepage, there are fewer search criteria available than the regular search query builder. If you need to use a wider set of search terms to capture the documents you want to include in an assignment, you can use the search page and then assign from the results table. You might also want to assign from the results table if you want to add documents to existing assignments. You can only create new assignments from the homepage.

NOTE: If you choose the latter, make sure not to include time parameters in your search. These will alter dynamic assignments that will create unintended changes to the documents in your assignment. For example, if you create an assignment group for all documents rated hot in the last day, documents rated over 24 hours ago from the current hour will be automatically removed. This is undesired behavior if you want all hot documents to be included in the assignment group.

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Creating assignments from the results table

You can create an assignment group out of documents retrieved via a search:

Build your search (click here to learn how to build searches)

Go to the associated results table. Click "Batch" on the results table toolbar, and then choose "Assign."

A wizard will walk you through the creation of an assignment

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Creatingassignments from the homepage

To create assignments from the homepage, click the plus icon next to the Assignments header. If youdon'thave any assignments for which you can self-assign documents, a query builder dialogue box will automatically appear. If you do have the option to self-assign documents, a menu will appear.

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Select the create new option to bring up the query builder dialogue box. Using this box, you can create a search to capture a set of documents to assign. Note that fewer search terms are available in this dialogue compared to the search page. To create an assignment from documents derived from search terms that are unavailable in the assignments wizard, go to any results table (from a search, binder, etc). Click Batch, then select Assign from the dropdown menu.

Assignment groups step-by-step

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Whether you created an assignment group from the results table or from the home page, you will be directed to the same assignment creation wizard. There are fivesteps to complete.

Step 1:

First, you must establish your inclusion criteria. Inclusion criteria determines what documents will be included in your assignment group. Notice that when adding a new assignment from the homepage, the search query builder is modified to include fewer search terms than the regular search query builder.

Step 2:

Next, you havethe option of adding documents to an existing assignment group, or creating a new assignment group. To add documents to an existing assignment group, select the assignment name from the drop-down list. To create a new assignment group, type the desired name into the input box. You can also use the input box as a text filter to find existing assignment groups by name.

Step 3:

Next, you can choose which reviewers you wish to assign documents to. Select users by clicking on their names in the drop-down list, or filter the list by typing a string into the input box. All selected users will be highlighted in yellow. You can also choose to skip this step, and leave all the documents unassigned within the assignment group.

To see how document access management may affect assigning documents to users, please visit this help article.

Step 4:

Next, you need to decide between the following:

Allocate the assigned documents by percent of page count. Note that Everlaw will adjust the document allocation to ensure that documents stay whole.

Allocate by total number of documents

You must also decide whether or not the assignment is a dynamic or static assignment (click here to learn about dynamic vs static assignments). If you choose a dynamic assignment group, the search criteria you used to pull up the set of documents will be called your inclusion criteria for that assignment group. If your inclusion criteria for a dynamic assignment group includes inclusion in a binderand you intend to give reviewers the ability to self-assign documents, the relevant binder will need to be shared with the reviewers. Otherwise, reviewers will not be able to assign themselves documents. If you are creating a static assignment group, or do not intend to allow reviewers to self-assign documents, you do not need to share any binder that is part of the assignment's inclusion criteria.

The inclusion criteria can be changed later from the assignment admin dashboard.

Note: if you are adding to an existing assignment, you cannot change the assignment type from static to dynamic, or vice versa. Additionally, if you are creating a new assignment group from the results table and add some, but not all, of the documents in the results table to the assignment, you will not be able to choose between static and dynamic. Your new assignment will be a static assignment.

Step 5a: Assign by pages

If you choose the page option, you can then determine how you want to allocate the assigned documents as a percentage of the total page count. By default, the pages are allocated evenly among the chosen reviewers, but you can input an arbitrary percentage for each respective reviewer.

If you want to keep a percentage of the pages unassigned, allocate the percentages such that the total assigned to reviewers is under 100%. The remaining pages will be unassigned. If you want to allow the reviewers to self-assign documents from the unassigned pool, check the self-assign box at the bottom.

If the assignment group does not have a default batch size, you can set one. This determines how many documents you want a reviewer to receive each time they self-assign documents. Leaving the batch size box blank gives reviewers the option to set their own batch size when self-assigning. Self-assigning can help you automate review workflows because reviewers do not need to rely on you for document assignment.

On the user table in the allocation tab you are also provided with high level information about a given users progress through any and all of their existing assignments. Hovering over the progress badge will provide more information, such as the total number of individual assignments the reviewer has, and the total number of documents theyve reviewed out of the total assigned to them.

Step 5b: Assign by document

The options for assigning by document are very similar, except that in the last step instead of allocating percentages, you can assign an exact number of documents for each reviewer.

Once you click assign a task will run in the background, and a notification will appear once the document group has been created, and/or the documents have been successfully assigned. The appropriate cards will be added to the home page and shared via Message Center.

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Respecting document groups and sort order when assigning documents

Note that the allocation of documents will respect document family relationships reflected in a grouped results table, as well as sort order. For example, if you want the allocation of documents to respect attachment families and be sorted by Date Sent, group the results table by attachments and sort by Date Sentbefore creating an assignment group (click here to learn about grouping).Group and sort order will be respected upon reassignment, as well.

As an additional note, if you group or sort documents by Order A when initially creating your assignment group, any documents that are later added to that assignment groups unassigned document pool will follow Order A when they are eventually assigned to a user. This is true even if those documents were grouped or sorted by Order B before being added to the unassigned document pool. If, however, the additional documents are assigned to a user directly (rather than first being added to the unassigned document pool), the documents will follow Order B.

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Important note on dynamic assignment groups

Dynamic assignment groups allow you to specify an inclusion criteria. As review progresses, all documents matching that criteria will be automatically added to the assignment group.

When choosing to create a dynamic assignment group, any unassigned document that no longer matches the inclusion criteria will disappear from the assignment group. If you want all the documents matching your inclusion criteria at the time of the assignment group creation to be reviewed, you should assign out all the documents during this step as a precaution.

Table of Contents

What are coding rules?

Reviewing documents in accordance with conditional rules

Reviewing documents with auto-code rules

Overriding auto-code rules

Conditional rule violations created by auto-code changes

Coding documents directly vs. Coding documents via auto-code

Auto-coding documents in violation of conditional rules: an example

What are coding rules? Conditional rules and auto-code rules

Coding rules are rules that project admins can configure to enforce certain review behaviors. There are two types of coding rules that may be configured on your project. First, there are conditional rules. Conditional rules require users to perform certain actions when specific criteria are met. For example, project admins may use a conditional rule to require that users code documents as Reviewed if they have applied an issue code to the document. Conditional rules require an action on the part of the user reviewing the document.

In addition to conditional rules, project admins can also set up auto-code rules. Auto-code rules ensure that all documents in a particular context (i.e., exact duplicates, attachment families, email threads, or document versions) are automatically coded in the same way for particular categories. For example, a project admin may create a rule to ensure that all exact duplicates of a document are coded similarly under the Privilege category. In contrast to conditional rules, auto-code rules require minimal user effort during review, as the codes are automatically applied to the contextual documents.

For an administrator-focused article on coding rules, please see this article.

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Reviewing documents in accordance with conditional rules

Conditional rules require users to take certain actions when a document meets specific criteria. While reviewing documents, if any of your coding decisions violate a conditional rule, you will get a notification that says Your changes violate conditional rules. This means that the condition of the conditional rule has been satisfied, but the requirement has not been satisfied. The notification will list any conditional rules that are currently in violation. Clicking See all will let you view your projects conditional rules.

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In the above example, the condition is Rated Hot, while the requirement is Has Notes. Put another way, in order for the document to be rated hot, a note must be applied. The document is in violation, therefore, because it has been rated Hot, but it does not have any notes applied.

If you close the review window while the document is still in violation of a conditional rule, none of your changes will be saved, including changes that are not in violation of the conditional rule.

If you attempt to move to another document without satisfying the requirement, a notification will appear letting you know that your review decisions will not be saved.

If you choose OK, you will move to the next document and none of the changes you have made to the document will be saved, including changes that were not in violation of the conditional rule. If you choose Cancel, none of your changes will be saved, but you will remain on the current document. If Admin Override is turned on for the conditional rule, project admins will be able to save changes in violation of conditional rules.

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Reviewing documents withauto-code rules

Auto-code rules can be configured by project admins to ensure that all documents in a specified context (i.e., exact duplicates, attachment families, email threads, or document versions) are automatically coded in the same way when a document is coded under a particular coding category. Auto-code rules are configured to automatically apply/remove codes to/from contextual documents; you need not take any specific actions to satisfy auto-code rules. Please note that auto-code rules only apply to codes/ratings. Auto-code rules will never automatically modify binders, notes, user fields, or Storybuilder tags on documents. Additionally, for users that are subject to document access management, auto-code rules will only apply codes to documents they have access to. This may create auto-code violations which can be accessed on the project settings page.

