Table of contents
- Creating a new project
- Using a template to create a new project
- Adding documents to/remove documents from your partial project
- [Organization Administrator] Converting a partial project to a complete project
A project belongs to a database, which is where all of your uploaded data will be stored for a particular conceptual matter. The database represents the aggregate of the data for that particular matter that you will be billed for. Work on Everlaw begins by creating and naming a database, which is then the umbrella source for one or more projects.
Each new database automatically includes one accompanying complete project. Projects are the user-facing environment where review work takes place. Complete projects contain all documents in a database, and partial projects can contain all or a subset of the documents in your database. You can create more than one project per database, and each one is treated as a separate matter. Any user with Database Administration permissions can create new partial projects (some or all documents in the database). Organization Administrators can create complete projects (all documents in the database).
Projects make it very easy to create a separate environment for an outside expert reviewer, without redoing a bunch of work in your database. A reviewer can go into their project and perform review on some or all documents in your database, without ever seeing the review product on documents in the other projects. In essence, projects include "clean" versions of your documents that do not contain any of the review or work product accumulated in other projects during the course of review. Everlaw supports unlimited project creation from an underlying database at no extra charge.
When creating a project, you can choose to create one entirely from scratch, or by using an existing project as a template.
Creating a new project
To create a new project, navigate to the Projects tab in the Database Settings page. Click on the "Add a New Project" button in the upper right. You will be prompted to enter a name for your new project. You can choose to copy settings and users from an existing project, or create from scratch. If you create from scratch, type in the name of the project, then click Create.
To rename a project click the pencil icon and input a new name. To delete a project click the trash can icon. To export the project, including image, text, native files, load files, and review work, click the Export icon under Actions. For more information on project exporting, see this help article.
The type column tells you whether or not the project contains all the documents (complete), or just a subset (partial). If you have Organization Administration permissions, you can click the gear icon to convert a partial project to a complete project.
All databases are created with a default, complete project. For a complete project, all documents that are added to the database will automatically be uploaded to the project. This means you will not see the name of the complete project in the export tab of the results table as a possible destination, as the project will already contain all of the documents available in the database.
Using a template to create a new project
When creating a new project you have the option to use an existing project as a template. In order to use a project as a template, you must have project and database administrator permissions on the existing project.
Only certain configuration settings and objects will be copied from the existing project.
The image below shows different sections, each containing one or more related objects and settings. Once you have selected a project to copy settings from, you can click the dropdown or uncheck “Include all project settings” to expand the full menu. Deselecting any checkbox will prevent those settings from transferring to your new project.
Please note that anything that depends on a deselected or excluded setting will not be copied to your project. For example, if you choose to transfer production settings without codes and you have a production protocol that includes an endorsement by code, that protocol will not transfer.
Note that if you are creating an ECA database, you will be creating an ECA project and a review project. In this case, you will be able to select two different projects to use as templates. Due to the limited functionality in ECA projects, ECA projects can only be used as templates for ECA projects, and review projects can only be used as templates for review projects. To learn more about ECA projects, visit this article.
These objects will not be included in your project template:
- Homepage objects including binders, homepage folders, Stories, Drafts, Depositions, assignment groups and assignments, or batch tasks
- Anything that depends on an excluded object or setting (ie - if your protocol includes a privilege rule defined by a binder, the protocol will not be copied over)
- Searches
- Project messages
- Analytics
- Productions and uploads
- Views that are not public (Views that are shared with "All users" on a project are considered public views)
- Full screen review layouts that are not shared
Once created, you can modify settings, users and their permissions, and objects to your liking in the new project.
Adding documents to/remove documents from your partial project
By default, projects contain no documents. You can create a partial project at any time and add documents to it. If you are a Project Administrator, you will, by default, have access to add documents to that partial project. The Partial Project Document Management permission, which will only exist on partial projects, controls the ability to add documents to, or remove documents from, the partial project. Unless you have partial project document management on a particular project, or you are a project administrator on the complete project in the database, then you cannot add/remove documents to or from that project.
To assign Partial Project Document Management permission, navigate to the Permissions tab in Project Settings. The permission will be added, by default, for project administrators.
You can then add or remove documents from within your database to other partial projects. Adding a document to a partial project creates a clean copy of that document; no review work is transferred on that document between projects. Removing a document from a partial project does not delete it from the database; you can always go to the database’s complete project and add the document back into the partial project. However, removal does delete the associated work product on the document in that project. Adding documents from within your database to a partial project does not increase the billable size.
To add a document to or remove from a partial project, go to any results table. By default, all of the documents in a results table are selected. You can select only a subset of the documents by utilizing the checkboxes in the far left column.
Click the Batch icon and select Add to or remove from project.
Choose the project you want to add/remove the documents to/from, and then press "Modify Project.” Note that only partial projects will be shown in the dropdown menu. Complete projects contain all documents in your database at any time, so you can’t add to or remove documents from them.
You can navigate between projects by clicking on the project name on the top left corner of the screen and typing in the desired project name. Alternatively, you can click on the caret icon next to the project name and select your project from the dropdown menu.
Once in the project, you can administer it (add users and user groups, set up categories and codes, etc.) via Project Settings. You should also see the documents from your first project in your second project homepage. Remember that no review work is transferred, so even though the documents are copied from the first project, they are blank slates and will not include ratings, codes, notes, highlights, redactions, etc.
[Organization Admin only] Converting a partial project to a complete project
All databases are created with a default, complete project. You can have multiple complete projects per database. Organization administrators can convert a partial project into a complete one, if, for example, they want to add all documents in the database to the complete project and ensure all new documents get added to the project as they get uploaded.
To convert a partial project to complete, go to the Projects tab on the Database Settings page. Locate the partial project you wish to complete, and click the three-dot menu to select the Convert to complete option.
Confirm your decision by typing CONVERT in the resulting input box, followed by the project name.
A task will start in the Batches & Exports column in the project being converted. Once your partial project is converted to a complete one, all documents in your database will be added to your complete project.
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