Manage Briefcases

Location:  Case >> Manage Briefcases

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 for certain account types 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 10 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.

Setting the Briefcase Export Options

Whether choosing to export a group of documents to a Briefcase from the Browse page or a single document from the Document Viewer, the user will be presented with a dialog box to input the briefcase export options. The following information can be entered in the dialog window:

Title. The unique name for the briefcase being downloaded. By default, the title will display as 'Briefcase M/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 choose to name the files using one of the following fields: Doc Titles, Bates Numbers, Control Numbers, Master Dates, Original Doc Titles, or Doc Ids. 

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. Checking this box will stamp the existing Doc Id (an internal unique number automatically generated to keep track of each uploaded file) onto the bottom of PDFs exported in the Briefcase. 

Control Number. Checking this box will stamp the existing Control Number on the bottom right corner of the page. 

Bates Stamp. Clicking the Bates Stamp box will stamp the existing Bates number associated with the document in LEP on the bottom right of the PDFs exported in the Briefcase.

Notification. Select this option to receive an email notification (to the user's email address) when the Briefcase download has finished processing. 

Merge PDFs. This selection will merge multiple PDF documents from the same batch into one single large PDF file. Separator sheets will be automatically added in between each document when this option is selected. See PDF Merge for more information. 

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. Checking this allows users to export the selected documents plus all family members to a Briefcase. WARNING: Exporting emails and their attachments to a Briefcase will NOT sort the emails and attachments in sequential order unless Control Numbers are applied first and the option to name by Control Numbers is selected. See the Control Numbers Help Page for more information. 

Briefcase Folder Structure

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

ANNOTATED.  This folder will only be output if documents in the Briefcase have been Annotated using the Annotation Editor. 

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.  This is the 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. If the option to include existing Bates numbers on the PDFs was selected when creating the Briefcase, then the PDFs in this folder will have the existing Bates numbers stamped in the lower right corner. 

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. See the Redaction Editor Help Page for more information. 

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 on the far left. Click OK to confirm the deletion.