You will know your project has auto-code rules configured if you see a wand in the upper left hand corner of your Codes tab in the review window.

To see which coding categories your projects auto-code rules apply to, click the auto-code wand. This will open a dialog (shown below).

The top half of the dialog shows the auto-code settings for the current document. By default, auto-code is always active; when auto-code is active, certain codes will be automatically applied to documents based on the projects auto-code rules. This part of the dialog also displays the number of documents in each context associated with an auto-code rule.

To see the projects auto-code rules, click See auto-code rules towards the bottom of the dialog.

Based on the screenshot above, there are two auto-code rules that have been configured on the project. The first rule specifies that anytime a document is coded under the 06-Redaction Status category, all of the documents exact duplicates will automatically receive the same code; you can see from the illustration that the current document has five exact duplicates. The second rule specifies that anytime a document is coded under the Responsiveness category, all documents in its email thread will automatically receive the same code; the illustration indicates that the current document has 4 additional documents in its email thread. Please note that the illustration displays the total number of documents that could possibly be coded via auto-code if you code the current document. It does not display the number of documents that will be coded based on your current coding choices.

As long as auto-code rules are active, you do not need to do anything to satisfy them. Whenever you code a document, any additional documents specified by auto-code rules will be automatically coded with the same code. The number of documents coded via auto-code will be displayed on the bottom right hand side of the review window when you move to the next document.

The auto-code rule will not retroactively apply codes for all previously coded documents. If your auto-code rule includes a mutually exclusive coding category, then applying that code to a document moving forward will overwrite any previously applied code from that category.

For example, lets say that you have a coding category with two mutually exclusive codes: Privileged and Not Privileged. Prior to setting up the auto-code rule, you code one document in the family as Not Privileged. Then, you add an auto-code rule that applies the Privileged code to all families. If you code a parent document as Privileged, it will auto-code all associated children as Privileged. Because you are applying an auto-code rule that uses a mutually exclusive code, your previously applied code Not Privileged will be overwritten.

If, however, the code is not mutually exclusive, auto-coding simply adds another code instead of replacing it.

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Overriding auto-code rules

By default, auto-code is active for all documents. However, users with Auto-Code Override permission have the ability to override auto-code rules from the auto-code dialog.

If you override auto-code rules in the review window, your coding changes will only be applied to the current document. In other words, contextual documents (e.g., email threads, attachments) will not be automatically coded if auto-code rules are overridden. If there are contextual documents that did not get coded because auto-code rules were overridden, they will be displayed as auto-code rule violations on the Project Settings page (accessible by project admins only).

If you do choose to override auto-code rules, they will only be overridden for the document you are currently on; once you close the document or move to a new one, auto-code rules will automatically become active again.

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Conditional rule violations created by auto-code changes

As mentioned earlier in this article, conditional rules require certain actions to be taken when specific criteria have been met (e.g., Documents coded under Privilege must be coded under Review Status). Because project admins set up conditional rules to enforce certain review practices, Everlaw does not allow users to violate them when coding documents directly. However, conditional rules can be violated if a document is coded via auto-code. Documents coded via auto-code will always get coded, regardless of conditional rules. If a document is auto-coded in violation of a conditional rule, you will see a notification with information about the violation(s) in the review window.

If documents get auto-coded in violation of a conditional rule during a batch modification, then you can see a list of documents in violation of conditional rules from the batch action card on the homepage under Batches & Exports.

As previously mentioned, conditional rules can be violated when a document is coded via auto-code, but they cannot be violated when a document is coded directly. For more information about the difference between coding documents directly and coding documents via auto-code, please see the next section.

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Coding documents directly vs. Coding documents via auto-code

Coding a document directly refers to coding a document thats currently shown in the review window or that has been selected for batch modification in the results table or context panel. As previously mentioned, documents coded directly cannot be coded in violation of a conditional rule. However, documents coded via auto-code can be coded in violation of conditional rules. Documents coded via auto-code are documents that were automatically coded according to auto-code rules when another document in its context was coded directly. To further illustrate the difference between documents coded directly and documents coded via auto-code, please see the below illustration. This illustration can be found for any document by clicking on the auto-code wand icon in the coding panel.

The Current document is the document that is currently displayed in the review window. If you apply codes from the coding panel in the review window, the Current document will be coded directly. By contrast, the exact duplicate and five email thread documents will be coded via auto-code (assuming you apply codes from categories associated with the projects auto-code rules).

When you batch modify documents from the results table or from the context panel, the documents that will be coded directly are those that have been explicitly selected for batch modification. In the below image, 25 documents have been selected for batch modification.

Those 25 Selected documents will have checks next to them in the results table or context panel to indicate that they have been selected for modification.

Selected documents in results table batch action.

Selected documents in context panel update.

These Selected documents will be coded directly during the results table batch action or context panel update. The 29 exact duplicates and 36 email thread documents will be coded via auto-code.

Now, lets return to conditional rule violations. As stated above, documents cannot be directly coded in violation of conditional rule violations, but documents can be auto-coded in violation of conditional rules. Please note that at least one document in a context must be coded directly in order for its contextual documents to be auto-coded, and this document cannot violate any conditional rules. See the next section for an example scenario.

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Auto-coding documents in violation of conditional rules: an example

This section will further illustrate the interaction between auto-coded documents and conditional rules. To do so, lets imagine that we are reviewing documents for privilege when we encounter Document A, which has five exact duplicates.

If we try to code Document A under Privilege, but it has not yet been coded under Review Status, Everlaw will not allow us to save this coding change, because we are trying to directly code a document in violation of a conditional rule. In this situation, no documents will be coded, directly or via auto-code rules.

However, lets say we add both a Privilege code, as well as a Review Status code to Document A. Because a Review Status code has been applied, the conditional rule is satisfied. Document A will be coded under both Privilege and Review Status, and all five exact duplicates of Document A will be coded under Privilege due to the auto-code rule. Importantly, it does not matter if the five exact duplicates of Document A have been coded under Review Status or not, because they are being coded via auto-code rules. Documents coded via auto-code rules will be coded in violation of conditional rules.

Table of Contents

Multi-factor authentication

Production tools

Default assignment review criteria

Full screenreview

Timezone

Page Size

Chronologies

Persistent highlights

Language tools

By clicking the General tab in Project Settings, you will be taken to a variety of settings that you can configure.

Multi-factor authentication

In the general settings tab, you can enable multifactor authentication for the project. Every user who is added to that project will be required to use MFA (via a one-time email code) when logging in.

Production tools

Production tools include a code wizard with preset production codes, as well as settings for redaction stamping. You can learn more about production tools in this help article.

Default assignment review criteria

Assignment review criteria is the criteria that reviewers must satisfy in order for a document to be considered reviewed within assignments. Review criteria can also be established at the assignment group-level, via the assignment group admin dashboard. This setting is establishing the default assignment review criteria applied to all assignments across a project, with the exception of those assignment groups that already have a custom review criteria. To set an assignment review criteria, click the review criteria button. The default review criteria is any rating," meaning if a document is rated, it is considered reviewed.

To change the criteria, navigate to the General tab in the Project Settings page. Click on the blue Review Criteria button.

FAQ

A query builder will pop up where you can add your desired combination of labels. Just like on the search page, you can negate a term by clicking on it, switch the logical operator by double clicking, and nest logical operators within each other.

Changing the default assignment review criteria will not override any assignment specific review criteria that was changed from the previous default.

Full screenreview

By default, all new databases will default to the full screen mode in the review window. If you would like to change the default view from full screen to the classic review window, toggle this setting from green to grey (on to off).

Note that new projects you create in the database will not reflect any changes you've made to the default.

Timezone

By default, the timezone is set to UTC. Click the box to open a dropdown menu of timezone options. This setting affects how Everlaw metadata fields are displayed if they are date/time fields. For example, the Dates field represented in the metadata table of the review window will be adjusted to the timezone you specify.

The date/time Everlaw metadata fields will be adjusted. In the example above, the original date/time field had a time of 7:23 AM, Pacific. After changing the project setting timezone to EST, the "semantic" (or Everlaw) metadata field is represented as 10:23 AM, Eastern.

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In addition to the general settings, a dropdown will appear below the General tab that allows you to configure three more settings for the project: Chronologies, persistent highlights, and language tools.

Note that new projects you create in the database will not reflect any changes you've made to the default.

Page Size

This setting affects the size of PDFs generated when Everlaw processes native documents. By default, the setting will match the region of the instance of your project. Everlaw will generate PDFs in the selected size for documents that do not have a described size (e.g. emails). Documents with an explicit size (e.g. PDFs, word documents, and images) will remain in their original sizes. Documents exported, printed or produced from Everlaw will respect the size of the pages on the platform.

Chronologies

By default, each project on Everlaw has one Chronology, which is named the Master Chronology. You can add more Chronologies to your project here by typing the name into the input box and pressing "enter" on your keyboard.

