Download Briefcase

Location:  Case >> Download Briefcase

General

The Briefcase feature in the Lexbe eDiscovery Platform (LEP) facilitates self-service exporting of documents. On this page, users can download briefcases directly to their desktop, or they can share briefcases with parties outside of LEP by creating a shared link. 

Important Insights

• Briefcases can increase hosting costs as they're counted toward the account's monthly GB usage. Billing is based on the account's highest GB usage during the month. 

• The recommended size for a briefcase is anywhere from 0 to 5 GBs as downloads are subject to the user's internet connection speed.

• The Briefcase feature does not generate load files. To run a production, please go to the Production Job page.

• If a document is included in a briefcase and then later deleted from the case, that document will still be included in the briefcase when the briefcase is downloaded.

Briefcase Options

For each Briefcase export, the following information can be entered into the dialogue window:

Title:  Unique Name for the briefcase being downloaded.  By default, the title will display as 'Briefcase MM/DD/YYYY.'

Comments: Specific comments related to the briefcase can be added here. This can be edited after processing completes by clicking on the briefcase title to open the Edit Briefcase window.

Name Files: The user may name the files using the following fields: Doc Title, Bates Numbers, Control Numbers, Doc Dates, Original Doc Titles, or Doc IDs.  When naming files by Doc Dates, the standard date format must be YYYY-MM-DD (e.g. 2020-10-21).

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

Custom Designation: This field can be edited, and can fit up to 50 characters. The Custom Designation section must be used in conjunction with the Custom Designation tag and Bates Stamp to print it on the lower right of a Bates stamped page. The Custom Designation field is equivalent to Attorneys' Eyes Only, or other special designation for confidential documents. 

Doc Id:  This is an internal unique number automatically generated to keep track of each uploaded file. 

Control Number: This is a sequential number similar to Bates numbering that may be used as an internal reference during review. Users can add a unique prefix to the control number. It will print on the bottom right of the page as an option in Download Briefcases. See Control Numbers for more information.

Bates Stamp: If checked, it will apply the Bates numbering to all pages of the PDF documents. The Bates field must be populated before downloading to a briefcase.  If a Bates number is already on the PDF image, then this function will write the Bates again (which may not be intended).  This function is meant for a limited number of documents, such as preparing for a deposition, and is not intended as a substitute for running a document production. 

Notification:  Select this option to receive email notification (user email address) when the Briefcase download is completed. 

Merge Pdfs:  The Platform allows the user to merge multiple PDF documents from the same batch into one single file.  Separator sheets will automatically be added in between each document when this option is selected.

Allow Sharing:  Check this box to share the briefcase with non-Lexbe users. This option can be changed post-processing by clicking on the briefcase title to open the Edit Briefcase window. 

Expand Email: This allows users to export the selected documents plus all family members to a briefcase.

Briefcase Folder Structure

When a briefcase is downloaded, it will include a parent folder titled "Briefcase", and within that parent folder will be the following:

ANNOTATED  Includes any annotated versions of the files.

ANNOTATEDMERGED  (Only if Merge PDFs Option is Selected):  This folder contains the PDFs from the Annotated folder merged together to create a single PDF.

ORIGINALS  Folder designated for all native files. MSGs and container files will also be part of the Download Briefcase in the ORIGINALS subfolder. 

PDF  The PDF version of the corresponding native files (Word, Excel, etc.) that are automatically created after an upload.

PDFMERGED  (Only if Merge PDFs Option is Selected): This folder contains the PDFs from the PDF folder merged together to create a single PDF.

REDACTED  Includes any redacted versions of the files.  Briefcases are not intended for productions and do not withhold Privileged documents, Work Product documents or natives that are associated with redacted documents.

REDACTEDMERGED  (Only if Merge PDFs Option is Selected): This folder contains the PDFs from the Redacted folder merged together to create a single PDF.

TRANSLATED  Includes any translated versions of the files in .pdf format.

TRANSLATEDMERGED  (Only if Merge PDFs Option is Selected): This folder contains the translated documents from the Translated folder merged together to create a single PDF.

Deleting Briefcases

Once the user has created and downloaded the briefcase, it may be deleted from Lexbe.  Deleting the briefcase  will have no effect on the original documents from which the briefcase was created.  To delete a briefcase, click the trash can icon next to the applicable briefcase. Click OK to confirm the deletion.