Shared Features (Browse & Search)

Location: Main Menu

General
The features described below are available from the Browse and Search pages.

The Document Table
By default, the document table on the Browse and Search pages displays the first 25 documents of the document library; however, you can further opt to display anywhere from 10, 25, 50, 100, or 200 documents per page. Additionally, you can drag and drop the displayed columns to place them in your preferred order, and, you can access the kebab (the three white vertical dots in the upper right corner) where you can choose to wrap the displayed text, change the row height using the slider, or quickly save your current field layout to one of your existing Layout Quick Links.

The lower left corner of the document table displays the page you are currently viewing. This number will change depending on how many documents you choose to display per page. In the lower right corner of the document table, you can select the number of documents to display per page, and the range of documents visible in the document table.
The single arrows (< and >) are used to move forward or back one page at at a time; the circular refresh icon can be clicked to refresh the document table without refreshing the entire page, The double arrows (<< and >>) are used to move to the first and last pages of the document table.



Selecting Documents from the Document Table
To select individual documents, click the box next to each desired document. If you wish to select all documents in the document table, or, alternatively, only those displayed on the current page, click on the Select drop down, and choose All or Page respectively. Selecting None will deselect all documents in the document table.



Folder 
To open sets of documents assigned to a specific custom folder in the case, click on the Select Folder hyperlink from the Browse or Search pages.




Filters
All Built-In and Custom Doc Fields in the Lexbe eDiscovery Platform (LEP) can be used to filter case documents by a specific selection of one or more fields.  The user can select  one field, or a combination of fields to cull documents to a desired subset.



Filter Quick Links

Shared Filter Quick Link is the saved result of a filter and is accessible to all users in the account.

Pinned Filter Quick Link is the saved result of a filter and is only accessible to the user that created the saved filter.

Recent Filter Quick Link is the last five 
(5) filters performed by the current user.  The most recently applied filter is listed first.

Select Edit to rename/share/pin/delete filter quick links. To access the share/pin/delete options, click the kebab next to the quick link you wish to update. If the kebab is grayed out, that indicates the quick link was created by another user and can only be edited by an Account Administrator or the user who created it.




Layouts
The Layouts menu is where you can select the fields you wish to display in the document table. Additionally, the Layouts menu is also where Account Administrators can create and manage case defaults for the fields that are displayed on the Browse and Search pages, as well as which custom sections are visible in the Doc Viewer. 

Select Fields
Click on Select Fields to open the Select Fields window. In this window you will be able to choose fields and sections you want to display and place them in your preferred order. If an Account Administrator has not setup a default field display for the case, then the Lexbe default of Title, Extension, Master Date, and Placeholder fields will be selected.




The Available Fields column lists all Built-In fields followed by Custom Sections in the case in alphabetical order. Custom Sections are identifiable by the ^ that appears after the section name.

The Selected Fields column contains those fields and/or sections you have chosen for display, and also allows you to customize the order in which the fields and/or sections are displayed via drag and drop.


Displaying Fields
To select a field or section for display, click on its name or checkbox in the Available Fields column to move it to the Selected Fields column. Fields or sections currently being displayed, will have a check mark in the Available Fields column. When selecting Custom Sections, the section and all of its fields will be moved to the Selected Fields column; however, once the section is in the Selected Fields column, it can be expanded by clicking on the ^ next to the section name. When Custom Sections are expanded, you can choose to remove any of its individual fields as well as the section name from the Selected Fields column, so they are not displayed.

To remove a field or section from the Selected Fields column, you can click on its name or checkbox in the Available Fields column, or, you can hover over the field or section name in the Selected Fields column to generate an X, that, when clicked, will remove it from the Selected Fields column. To remove a Custom Section and all of its fields, collapse the section using the ^, and then click on the section name or its checkbox. To only remove the section name, or certain fields within the section, expand the section using the ^, and then click on the names or checkboxes of those fields you do not want displayed. Please note, the Title field will always be a displayed field.

At any time, you can use the Select drop down located next to Selected Fields to (i) display all available fields by clicking All, (ii) clear all of the currently displayed fields by selecting None, or (iii) return to the case's default display by clicking Default (if a default display for the case has not been set, then the Lexbe default will automatically be chosen).

Reordering Displayed Fields
Fields and Custom Sections in the Selected Fields column may be placed in any order via drag and drop. When dragging and dropping a collapsed Custom Section, all fields belonging to that section will be moved with it. When the Custom Section is expanded, its fields can be dragged and dropped anywhere in the Selected Fields column.


Layout Quick Links
Shared Layout Quick Link is the saved result of a particular field view and is accessible to all users in the account. Any layout defaults created by an Account Administrator are automatically shared and will also appear here.

Pinned Layout Quick Link is the saved result of a particular field view and is only accessible to the user that created it. 

Recent Layout Quick Link is the last five 
(5) field views performed by the current user.  The most recently applied field view is listed first. 
Please note, any time an adjustment to column width is made, it will generate a new Recent Layout Quick Link. This occurs because column width is now maintained as part of the quick link. 

Select Edit to rename/share/pin/delete layout quick links. To access the share/pin/delete options in the Edit menu, click the kebab next to the quick link you wish to update. If the kebab is grayed out, that indicates the quick link was created by another user and can only be edited by an Account Administrator or the user who created it.

