Table of Contents
- Understanding Metadata
- View Metadata
- Edit metadata
- Finding other documents with the same field value
- Pinning important metadata fields
- [Classic Review Window] Navigating and undocking the metdata panel
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.
You have the option to view different metadata versions in the review window by clicking the caret icon next to to the Metadata header. First, let’s take a step back to understand the available metadata versions.
Everlaw metadata: Everlaw metadata is interpreted or parsed from original or load file metadata. For example, dates will be normalized to a single format and timezone. As another example, let’s say you have a non-native 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.
Load file metadata: 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.
Original metadata: This displays metadata as it was extracted directly from the documents during processing.
You also reference metadata definitions by clicking the information (“i”) icon in the toggle menu.
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. Below is a chart that shows the metadata that can be shown for each document type and location:
|Review Window||Results Table|
|Native documents||Everlaw, Original metadata||Everlaw metadata|
|Processed and produced documents||Everlaw, Load file metadata||Everlaw metadata|
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.
In the metadata panel, you can view different versions of metadata side-by-side. To do so, click the caret next to the metadata type header. The metadata versions available to view are dependent on document type.
If you are viewing a native document (# control number), you can view Everlaw and/or Original metadata. Original metadata shows metadata as it was extracted directly from the documents during processing. Click Both to view both metadata types in a stacked view in your panel.
If you are viewing a processed document (Bates numbered or with a load file, and not produced within Everlaw) or a produced document, you can view Everlaw and/or Load file metadata. Load file metadata shows metadata exactly as it was conveyed in the load file used during uploading. Click Both to view both metadata types in a stacked view in your panel.
If you have chosen to display Everlaw metadata, you can see the original name of that field, or the underlying fields in an alias, by hovering over the field value.
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 Layout 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 Layout at the bottom.
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.
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.
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.
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 Layout, 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 Layout at the bottom.
[Classic Review Window] Navigating and undocking the metdata 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.