Importing Codes and Other Review Product

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Intro

You can use the import feature on the ‘Codes’ page under Case Settings to update the review status and review product applied to documents. This review product can include codes, binders, ratings, notes or redactions. The most common reasons to use the import functionality are to transfer review data between projects, transfer review data from original documents to the produced version, and migrate review data into Everlaw. This feature can also be used to quickly add new codes to a coding sheet. 

 

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Transferring Data Between Projects in Everlaw

By design, projects do not share review product. If the same document is in two projects, any ratings, codes, notes, etc. applied to it in one project are not reflected in the other. However, you can use the import feature to migrate data from one project to another.

Step 1: Create a CSV export that includes the documents you want to transfer data from. At minimum, the export must contain the ‘Begin Bates’ and ‘End Bates’ fields. From there, you can add the ‘Codes’, ‘Notes’, ‘Binder’, or ‘Rating’ fields, depending on your needs.  

  • For notes or redactions, select “Notes” under the “Grid Column”
  • For Binders, select “Binders” under the “Grid Column”
  • For Rating, select “Rating” under the “Grid Column”
  • For codes, select specific codes or categories you plan to transfer. If you want to transfer all codes, simply select "All Codes" or "All Categories". Make sure to also select “Exported Codes” under “Special Column”, which allows you to export codes in the correct format for import. 

Capture_-_export_codes.PNG

Step 1a: If codes are exported, you need to take two extra steps to prepare the CSV file for import. Open the file in a program like Microsoft Excel, 1) Change the column header "Exported Codes" to "Codes", and 2) Delete the remaining columns of specific codes or categories.

Step 2: Navigate to the database that you want to import the data into. Go to the ‘Codes’ section of the Case Settings page and scroll to the bottom. Open the file selector and choose the export you just created. Click the ‘Verify Import’ button. The following dialogue should appear:

Capture_-_import_codes.PNG

The box displays all the detected Bates prefixes. If you don’t want to import data for documents that fall under a particular Bates prefix, delete the prefix from the list. If you are importing coding, and the codes you are attempting to import do not exist in the database, you must check the ‘Create new codes’ box. This will also add any new codes and coding categories to the coding sheet. The appropriate binders will also be created if binder information is included in the import file.

Step 3: Click ‘Import’ to launch the batch update. The progress of the update can be monitored on the homepage, under the Batches and Exports column. 

 

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Transferring Data From Original Documents to Produced Versions

Review work can also be transferred from original documents to the produced versions for easy reference. The steps are very similar to transferring data between projects. 

Step 1: Create a CSV export that includes the original documents you want to transfer data from and any review data you want to transfer. 

Step 2: Create a CSV export that includes the produced documents you want to transfer data to and the field “Produced From". This will serve as a mapping file in Step 3. 

Step 3: Prepare a CSV file for import by replacing Begin Bates in the first CSV file with the Begin Bates from the second CSV file. 

Step 4: Import the data using the CSV file created in Step 3. 

 

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Importing Outside Review Product

Review product from other platforms can be imported into Everlaw in the exact same way as transferring data between projects. The naming and structure of the import data must be the same as an Everlaw CSV export. Otherwise, the import will fail and an error message will be returned.  

You should use an Everlaw CSV export as a model of how to structure outside data. Follow the instructions outlined in the previous section to import after conforming the structure of the data to match the Everlaw CSV format. 

You can also request Everlaw to import your review data as codes for you. This would incur data manipulation charge at $140 per hour. The amount of time required will depend on the size of your dataset and the complexity of your coding sheet. 

 

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