Expected AU Release: November 14, 2023
Expected US Release: November 17, 2023
Expected International Release: November 17, 2023
Expected Federal Release: November 17, 2023
This release brings improvements to legal hold management, homepage folders, the Zendesk connector, and more. If you would like to learn more about the features in this release, join us for a live training session.
- Legal holds organization management center
- Homepage folder improvements
- Zendesk connector improvements
- Spell check in Storybuilder
Legal holds organization management center
From this release forward, legal hold management on Everlaw will be done primarily at the organization level instead of the database level.
This significant structural change will allow users to:
- Create legal holds without attaching them to databases
- View and take action on all legal holds associated with a particular employee
- Run reports across all of the legal holds in an organization or sub-organization
- and more.
The new Legal Holds tab of the organization administration page will display all hold notices and data preservations in the organization, grouped by databases. Users will be able to access the details pages of these hold notices and data preservations by clicking on the relevant row in the table.
With this release, the organization page will become the primary access point for legal hold management. To leverage Everlaw legal holds, your organization must have access to an organization administration home and at least one active organization administrator.
Please note that if your team already uses legal holds without an Everlaw organization, Everlaw will reach out directly to provide you with the proper permissions to continue using legal holds.
Legal hold matters
In addition, you will be able to create hold notices and data preservations without also creating new databases. Instead, related holds can be grouped together in a new type of Everlaw object, a matter. Matters conceptually tie related hold notices and data preservations together and can be later promoted to Everlaw databases.
Leverage matters instead of databases when creating legal holds for a particular investigation ahead of data collection. Later on, should data be collected, promote the matter to a database. All legal hold information will automatically appear in the Legal Holds tab of that database.
When creating a new hold notice or data preservation, you will be prompted to choose either a matter or a database for that hold to live in. Note that holds can only live in one matter or database.
The Directories subpage of the Legal Holds tab will display all employee directories in the organization. With this release, any directories currently on any databases within your organization will automatically appear here.
All people in all directories will be available to select from when creating a new hold notice or data preservation from the organization administration page. You will be able to sort and filter, export reports, and take action on all custodians in these directories.
Clicking on a custodian’s row in the directory table will bring up a custodian side panel containing information about all of the legal holds that custodian belongs to in the entire organization, grouped by matter or database.
Legal hold org admin permissions
In order to support legal holds administration at the organization level, we will be introducing a new permission, the Legal Hold Org Admin permission. Legal Hold Org Admins will only be able to access the Legal Holds tab of the organization administration home, but will not be able to access any other organization level pages or permissions.
- LHOAs will have full access to everything in the legal holds tab, including the Directory page, all hold notifications, and all data preservations.
In order to administer legal holds, a user must have the Legal Hold Org Admin permission. Users with Legal Hold Database permissions will only be able to access a read-only view of the legal holds in the databases where they have that permission.
If you have legal holds on sensitive matters that should not be seen by all legal hold administrators, we recommend creating a separate sub-organization to hold those sensitive legal holds only. Using a separate sub-organization will protect the legal hold information as well as all other information about these sensitive matters, including their case names, users, sizes, and more.
If you have questions about how the new legal hold permission structure might affect your organization, please reach out to firstname.lastname@example.org. To learn more about legal holds on Everlaw, please visit this section of the Knowledge Base.
Homepage folder improvements
Everlaw now supports nested homepage folders, making it easier to organize work and create shared workspaces. You will also be able to easily search for all documents associated with the cards in a homepage folder or view. As part of these updates, we’ve also made improvements to how cards are added to folders and visual improvements to the homepage sidebar.
Nested Homepage Folders
Creating folders and nested folders
New folders can be created from the blue plus button, found in the Folders section of the sidebar and in the toolbar of an open folder.
When creating a new folder, you can choose to select an existing folder to nest under. If the new folder button is accessed from within a folder, the nesting option will be pre-selected with the currently open folder (ie. the new folder will, by default, be added as a subfolder of the currently open folder).
Everlaw supports up to four layers of folders, inclusive of the top-level folder. Each folder layer can contain as many folders as desired.
The folder section of the sidebar displays all folders you have access to. Pinned folders will appear at the top of this section, directly under the filter box. From the sidebar, you can:
- Expand and collapse to view nested folders
- Open folders by clicking on them, and
- Filter folders by name.
You can also take action on a folder through the three dot menu icon that appears when hovering over a folder’s name. Available actions will depend on your permissions over the folder.
Clicking a folder on the sidebar will open it for view.
The top left of the folder view displays the folder name and a breadcrumb trail that can be used to navigate to other folders in the hierarchy.
The top right of the folder contains a new toolbar where, depending on permissions, you will be able to:
- Create new folders
- Pin the folder
- Select the cards in the folder
- Copy the folder
- Move the folder
- Message users on a folder
- Delete the folder
- Share the folder
- View and modify folder permissions
- Search for all documents associated with cards in the folder
Below the folder name is a section for viewing and accessing subfolders. And below that, you can see all the cards that have been added to the folder.
The folder permissions system allows maximum flexibility, making it possible for you to set up private folders within shared folders, or folders with different permissions within the same workspace.
To enable this flexibility, Everlaw treats each folder as an island-unto-itself from a permissions perspective. This means that permissions are not synced between folders, even ones that are nested together. With the exception of some one-time permission inheritance or propagation actions, one folder’s permissions will never affect the permissions of other folders.
For more details on folder permissions, please check out this article.
Moving cards into folders
We’ve made it easier to move cards into folders. Besides the existing option of clicking and dragging, you can now add cards directly into folders through the new “Add to folder” option accessible from a card’s three dot menu icon or when in multi-select mode.
Search by folder
The previous “View all documents” button in the upper right of the homepage has be updated to search only for documents associated with cards in a particular view or folder.
In addition, if a card column is expanded, you will have the additional option to search only for cards of that particular type within the current view or folder.
The cards included in the search will be affected by any filtering that has been applied.
The search will be run in a separate browser tab and will automatically be given an easily identifiable name. Searches can only be generated if there are 100 cards or fewer within the folder or view, taking into account any filters that are applied.
Learn more about homepage folders in this Knowledge base article.
Zendesk connector improvements
Everlaw’s Zendesk connector now supports search queries to select uploaded tickets. Users can filter by ticket creation date ranges as well as enter a query for tickets using search terms.
Queries use Zendesk’s support search syntax and mirror how searching is done within Zendesk. Keywords and fields are combined with AND logic and multiple uses of the same field will be combined with OR logic. Searches will be validated and run once you select “next” to go to the summary stage of the cloud uploader.
The summary stage of the cloud upload wizard will display the number of tickets that match the query. You can view the number of tickets that you are about to upload, and modify your query if needed.
With this release, the upload speed of the connector has been improved. The speed of the upload depends on the Zendesk instance's API rate limit and can vary from 100 requests/min to 2500 requests/min depending on individual Zendesk plans. The connector will use any available API rate-limit bandwidth to upload tickets. Please note that if multiple Zendesk uploads are active from the same Zendesk instance, the rate limit will be split between them evenly.
Spell check in Storybuilder
You will now be able to identify and correct spelling errors in Storybuilder Drafts and Depositions. This change relies on your browser to check spelling in the body of Drafts and Depositions as well as in Deposition summaries.