Additionally, existing Layout Quick Links can now be updated. As such, if you rearrange the fields that are displayed, change the width of the columns, or have chosen to add or remove some of the fields, you can save these changes to an existing Layout Quick Link.

To update an existing Layout Quick Link, click on the kebab in the upper right corner of the document table, hover or click on Save Layout As, and then select the quick link you wish to update. This will prompt Lexbe to open a Save Confirmation window where you click OK to save the changes. As with any other quick link in Lexbe, unless you are an Account Administrator, you can only update quick links you created. As such, quick links created by other users will be grayed out as shown below.



Manage Defaults
This option is only available to Account Administrators, and is located in the Layouts menu. Default display layouts provide Account Administrators the ability to choose which fields are shown by default on the Browse and Search screens when users sign into the case. Additionally, default coding layouts provides Account Administrators with the ability to choose which custom sections are displayed in the Doc Viewer for Account Administrators, as well as Standard, Review, and Limited user types with case access. 

All Layout Quick Links (Shared, Pinned, and Recent) can be assigned as a default display or default coding layout. Layout quick links assigned as a default will automatically appear as a Shared layout quick link. 

If a display default has not been assigned, then the Lexbe default fields (Title, Extension, Master Date, and Placeholder) will be displayed on the Browse and Search pages upon sign in. If a coding default has not been assigned, then all custom coding sections will be visible in the Doc Viewer.

Please note, that currently, default coding layouts only show or hide entire custom sections in the Doc Viewer. As such, any Layout Quick Links you wish to assign as a coding layout must include the name of the custom section. 

Manage Defaults Window
Click on Manage Defaults to open the Manage Defaults window. Currently, default display layouts can only be assigned to Account Administrator and Standard user types; however, default coding layouts can be assigned to Account Administrators, as well as Standard, Review, and Limited user types. 

To assign a Display or Coding layout, click on the downward facing arrow next to the appropriate user type, then choose the desired Layout Quick Link from the drop down and click OK. As shown below, display and coding layouts can be setup independent of one another, so you have total flexibility of what you want displayed versus what's available for coding purposes.



Delete Docs
Select a document(s) from the document table, click Delete Selected Docs link at the left of the screen.  A confirmation dialog box will appear.  Press OK.  The documents and associated tags will be permanently deleted from the LEP database.

The Delete Documents option is only available to account administrators. 


Deleting Email Family Members
Partial email families cannot be deleted. Choosing to delete any one document that is part of an email family will result in the permanent deletion of all email family member documents.  This action cannot be undone.  


Multi Doc Edit
This feature allows the user to edit/tag multiple documents simultaneously from the document table.

Select the documents from the document table to multi doc edit.  Select the standard or custom field to be edited from the drop down menu found under the Multi-Doc Edit feature.  

A new dialog box will open.

(Example: Multi-Doc Edit Custodian tag)

                                      
Edit Tab
Make the appropriate tag update in the new dialog box.  Click Update # Docs.  The update button will contain the number of total documents from the document table that will be updated.

Field To Field Tab                         
The Field to Field tab allows the user to move the same data between existing fields in LEP.  The steps to perform Field to Field edit are the same as the Edit tab instructions.  



Adding a New Custom Section or Field
Also available in the Multi Doc Edit menu, is the ability to add a new custom section or field on the fly. To do so, click on the plus sign next to the Select Field drop down menu, and add the section or field as you normally would. Additional details on creating Custom Sections and Fields can be found here: Creating Custom Document Sections and Fields

Export Log To Excel
Document information, along with selected built-in and custom tags, can be exported to an Excel spreadsheet that can be saved to a user's local computer or network. 

Select the desired Fields from the document table.
Select the desired documents for the Excel log from the document table.
Click Export Log to Excel under the Export Section.
Save the exported Excel to a local computer/network.


Export To Briefcase
Documents can be saved into a briefcase for downloading to the user's local computer or network.  The briefcase can be shared internally and externally, depending on the purpose of the briefcase. 

Select the desired documents to export to briefcase from the document table. 
Click Export to Briefcase under the Export section.

A new dialog box will open:

Title: Create a unique name for the  briefcase being downloaded.  If a unique name is not created, the system will use a default title that includes the date the briefcase was created.
 
Comments: Enter any optional comments.

Name Files: The files may be downloaded using the Doc Title, Bates Numbers, Control Numbers or Doc Dates as file names.

Control Number Prefix: Add an optional prefix when stamping existing Control Numbers on PDFs. 

Custom Designation: Enter optional custom designation, if needed, up to 50 characters. This will stamp the custom designation on any documents where the custom designation code has been applied.
 
Doc ID: This is an internal string of numbers automatically generated to keep track of each file uploaded/processed.  It identifies documents printed before Bates numbers have been used. 

Control Number: A sequential control number most often used for internal reference, similar to Bates numbering. 

Bates Stamp: If checked, it will apply the existing Bates numbering to all pages of the PDF documents in the briefcase. 
 
Notification: This option will automatically send an email to the user when the briefcase is ready to be downloaded. 


Downloading Briefcases
Briefcase downloading, sharing and deleting instructions can be found under the Help section located in Case->Download Briefcase screen.  See Download Documents for more information.


Production
This section allows the user to add or remove documents from a production job by title.  See Production Job for more information.