You can also hide a Chronology by clicking the associated eye icon. Hiding a Chronology will hide all associated work product, including any Outlines attached to that Chronology, for all users on your project. You must have one Chronology visible at all times, so the show/hide icons will be disabled if you have only one Chronology visible.

Note: changes to Chronology visibility will not be enacted until the user refreshes the page. Additionally, some previous actions (like creating searches) associated with hidden Chronologies will still be available.

For more information on Chronology, visit these articles.

Persistent highlights

Visit this article for more information about persistent highlights.

Language tools

You can enable foreign language translation here.By default, machine translation is disabled. You can click on the toggle labeled "Enable translation" to turn it on.

Everlaw uses Googles enterprise translation API for generating translations. Google does not permanently store any data in relation to its enterprise translation services. For more about Googles data confidentiality policies, please go to their, and scroll down to the Data Confidentiality section.

In order to search for non-English languages in Everlaw, you must add the language in Language Tools. Type the name of one of the supported languages into the bar underneath Expected Languages. This will populate the Language search term with your expected languages and allow the system to search for documents in those languages.

Everlaw's translation search capability performs best with documents that contain long sections of contiguous text that are in the same language. For example, if you have a document that is nearly completely in English with a handful of Spanish words interspersed throughout, the system will have a more difficult time picking up on the non-English content than if the document had entire paragraphs in Spanish.

Everlaw cantranslateany language supported by Google translate.

Everlaw candetectthe following languages:

Afrikaans

Albanian

Arabic

Bengali

Bulgarian

Chinese (simplified)

Chinese (traditional)

Croatian

Czech

Danish

Dutch

English

Estonian

Finnish

French

German

Greek

Gujarati

Hebrew

Hindi

Hungarian

Indonesian

Italian

Japanese

Kannada

Korean

Latvian

Lithuanian

Macedonian

Malayalam

Marathi

Nepali

Norwegian

Persian

Polish

Portuguese

Punjabi

Romanian

Russian

Slovak

Slovenian

Somali

Spanish

Swahili

Swedish

Tagalog

Tamil

Telugu

Thai

Turkish

Ukrainian

Urdu

Vietnamese

Table of Contents

Batch coding panel

Batch coding documents

Batch rating documents

Auto-code rules

Understanding your completed task

Batch add or remove documents to binders

Add documents to Chronology

Other actions in the Batch menu

Undo batch actions

Within the results table, users can click the Batch icon to perform batch review actions, such as coding, deleting, adding notes, and rating documents. Depending on your permissions level, you may be able to take additional actions. For example, some users can batch assign documents or batch add documents to other projects. If you have Upload or Delete permissions, clicking the icon will also give you the option to delete or reprocess documents.

document access management

By default, all documents in a search are selected, as indicated by the checkboxes on the left-hand side of each row. This means any batch action, by default, is applied to all documents in the search. To apply a batch action to only a subset of documents, you can multi-select or deselect by holding shift and clicking the document you wish to select/deselect.

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Batch Coding Panel

To apply review work to all of the selected documents, click the "Batch" icon, or the spacebar, to bring up the batch coding panel.

In the coding panel, you can perform a number of batch actions, including:

Batch rating

Batch coding

Add notes

Add documents to binders

Add documents to StoryBuilder

Update user-editable fields

Resolve coding conflicts (project admins only)

Once the batch coding panel is open, you will see a summary of changes, along with the total number of documents you are affecting with the batch action. You can then choose any combination of labels to apply to your document. Labels that are mutually exclusive (ie - you can apply only one label in that category) are denoted by the Venn diagram icon.

Below are a few specific instructions for batch actions that you can take in the batch action panel.

Batch coding documents

To add codes, click a label to apply. The labels text will turn green, and the label will have a dashed green line around it to indicate it has been selected. To remove those labels from your batch, click that label again. If you batch add a code that belongs to a mutually exclusive category, the other codes in that category will be automatically added to the "remove" section and will turn red. This implies that by adding the one code, you are necessarily removing the other mutually exclusive codes in that category. If you made a mistake and do not want to apply or remove this label from your batch, click the x on the right side of a label. Click the Apply button to confirm your labels.

Batch rating documents

To add ratings, click a label to apply.The labels text will turn green, and the label will have a dashed green line around it to indicate it has been selected. To remove ratings, select "unrated" in the Ratings category. This will remove all ratings from selected documents. Click the Apply button to confirm your rating decision.

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Auto-code rules

Auto-code rules ensure that all accessible documents in a particular context (i.e., exact duplicates, attachment families, email threads, or document versions) are automatically coded in the same way. For example, a project admin may create a rule to ensure that all exact duplicates of a document are coded similarly under the Privilege category. Auto-code rules apply to batch actions in the same way that they apply to coding choices on individual documents. That is, if you batch add or remove any codes that belong to a category associated with an auto-code rule, the contextual documents of each batch-modified document will be automatically modified per auto-code rules. You can view the number of documents that could be affected by auto-code rules by clicking the wand icon in the top right corner of the batch coding panel. If you have the Auto-Code override permission, you can also choose to ignore auto-code rules from this dialog.

For more information about auto-code rules, please see this help article.

Understanding your completed task

Once the task is complete, you can view the results of that task from the homepage card, under the Batches & Exports column. The card provides details about what did or did not complete, including batch coding, rating, and redaction. In the event of a failed updates, you can download a report of the documents that were not updated, e.g. for violating coding rules.

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Batch add or remove documents to binders

You perform this action in the same way as adding/removing ratings or codes. The only exception is that you can create a new binder directly from the batch coding panel. Click the "Add a New Binder" tag in the binders section, and start typing your binder title. When you hit enter, and then "Apply", all selected documents will be added to that binder. For more information on binders, see this help article.

Add documents to Chronology

Within the batch coding panel, you can also batch add documents to the master Chronology or an outline. These labels listed at the bottom of the batch coding panel under the StoryBuilder category.

If you are adding documents to the Chronology, a popup will appear where you will be prompted to select a date for each documents entry in the Chronology.

There are two types of ways to add a date:

Manually input a date: This will become the document date in the Chronology entries for all the affected documents

Choose a metadata date field: Each documents value for that metadata field will become the date value for the respective Chronology entry

If a document does not have a value for the chosen field, it will not have a date value in the Chronology.

Click apply to confirm. A task will run in the background, and you will be notified when the task completes in the bottom right-hand corner of your screen.

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Other actions in the Batch menu

If you're wondering about how to use the other options in the Batch menu, please see these help articles:

Assigning documents

Redacting multiple documents

Delete documents

Adding/removing documents to/from projects

Reprocessing documents

Assign Bates [Organization Admins]

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Undo batch actions

From the home page under Batches & Exports column you can undo batch actions that you executed. This will revert any changes you made through that batch action. If you are subject to restrictions, this undue action will still affect all documents initially changed by the batch action.

Keywords: bulk, bulk action, bulk tag

Table of Contents

What is the context panel?

Where is the context panel and how is it organized?

Applying the same review decisions to all documents within a context

The duplicates context

The attachment family and file explorer context

The email threading context

The versions context

What is the context panel?

The context panel allows you to quickly identify and view documents that are related to the document you are currently viewing. There are four contexts, or types of document relationships, that are shown in the context panel:

Duplicates and near-duplicates: Everlaw displays duplicates down to 95% similarity.

The next is thefile path explorer view.You can explore the parent folders, or directories, that contain the document you are currently viewing. If the document you are viewing is part of a family, you can also see theattachment familyin this view.

Email threads: If your document is an email that is part of a larger email chain, you can see other emails in the chain along with any attachments to those emails.

Versions: You can see different versions of the document, if any (translated versions of foreign language documents, produced and pre-produced documents, etc.).

NOTE: If a user is subject to Document Access Management, documents they do not have access to will not appear in the context panel.

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Where is the context panel and how is it organized?

The context panel is located onthe left side of the review window. The right edge of the panel contains icons that allow you to navigate to different contexts. By default, the context panel is collapsed when you first open the review window.

To open the context panel, click on any of the icons.

To collapse the context panel, click the icon in the upper right corner of the context panel.

To undock the context panel, click the undock icon to the right of the collapse icon. Undocking will allow you to drag the context panel to another position in the review window.

Within each context (duplicates, attachment families, file path/attachments, email threads, versions), you can see a list of the documents in that context. The parent document of any context is listed at the top. You can also distinguish the status of documents in the context panel using the following convention:

The document you are currently viewing will have a blue background.

The document that you first opened can be distinguished by the blue bookmark icon.

Documents you have already viewed will have a gray background.

Documents you have not yet viewed will have a white background.

Clicking on a document will pull up the content, metadata, and review information (coding, rating, bindering, etc.) in the review window. This allows you to quickly review documents related to the one you originally opened. Changing to a different context will automatically switch the displayed content and information to that of the original document you opened.

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On occasion, you might want to open a document family in a new search based on the context you are currently viewing. Instead of building a new search to retrieve the document family, you can click on the magnifying glass icon in the context panel. This will open the group you are viewing as a new search. Your current and previous searches will be saved as search cards on the homepage, so you don't have to worry about losing your previous search.

