Expected US Release: Apr 28, 2023
Expected International Release: May 5, 2023
Expected Federal Release: May 12, 2023
With this release, we’ve added watermark documents in a production, Storybuilder tab in the full-screen review window panel, and more — read on for more information about the features coming out this month! If you would like to learn more about the features in this release, join us for a live training session.
User-facing features in this release:
- Distinguish Email duplicates from Exact duplicates
- Watermark documents in a production
- Storybuilder tab in full-screen review window panel
- Legal holds are now hold notices
- Export list of users from Project and Database settings
- Produced Search Term improvements
Distinguish Email duplicates from Exact duplicates
This release introduces some highly visible changes to exact and email duplicates across the platform. These changes DO NOT affect the functionality of any existing duplicates workflows or settings. However, please be aware that changes impact how Everlaw refers to exact and email duplicates across the platform.
Summary of Changes:
It is now explicit when email duplicates are used in addition to exact duplicates in areas like search deduplication, grouping, and autocode. Prior to this release, email duplicates and hash duplicates were all identified as “exact duplicates” in the platform.
- If email threading deduplication is turned on for a project, you will now see “exact and email dupes” wording in places where you currently only see “exact dupes” or “project duplicate.” As email threading deduplication is turned on by default in all projects, this is a change that can commonly be seen.
- The duplicates context in the review window is updated to: (1) always show email duplicates regardless of whether email threading deduplication is on; and (2) clearly group exact, email, and near duplicates into separate sub-sections.
Making use of email duplicates explicit
With this release, we are clearly indicating when email duplicates are being used in addition to exact duplicates. However, we are not making exact and email duplicates separately and independently available, except in the review window context panel.
In other words, as with current functionality, if email threading deduplication is off, only exact (hash) duplicates are used for search deduplication, grouping by duplicates, and autocode by duplicates. If email threading deduplication is on, both exact and email duplicates are used. In this sense, there are no practical changes to how duplicates settings and workflows operate in Everlaw.
If email threading deduplication is on, Everlaw will now explicitly convey that “exact” AND “email” duplicates are being used, instead of calling both of these categories an “exact dupe.”
Updates to review window duplicates context
The design of the duplicates context panel is now updated to clearly distinguish between exact, email, and near duplicates. Both exact and email duplicates are independently available regardless of whether email threading deduplication is turned on for a case. When bulk coding, the three-dot menu now shows checkboxes that lets you select and deselect all duplicates of the same type with one click for efficient bulk coding.
To learn more, please see this article on search deduplication settings and duplicates definitions.
Watermark documents in a production
You can now choose to watermark documents when configuring your production protocol! Watermarks allow you to communicate key information about a document without obscuring the contents of the document.
Watermarks can be accessed under the Image Details step of the production protocol. The sample document on the right of the Image Details page will show a preview of the watermark, along with any applied stamps. The preview will automatically update to reflect any text or formatting changes you make.
Single-line and multi-line watermarks will be supported, and you can adjust the opacity and rotation of the watermark as needed.
You can also choose between applying a text watermark or watermarking by code. Watermarking by code will only apply watermarks to documents with the selected codes.
Clicking on “Select codes to watermark” will open up a dialog that allows you to select from a list of all the codes in the project. After selecting a code, you can edit the watermark text, the default being the name of the code.
A maximum of one watermark will be applied to a document. Watermark priority will be based on the order in which codes appear in the dialog. If a document has multiple selected codes applied, only the first will trigger its associated watermark. In the example below, if a document has Watermark Codes: Water A and Watermark Codes: Water Custom, Water A will be the code watermarked on that document.
You can also copy selected codes as native filename endorsements.
The native filename endorsement will be the text in the “Watermark text” field for the corresponding code.
You can only configure watermark settings if you have Admin permissions on productions. Anyone with permission to view a production, including if it has been shared with them, will be able to see the configuration of the applied watermarks. The applied watermarks will be visible when you view the produced documents on Everlaw and on downloaded versions of produced documents.
Like all other production settings, watermark settings will be retained if the protocol is copied. This includes if the protocol is copied over to a new project via templating under Database Settings > Add New Project.
To learn more, please see this article on creating a production protocol.
Storybuilder tab in full-screen review window panel
Everlaw is introducing a new tab in the full-screen review window panel dedicated to Storybuilder! In addition to letting you quickly add documents to a Story, the Storybuilder tab makes it easier to add, view, and edit Story information directly from the full screen panel.
By default, the new Storybuilder tab is included in the “Project default layout” of the full-screen panel. To add the Storybuilder tab to a custom layout, you can click the Storybuilder icon then click “+Add tab to layout” within the resulting dialog box.
You can also add the Storybuilder tab to their layout by clicking the “Edit” button at the bottom right corner of the full-screen panel and selecting Storybuilder from the Tab Layout menu. Once the Storybuilder tab has been added to a user’s layout, users can click the Storybuilder icon to expand/collapse the tab.
Within the Storybuilder tab, you can add a document to “Project Story” (default selection) by clicking “+Add this document to Project Story.” You can add a document to any other Story or standalone Draft they have access to by selecting it from the dropdown menu. Once a Story or standalone Draft has been selected within the Storybuilder tab, it will appear as the default selection to add documents.
After adding a document to a Story, you can easily add information relating to the document (e.g. description, relevance), apply Storybuilder labels, and add the document to Storybuilder objects associated with the selected Story. The Storybuilder icon now displays a green check mark to indicate when a given document has been added to at least one Story or standalone Draft within the project.
In addition, you can now create and apply new Storybuilder labels (e.g. events, issues and people) directly from the review window (full-screen and classic). To create and apply a new Storybuilder label to a document that has been added to a Story, click the “+” button under the Label section of the Storybuilder tab or Storybuilder dialog, type in the new label name, then select a new or existing category.
To learn more, please see this article on adding documents to your story.
Legal holds are now hold notices
In anticipation of changes coming soon to Everlaw’s legal holds system, we are renaming some objects within the Legal Holds area!
Although the page and platform area will still be called Legal Holds, the notification and tracking objects, which used to also be called Legal Holds, are now known as Hold Notices.
In addition, the custodian table is now known as the Directory page instead of the Custodians page. Individuals added to the directory are known as “people” instead of “custodians” until they are added to a legal hold, at which point they will become custodians.
To learn more about legal holds, please visit this section of the Knowledge Base.
Export list of users from Project and Database settings
Project and Database admins can now export the list of user information into CSV from Project or Database settings. The export from Project settings includes users’ name, email, user groups, database permissions, and title. From Database settings, the export includes users’ name, email, title, user identification labels, and database permissions. Organization Admins must enable this functionality in Security Settings for Project and Database Admins to export user information. This setting is turned off by default for all organizations.
To learn more, please see this article about Organization security settings.
Produced search term improvement
Previously, the Produced search term let you search for either original docs only or produced docs only. As a quality-of-life improvement, we’ve added the ability to search for both produced and original documents without having to add a second Produced search term.
To learn more, please see this article about search terms.