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.

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 withholding settings of the production protocol. 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, so you know how to change the review work:

1. Select the three dot menu in the upper right hand side of the production card.
2. Select View/Edit Configuration. This opens a dialog that summarizes your production configuration.
   
3. Navigate to the header that says Withheld to see the rules for documents that were withheld for privilege.
   

To change the review work so additional documents are identified as privileged:

1. Select 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. Select the the three-dot menu on the production card and select Modify Production. This opens a dialog with options for how to modify your production.
   
3. The Claw back section should show that documents have been selected as privileged. 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. This starts the production modification.
6. When the modification is done, the modified production can then be shared with the documents correctly reflecting the new privilege status. 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 as clawbacks, described above. The difference is that you change the coding of the source (original) documents to remove the review work that matches 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, so you know how to change the review work:

1. Select the three dot menu in the upper right hand side of the production card.
2. Select View/Edit Configuration. This opens a dialog that summarizes your production configuration.
   
3. Navigate to the header that says Withheld to see the rules for documents that were withheld for privilege.
   

To change the review work so that the documents are no longer  identified as privileged:

1. Select the three-dot menu on the production card and select View Source Documents.
   This pulls up a results  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. Select the three dot menu and select Modify Production. This opens a dialog with options for how to modify your production.
3. The Unprivilege section should show that documents are no longer privileged. 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. When the modification is done, the modified production can then be shared with the documents correctly reflecting the new privilege status. 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.

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.

Here are two examples where this might be necessary:

• You need to produce natives for a document type you did not before. With an arbitrary set, you can  re-run 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.
• You now want the production images in PDF instead of TIFF, and so need to 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 can only 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 run a production modification on an arbitrary set, you first need to edit your configuration. To do so:

1. Select the three dot menu of the production card.
2. Select View/Edit Configuration. This opens a dialog that summarizes your production configuration.
   
3. Select the pencil button. This opens the production protocol wizard, where you can edit the configuration.
4. 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. 
5. On the Summary page, select one of the following:
   • Yes, save changes to protocol if you'd like these changes to apply to the protocol that can be used again
   • No, do not make any changes to protocol if you want these changes only to apply to this current modification, and to leave the protocol without the changes.
6. Select Save. This saves your new configuration so that you're ready to re-run the production. The Share button on the production changes to either say Modify or Package, depending on the edits made to the production configuration.
   • Most production configuration changes will cause the Modify button to appear and will require you to select a set of documents to produce.
   • Edits to the following cause Package to appear instead:
     • The privilege log
     • Adding encryption
     • Changing the production’s packaging
     • Include/exclude load files

Repackage a production

If your production cards says Package, you must rename the modified production to get it ready to share. To do so:

1. Select Package to open a dialog to rename the modified production before repackaging.
   
2. Enter a name  for the packaged production. Optionally, enter a description.
3. Select Rename and package.

Modify a production

If the button on your production cards says Modify, you must define the set of documents you want to re-produce. To do so:

1. Select Modify to open a search that allows you to specify which documents to run the production modifications on. The default search is built to  produce the entire set, but you can edit it to choose any subset of these documents to re-produce. 
   
   
2. When you have built the query for the correct set of documents, select Save.
   
   
3. Arbitrary set should already be selected. It not, select it here.
   If you only changed the configuration of the load file and don't want to re-produce all the documents, select Metadata overlay only to modify just the load file and not all the documents in the production. 
   
4. 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. 

5. Name the modified production.
6. Select Modify # docs.
7. Select Modify to confirm.This starts the re-run of your production.
8. When the production is complete, select Package. This creates one complete ZIP file with the entire production, reflecting the most recent changes.
9. When the packaging is complete, you can use the Share  button to share the most recent production. Learn more about sharing in our article on Sharing Productions and Production Access Logs.

Download productions and view production history

To download the modifications alone, rather than the entire production:

1. Select Show Production History. This opens a menu with the history of your production.
2.  Select the download button.
3. Choose how you want to access the documents. The options are the same as described in our article on sharing productions.
   There is an additional option to Download excluded native list. This is a CSV with columns for the source Bates/Control#, the produced Bates number, and the reason for exclusion. It includes information about documents that had their natives excluded from the production for the following reasons:
   
   • Native has metadata redactions
   • Image is redacted but native is not
   • Native has at least one child document that was either withheld, privileged, contained metadata redactions, image redactions, or was not included in the production.
     

 

From the production history display, you can also see the configuration associated with each version of a production and the description of that modification. To do so, select the gear button in the modification row.

Modified metadata fields

If your modified production includes changes to metadata fields and/or values, the updated fields are reflected in the modification's load file.  To download the updated load file without downloading all the documents:

1. Select the download button.
2. Select Download included documents.
3. Select Load files only. This initiates a download of the load files. 

In the modification's load file:

• Removed metadata fields contain blank values
• 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 can download the metadata overlay. The metadata overlay provides all metadata fields for the modified documents, regardless of whether you have adjusted the metadata fields present in the modified production. The metadata overly does not include load paths that aid in uploading of native or text files.

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