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Applying the same review decisions to all documents within a context

You may want to code some, or all, of the documents in a particular contextthe same for the purposes of consistency.Project admins can configure auto-code rules to automatically apply codes from certain categories to all documents in a context. You will know if auto-code rules have been set up for a given context if there is a sparkle icon on the context.

You can view all of your projects auto-code rules by clicking the wand icon in the Codes tab.

If auto-code rules are set up, the specified codes will be automatically applied to all documents in the context when applied to at least one document in the context. For more information about reviewing with auto-code rules, please see this help article. If auto-code rules have not been set up for your desired review changes, you can modify all documents in a context via the Modify # docs button, which appears at the bottom of the panel. Please note that you must have the Context Panel Updates permission to see this option.To select documents to apply the group action to, click on the three-dot menu in the top right of the context panel and select Show Checkboxes. By default, all documents in a context are selected and will be affected by the group action. You can deselect any documents that you do not wish to affect. You can also choose Select All or Select None from the three-dot menu when checkboxes are shown. If you want to see any duplicates that may be included in the batch update, simply expand the duplicates by clicking the "# dupes" link on the document label(s).

Clicking the Modify # docs button will bring up the batch coding panel. The panel is prefilled with the current coding status of the original document you opened. You can add labels into one of two categories: add or remove. Labels in the add category will be applied to the documents while labels in the remove category will be removed if they are applied to the documents the group action is affecting.

To select a label to add, click once on the label in the body of the coding panel; to select a label to remove, click twice on the label. The labels will appear in the correct category in the summary at the top of the coding panel. In addition, you can visually distinguish the status of labels using the following convention:

Labels with a gray background will not be applied to the document(s) once the changes are executed and saved.

Labels with white backgrounds and green text/outlines will be added to the document once the changes are executed and saved.

Labels with white backgrounds and red text/outlines will be removed from the document once the changes are executed and saved.

Once you are done selecting your combination of labels, click apply to save your changes. A notification will appear to let you know that your changes have been applied.

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The duplicates context

To view the duplicates context, click on the duplicates icon, which shows two overlapping pieces of paper.

The duplicates context displays duplicate documents down to 95% similarity. Next to the Bates number of each document, you can see the degree of similarity to the document you originally opened. The fraction underneath the duplicates icon displays the number of exact duplicates over the total number of duplicates (including near duplicates), with duplicate being defined as documents that have a similarity percentage of 95% or more relative to the document you originally opened.

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The attachment family and file path explorer context

Lets say that you recently reviewed an email, and found that it was a highly responsive document. You might also be interested in viewing some of the other emails that were uploaded along with it. After all, if a certain email is relevant, theres a good chance that other emails associated with its custodian or contained in the same dataset are relevant as well.

You can explore a documents file structure in the review window by using the explorer tab in the context panel. The path explorer icon looks like a folder and will appear automatically for a document that has no attachments. If a document has attachments, the attachments icon (paper clip) will be visible.

Clicking on the path explorer icon will display your document among the other members of its subdirectory. If your document has attachments, an attachments icon, shaped like a paperclip, will be visible initially, instead of the path explorer icon. Clicking on it will display any attachments associated with the document you are viewing.

If your document has multiple attachments, you will be able to sort the attachments by name or file type.

To start navigating through your documents directory, click on the navigation bar near the top of the context panel. This bar will display the name of the subdirectory that you are currently in. For a document with attachments (for example, an email with attachments) the subdirectory is the parent document itself. For a document without any attachments, the navigation bar will display the subfolder that contains the document you are viewing.

Clicking on the navigation bar will also prompt a menu that displays the entire file path for the document that you are currently viewing. The top directory will correspond to the custodian that was assigned upon upload to the dataset containing your document. The next-level directory will correspond to the name your dataset was assigned when it was uploaded to Everlaw. Neither the custodian nor the dataset fields will be present in your documents file path values, since they were not part of the datasets original file structure, but they have been made visible in the navigation menu so that you can explore various datasets linked to the same custodian.

You can click directly on a subdirectory name to be taken there, or navigate upwards through parent directories by clicking on the up arrow. You can also click on the back arrow to return to your previous location. Finally, you can click Go to original Doc" in the bottom right corner of thenavigation menu in order to return to the document you were originally viewing.

Navigating to a parent directory will display the contents of that directory. This may be a list of documents or subfolders, or a mix of both. A button by the name of the subfolder will display the number of documents it contains. A similar button will also appear by documents that contain attachments.

You can click on a subfolder or document family to display it in the context tab. Clicking on an individual document will display that document in the review window. If you have navigated upwards through several layers of parent directories, you will need to drill down through the various layers to return to the subdirectory that you were originally viewing. However, you can always navigate back to the document you originally opened by clicking Go to original Doc."

If a document has duplicates on Everlaw, a tooltip saying "[x] other paths will appear when you hover over that document in the navigation tab. You can click on the help text to view a list of the documents duplicate paths, and select a path to view that copy of the document.

If you open a subdirectory or document family that contains many folders or documents, you may see that the contents have been divided into groups. Each group is identified by an italicized bracket. The groups appear because Everlaw is best equipped to display folders or directories that contain fewer than 100 items. If a folder or directory contains more than 100 items, an extra level of virtual directories is created, and the items are organized alphabetically or numerically into the directories based on their first character(s). These virtual directories will be indicated by helptext at the top of the directory list that indicates that your folders or documents have been grouped.

NOTE: If a user is subject to Document Access Management, they will not have access to the file explorer context.

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The email threading context

To view the email threading context, click on the envelope icon. Email threads are displayed in chronological order, with the first email in the thread appearing at the top.

Attachments can be viewed within the email thread as well. This gives you a truer sense of the context of your email thread and its components.

Attachments will always appear below their parent email, as seen above (#1437.1 and #1438.1 are attachments to Robyns email). You can also quickly tell how many attachments and emails there are in an email thread by looking at the numbers below the email threading icon. The number to the left of the line is the number of emails and the number to the right of the line is the number of attachments. In the example above, there is one email in the thread and two attachments.

The email threading context also shows duplicate emails and their attachments. Duplicate emails are displayed underneath the original email, and will have the word "dupe" by the bates number. You can collapse or expand the list of duplicate emails by pressing the blue link at the bottom of the original document card that tells you how many dupes of itself exists.

In addition, Everlaw can also detect and display the existence of extracted emails. Extracted emails are emails that appear somewhere in the body of the email chain, but were not produced as standalone documents in your document set. For example, lets say James emails his team, and that email is produced. Jo replies all to Jamess email, but that email is not produced. Adam then replies to Jos email, and his reply is produced. Because the content of Jos email is present in the produced version of Adams email, Everlaw knows of its existence, and displays it as an extracted email.

Below is an example of an extracted email:

In the example above, the email preceding Bruces message to Phillip was not produced, but its content is present in Bruces email.

Everlaws email threading displays both replies to, and forwards of, the original email. Anytime an email is replied to, or forwarded, it creates a new branch distinguished by colored bands at the left edge of the email.

The parent email of the above thread, for example, is an email that Karen sent to Jeff. Jeff replied in the thread. Later on, Joseph replied separately to both Jeff and Karens emails. Josephs reply to Karen, which occurred sometime after Jeffs reply to Karen, has a pink band and is located on a separate branch of the thread. This signifies that Karens original email (the parent email) has branched into two conversations: Jeff-Joseph and Karen-Jeff.

This color-coding and branching can be highly useful if you have to keep track of complex threads that involve many replies to a parent email.

In the thread shown above, the parent email, from Dana Davis, has several replies. Each separate reply, including Brians two separate replies and the extracted email replies, is color-coded with a different band.. (The first chronological response/forwarding of a parent email is always colored the same as the parent email, regardless of who the sender is.) Brians earlier reply, colored with a baby blue band, received two separate replies from Dana. To show that Brian-Dana 1 and Brian-Dana 2 are two separate conversations, each exchange has a differently-colored band (Brian-Dana 1 is colored baby blue, while Brian-Dana 2 is colored bright purple).

As with documents in the other context panel views, individual emails in a thread will receive colored bands on the right side of the email once they have been rated. In the example below, Wendy's email has been rated Warm, which is why an orange band is displayed to the right of the email.

You can highlight inclusive emails by checking the highlight inclusive emails box below the list of documents. The labels of non-inclusive emails will become grayed out. This will identify the email that is the last email in a branch. Because it is the last email in the branch, all previous emails should appear in the body of the document. Reviewing inclusive emails can drastically cut down on the number of emails you have to review.

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The versions context

You can access the versions context by clicking on the clock icon.The versions context allows you to pull up different versions of the same document. This can include pre-produced and produced versions, original and translated versions, etc. You can see a count of the total different versions of a particular document by looking at the number below the versions icon.

When you produce documents on Everlaw, your original and produced version can be viewed here as well. For more information on producing your own documents on Everlaw, view our production articles.

