Built-in Doc Fields
Each Built-In Field (see partial list in the screenshot above) is described below:
Doc Id: An internal string of numbers automatically generated to keep track of each file uploaded/processed.
Hash MD5: This is a read-only file that shows the hash value of loose files. For email, the hash value is based on an email's metadata.
Control Number: An option in the Add Case Docs page to add sequential numbers to all or a selected upload batch of case documents. If the option is selected, they print on the bottom-right of a page during a Briefcase export. One sequential control number is assigned for the document as well as each page (e.g. 1.001, 1.002., 1.003). There is an option to add a prefix as well (e.g. LEXBE 1.001, LEXBE 1.002, LEXBE 1.003).
Original Title: Original title of the document uploaded in the Platform.
Description: Provides brief details about the file. (e.g. Picture). This is an editable field.
Extension: Current file format. (.PDF, .DOC, .PPT).
Original Ext: Original file format.
Doc Category: A broader categorization of documents like HTML, Spreadsheet. It is determined at time of processing and refers to the original file before conversion.
Source FilePath: Refers to the Folder Path within Microsoft Outlook and is named after the original sender of email data.
Pages: The number of pages shown in the document.
Words: The number of words in the Search Index for the document.
Size: The size of the document (e.g. 2.73 GB). The size is recorded in Bytes format if exported to Excel.
Doc Date: This is a control field. During upload, the Platform will extract the Date Sent from emails and automatically populate the Doc Date or Date field by default. This field is editable.
Master Date: This is a ready-only container date. For Native files, it is the Date Last Modified or the Date Created (if Date Last Modified is not available). For Emails, it is the Date Sent. The date will propagate to all attachments of parent emails. Attachments to an email that was sent 1/1/2001 at 1PM, will have the same Master Date (1/1/2001 at 1PM).
Date Sent: The Platform extracts and uses the Date Sent from emails, unless the original is blank, in which case Date Received is used. This field is left blank for native files (e.g. Word, Excel documents). This field is editable.
Date Received: The Platform extracts and uses the Date Received from emails and displays as a column, unless the original was blank. This field is editable.
Date Created: Displays the date stored in the properties of the file, when it was first created. This field is editable.
Date Last Modified: Displays the last time the file was modified or edited. This field is editable.
Folder: If documents are assigned to a specific folder, this column will display the folder name. This field is editable.
Custodian: Displays the Custodian linked to the file. This field is editable.
Review Status: Displays the icon , if the file has been reviewed by the user or Blank, Not Responsive, Responsive, Needs Further Review. This field is editable.
Key Document: Displays the icon , if the file is marked as a key document. This field is editable.
Notes: Display the icon , if the file has Notes. Drag mouse directly to the icon to view the contents of each note. This field is editable.
Bates: Displays the labeling used in the files. This field is editable.
Responsive: Displays the icon, if file has been marked responsive. This field is editable.
Attorney-Client Privilege: Displays the icon for documents with the attorney-client privilege designation. This field is editable.
Attorney Work Product: Displays the icon for documents with the Attorney Work Product designation. This field is editable.
Confidential: Displays the icon for documents with the Attorney Work Product designation. This field is editable.
Confidential: Displays the icon, if file has been marked as confidential by the user. The text, Confidential, will print on the lower right of a Bates stamped page once the production or download is complete. This field is editable.
Custom Designation: Displays the icon, if the file has been marked with the Custom Designation tag by the user. The Custom Designation tag is equivalent to the Attorney Eyes Only, Confidential, Subject to Protective Order or other special designation for confidential documents. This tag will pull the text entered in the Custom Designation fields and print it on the lower right of a Bates stamped page once the production or download is complete. This field is editable.
Doc Source: Used to identify an entire set of documents and also for filtering. This field is editable.
From: Displays the sender’s name by pulling it from the original email. This field is editable.
To: Indicates an email was sent to another email address. This field is editable.
Cc: Indicates a copy of an email was sent to a Cc. This field is editable.
Bcc: Indicates a copy of an email was sent to a Bcc. This field is editable.
Subject: Displays the subject matter line of an email. This field is editable.
Doc Type: This field is left blank and can be populated by the user as desired. This field is editable.
Near Dup Group: Indicates the file is part of a Near Dup Group.
Date Uploaded: Displays the date the file was uploaded to the case.
IsEmailAttachment: Indicates the document is an attachment to an email.
Placeholder: Indicates the document has a placeholder file (file did not convert during processing).
IsDuplicate: Indicates the document is a Duplicate.
Is Translated: Indicates the document is translated.
Is Redacted: Indicates the document is redacted.
Is Annotated: Indicates the document is annotated or highlighted.
Fields stay selected until changed. Custom Doc fields can also be exported to Excel.
How to Work With Built-In Doc Fields
The user may apply one Doc Field to multiple documents, using the Multi-Doc Edit function from the Browse and Search pages.
Apply filters based on the Built-in Doc fields to quickly narrow down results from the Browse and Search pages.
Export to Excel is available from the Browse and Search pages.
Differences between Built-in Doc Fields and Custom Doc Fields
Built-in Doc fields are the standard sections/columns contained in the Platform. Custom Doc Fields are sections/columns that the Admin Account User creates in a case.
Doc Id and Control Number
The user may export files based on the Doc Id or the Control Number from the Browse or Search pages using the Export->Export To Briefcase Download function. See Control Numbers for more information.
Extension and Original Ext
The Extension and Original Ext are left blank when the document has no extension or during aTIFF upload. In a TIFF upload, the Extension is left blank because the documents are from a TIFF upload. This is done by design so the user is able to tell the difference between the TIFF file (an actual image file) and TIFF upload (image files of documents). If a TIFF upload contains Original files then the Extension column for those documents will be populated.