Tagging Multiple Fields

How to Edit Multiple Fields

This technical note provides step-by-step instructions on how to apply tagging of Built-in and Custom Doc fields to documents in cases within the Lexbe eDiscovery Platform (LEP).

Getting Started

There are three ways to tag files in LEP, 
depending on whether reviewing directly from the Document Viewer page, using Multi Doc Edit, or Coding in Excel.

Types of Coding LEP

Description/Advantages

Disadvantages

Multi Doc Edit

Multiple documents can be tagged simultaneously.

Practical review tool for small subset of documents that can be coded directly in LEP.

Does not require specific users with Power Upload privileges. 

For cases that do not require extensive and complex coding.

Users can only apply one tag at a time. (e.g. Responsive)

Time-consuming.

Excel to Update Metadata

Users modify document coded data and tag multiple files by generating custom Excel spreadsheets that are uploaded into a case in LEP.

 

Users can edit most fields in LEP simultaneously and also restore email families in an Excel spreadsheet.

 

Only authorized users with Power Upload privileges can use this feature.

Requires advanced Excel skills to modify document coded data and tag multiple files. An Excel spreadsheet must be created meeting the requirements listed under our Cautions for Use-Support.

If done incorrectly, coding data for documents can be lost.

 

Document Viewer

Read, review, and tag documents, one at a time. Also called Linear Review.

Review may be handled by junior/outsourced personnel.

Small documents and cases.

Most time-consuming.

Manual review can have high error rates.


Using Multi Doc Edit

From the Browse or Search pages, select the documents to code by checking the checkbox to the left of the document.
The main table only displays 25 documents per page. To select all the documents from the current case, click on the link Select all XX documents in list.


After selecting documents, apply Multi Doc Edit (e.g., Responsive, Bates, etc.).  The user may copy values from one field and paste into another one using the Field To Field tab. This tool is helpful when you want to organize data displayed in the main table.


Edit tab. This tab allows the user to edit the Built-in fields and Custom Doc Fields (multiple files and one field one at a time)
Field To Field tab. This tab allows the user to move data between fields in LEPTo learn more about this feature, see Shared Functions.

LEP is designed to work with large data sets. The queries work either on 1-25 documents on the current page or on all the data on all the pages. 

Tagging Files from the Document Viewer







When selecting a document title from the Browse, Search or Fact & Issues pages, a listing of up to 25 of the documents displays and is carried over to the Document Viewer page. Scroll through the documents from the tag view using the navigation arrows at the top of the page (e.g. <Viewing 2 of 25:>).




How to Use Excel to Update Metadata and Coded Fields

Step One - Create and Download An Excel Sheet from LEP Case

Open the Browse or Search pages.
Filter to the documents to modify.
Select the fields (fields) to modify from the Fields>Show Fields section. Some of the Built-in Doc Fields are read-only and cannot be modified (see list below); therefore, there is not need to export.
--Ext
--Original Extension
--SourceFile Path
--Pages, Words
--Size
--Folder
--Date Uploaded
--IsEmailAttachment
--PlaceHolder, IsDuplicate
--Doc Category
--Custodian
--Notes

Custom Document fields are supported.

Click on the Select Docs hyperlink and select all documents in list.
Go to the Export section, and click on the Export Log to Excel button.
Save the Excel sheet to a local computer.

It is important to make a backup copy of the file and save it. Have the name include the date and time downloaded and an indication of what records are included or how they were selected. An example would be 2013-05-20 Smith vs. Jones Case, All Responsive documents.xlsx.

Step Two - Make a Working Copy for Editing

Copy the Excel file.
Rename using the naming format: AnyFileName.multidocupdate.xlsx (not case-sensitive)(e.g.Enron.multidocupdate.xlsx).
The file must be in an Excel format with an XLSX extension, supported by the last two versions of Excel (2010 and 2013). Older Excel formats (e.g., XLS) or other Excel formats such as XLSM are not supported.

Step Three - Working with the Excel File

Use Excel's copy down function to do massive Row copies. Other useful features are the formulas in Excel and Excel's complex filtering and sorting functionality.
The Excel file must retain the exact column titles in row 1 of the spreadsheet that were exported from LEP.
The first column: DocId, includes the unique document identification in LEP that will associate metadata to the respective files to process an update. This column must be retained and cannot be sorted to disassociate with the data in each row. If improperly sorted or otherwise unassociated, data corruption will occur in the case on upload
Edit in the Excel columns and the values will be updated on upload.
Avoid editing read-only columns as they will not be updated on upload.
Remove any columns that will not be updated prior to upload.
Dates are supported in a number of formats, including the following:
June 13, 2013
2013/06/13 10AM
2013/06/13 8am
06/13/2013 14:00
06/13/2013 2:00:00 PM
06-13-13
If the time is not entered, by default it will be 12:00:00 AM.
No Excel formulas are supported on upload, so any use of Excel formulas should be converted to values.
When populating data to checkbox fields (Custom Doc Fields), use Yes/No values and include the option to remove the main case section.



For example, the main case section Deponents has two checkbox fields titled Mark and Tobey. In Excel, remove the Deponents field and keep only the checkbox fields to apply massive tagging.

Step Four -Updating Bates Numbers

A key use of this feature is to update Bates numbers from file names that are Bates numbers. The following procedure should be used:
Remove the Bates attachment range fields (BatesNumberAttachment Start and BatesNumberAttachment) and keep only the headers BatesPrefix, Bates and BatesNumberDigits.



The Bates field indicates the beginning numeric portion of the Bates designation. Use text formula/functions to extract the Bates from files that are saved with their Bates names, and then values paste in place of the formulas.

Here is an example of an Excel spreadsheet ready to be uploaded:



Step Five  - Import The Metadata Log to LEP

Go to Add Case Documents.
Navigate to the Upload page and click on the Upload button, following the steps of a normal upload.  The file extension will populate the metadata instead of just reading the Excel as a regular file upload.  
Fill out the Batch Title, (suggest specifically referring to the coding project or metadata). Then fill in the DocSource.
Click next.
Add in the Excel file and click Upload.
Allow a couple of minutes for the metadata to be processed and uploaded.


Test

Upload this sample file, mapping Excel spreadsheet to a test case, to practice this procedure.

See
Coding in Excel & Upload Metadata feature for more information.