Location: Case >> Download Briefcase
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.
Briefcases can increase monthly hosting costs as they count 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.
When viewing a document in the Doc Viewer, the user may export the current document to a briefcase by clicking on the download arrow in the blue bar on the upper right corner of the screen.
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 download.
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 is a default value to designate confidential information in a set of documents on a case level. 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 in order to print a message on the lower right of a Bates stamped page once the download is complete. The Custom Designation is equivalent to the Attorney Eyes Only, Subject to Protective Order or other special designation for confidential documents.
Doc ID: This is an internal string of numbers automatically generated to keep track of each file uploaded/processed. It identifies documents printed before Bates numbers have been used (e.g. during review process before a production). It also allows in multiple productions (different Bates) that the produced document is the same (same Doc ID as a control number).
Briefcase Dialogue Window
Control Number: This is a sequential number similar to Bates numbering that may be used as an internal reference number during review. There is an option to add a unique prefix to the control number. It will print on the bottom right of the page as an option in Download Briefcases and Productions. See Control Numbers for more information.
Bates Stamp: If checked, it will apply the Bates numbering to all pages of the PDF documents included in the download. Bates numbering must be applied before downloading to a briefcase. Adding Bates numbering to a large number of documents can take a long time or even time out. If this happens, break into smaller batches and download again. 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 conducting a document production. See the Production Job for more information.
Notification: Select this option to receive email notification (user email address) when the Briefcase download is completed.
Briefcases can be downloaded locally by selecting Case >> Download Briefcase. Click the download arrow next to the briefcase to be downloaded.
Clicking the Download arrow will open a dialog box on the user's local machine prompting the user to save the compressed (zipped) folder to the computer.
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.
ORIGINALS: Folder designated for all native files (Word, Excel, JPG, PGN, etc.) 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.
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.
The Platform allows the user to share files with non-Platform users. See Shared Briefcases for more information.
Download Times and Other Considerations
The time to create a Briefcase depends on the number of documents and whether they are being Bates stamped. The Briefcase will be available for download from Case >> Download Briefcase.
The download of a smaller set of documents without Bates stamping will be completed very quickly; however, exporting a large number of documents with Bates stamping will increase processing time.
Creating a Briefcase with Bates Stamped Documents
Create a custom tag from the Management >> Manage Custom Doc Fields (e.g. To Print >> To Print by Bates).
Tag the documents with the custom field using one of these options: tag and save in the Doc Viewer; select (with checkbox) from Browse and use multi doc edit to tag; apply another search or filter and select the results and tag with multi doc edit; or update the field in Excel and upload using the Excel update feature.
Once all documents are tagged, filter on that tag in Browse and Export to Briefcase. For the file name option, select Use Bates Numbers. For Bates Stamps, select Use Existing Bates Numbers. Select Notification on Completion. Click Create.
When notified of completion, go to Case >> Download Briefcase. Use the edit button to share a download link.
Once the user has created a download zip file and downloaded the briefcase to a local computer or LAN, it may be deleted from the Platform. Deleting the briefcase download will have no effect on the original documents from which the download zip file was created. To delete a briefcase, select the checkbox to the left of the briefcase Title(s). Click Delete Selected Briefcases.
The Platform allows the user to merge multiple PDF documents from the same batch into one single file. The user may also insert a separator sheet in between each page of the file. See PDF Merge for more information.