To read more about uploading documents on Everlaw, feel free to refer to the articles in our Uploads section.
What are Standard Fields?
Upon upload, Everlaw automatically detects metadata fields that refer to the same underlying concept, and groups them together. For example, all variations of the custodian field (“Custodian”, “Custdn”, “CUST”, etc.) will be grouped into the “Custodian” field. Though this automatic grouping is performed for all fields in the database, particular attention is paid to approximately 40 of the most common metadata fields, determined through an empirical analysis of the types of metadata fields that appear in document sets. These 40 or so fields are referred to as standard fields. The standard fields are listed below:
|
All Custodians |
Date Sent |
Original Filename |
|
All Paths |
Document Type |
Original Path |
|
Application |
Encrypted |
Other Bates |
|
Attachment IDs |
Endorsed Text |
Other Custodians |
|
Attachment Names |
End Date |
Parent ID |
|
Author |
End Family |
Placeholder |
|
Bcc |
Extension |
Placeholder Text |
|
Begin Family |
Family |
Privilege Type |
|
Cc |
Family Range |
Produced From |
|
Chat Contributors |
File Path |
Redacted |
|
Confidentiality |
Filename |
SHA1 Hash |
|
Custodian |
From |
Speaker Notes |
|
Dataset |
Has OCR |
Split From |
|
Date |
Hash Value |
Start Date |
|
Date Accessed |
Hidden Content |
Subject |
|
Date Created |
In Reply To |
Title |
|
Date Modified |
Languages |
To |
|
Date Printed |
MD5 Hash |
Track Changes |
|
Date Received |
Message ID |
Translation Of |
|
Date Saved |
Mime Type |
|
"All Custodians" behavior
There are a few nuances you should be aware of when working with the "All Custodians" field:
For native data:
- Generally, the "All Custodians" field is inclusive of the "Custodian" field value for any given document in a native upload.
- When uploading native data, this field is auto-populated with all custodian values associated with a document, unless a document is a duplicate that has not been deduplicated (as outlined below).
- Everlaw only updates the "All Custodians" field upon deduplication. If two documents with different custodians are processed and not deduplicated, they won't have each other's custodian values in the "All Custodians" field unless and until they are deduplicated.
- For example, if document A was found in datasets for custodians Mario and Luigi, the "All Custodians" field won't contain both Mario and Luigi unless and until the documents are deduplicated.
For processed data:
- When uploading processed data, this field is populated with the values provided in a given load file. Because Everlaw only takes the values as given in a processed upload, there can be situations where (1) the "All Custodians" field is not inclusive of the "Custodians" field or (2) the "All Custodians" field is empty for a given document even though the document has a "Custodian" value.
- The value of "All Custodians" for a processed upload or overlay is stored and parsed as a single string instead of a list of discrete values. This affects how you should search across this field: unlike when searching across native documents, you should turn off "exact" matching to retrieve documents where the "All Custodians" field contains the value you are searching for.
Standard Fields and Searching
Similar to a metadata alias, searching a standard field will search across all the fields grouped under that particular field name. This makes it much easier to search across documents with synonymous fields.
Seeing original fields in the review window
While looking at the metadata panel in the review window, you can see the original field name by hovering above the value for any displayed metadata field. For example, in the image below, the standard “Date Created” field has replaced the original field name, “Created”.
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