This article covers organization admin functionalities, which are available to certain users with contracts covering unlimited database creation.

Table of Contents

Creating Organization Admins

Exporting Organization Users

Renaming a Database

Exporting a Project

Suspending a Project

Delete a Project or Database

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Creating Organization Admins

Only organization administrators within the organization can grant organization administrator access to other Everlaw users. This is the highest level of permissions a user can have on Everlaw. You can make a user in your organization an organizational administrator on the projects and users tab. To see the users in your organization, click on the organization members button in the upper right. This will show all members of the organization, not just users associated with a particular project. It will not show any users that are not members of your organization, even if they are on projects owned by your organization. Then, once you have identified the user whose access you would like to modify, click Member in the box to the right of their name. You will be asked if you would like to make them an organizational administrator. If they are already an organizational administrator, you can click on their label to remove it.

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OAAccess: This setting controls permissions for Organization Administrators on a given database. Since this is a database-level access, changing access for one project will necessarily change the access for the other projects in that database.Only Organization Administrators with Database Admin permissions can change this setting, which affects all projects within that database.

With the toggle set to Yes, Organization Administrators will have the following privileges:

Administrative access to databases on the Organization Admin page (e.g., rename databases, manage processed uploads)

Administrative access to projects on the Organization Admin page (e.g., suspend/delete projects, export projects, view Tasks, view user uploads)

Full document access regardless of document access management settings on their user group

Special privileges on projects that only organization administrators have (e.g., assigning Bates to an arbitrary set of documents, administer project binders, configure deduplication settings)

However, if the OA Access permission has been set toNofor a given database, organization admins will no longer have automatic access to the database and its projects.In order to administer the database and its projects from the Organization Admin page (#1 and #2 above), as well as maintain organization admin-level access to the projects themselves (#3 above), organization admins must be:

Added toat least oneproject in the database (with any project permissions); and

Granted the Database Admin permission on the database. Please note that this includes organization admins who have been removed from all projects in a database, but whose database permissions have not been removed (i.e., inactive users ).

If an organization admin is added to a project but isnotgranted the Database Admin permission, their project permissions will be derived solely from the user group(s) they have been added to. They will not be able to administer the database or any of its projects from the Organization Admin page.

Please note thatallorganization admins are able to see the sizes ofallof the organizations projects from the Organization Admin page, regardless of OA Access settings.

MFA:This stands for "multifactor authentication."You can also turn multi-factor authentication on or off for a given project.

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Exporting organization users

Exporting all users currently on projects owned by your organization

You can export a list of your organizations members, their email addresses, and their associated projects from the Projects & Users tab on the Organization Admin page. To export a CSV of all users currently on projects owned by your organization, click the export button next to Projects on the Projects & Users tab. This will export a list of all users currently on projects owned by your organization, along with their email addresses and any projects they are on that are owned by your organization.

Exporting all users in your organization

To export a list of all users in your organization, leave all projects unselected under Projects and click the export button next to Organization Members. This will export a list of all users in your organization, regardless of whether they are currently on a project within your organization, along with their email addresses and any projects they are on that are owned by your organization.

Exporting all users on a specific project owned by your organization

To export a list of all users on a specific project owned by your organization, select the project under Projects, and then click the export button on the right side of the page. This will export a list of all users on the selected project, regardless of whether they are in your organization or not, along with their email addresses and any projects they are on that are owned by your organization.

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Renaming a Database

With OA access on the database, you can rename databases from the Projects & Users tab on the Organization Admin page. Locate the database you'd like to rename, click the three-dot menu icon under the More column, and click "Rename database." The new name will propagate to all associated projects.

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Exporting a Project

With OA access on the database, you can export projects from the Projects & Users tab. If you do not have OA access on the database, you must be a Database Administrator as well. Find the project you'd like to export, then click the three-dot menu icon under the More column and click Export.

To export a project, including its load file and work product, see this article for more information.

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Suspending a Project

Suspending a project on Everlaw is useful for when your data is no longer needed right now, but you may need to reopen or gain access to a project in the future. If you choose to suspend your project, Everlaw will keep all documents, review data, and user analytics in place and immediately accessible.

Organization administrators can suspend projects from the Projects & Users tab on the Organization Administrator page. Under Projects, find the name of the project you would like to suspend. Under the More column, click the three-dot menu icon, and then click the suspend icon. Note that if you suspend a complete project, any partial projects on the database will not automatically be suspended.

Project suspension comes with a per GB monthly charge for any full month your database is suspended. The monthly fee is a fraction of the normal hosting cost.To view the processed and native sizes of suspended projects, go to the Project Sizes tab of the Organization Admin page. Suspended cases are tagged, such as project [POC] - AL in the screenshot below.

To learn more about your database's suspension plan, you can contact [email protected].

To unsuspend your project,click the three-dot menu icon again, and you will see the option that says "Reactivate project." Click the option and confirm reactivation. Note that this will resume active billing charges beginning in the current month.

You cannot reactivate a partial project if the complete project is inactive. This is for billing purposes. If you try to reactivate the project, you will receive a notification tell you to first reactivate or complete a complete project.

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Delete a Project or Database

There are a number of options for handling your project(s) on Everlaw once you no longer need active and ongoing access to it. Read this support article for information on all of your options for preserving your data before deletion.

To delete a project, navigate to the Projects & Users tab on the Organization Admin page and select the project you would like to delete. Under More, click the three-dot menu icon, and then click the trash can icon.

You will then be presented with a confirmation dialog box. In order to request that your project be deleted, enter the reason for your project deletion and then click Request Deletion. Upon deletion, you are sending a request to Everlaw to immediately delete your project, and none of your documents and review work can be recovered at this time!There is no way to reverse this action and recover data that have been deleted.

You will also see an option to Purge all backups immediately. This option should only be selected if you need to immediately and completely expunge all data and backups from the platform, as requested by a court order.We do not recommend selecting this option unless you have to.

If you are trying to delete the only complete project in that database and there is at least one partial project, then you will need to request deletion for all associated projects first.If there is at least one other complete project in that database, then your request for deletion will be confirmed. Partial projects can always be deleted regardless of the other projects included in that database.

Once you have submitted your deletion request, Everlaw will immediately log your request and schedule the project for deletion. Upon confirmation, your project, its documents, and the review work will be deleted from Everlaw permanently.

Logical

AND

The logical AND operator

OR

The logical OR operator

NOT

The logical NOT (negation) operator

Document

CONTENTS

Searches across the textual (ocr'd) contents of the documents

BATES/CONTROL

Searches across the Bates/control numbering of the documents

TYPE

Searches for documents by their abstracted type (ex. email, spreadsheet)

HAS FORMAT

Searches for documents by whether or not a particular format type exists for the document in the database

NUM PAGES

Searches for documents by the number of pages, or a page range

BILLABLE SIZE

Searches for documents by their billable size in the database (KB, MB, GB)

LANGUAGE

Searches for documents by foreign language content, if any

PRODUCED

Searches for documents based on their production status

UPLOADED

Searches for documents that were uploaded to Everlaw, including native, processed, and produced data. Searches for documents based on upload date, as well as upload and processing flags

FILE PATH

Allows you to explore file directories by sequentially specifying custodians, datasets, and additional subdirectories

Review

RATED

Searches for documents by any hot, warm, cold designation applied during review

CODED

Searches for documents by any coding designation applied during review

BINDER

Searches for documents by whether or not they exist in a particular binder

VIEWED

Searches for documents by whether or not they have been viewed by particular people

ASSIGNED

Searches for documents by whether or not they are in particular assignments and/or who they are assigned to

PREDICTED

Searches for documents by their predicted relevance to a given prediction coding model

NOTES

Searches for documents by the content, author, and/or creation time of any notes applied to them

SEARCH TERM REPORT

Searches for documents that are results of a search term report. This search will always match the the set of results of the STR in its current state. The 'family members' option will only appear if the STR has included family members. Using this search term will not refresh your search term report.

STORYBUILDER

Searches for documents by whether or not they are in a particular Chronology or Outline

REDACTIONS

Searches for presence of redactions applied on documents, as well as redaction stamp content. Can search by who applied the stamp and at what time. (Note: this term does not search for redacted documents in an upload production, only for documents on which your reviewers have applied redactions for the purpose of production)

PRIOR SEARCH

Allows you to search against prior searches that you have conducted on the Everlaw platform

HAS ACCESS

[Project administrators only] Allows you to search against documents that users and user groups can access. Documents accessible by Access via assignment will only be returned when searching against a specific user.

For a complete overview of Outlines in Everlaw, please see the Outlines help section.

Table of Contents

Creating or Opening an Outline

Collaboration

Document List

Sorting and Filtering the Document List

Adding documents and content to an Outline

Text Formatting

Highlights

Hyperlinks

Headers and Lists

Navigation Panel

Document History

Exporting Outlines

For a video tutorial, click the below:

StoryBuilder Outlines is a collaborative tool that allows you to create formatted text outlines with document references in-line. Some common use cases include creating depositions, arguments, or case strategy outlines. You can import an existing outline into an Outline as long as it's in the .docx format. Once in an Outline, you can use relevant evidence identified over the course of review as citations. Multiple users on your project can edit the document in real-time at the same time.

