Production Modification Tools

With Everlaw’s production modification tools, you can re-run a production if changes have been made to the documents (such as changing a document’s privilege status) or the configuration (production protocol). This article describes how to both clawback documents and unprivilege documents. 

For more information on productions in Everlaw, please see the help articles in our Productions section.

Table of Contents

• Clawbacks and unprivileging documents
• Re-running productions for arbitrary collections of documents
• Downloading production modifications

Note: Changes made to a production do not affect previously shared links to a production. The original production will continue to be available at previously created and shared links. Modified productions should be shared again and access to the original production should be revoked if it is no longer needed.

Additionally, you cannot change Bates numbers or prefixes after a production has been run. Please make sure all Bates numbers and prefix settings are correct before producing. 

Clawbacks and "unprivileging" documents

Using Everlaw's production modification tools, you can:

• Claw back documents that were initially produced but need to be removed from the production due to their privilege status.
• Include documents in the production that were originally withheld for privilege.

Clawback

Clawbacks happen in two steps. First, you change the coding of the source (original) documents to match the privilege settings of the production protocol. Then you re-run the production with the modifiications

Step 1: Change the source document coding

To find the privilege settings for a given production, click the three dot menu in the upper right hand side, select View/Edit Configuration and navigate to the header that says Privileged.

1. Click the three-dot menu on the production card and select View Source Documents.
   This pulls up a results table of all of the production's original documents.
2. Adjust the coding on the documents that had their privilege status incorrectly indicated at the time of the first production. You can code documents individually or code them as a batch.

Step 2: Modify the production

1. After you have correctly coded the documents to match the privilege settings, return to the productions page and locate the card for the production you would like to re-run.
2. Click on the the three dot menu  and select Modify Production.
3. Select claw back.
   Note: the number of documents identified for modification includes attachment family members that were included in the original production. However, only the documents whose coding you have changed will actually be modified. For example, if you add the privilege code to one document in an attachment family of six documents that were all originally produced, only the document with the changed coding will have its contents withheld in the modification. The remaining five attachment family members will remain produced, even though they are identified in the modification step.
4. Give the modified production a name.
5. Select Modify x documents.
6. The modified production can then be shared with the documents correctly reflecting the new privilege status. Note that if the production was shared prior to modification, the old links shared will have to be revoked to remove access from the prior version of the production.

 For information on viewing production history, packaging production modifications, and downloading them, please consult the section at the end of this article.

Unprivilege

Unprivileging documents happens in two steps. They are the same us clawbacks, described above. The difference is that, you change the coding of the source (original) documents so they no longer match the privilege settings of the production protocol (whereas for clawbacks you code documents to add a privilege code). Then you re-run the production with the modifications.

Step 1: Change the source document coding

To find the privilege settings for a given production, click the three dot menu in the upper right hand side, select View/Edit Configuration and navigate to the header that says Privileged.

1. Click the three-dot menu on the production card and select View Source Documents.
   This pulls up a results table of all of the production's original documents.
2. Adjust the coding on the documents that had their privilege status incorrectly indicated at the time of the first production. You can code documents individually or code them as a batch.

Step 2: Modify the production

1. After you have correctly coded the documents so that they no longer match the privilege rule, return to the productions page and locate the card for the production you would like to re-run.
2. Click on the the three dot menu  and select Modify Production.
3. Select Unprivilege.
   Note: the number of documents identified for modification will include attachment family members that were included in the original production. However, only the documents whose coding you have changed will actually be modified. For example, if you remove the privilege code from one document in an attachment family of six documents that were all originally withheld as privileged, only the document with the changed coding will have its contents produced. The remaining five attachment family members will remain withheld with their placeholders, even though they are identified in the modification step.
4. Give the modified production a name.
5. Select Modify x documents.
6. The modified production can then be shared with the documents correctly reflecting the new privilege status. Note that if the production was shared prior to modification, the old links shared will have to be revoked to remove access from the prior version of the production.

Return to table of contents

Re-run a production for an arbitrary collection of documents

You can re-run a production after changing the production configuration to apply the updated configuration to any set of documents from the original production set.

