Custodians
Location: Analysis >> Custodians
General
Displays the Custodians involved in the current case. Custodians are the litigants, deponents, witnesses and other individuals and organizations in the case that provide factual information. The Lexbe eDiscovery Platform (LEP) allows the user to record each custodian's name, relation to other custodians and a description of the role the custodian plays in the case. See Tracking Files By Custodian for additional insights on custodians.
Creating New Custodians
NOTE: Custodians must be created before they are available for selection when uploading data into the case.
1. Navigate to the Analysis tab and select Custodians.
2. Click the blue and white + icon in the upper left corner.
3. In the "Create Custodian" dialog box, select Person or Organization from the dropdown and add the custodian's name.
When adding a person, use the Last Name, First Name format (e.g. Smith, Ralph) for more efficient sorting
4. Click Ok to add the custodian to the list.
5. Populate the Custodian Information screen with as much information as desired. The available informational fields are:
Name, Affiliation and Email
Job Title and Address
Cell Phone, Main Phone, Fax
Role, Memo and Custom Field
Users may also import custodians using Excel as described below.
Creating a Custodian
Import Custodians using Excel
Users may import a list of custodians created using Microsoft Excel (.xls, .xlsx). Prepare the spreadsheet with the same headings that are on the Custodians page, as follows:
The column headings should all be present (the information can be left blank)
Fill in the desired information, and save the file to your desktop
Click on the kebab (the vertical ellipses) in the upper right corner
Click Import Custodians and select your Excel sheet
Refresh the page to see the imported custodians
Editing Custodians
1. From the list on the left, click on the custodian whose details you wish to edit
2. The custodian's card will open, so the desired changes can be made
3. Click Save to save your changes, or click Cancel to remove your changes
Deleting Custodians
Please note, the Custodian field will be changed to Unassigned for any documents where the custodian has been deleted from the case.
1. Using the list on the left, identify the custodian you want to delete
2. Click the X to the right of their name
3. A dialogue box will appear, click OK or Cancel as desired
Exporting Custodians To Excel
Follow these steps to export a list of the custodians in the case along with all of their corresponding details.
1. Click on the kebab (the vertical ellipses) in the upper right corner
2. Select Export to Excel
Searching Custodians
Type a custodian's name into the search bar to quickly locate an entry.
Assigning and Filtering on Custodians
From the Add Case Documents Page
Custodians can be assigned when uploading documents from the Add Case Documents page if they have been created prior to upload. See Fig. 1 below.
From Browse/Search Page
To assign custodians from the Browse/Search page, select the desired document(s), click Multi Doc Edit and select Custodian. In the "New Value" dropdown, select the desired custodian and click Update to complete the process. See Fig 2 below.
To filter on Custodians from the Browse/Search page, go to Filter > SELECT FILTER. In the "Add Field" box, type "Custodian" or select Custodian from the dropdown. Click the checkbox beside the desired custodian and click OK to update. See Fig 3 below.
From the Facts & Issues Module in the Document Viewer
Custodians can be assigned to facts in the Document Viewer through the Manage Facts option. This can be used for associating custodians with Facts related to witness interviews, depositions and examinations. See Facts & Issues for detailed information. See Fig. 4 below
Fig. 1: Assigning Custodians when Uploading Data
Fig 2: Updating Custodian from the Browse/Search Page (Multi Doc Edit)
Fig. 3. Selecting the Custodian Filter
Fig 4: Associating a Custodian with a Fact
