Metadata

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The metadata for a document is viewable in the metadata panel of the review window. If you do not already have the metadata tab included, you can add it to your full screen review window. Once you’ve added it as a tab, you can click the expand icon to expand the metadata tab to the full length and width of your panel.

Understanding metadata

You have the option to view different metadata versions in the review window by clicking the caret icon next to the Metadata header.

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Everlaw metadata: Everlaw metadata is the functional metadata parsed from your documents. For example, dates will be normalized to a single format and timezone. As another example, let’s say you have a processed upload that includes a load file with a field called “CSTDN”. Upon upload to Everlaw, the field will be renamed to the Everlaw metadata field, Custodian. Everlaw also includes alias fields and user-editable fields (read this article for more information about how to make Everlaw metadata editable). By default, all documents will display Everlaw metadata only.

Source metadata: This option will display the original metadata that was used to interpret the Everlaw metadata. Source metadata can only be viewed from the review window. It can come from one of three sources:

  • LOADFILE: This is metadata from a document load file of produced or processed (non-native) documents. Load file metadata shows metadata exactly as it was conveyed in the load file used during uploading.
  • NATIVE EXTRACTED: This displays metadata as it was extracted directly from the documents during processing.

  • TEXT EXTRACTED: This displays metadata that was extracted from the text of the document indicating the file was an email. To learn more about text-extracted metadata, please see this article.

You can see which source the Everlaw metadata came from by hovering over the value.

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In the results table, you can only view Everlaw metadata. As you update user values for Everlaw metadata in the review window, your values in the results table will be immediately updated. This means that if you produce a document with load file metadata, that load file metadata will not be displayable in the results table. You must open the document to view that metadata. You can learn more about the results table in this article. 

On the search page, you can only search for Everlaw metadata. Load file and Original metadata fields are not searchable. Read on to learn how each are viewable in the review window. 

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Edit metadata

In project settings, project administrators can make any metadata field editable. You’ll be able to tell that a field is editable because it will have a pencil icon next to the field value in the metadata panel. By default, editable fields are hidden from view in the review window if there is no value for the document you’re looking at. To view and edit empty user editable fields, click the Metadata tab (or press “m” on your keyboard). Then, click Edit at the bottom of the full screen panel. Then, click the gear icon next to the Metadata tab, turning it from grey to blue. In the left side panel, click the checkbox that says “show empty user fields." Exit the panel by clicking Back to Tab Layout then Done Editing at the top of the panel, or toggling Edit at the bottom.

 

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Now that you can see the empty editable fields, you can edit them by clicking the appropriate pencil icon. Make your edits, press enter or click save. Remember, you cannot edit values for Load file or Original metadata, only Everlaw metadata.

When editing DateTime metadata fields, times will be recorded by default in the project timezone. However, once you have entered a time, you will see an option to select a timezone. Click “Edit” to change the timezone.

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If a new timezone is selected, the freeform code or metadata field will translate the time in the project timezone. You can hover over or click on the freeform code or metadata field to see the time in its original timezone.

Please note that even though you can edit metadata fields like To/From/Cc/Bcc/File path/Begin family, the changes will not influence email threading, file path information, or family grouping in the context panel of the review window or the results table. That information can only be adjusted through doing an upload modifying metadata.

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Finding other documents with the same metadata field value

If you would like to find other documents that share the same metadata values with the current document, click on the desired metadata field value and every document with the same value for that metadata field will appear in the review table.

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Pinning important metadata fields

You can pin Everlaw metadata fields, which allows you to control the position of the fields in the panel. This is especially useful if you want to consistently see the same set of fields in the collapsed panel view, saving you from having to expand the panel each time. To pin fields, click Edit, then click the gear icon for the Metadata tab, turning it from grey to blue. You can view all available metadata in your project in the left side of the panel. Click the pin icon to pin a field. Pinned fields will be moved to the top of the panel. Among the pinned fields, you can drag-and-drop to rearrange the order. Metadata field positions are saved per user, so you can set up your metadata exactly as you like without affecting others on your team. When you’re done, click Back to Tab Layout then Done Editing at the top of the panel, or toggle Edit at the bottom.

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[Classic Review Window] Navigating and undocking the metadata panel

The metadata panel in the classic review window is found below the toolbar in the review window.  The metadata panel exists in two states: collapsed and expanded. In its collapsed state, the panel only displays a subset of the available fields. To expand the panel to show Everlaw metadata, either click on the panel or press “m” on your keyboard. Pinned fields will appear in order in the collapsed state.

If you are using the classic review window and you want to keep an expanded metadata panel open at all times during review, you can pop out the panel by clicking on the undock icon in the far right. The new movable panel can be repositioned and resized, and it will remain undocked as you navigate through documents. Click the “x” in the upper right to close the undocked panel.

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