You can use keyboard shortcuts to navigate through your Outline. To access the full list, press the "?" (shift + /) key.

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Creating or Opening an Outline

To create an Outline, click the plus sign next to the StoryBuilder column header on the homepage. Enter the desired name for your Outline in the popup menu that appears. If you have multiple Chronologies in your case, you can also select which Chronology the Outline belongs too. You can read more about the relationship between Chronology and Outlines in this introductory article.

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To open an Outline, click on the associated card under the StoryBuilder column on the homepage. Depending on your permission level, you may be able to view Outlines, view and edit Outlines, or also have full sharing and deleting permissions on top of viewing and editing.Please note, users subject to document access management may not be able to access chronologies.

You can also access an existing Outline from the Chronology it's connected to. Open the Chronology, click Outlines, then select it from the drawer.

If you want to rename the Outline, click on the existing name, type in a new name, and press enter. To favorite an Outline, click the star icon by the name right above the toolbar.

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Collaboration

A major benefit of using Outlines is that multiple users can simultaneously work in an Outline. The badges on the far right, above the toolbar, show you which users are currently in a given Outline. The badge will have their initials, and a color corresponding to their cursor color in the Outline. You can hover over a badge to see the users full name, or to message them.

If another user is editing, say text for example, a node will appear and will be highlighted with a color corresponding to the user's badge color. The node will not be accessible until the user is done editing, or when the user clicks away from the node.

You can invite collaborators by sharing the Outline. By default, all Outlines are private to the creator, unless affirmatively shared out. If you are the creator of an Outline, you can set the permission levels for those receiving your invitation. Recipients can either only view the Outline, view and edit the Outline, or view, edit, share, and delete the Outline. If you want to see existing permissions, click the "View/Edit existing permissions" option on the sharing menu to see a list of users and their permission levels. Make sure that your recipients also have read privilege on the associated Chronology if you want them to be able to add documents to the Outline.

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Document List

To the right of an Outline is a list of documents identified as being relevant to a given Outline. Each item in the list corresponds to a separate document that you added to the Outline.The document card displays the document's title (defaulting to the Bates or control number) and the file type. By clicking a card, you will expand to see more information: description, relevance, date metadata, Chronology labels applied, Outlines associated with the document, and page bookmarks.

Documents currently used in the body of the Outline are colored blue, while those that are not currently used are colored gray. Click the card to see more information about the document, or to edit the name, annotations, and Chronology labels applied to the document. Any information you see here reflects the documents status in the Chronology, and any change you make will also change the document entry's information in the Chronology.

If you want to review the content and metadata of the document itself, click document card and then click the eye icon to preview the document. Then, select Open for Review in the bottom toolbar.

To remove a document from use in an Outline, click "Remove from Outline Completely" or the associated trashcan icon next to the text. This will remove it from use in your Outline and any references if it was included in your Outline. It will not remove it from your associated Chronology.

Sorting and Filtering the Document List

There are a number of sorting and filtering options to help you locate the appropriate document to cite. You can sort by Bates number, date added to the Outline, document name, and Chronology date (the date assigned to the document in your Chronology and/or Outline).

You can filter by whether or not the document has been used within the body of the Outline, and whether or not a document has been renamed from its default Bates number name. You can also perform a text filter. Type a string into the input box at the top of the document section of the page, and the cards will filter to show only the cards that contain the string.

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Adding content and documents to an Outline

To add new content to an Outline, select the appropriate location and indentation level in the body to begin your work. Then, type your content.

To add a document to the Outline, select the desired document from the list, and drag and drop it to the appropriate place in the Outline. You can also focus your cursor in the Outline to the desired location, and then click the + sign in the document panel.

Only the name of the document is displayed in the body. You can click the document itself to reveal information about the document in the right side panel.

Once a document has been added to your Outline, you can add bookmarks to multi-page documents to draw attention to the most important pages. To add a bookmark, open a multi-page document in preview mode by clicking the document name to reveal the panel on the right. Then, you can preview the document by clicking the eye icon.

If your document has more than one page, you can navigate to the top right corner of the document, where you will see a bookmark icon appear. Click it to apply a bookmark to any page of your document. You can also add a bookmark from the right side panel. To learn more about bookmarks in Outlines, please refer to the bookmarks help article.

Importing documents into Outlines:

You can also import text by clicking Import in the toolbar. The document you import must be in Docx format. If your Word document includes formatting that is available in Outlines, that formatting will be preserved upon import. For example, bolded, italicized, and underlined text will be preserved. You can edit your imported text within Outlines.

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Formatting Text

The format bar allows you to apply the following formatting options to your text: headers, text size, bold, italicize, underline, highlights, hyperlinks, lists, indentation, and paragraph alignment. These operate like any standard word processing tool. You can also indent, unindent, and align text within your outline.

To format text, click anywhere in the Outline body and click any of the formatting options in the format toolbar. All subsequent text will include that formatting. You can also highlight a string of text and then select a format option to apply to the highlighted text. To remove formatting, highlight a portion of text and click the remove formatting button.

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Highlights

Click the highlighter icon to turn it on. Then, click and drag to highlight existing text or start typing to create a highlight on the text you type. The highlighter will stay toggled on until you click the highlighter icon again, allowing you to easily select and highlight multiple portions of text in your Outline. By default, the highlighter is yellow. You can choose one of five highlight colors by clicking the dropdown menu next to the highlighter icon.

To remove a highlight color, select None and click and drag over the highlight you wish to remove. You can also toggle the highlighter and select previously highlighted text, which will remove the highlight (as long as the highlighter is the same color as the selected text)

Highlights will be exported along with your Outline.

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Hyperlinks

A hyperlink is text that, when clicked, directs you to an external source, such as a website or a web PDF.

To create a hyperlink, click the link icon or press ctrl+k on your keyboard. A small dialog will appear, where you can copy-paste a URL into the input box. Then, enter the text that you would like to hyperlink. Click apply, and the text you entered will be blue. Upon clicking, the text will redirect you to the external source.To add a hyperlink to existing text by clicking and dragging to select text, then click the hyperlink icon or press ctrl+k on your keyboard.

To edit the hyperlink, or its associated text, click anywhere in the hyperlinked text and then click the pencil icon. Edit the text or URL, then click Apply.To remove a hyperlink, click anywhere in the hyperlinked text and click the red x. The text will remain, but the associated URL will be removed. You can select a portion of text from which to remove a hyperlink by clicking and dragging, then clicking the red x.

Hyperlinks will be exported along with your Outline and can be clicked on and accessed outside of Everlaw.

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Headers and Lists

Headers and lists are special types of formatting because they allow you to create automatic entries in the navigation panel. These entries serve as document checkpoints, like a table of contents for your document, and allow you to easily jump to specific portions of your document. Lets walk through both formatting options, as well as the navigation panel.

There are three types of lists: numbered, bulleted, and outline.

Click to toggle the list format youd like to use and start typing. Press enter to create the next number in the list. (To add a new line within the same list entry, press shift + enter.) Press tab or click the indent button to create a sub bullet. You can also hold shift and press tab to unindent, or click the unindent button. Each list format is slightly different. The outline list uses a combination of roman numerals, numbers, letters, or bullets at each indentation level.

Example of Numbered List:

Example of a Bulleted List:

Example of an Outline List:

Headers allow you to organize and format the Outline even further. There are four header types. If you do not apply a header, your text will default to normal. To apply a header, select it from the dropdown menu and all subsequent text will include that header. You can also highlight a portion of text and then select a header to apply to it.

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Navigation Panel

The navigation panel allows you to jump to various points of your document that have list formatting or headers applied. Click the navigation button to open the navigation panel, which is effectively an automatically generated table of contents. You will see that headers and list items from the outline are automatically added as a line in the navigation panel. Click the caret icon to expand, locate, and select sub-bullets, which are associated with indented list items or a sub header. Click anything in the navigation panel to jump to it the body of the outline. If you adjust your outline by adding or removing headers or lists, the navigation panel will update automatically, indicated by the status Pending." When the update is complete, the status will disappear.

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Document History

To view a full history of the document, click the history icon in the toolbar. You can see the date and time information of the previous saved versions of the Outline, as well as the name of the user responsible for the saved changes.

To see what the Outline looked like at a previous time, click the version you want to see. From there, you can choose to copy that version of the Outline, or revert to that version. Reverting to a previous version will port the content of that version of the Outline to the current version of the Outline. The overwritten version will be saved in the history of the Outline. Copying an Outline will create a new Outline with the contents of the Outline version you are copying. To return to the current version, press close.

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Exporting Outlines

There are a number of options for exporting the Outline. You can choose to export the Outline as a Word file, a PDF file, or a PDF file with images of the documents contained in the Outline.If you choose to export to PDF, the cited documents will appear as live Everlaw document links (see below example).

