Share Download Briefcase

Create Shared Download Briefcases

This technical note describes how to create and share Briefcases in the Lexbe eDiscovery Platform (LEP). 

Please note the shared Briefcase feature should not be used for delivering productions to opposing parties. Instead the Lexbe Production feature should be used instead, as it includes protections for preserving privilege and other functions that are not included in the Briefcase feature.

This feature allows the sharing of documents with persons outside LEP by downloading documents to a briefcase, and then sending the files using a shared download link.  See Download Briefcase for more information.  

From the Search or Browse pages, select the documents. After selecting documents, click Export>Export To Briefcase. 
Export to Download Briefcase 

Click the Export to Briefcase button to save the selected documents to desktop in a zip file format. 



Complete each section shown in the screenshot including stamping preference (Doc Id, Control Number or Bates Stamp) and Create.  Adding Bates numbering to a large number of documents can take a long time or time out. The user may break into smaller batches to expedite. If a Bates number is already on the PDF image, this option will write the Bates again which may not be intended.

How to Access Briefcases

Access the Download Briefcase function through the menu under Case>Download Briefcase. 

How to Share Download Briefcase

Open the Download Briefcase page. The main table will display groups of documents selected to share or download. Select the Briefcase to share and then click Edit.


A new window called Edit Briefcase will open. Rename the Title and click the checkbox: Allow users without access to the eDiscovery Platform to download this Briefcase and Update. After selecting the checkbox and Update, the hyperlink to the Briefcase will become active.

Documents may be shared by copying/pasting the URL or web address from the Shared Download Link into an email (E.g. https://www.eDiscoveryPlatform.com/Download.aspx?SharedId=81f31ffa-f778-41f7-b72d-b7c679c984f2). The email recipient will be able to download the documents (zip file) to a local computer.  

Click Go To Shared Download Page to be automatically redirected to the following page:

This page allows the user to copy the URL link or Click here to download. This page also displays a progress table for the download based on Internet speed and size of the Zip file.

Unsharing Documents

Open the main table from Case>Download Briefcase.  Click to Edit the Briefcase previously shared and uncheck the box:  Allow users without access to the eDiscovery Platform to Download these documents and Update.  This will disable the URL link.   

Retain or Delete Downloads

Deleting the download will have no effect on the original documents from which the download zip file was created. To delete a Zip download, select the download or downloads click Delete Selected Downloads.

Important Considerations When Working With Shared Briefcases 

Security. Briefcases are transmitted and stored under strong 256-bit (AES-256) encryption, which is the same technology used by leading financial institutions.  LEP operates within the Amazon Web Service (AWS) cloud environment and incorporates Amazon’s Elastic Compute Cloud (EC2), Amazon Simple Storage Service (S3), and Elastic Block Store (EBS) technology. Amazon is a leading service provider for the infrastructure, network, and physical security layers of a cloud-based network environment. Servers are maintained in secure, limited access, physically isolated data centers, and monitored from network operating centers 24×365. AWS data center personnel do not have logical access to LEP applications or to the data of any LEP customers hosted online.  See Secure FTP sending files for more information.
 
Unique links.The download links are unique for each briefcase and randomly generated. In the screenshots shown below, each link is related to a particular title. 

Quality Control. Best practice is to QC Briefcases before sharing.  Check that the expected document counts of the documents added to the briefcase match with the document counts in the folders. 

Size of Briefcases. Expect an approximately 10 GBs/day rate (~200,000 pages) within LEP (combined all cases) to create Briefcases (including Bates numbering). The user may download Briefcases, subject to Internet connection speed.  Professional Services can download and ship on a USB HDD or Flash drive. 

If the user performs the download, best practice is to batch the downloads to 1-4 GB in size.  For large briefcases, contact Professional Services at professionalservices@lexbe.com or your Sales Consultant. 

Zip File Compression All briefcases are delivered compressed in a ZIP file format because it decreases the chances of data corruption during transmission and avoids data corruption or errors. Unzipped files take much longer to download.  LEP splits the ZIP archives in multiple volumes of a fixed size, non-sequential (for security purposes).

Important Considerations When Working With Shared Briefcases 

Security. Briefcases are transmitted and stored under strong 256-bit (AES-256) encryption, which is the same technology used by leading financial institutions.  LEP operates within the Amazon Web Service (AWS) cloud environment and incorporates Amazon’s Elastic Compute Cloud (EC2), Amazon Simple Storage Service (S3), and Elastic Block Store (EBS) technology. Amazon is a leading service provider for the infrastructure, network, and physical security layers of a cloud-based network environment. Servers are maintained in secure, limited access, physically isolated data centers, and monitored from network operating centers 24×365. AWS data center personnel do not have logical access to LEP applications or to the data of any LEP customers hosted online.  See Secure FTP sending files for more information.
 
Unique links.The download links are unique for each briefcase/production and randomly generated. In the screenshots shown below, each link is related to a particular title. 

Quality Control. Best practice is to Briefcases and Productions before sharing.  See Production QC for more information. 

Size of Briefcase . Expect an approximately 10 GBs/day rate (~200,000 pages) within LEP (combined all cases) to create Briefcases or Productions (including Bates numbering). The user may download Briefcases and Productions, subject to Internet connection speed.  Professional Services can download and ship on a USB HDD or Flash drive. 

If the user performs the download, best practice is to batch the downloads to 1-4 GB in size.  For large briefcases or productions, contact Professional Services at professionalservices@lexbe.com or you Sales Consultant. 

Zip File Compression All briefcases and productions are delivered compressed in a ZIP file format because it decreases the chances of data corruption during transmission and avoids data corruption or errors. Unzipped files take much longer to download.  LEP splits the ZIP archives in multiple volumes of a fixed size, non-sequential (for security purposes).

Exporting PSTs

In LEP, PSTs are extracted and the attachments are separated from email bodies for better search ability and control (allows redaction, annotation, printing). If the user needs to deliver PSTs, Professional Services can reconstitute a PST from identified MSGs in LEP (hourly billing applies). 


Need Help?

Project Management and Professional Services (billable hourly) are available to support Briefcase and Production efforts
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