This article covers organization admin functionalities, which are available to certain users with contracts covering unlimited database creation.
Table of Contents
- Special columns, metadata parsing, combine, normalize
- Select folders
- OPT files
Please watch this video for an overview of upload modification:
Everlaw allows you to re-upload documents that are already on the platform to replace images, text, natives, and/or metadata, as well as to add additional metadata information or fill in missing files. This maintains any review product (such as codes, notes, and ratings) on the documents. One use case is when the other side has provided replacement documents that they forgot to redact initially. You can replace the images and text with the new, redacted copies but maintain any notes you have applied to the document.
When you are using the upload modification tool, you must have a loadfile that only contains documents that are already on the platform. Everlaw does not support loadfiles that are a mixture of new documents and documents already on the platform.
Follow the steps detailed above. However, after you drag in the folder and select the approving user, select “Modify Existing.” Then, select which fields you would like to modify: text, images, natives, or metadata. You may select multiple fields, but make sure that files of all types you select are present in the files. If you select natives and then do not provide a native path in the special columns step, the uploader will not allow you to continue.
Please note that you cannot switch whether an upload is for new documents or is to modify at any point after this, so if you realize later that you have selected the wrong option, you have to delete the upload by clicking the trashcan icon and start the entire upload over.
Special columns, metadata parsing, combine, normalize
These steps are the same as those taken when identifying special columns while uploading new documents, but when you are only modifying metadata, text, and/or natives (i.e. not images), you only need to provide begin Bates. End Bates or page count are not needed. If you are changing the page numbers of documents (e.g., when replacing full documents with placeholders, which usually reduces the page numbers), you will be prompted to confirm that this is what you want.
This process is similar to resolving inconsistencies when uploading new documents, with the difference that it will also compare the metadata fields you mapped various loadfile fields to last time. The uploader will provide you with the previous mapping of each field. Importantly, mapping a loadfile metadata field to a new metadata field on Everlaw will delete the values in the old field to migrate the values over. This is because the system does not want to store extraneous data, and believes that if you have remapped it, there is good reason to have done so. If you do not want the old values to be removed, go to the previous step and re-map the metadata to the same field that it was previously mapped to.
The image below shows a conflict concerning the DOCDATE metadata field. The values under this field were previously mapped to a semantic field called “Doc Date.” The metadata modification changed the field to a canonical date field, DOCDATE. You can continue with the modify upload if you are sure that you would like to remap your data to DOCDATE and remove values previously mapped under Doc Date. You can also go back to the Normalize step and change DOCDATE to Doc Date if you would not like to remove old values.
This step is unique to modify uploads. It asks “What should we do with existing metadata values?” and provides you with the option to replace existing values or clear all existing values before updating. If you would like to solely modify the metadata fields that are listed in your new loadfile, choose 'Replace existing values.' This will only replace the metadata fields for which there are new values in the current modify upload. If you would like to get rid of all document metadata in the set you are modifying, select 'Clear all existing values before updating.' Note that selecting to clear all existing values will delete all existing metadata for your documents, not just the fields that you are modifying. Choosing to clear all existing metadata values can have unintended consequences and is usually unnecessary, so it is best to only select this option if you are sure that it is best for your situation.
Similar to the “Review” step when uploading new documents, this gives you a summary of what changes you are making, any fields that are now being mapped to a different field than in the initial upload, and any non-canonical fields that are being added.
Select folders and verify files
These steps are the same as when uploading new documents.
An OPT file is an explicit listing of the name for each page of a document, including the filename of the image for that page. It is used to determine the names of image files when the name cannot be determined implicitly from the document’s Bates range and page count.
An OPT file is required whenever there is an inconsistency between the number of pages indicated by the Page Count column and the implicit number of pages described by the Bates range. For example, loadfile record ABCD001-ABCD010 has a page count of 12 whereas the count implied by the Bates range is 10. An OPT file will be required to rectify the inconsistency. There are several possible reasons for the apparent or actual inconsistency:
- The Page Count column is inaccurate (rather than provide an OPT file you could ignore the Page Count column).
- Some pages have non-obvious names, e.g., the pages go ABCD001, ABCD002, ABCD002.2, ABCD002.3, ABCD003, ABCD004, … ABCD010. In this case the Bates range is correct and the page count of 12 is correct. The OPT file is needed to determine the name for each image. This problem may not be obvious without inspecting the images.
If the Page Count is correct but the Bates range is incorrect, an OPT file won’t fix the problem. You will need to correct the Bates range in the loadfile.
Another case requiring an OPT file is whenever the names of a document’s images cannot be inferred from the Bates range. For example:
- ABCD001-ABCD004.4 (some pages use a page separator, others don’t)
OPT files are currently not supported for uploads using PDFs as the image format.
For common errors when modifying documents, please see our help documentation.