If you need an offline version of the Outline and cited documents, you should choose to export the Outline as a PDF with the images of the documents attached. Instead of live links back into Everlaw, the documents will be hyperlinked within the Outline. Exporting the Outline with images is an easy way to create a portable case file that can be carried forth into a deposition, courtroom, or meeting.

Table of Contents

What are persistent highlights?

How do I set up persistent highlights?

Importing persistent highlight terms

How to create a search from persistent highlights

Personally identifiable information (PII)

Supported PII formats

Removing highlights and categories

What are persistent highlights?

Persistent highlights are content highlights that appear for all users in a project. They are used to draw attention to important words or phrases. Highlights appear both on the document and in the right-hand panel in the review window. Reviewers can also easily redact any persistent highlight that appears in the document.

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How do I set up persistent highlights?

Highlights can be created on the Project Settings page, under the General header.

Persistent highlights can either be categorized or uncategorized. New categories can be added through the Add New Category button.

Terms in the same category will share the same color when rendered in the review window, and will be listed together in the hit highlighting panel. In general, conceptually-related highlights should be grouped together, as this will make it easier on your reviewers to navigate through, distinguish, and make sense of the different content hits that might appear in a document. For example, you can group all the relevant people in one category, entities in another, and privileged terms in a third.

Each label under a category represents a distinct content search. Generally, each search follows the rules of content searching and advanced content searches. As with normal content searching, phrases without quotation marks will be treated as an OR search.

One exception to normal content searching is that in persistent highlights, AND/OR/NOT terms will be ignored as operators within a content search. For example, if your search is "peanut AND butter," persistent highlights will ignore the AND, meaning that you are searching for "peanut" or "AND" or "butter."

This hit highlight will look for either Andrew or Fastow within a document. If you wanted to only highlight the exact phrase Andrew Fastow, put the name in quotes:

To add a new highlight, click on the green + icon in the category you wish to add the highlight to. You can also hit enter after completing a term to automatically create a new term within the same category.

If you want to change the color associated with a highlight, click on the appropriate color circle, and choose from the palette. The color for uncategorized highlights can be adjusted at an individual level; the color for categorized highlights can only be set at the category level.

Once created, hit highlights can be moved between categories through a simple drag-and-drop action.

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Importing persistent highlight terms

You can also import a list of highlights by clicking the Import List button. The dialog that appears, there are three options for importing highlights:

Upload a CSV of categories and terms

Transfer from Search Term Reports

Input text to a persistent highlight category

1) Upload a CSV or categories and terms:

You can upload a CSV that you previously exported from another project in Everlaw. You can also create your own CSV, as long as it includes two columns: Category and Term. Any duplicates will be skipped upon import. You can click Download CSV template to ensure that you're using the proper CSV configuration for import. You should create exactly two columns in your CSV, titled Category and Term.

Transfer from Search Term Reports:

You can also import terms from your search term report and create persistent highlights. Select a search term report(s) from the dropdown menu. Each report title will become the persistent highlight category name. All search term report terms will be added, except ones that use logical containers (such as NOT) or metadata.

Note that the date the search term report was last updated. It is not included as part of the original report title; therefore, it will not be included as part of the category name.

3) Input text to a persistent highlight category:

Finally, you can select a category to add highlights to (including the uncategorized group). You can either copy/paste in the desired terms (one per line) into the window ortype them manually. Searches are subject to the general rules of content searching and advanced content searches.

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How to create a search from persistent highlights

You can create content searches for categories of persistent highlights directly from the persistent highlights tab. At the bottom of the page, there is a search box titled Create search from persistent highlights. Upon clicking the box, a drop-down menu will appear listing all of the categories of persistent highlights that have been created for the project. You can select as many categories as youd like to construct your search. Clicking the blue Create Search button will open the results of the search in a results table. The search will be saved to the homepage as a card and can be assigned, exported, and shared like any other search.

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Adding personal information highlights

Special content searches that use regular expression to find common patterns of personally identifying information (SSNs, phone numbers, etc.) are grouped together under the unused category. You must select them from the dropdown and drag them to another category (including the 'uncategorized' category) if you want them to appear as persistent highlights.

Supported PII formats

United Kingdom

National Insurance

Bank Account Numbers

Bank Sort Codes

National Health Service Numbers

Passport Numbers

Australia

Bank Account Numbers

Tax File Numbers

Medical Numbers

Passport Numbers

Canada

Social Insurance Numbers

Bank Account Numbers

Health Service Numbers

Passport Numbers

Personal Health Information Numbers

United States

Bank Account Numbers

Passport Numbers

Employer Identification Numbers

ITINs

Social Security Numbers

Phone Numbers

International

IBAN numbers

IP Addresses

Email Addresses

Credit Card Numbers

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Removing highlights and categories

In order to remove individual highlights and entire categories, you must enter the delete mode. Once in delete mode, select the highlights and categories you wish to delete (they will be bordered in red). Select yes to confirm the deletions.

The first page you see when you login to Everlaw is the homepage.

Here is a video introduction to the homepage:

The homepage is a user- and project-specific hub that keeps track of your activity in the project, and also displays anything that others on your team have shared with you.Most of the information shown on the homepage is private to the individual user. For example, running a new search will add an associated search card onto your homepage, but not to the homepage of others on the review team, unless you explicitly share the card. You can return to the homepage at anytime by clicking on the "home" icon in the navigation bar, or by clicking the Everlaw banner in the top left.

filtering and folders article

Cards

Information on the homepage is displayed via design elements called cards, and arranged into columns by category. Each card represents either an object (like a binder) or event (like an export task), and shows pertinent information and modification options, if available.

Cards are ordered from most recently accessed to least recently accessed, within each column. You canclick on a card to access the card's content. If you click a card to open it, the card will move to the top of that column when you return to the homepage. To favorite a card, click the grey star icon in the bottom right of a card. The star will turn yellow, indicating that it is favorited. Favorited cards will be accessible from the "Favorites" tab on the left. The All Documents card under Searches will be favorited, by default, for any new projects.

If you create an object, or have greater permissions on an object beyond view only, you will see a three-dot menu icon in the top right corner. To see what permissions you have on an object, you can click the card's three-dot menu icon and select "View/Edit Permissions." Since you receive full permissions on any search that is shared with you, you will not see this option for search cards. You can learn more about sharing objects in this article.

Clicking on the three-dot menu icon may also present other options, depending on the card type and your permissions on that card. Possible options are below:

Renaming objects:To rename an object, click on the pencil icon on the card, type the new name of the card, and press Enter on your keyboard.

Sharing objects:To share an object's card, click on the Share icon. You can learn more about sharing objects in this article.

Deleting objects:You can delete objects (except searches, which can only be removed) from the homepage. To delete an object, click on the three-dot menu icon, and click delete. If you do not see the delete option, it means you do not have permissions to delete it. You cannot delete events in the Batches & Exports column, nor can you delete chronologies.

Once you click Delete, you can confirm your decision. If you have shared one of these cards, it will be deleted for others as well. You can delete cards within a homepage folder, and note that it will delete that object entirely throughout your project.

Removing searches:You can remove search cards from your homepage and any homepage folder.When removing a search, you are removing it from your view only. You will not remove the search for other users whom you've shared it with, or from any folders the search is in (shared or personal).

To remove one search card, simply click the three-dot menu icon and click Remove. Confirm your removal.

To remove multiple search cards in a batch action, you can enter multiselect mode, select the searches you'd like to remove, click Remove Searches in the top right, and confirm removal.

There are three ways to enter multiselect mode:

Longpress a card

Press "x" on your keyboard

Click the multiselect icon in the top right of your homepage

Columns

Cards exist within columns, which exist in a static order on every homepage. In homepage folders, only columns with cards will appear.

Here is a list of homepage columns:

Assignments: Allocate documents or review batches of documents assigned to you

Only Project Administrators, or those with CREATE or ADMIN Assignments permissions, can allocate documents

Search: Create searches that identify documents across your entire project

Binders: Organize arbitrary sets of documents

StoryBuilder: Create chronologies and outlines for post-review

Document Sets: Access uploads and productions

Batches & Exports: Track and undo batch actions; track and download document exports

You can expand a column to take over your homepage view by clicking on the column header. That column will expand, and the others will collapse. Your cards will be rearranged in alphabetical order.

Filtering

To filter your cards, search by keyword in the top left of the homepage. As you type, the cards will be automatically filtered.

Additionally, the folders menu on the left-hand side allows you to view and organize your homepage according to your needs. The provides a more in-depth overview of this feature.

You can use keyboard shortcuts to efficiently navigate the homepage. To access the full list of shortcuts, press the "?" (shift + /) key.

This article will discuss how to recognize and troubleshoot basic processing errors when uploading native data to Everlaw.

Native files go through three stages during processing: Examine, PDF Conversion, and Text Conversion. Your data may experience issues during any of these stages. It is important to investigate these errors in order to ensure that all of your documents are uploaded properly.

