Redacting Spreadsheets

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Introduction

You can now redact as many cells as you’d like from the native view of a spreadsheet, down to the individual cell level. This will allow you to produce native versions of spreadsheets, without needing to image them, while still redacting sensitive information. If you would like to watch a video about redacting native versions of spreadsheets, click here

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Redacting cells

You can redact cells containing sensitive information by clicking on the redaction icon, located under the row of document views in the full screen review window, or on the left side of the top toolbar in the non-full screen review window.

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You will then be able to redact cells in the following ways:

  • Clicking on individual cells
  • Clicking and dragging your cursor over a group of cells
  • Clicking on a row or column heading to redact the entire row or column
  • Clicking the top left corner of the spreadsheet, where the row and column headings intersect, to redact the entire spreadsheet

Redacted cells will turn black, and will show up as redacted if the document is produced. Images and charts on spreadsheets cannot be redacted.

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Each time you redact a cell or group of cells, a dialog box, or redaction control panel, will appear. If you have redacted a group of cells, the redaction control panel’s contents will reflect the topmost and/or leftmost cell that you have redacted; click on another redacted cell to view the control panel for that cell. The control panel gives you the option to choose a redaction stamp from a dropdown menu to apply to your redacted cells. The list of available stamps will reflect those that have been created in Case Settings for your case. Additionally, if the cell you redacted contains a value based on a formula, the control panel will show the cell’s original value as well as the formula.

You can close the redaction control panel by clicking on the X in the upper right hand corner or the blue Done button on the bottom of the panel. Clicking on a redacted cell will reopen that cell’s control panel. You can click the trash can icon in the bottom right hand corner to delete individual redactions.

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Redacting dependent cells

If the redacted cell has dependent cells (for example, if the redacted cell’s value is used to calculate the value of another cell based on a formula), the control panel will show the total number of dependencies and give you additional options for redacting them. You will be able to choose between redacting the dependent cells completely, replacing the cells with a formula, or keeping the cells’ original value. Any option you choose will be applied to all dependent cells. By default, dependent cells are redacted completely.  

Choosing to replace a dependent cell’s contents with a formula or keep the cell’s original value is known as a partial redaction. For any selected redaction, fully redacted cells will be gray, while partially redacted cells will have an orange border. Otherwise, redacted cells will be black, and partially redacted cells will have a red border.

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Importantly, if cell A is dependent on two redacted cells B and C, and different partial redaction options are selected in cells B and C’s control panels for cell A, cell A will be completely redacted.

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Deleting redactions

To delete or hide all cell redactions on a spreadsheet, activate or click on the Annotations tab or icon and navigate to “Native Redactions.” Clicking on the eye icon will allow you to hide all redactions on your spreadsheet while you are still viewing the document. Clicking on the trash can icon will allow you to delete all cell redactions.

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Printing redacted spreadsheets

To burn redactions into a spreadsheet, you must first produce the spreadsheet, then print from the produced version of the file. If you redact a spreadsheet in native view, then print the spreadsheet from the review window without producing, the redactions will not appear on the printed spreadsheet. 

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Producing redacted spreadsheets

There are some important caveats to keep in mind when producing spreadsheets with redactions. While native versions are usually withheld for redacted documents, the opposite is true for redacted spreadsheets. This is because spreadsheets are redacted in native view, while other documents are redacted in PDF or image view. Therefore, if you choose to include natives when producing redacted spreadsheets, the subsequent production will include native spreadsheet files, with redactions intact, and placeholder image files. If your native file format was originally .xlsb, the produced and redacted native documents will be .xlsx.

Additionally, if any columns or rows are hidden in your spreadsheet when it is uploaded into Everlaw, they will be unhidden in the review window, but they will be hidden again when the spreadsheet is produced. 

 

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