Exporting documents and reports
You can export your search results by clicking the “Export” icon in the toolbar of the results table.
You have the following export options:
- Production (initiates a production if you have administrator permissions)
If you export documents to CSV or PDF, it will respect the sort and grouping order of the results table.
By default, every document is selected in your export. To exclude documents, go to your results table and deselect the checkboxes to the left, which will remove these documents from your export. You can also deselect all documents by clicking the top checkbox.
Export to CSV
CSV exports are useful for generating reports. The fields displayed in the table are highlighted in yellow by default. These fields will always be included in your export. Add more fields by clicking on them, or remove fields by clicking on the fields highlighted in yellow. The "Select All" button selects all the metadata fields, and the "Select None" button deselects all the metadata fields. You must also give your export a name. You may also choose to expand the aliased fields. Aliased fields are defined by case admins and are a consolidation of multiple fields under one "aliased" name.
Once you have established these criteria, click "Export to CSV.” A task will be created that can be viewed on the home page, and once completed, the file can be downloaded from the associated card.
A note about exporting categories and codes:
You can select individual categories and/or codes to be exported to CSV. Those individual codes or categories will be listed as the header of the column upon export. For category exports, the cells will include the name of the code(s) within that category that are applied to the document, or the cells will be blank if no codes in that category are applied. See the example of the “Accounting” category exported below.
Above: The category "Accounting" was exported. These documents do not have any codes applied under the category “Accounting”
Above: The category "Accounting" was exported. These documents are coded as “Accounting: Arthur Anderson”
For code exports, if the code is applied to that document, the name of the category will be listed in the cell. If the code is not applied, the cell will say “null.”
Export to PDF
Select the specific metadata fields you wish to export, if any. You must also give the export a name and select one of two options: a single zip file with each document as a separate PDF, or a large PDF file that includes all the documents with document separator pages. Exporting as a single PDF will respect the sort and grouping relationships reflected in the results table. There is a 2 GB cap for single PDF exports. If you try to export a PDF that is greater than 2 GB, you will receive an error at the end of the task.
Exporting as a zip of individual PDFs will also give you the option of maintaining the sort and grouping order of documents ("Preserve sort order in file naming"). By default, documents are named with their Bates number. Choosing to preserve the sort order will append a number corresponding to the position of the document in the results table to the beginning of the name. There is a 500,000-page cap on zip exports of PDFs.
You may also add any or all of the following:
- A Bates range separator page that comes before the document indicating the Bates range
- The Bates number stamped on each page
- Highlights and notes associated with the document(s)
- The document's metadata, which will be printed on a page before the document
Once you have established these criteria, click "Export to PDF.” A task will be created that can be viewed on the home page, and once completed, the file can be downloaded from the associated card.
Export to Zip
You can also elect to download the text, image, native PDF, and/or original native versions of the selected documents via the "Export to Zip" tab. The native PDF option will attempt to convert the original native into a static PDF, should you wish to have a uniform export format while still gathering in documents that haven't yet been imaged. There is no export cap for Zip exports, but note that native PDF exports will take considerably longer than the other formats.
Once you have established the export name, and the desired document format(s), click "Export to Zip.” A task will be created that can be viewed on the home page, and once completed, the file can be downloaded from the associated card.
Initiate a production (by permission only)
Users with admin permissions have the ability to initiate productions from the Export menu. All documents that are selected in the far-left selector column will be included in the production. Clicking "Production" will redirect you to the first page of the productions wizard.
To read more about creating productions in Everlaw, please see our productions article.