Batch Edit Date Fields

This technical note provides step-by-step instructions to batch edit date fields in the Lexbe eDiscovery Platform (LEP).

Date Fields Available in LEP

Most date field types and some email metadata are automatically extracted during self-upload in LEP.

View Date Fields in LEP

From Browse and Search pages.  Date fields are column field types.  Use the section Fields->Show Fields to select which date fields to display in the main table.


Document Viewer->Disc tab->Metadata fields. The date fields are displayed as text-box field types under Metadata. 





Types of Date Fields Available in LEP

There are six date fields available as Built-in fields in LEP and described below:

 Date Field   Description    Best Use 
 Doc Date Emails: LEP will extract the Date Sent value and automatically populate the Doc Date field by default.

Native files: LEP will extract the Date Created or Date Last Modified value and automatically populate the Doc Date by default (if date last modified is not available).

  

  Use this field in a Review Set to create Download Briefcases or during pre-production of documents. Note: Email attachments will not be populated automatically with the Doc Date field.

Based on the Master Date, the user may code the Doc Date using the same value. This can be accomplished using an Excel spreadsheet.
       
 Master Date Emails: It is the Date Sent. This date will also be propagated to all the attachments of their parent email. For example, if an email was sent at 1/1/2001 at 1PM, then the email and any of its attachments will have the same Master Date (1/1/2001 at 1PM). 

Native files: It is the Date Last Modified or the Date Created (if date last modified is not available). 
  The attachments will reflect the same date of the email, which allows filtering together an email family without manual tagging.

It also allows the user to search, code, download, and produce the email body with all attachments.  


       
 Date Sent It is the Date Sent from the email, unless the original was blank in which case Date Received will be used (editable). 

This field is left blank for native files (e.g. Word, Excel documents)

  Sorting and filtering data.

Used to code the Doc Date based on the Date Sent to create Download Briefcases. This is accomplished using an Excel spreadsheet.
       
 Date Received LEP will extract and use the Date Received from emails and display as a field, unless the original is blank.

   Sorting and filtering data.
       
 Date Created The date that is stored in the properties of the file, when first created.
   Sorting and filtering data.
       
 Date Last  Modified The last time the file was modified or edited.
   Sorting and filtering data.


How to Batch-Edit Date Fields

Big Cases: In order to prevent timeouts in large-scale document reviews and help code documents quickly and efficiently, use an Excel spreadsheet to apply mass tagging to metadata fields as follows:

Coding in Excel and Upload Metadata. Power and Account Admin users can use Excel spreadsheets to edit most fields in LEP and restore email families.  The user must create a custom Excel spreadsheet with the extension file name ".multidocupdate.xlsx." (e.g. eDiscoveryPlatform.multidocupdate.xlsx).

The Excel spreadsheet before the upload:


Upload the Excel spreadsheet with the new metadata from Case->Add Case Documents as with any other document in LEP.


Small Cases: This option allows the user to create a custom date field (text) and code multiple documents using the Multi-Doc Edit feature (i.e. coding multiple documents with the same dates).

From the Management->Manage Custom Doc Fields page, set up one section to contain and organize date fields.  An example of a section name would be "Editable Master Date." Add the section by clicking Add Case Section and entering the section name.

Add Coding Field and create a text box.  Use the MM/DD/YYYY format to sort dates correctly (e.g. Format String).

From the Browse and Search pages, use Multi-Doc Edit to select multiple documents and manually enter a date (e.g. 1/1/1980 8:00:00).
 

In the example below, the dates from the Master Date were entered in the custom field Editable Master Date, using the Edit tab which permits the user to code and edit the Built-in fields and Custom Doc Fields (multiple files and one field one at a time).


Custom fields are also editable from the Document Viewer->Disc Tab (one document at a time).