Add Case Documents

Location: Case >> Add Case Documents

General

The Add Case Documents page allows for the self-service upload of documents to the case. The maximum size of the upload batch is limited by the user's Internet connection upload speed which can sometimes be significantly slower than download speeds. One source to check upload speed is http://www.speedtest.net. As such, we recommend keeping each upload batch to ~10 GB. For large uploads, please contact Professional Services for alternative upload options.

Uploading Documents

  1. Click + New Upload in the upper right corner.

  2. Fill in the fields as needed and click NEXT. An explanation of each field is available below.

  3. The Upload Window will appear. At this time, you may either drag and drop files into the Upload Window, or click on Choose File to select files using Windows Explorer.

a. Large files are automatically broken into multiple parts of 2 MB each to improve upload speed. Progress is shown for each individual batch (demonstrated below in the Upload Window image).

b. Do not close this window until the message appears stating that the upload is complete. Click Cancel All to interrupt the upload in progress.

  1. Upon upload completion, close this window to return to the Add Case Documents page. Click Refresh to see the newly uploaded batch.

Upload Dialogue Box

Upload Dialogue Box Fields

Batch Title. Unique name assigned by the user for an upload to the case. This field can contain both text and numbers up to 256 characters.

Batch Comments. This field can contain both text and numbers up to 1024 characters.

Doc Source. This field can contain both text and numbers up to 256 characters and can be used as a filter.

Custodian. This field contains a drop down list. The selections must be assigned before an upload. See Custodians for more information. The default setting is Unassigned.

Time Zone Offset. The default is Universal Time. This affects how emails are converted to PDF. See Email Time Zones for more information.

Perform OCR on PDFs. Image-based PDFs will be converted into Searchable PDFs. Uncheck this box if the PDFs have OCR and the existing OCR should not be replaced. See OCR for more information.

Uplolad Window

Upload Processing: Completion Notification

Uploaded files will start processing automatically. Click on the Processing hyperlink at the top right of the screen to receive automatic email notification when processing is complete.

The Uploads Table

Uploads appear in the Uploads Table. By default, the table is sorted by the Date field (i.e. the date the upload was initiated); however, the table can be sorted by any of the other fields by clicking on the field name. Users will find the following functions and fields in the upload table:

Blue Bar Functions

Delete Selected Uploads: Clicking will delete the selected batches including all documents contained therein. This option is greyed out until a batch has been selected.

DeNJST Selected Uploads: Select desired batches and click to perform DeNIST

+ New Upload: Click to create a new upload batch.

Vertical Ellipses: Click to access the Deduplicate, Deduplicate by Custodian, and Assign Control Numbers functionalities.

Uploads Table

Checkboxes: Select one or more of these to identify batches for deletion. Clicking the Checkbox at the top will automatically select all batches.

Title: Displays the title of the upload batch. This field can be edited at any time.

Date: Date the upload was executed.

Utc Offset: Displays the Time Zone Offset applied to that upload.

Comments: Displays any comments entered for that particular batch. This field can be edited at any time.

User Name. Name of the user who uploaded the batch of files.

Custodian: Displays the Custodian assigned at the time of upload.

Source: Displays the Doc Source entered at the time of upload.

Vertical Ellipses:

  • View Upload Reports: Clicking this icon takes users to the Case Assessment page where custom reports can be generated.

  • View Upload Validation: Clicking this icon opens the validation report for that batch. It provides basic details about the upload and identifies any placeholders.

  • Edit Upload: Click to edit the Title or Comments fields for that particular upload.

Uploads Table

Viewing Documents in an Upload Batch

To view documents in a specific upload, go to the Add Case Documents page and click on the Title of the applicable batch. This action will take the user to the Browse page to view all the documents for that batch in expanded form.

Batches may also be viewed from the Browse or Search pages by applying a filter using the Upload Batch field. Upload batches are denoted by their Title within the Upload Batch field in Lexbe's filter.

Quality Control

When an upload is completed, quality control procedures should be performed on the uploaded files. See QC for Native Uploads and QC for TIFF Uploads for more information.

Click the View Upload Reports and View Upload Validation icons to generate reports for QC based on different options such as Doc Count By Master Date, Doc Count By Extension, Doc Count Unsupported by Extension, and Doc Count Failed To Convert by Extension. See Case Assessment for more information on advanced visual reports.

Deleting Container Files

The user can safely delete the original RAR/ZIP files from a case after the data has been extracted. PSTs can also be deleted from the Lexbe eDiscovery Platform (LEP) after the upload has finished processing.

Miscellaneous Upload Information

Supported File Formats

See Supported File Types to learn more. Files that are unsupported can be uploaded, but they will receive a placeholder in the platform. Viewing these files in the Document Viewer will often require the native application to be installed.

Upload of ZIP or RAR Password Protected Files

Make sure ZIP or RAR files uploaded to a case are not password protected. If they are, then the file will receive a placeholder and no files will be extracted.

Uploading Folders

To upload a folder of documents, the folder needs to be zipped and then uploaded as a single zip file. When uploading folder structures (i.e. folders with nested subfolders) in a zip file to LEP, by default all files will be assigned automatically to a general folder called Unassigned. Folders may be organized. See Manage Folders for more information. Often it is better to organize files using Custom Doc Fields rather than folders. See Folders vs. Document Fields/Tags for more information. If there is a nested folder structure in the uploaded container files (e.g., Zip, PST), the paths will be mapped automatically to the Source FilePath field in the application.

Upload Productions with Load Files

It is possible to self-upload standard productions from Concordance, Relativity, iPro, iConnect, and Summation; however, some pre-processing is required before uploading the files. See Tiff Uploads for more information.

Upload of Translated Documents

LEP allows bulk upload of translated documents. See Bulk Upload of Translated Documents for more information.

Upload of Redacted Documents

LEP allows bulk upload of redacted documents. See Bulk Upload of Redacted Documents for more information.

Upload of Emails

Do not zip a PST or OST file. These files can be uploaded without being zipped.

Email Metadata Extraction

LEP supports automatic extraction of email metadata (date, time, sender, receiver, subject, type) and assigns to the corresponding fields as shown below.

For questions or problems related to uploading documents, please contact Professional Services. For new jobs to be handled by Professional Services, fill out the Lexbe Data Ingestion Form attached to the bottom of this page and send to Professionalservices@lexbe.com (see Policy for Lexbe-Assisted Uploads).