One use-case of this functionality is changing the production configuration to produce natives for a document type you did not before, and then re-running the production for only those documents. That way, it will generate a replacement ZIP file for the receiving party containing only the newly produced natives. As another example, you could decide that you now want the production images in PDF instead of TIFF and could re-run the production for all of the documents in the original production set.

If your modification is only to the load file, you have an option to choose a Metadata Overlay Only. If you select this option, you will only be able to download a revised load file in the production history section, not the entire set of documents. You can download the complete set via packaging and downloading the overall production. 

To begin:

1. Select the three dot menu of the production card.
2. Select View/Edit Configuration and click on the pencil icon. This will take you to a new screen, allowing you to edit the configuration.
3. Move through the protocol wizard to make the changes to your production configuration that you want. Read about creating a production protocol to learn more about each step. 
4. On the Summary page, select:
   • Yes, save changes to protocol if you'd like these changes to apply to the protocol
   • No, do not make any changes to protocol if you want these changes only to apply to this current modification. Then select Save.
5. The Share button on the production changes to either say Modify or Package, depending on the edits made to the production configuration.
6. Most production configuration changes will cause the Modify button to appear and will require you to select a set of documents to produce. Select Modify to open a search that allows you to specify which documents you would like to run the production modifications on. The default search is built to  produce the entire set, but you an modify it to choose any subset of these documents to re-produce. 
   
   Edits to the privilege log, adding encryption, changing the production’s packaging, or choosing to include/exclude load files only require repackaging. Select Package to open a dialog to rename the modified production before repackaging.
   • If you have made changes to the production configuration and  see a Modify or Package button but would still like to share the already run production, you can share it through Production History. For more information, please consult the section at the end of this article.
7. When you have built the query for the correct set of documents, select Save.
8. Arbitrary set should already be selected. It not, select it here. If you only changed the configuration of the load file, you can also check the box for Metadata overlay only to modify just the load file and not all the documents in the production. 
9. If you chose to migrate review work to your produced documents, you can choose what Everlaw does with your documents’ review work during this modification. You can select either Reflect Produced or Merge.
   • Reflect Produced: your newly modified documents have the review work that is presently found on your produced documents. This option ignores the migration settings in your production’s configuration. For example, your source documents have notes and highlights on them, and you did not migrate them in your original production configuration. On your produced documents, you add some new notes and highlights.  If you select Reflect Produced, your modified documents only have the notes and highlights that you applied to your produced documents.
   • Merge: your newly modified documents have the review work of both the source documents and produced documents for the selected migrated fields in your production’s configuration. For fields that were not selected for migration in your production’s configuration, as well as any mutually exclusive fields (e.g., ratings, mutually exclusive codes), your modified documents have the review work currently on the produced documents. 
10. Name the modified production and then select Modify # docs.

You can also use the Modify Production functionality to re-run productions that returned a Processing Error or Packaging Error. Follow the same steps as above to re-run your production. 

Return to table of contents

Download productions and view production history

Unlike running a production for the first time, when running a production modification, the button that usually allows you to download the production instead says Package. The Package button creates one complete ZIP file with the entire production, reflecting the most recent changes. To download the modifications alone, the changed elements are available for download below under Show Production History. From this menu, you can share or download the files that were adjusted without having to re-zip and re-send the entire produced set. 

From the production history display, you can also see the configuration associated with each version of a production, as well as the description of that modification. To do so, simply click the gear icon in the modification row.

Modified metadata fields

If you modified your production and metadata fields and/or values were changed in the process, the updated fields are reflected in the modification's load file available in the Download Modified Documents dialog (choose Loadfiles Only).

In the modification's load file, removed metadata fields contain blank values, and added fields contain new values. A fully updated load file, which contains only the fields present on the produced documents, is available from the main production card once the production has been packaged. 

If you selected Metadata Overlay Only during your production modification, and thus only modified your production's metadata, you have the option to download the metadata overlay. The metadata overlay provides all metadata fields (but not load paths to aid in the uploading of native or text files) for the modified documents, regardless of whether you have adjusted the metadata fields present in the modified production.

Production modification where "Metadata Overlay Only" was selected (note Metadata Overlay download option).