Table of Contents

How do I know if my upload contains an error?

Container file errors

Missing passwords for password-protected documents

No Errors, but 0 Documents Uploaded

Unsupported File Type

How do I know if my upload contains an error?

If any documents in your upload encountered errors, you will see a count of the errors below the stage of processing in which they occurred (i.e.,Examine, PDF Conversion, Text Conversion). Additionally, any stages with errors will be red.

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In the image above, there were processing errors in all three stages of processing.

To begin troubleshooting any errors, click "View Report" at the bottom of the upload card.

The following sections will discuss common errors found in native uploads. However, if you need help troubleshooting other errors in your upload, or if you have additional questions, please don't hesitate to reach out to [email protected].

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Container file errors

Container files are documents that only contain other documents. File extensions such as .zip or .pst are examples of container files.

Note that:

Container files contain other documents in a compressed format, so they typically should not be part of any production to opposing counsel.

Everlaw does not charge any hosting fees for container documents in native uploads. Instead, only the files extracted from the container count toward your cost. This prevents you from being billed twice when container files are present.

It is not possible to create an image for container files

In the Examine stage, you may notice errors related to container files. One cause for this error may be that your container file was not properly unpacked. This could happen for two reasons.

The first is that your container file is corrupt. This can be very problematic for review and billing reasons, and you should diagnose this issue before moving on to any review work. For example, a container file may contain large volumes of data, and if you do not address the issue, the documents within that container file will not be included in your document count in Everlaw and cannot be reviewed or searched for.

To identify whether you have a corrupted container file:

Click the View Report button on your upload card

Look to the Container Errors section to identify if there are issues

If there are issues, click on the number to go to the results table

You can also search for container errors flagged as Container Error, using the Uploaded search term.

You can also view the file path in the results table, which can help you locate the file on your local machine. In the results table, you can examine the file paths by adding a columns to the results table. Click the +/- sign in the results table and add the column File Path. Then, view the file path of the container file.

You can also extract the container file on your local machine. If the container extracts correctly without error, then it is not corrupt. If you find that the file is not corrupt, please reach out to [email protected], explaining the steps you have taken up to this point. This will help us expedite the process and identify what processing error might have occurred.

If the container file does not open correctly, then its likely corrupt. Do not reprocess a corrupt ZIP file on Everlaw. Instead, you should request a working copy of the data from the providing party.

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Missing passwords for password-protected documents

If you are missing a password, you will see an error on your upload card. Checking the upload report is an easy way to identify whether any documents are missing a password. Click the View Report button at the bottom of the upload card. Then, view errors under the Missing Passwords section. Click the number under Missing Passwords to view these documents.

You can also run a search for documents flagged as Encrypted, using the Uploaded search term.

On the results table, you can reprocess these documents and provide a password. See this short article for instructions on reprocessing documents.

Documents encrypted at the folder level, for example a password-protected ZIP, are able to be reprocessed on Everlaw. PDFs that are protected from within an application and that are uploaded natively should be uploaded successfully, provided that Everlaw has the password.

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No Errors, but 0 Documents Uploaded

Another reason that no documents are shown as uploaded is that the files in the container were deduplicated. Your container file will appear unpacked because the documents in the container are duplicates.

Click View Report on the upload card, then view the number of deduplicated documents. If the number is high, its likely that the contents of your container file were successfully unpacked and simply deduplicated. To identify which documents were deduplicated, you can download the deduplication report ( learn more here ).

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Unsupported File Type

If you notice an error in all three stages - Examine, Text, and PDF - you may have attempted to upload a file that Everlaw does not support. Please refer to the accepted native data types article to learn about which file types are supported on Everlaw.

When you upload an unsupported file, the file will be processed using Nuix, which is a service that handles a broader set of file types. To search for documents that were processed by Nuix, you can use the search tag Processed with Nuix within the Uploaded search term.

Note that this flag is only applied after the document is fully processed by Nuix. If the file you tried to upload is unsupported by Everlaw and the document is not flagged as Processed by Nuix, but the native upload is complete, then the document cannot be imaged or processed by Everlaw. You can still download the document to review it locally, but it will not be possible to search the text of the document or to view it via the Native or PDF views of the review window.

Unsupported files could also be categorized as binary files. In this case, these documents will not return any errors during processing, but will not display properly during review.

If a document uploaded in a supported format has errors in Examine, Text, and PDF, confirm it is not corrupt by downloading and opening it on your local machine. If you believe that the document is in a supported format and is not corrupt, please contact [email protected].

What is the message center?

During the course of review, you and other users on the project may share items or communicate about documents. These messages are kept on the platform in the message center.

How can I access the message center?

The message center can be accessed by clicking on the envelope icon in the navigation bar.

How can I send messages?

Messages can be sent in two different ways:

From within the message center: To write a message from within the message center, click on the +Write icon in the upper left. The message creation dialogue will appear.

By sharing something: Clicking on the share icon will also open the message creation dialogue. In addition, the item you are sharing (whether it be a search, binder, outline etc.) will be attached to your message so that recipients can easily access them. Most cards associated with the item you are sharing will also be added to your recipient(s) homepage. The exception is searches. Searches will not show up on the recipient(s) homepage by default. You must access the message in the project messages center, click the search card, and return to your homepage to see it displayed at the top of the Searches column.

How will I know if I received an Everlaw message?

By default, you will receive an email every time you get a message in the Everlaw platform. The email will display the body of the message, if any. You are also able to see the name of any message attachment. However, in order to open an attachment, you must log in to Everlaw.

If you do not want to receive an email every time you get a message through Everlaw, click on the settings option in the message center, and toggle Receive email notification of new messages to off. This action will turn the toggle grey.If you receive Message Center notifications for completed uploads and productions on your project, you can choose to receive email copies of the notifications as well by keeping their respective options toggled on.

How do I view the contents of a message?

Click on a message from the list, and the message will appear in the panel to the far right. You can also use the following background color scheme to quickly identify the viewed status of a message:

Messages highlighted in yellow are currently being viewed

Messages with white backgrounds have not been viewed by you

Messages with light gray backgrounds have been viewed by you

Can I filter the messages in the message center?

Yes. The list in the far left of the message center display the different categories you can filter by. You can filter by favorited, unread, sent, or received messages. By default, all messages are displayed.

How do I favorite a message?

A message can be favorited by clicking on the associated star icon. Favorited messages will have a filled in star. Clicking the star icon of a favorited message will un-favorite it.

Can I search for messages by keyword?

Yes. Type a word or set of characters into the search box above the message list and press search. The messages will filter accordingly.

Can I download a history of my messages?

Yes. Click on the export option. A CSV (comma separated value) load file will be generated with details about your messages. You can download the final file from the task completed card, or from the appropriate card on the homepage, under the Batches & Exports column.

Assignments versus assignment groups:

Everlaw's assignment tool is structured around assignment groups, which consist of one or more assignments allocated to users.

Assignmentgroups contain documents that meet admin-specified inclusion criteria. Administrators can then allocate these documents to members of the projects, in the form of assignments. Assignment groups cancontain unassigned documents, which Project Admins (or anyone with ADMIN assignment permissions) can assign out whenever they please. Reviewers can also self-assign these documents if given the permission to do so. Finally, assignment groups can be automatically updated to include any new document that fits the inclusion criteria of that assignment group.

Below is a view of the assignment group dashboard. The dashboard is viewable by any Project Administrator, anyone who has been given ADMIN permissions on assignment groups, or anyone who has received a shared assignment group with "share, edit, and delete" permissions.

The dashboard indicates the following information:

Three assignments have been created, each represented by the light blue cards, and each distributed to different users

One user can receive multiple assignment batches

50% of the assignment has been completed so far

The creator of the assignment group is Darby Demo

The assignment group was created on Oct 3

74 documents are included in the assignment group

All documents are assigned. There are 0 documents in the unassigned pool (the grey card on the left with hash mark borders)

click here

Introduction to dynamic and static assignment groups

There are two assignment group types in Everlaw: dynamic and static.

Dynamic assignment groups allow you to specify an inclusion criteria. As review progresses, all documents matching that criteria will be automatically added to the assignment group. All unassigned documents no longer satisfying the criteria will be removed. After a dynamic assignment group has been created, you cannot add additional documents to it.

Static assignment groups do not change over time to match specific inclusion criteria. Documents only enter the group if they are manually added.

Regardless of whether an assignment is dynamic or static, once a document has been assigned to a reviewer, it can no longer be removed from an assignment group. For more detail on how to set up dynamic vs. static assignment groups, .

Assignment group permissions

If you are a Project Administrator, you have, by default, the ability to create assignment groups, edit them, delete them, and share them. On your homepage, you will see assignments that you've created or that have been shared with you.

If you're not a Project Administrator, you can still receive permissions to create or administer assignment groups. These permissions can be assigned to any given user group.

Any user, regardless of any permission, can receive an assignment if they are added to that project.