Spreadsheet Review

Users can review spreadsheets in Everlaw using the document result table's spreadsheet viewer. 

This article introduces the spreadsheet viewer and it's functionality.

Requirements

To review document you first need to have permission to access it. Some features (e.g. redactions) require additional permissions (defined in their respective feature articles). 

File sizes and limits

The following are limits to working with spreadsheets on Everlaw:

• The spreadsheet viewer cannot load spreadsheet files that exceed 180 MB in size. If a file exceeds this limit, you will be prompted to download the file to review on your local computer.
• Calculated fields in a pivot table are not supported — these columns are not visible on Everlaw.
• Everlaw cannot decrypt individual tabs within a spreadsheet even if the password is provided.
• Hidden content within the spreadsheet is visible for the native file, but will still be hidden in any produced version of the document viewed offline (such as in Excel). You can identify files with hidden content on Everlaw by building a search that uses the Hidden Content metadata field.
  When you produce these documents, you can produce the Hidden Content metadata field in the load file, which will indicate to the production recipients that the produced file has hidden content. Alternatively, to make sure content is not hidden in a produced version, you can unhide the content offline and overlay the native file.
• Spreadsheets with filters applied prior to upload will not have that content visible in Everlaw. However, when it's produced, the filtered content may be visible in the produced version. To be sure that you can see all possible content that production recipients may see, you should either remove all filters prior to upload, or overlay an unfiltered view of the spreadsheet to replace the filtered one already on Everlaw.

Access and navigate the spreadsheet viewer

When you open a document with a spreadsheet as it's native file type, the review window automatically opens to the spreadsheet view, replacing the generic native viewer.

If the document is not open to the spreadsheet view, select Spreadsheet. Alternatively, you can use the keyboard shortcut combination of "v" then "n" to open the spreadsheet.

The spreadsheet viewer displays a static view of the spreadsheet, including:

• cell formulas
• cell notes
• hidden cells
• graphs

If the spreadsheet was natively uploaded, any embedded files were extracted upon upload and are accessible as attachments to the spreadsheet.

You cannot edit the contents of a spreadsheet or see dynamically generated pages.

Pivot tables are partially supported on the platform and their contents can be viewed on the spreadsheet viewer.

Calculated fields in a pivot table are not supported — these columns are not be visible on Everlaw.

Worksheet tabs

The spreadsheets worksheet tabs are listed along the bottom of the spreadsheet. To open any worksheet, select the worksheet name. You may also navigate to other worksheets (pages) using the left and right arrow keys.

The spreadsheet toolbar

The spreadsheet toolbar, located at the top of the review window, contains various options for displaying your spreadsheet.

These options are:

• Show grid: Toggles the grid view for your spreadsheet on or off
• Force wrap: Forces text wrapping for the cells in the sheet you are currently viewing
• Hide images and comments: Hides images and comments on the spreadsheet in the review window.
  When enabled, this option does not set the images and comments to be hidden or removed from productions. These images and comments will be visible upon production. 
• Enable dependent redactions: Makes it so dependent cells are affected by any redactions you make. To read more about dependent cells and redactions in spreadsheets, see the redactions section.

If an option is changed from the default state, the preference will be remembered for the duration of that spreadsheet’s viewing session.

View cell contents

To view a cell's contents, select the cell. The border of the currently selected cell is outlined in blue, and it's content is displayed at the top of the spreadsheet.

While a cell is selected, you can navigate to other cells in the spreadsheet using the arrow keys on your keyboard. As you navigate, the cell contents box below the list of available worksheets updates with the current cell's contents.

Just like in Excel, the cells in the table display the output values. To see any potential formulas underlying a value, navigate to a cell and look at the cell contents box.

All hidden cells are automatically be expanded in the spreadsheet viewer. Any graphs or highlights applied to the document are also visible.

Searching the spreadsheet

You can search a spreadsheet using the review window's Hit Highlights tab. To do this:

1. Select Spreadsheet to open the spreadsheet viewer
2. Select the Hit Highlights tab.

The Hit Highlights tab for spreadsheets is identical to the hit highlights tab for other document types. For an introduction to hit highlights, visit Using Hit Highlighting to Search Within Documents.

You can select a hit in the panel to jump to and select that hit in their spreadsheets. Selected hits are indicated by a blue outline. In the image below, the first hit with “Fred Mitro” is selected.

All hit highlights apply to the entire spreadsheet, even if the spreadsheet is multiple pages. Therefore, if you select a hit in the panel that is on the third page of the spreadsheet, that you will automatically jump to the third page of the spreadsheet.

Proximity searches in spreadsheets

Searches that include proximity searches don't work across cells in the native Spreadsheet view, but will work in the Text view. The table below illustrates this. A proximity search for "starting book"~20 finds no hits in the spreadsheet view, but 2 hits in the Text view. This is because the words "starting" and "book" are within 20 words of each other in across cells, rather than within one cell:

Native Spreadsheet	Text View

Translating languages in spreadsheets

To translate non-English language in a spreadsheet cell, select the review window's Language tab. Then select the text you would like translated. The translation appears in the Language tab. 

Please note, if you are using the classic (non-full screen) review window, select on the translation button in the toolbar. A text box appears. Click and drag over any non-English text, and the English translation will appear in a popup box.

Redacting spreadsheets

You can  apply redactions to spreadsheets manually with the redaction tool or via the Hit Highlights tab. Those redactions can then be burned into the native spreadsheet files or image files upon production.

To learn more about spreadsheet redactions, our Spreadsheet Redaction article

Malicious files

If Everlaw has flagged a spreadsheet as malicious during ingestion, you will receive a pop-up notifying you that the file has been flagged. You may choose to download or not download the potentially malicious file.