Table of Contents
- Unitization Tool Permissions
- Using the Unitization Tool
- Managing Unitized Documents
- Undo Unitization
- Unitization Errors
Everlaw’s unitization tool allows you to break a compound file into separate documents. For example, you can take a 1000-page, scanned pdf and unitize it into 30 separate documents. This is useful if you happen to receive large, disorganized productions and need to break apart documents into more manageable and logical units.
Unitization Tool Permissions
Unitization can only be enabled and used by administrators. All members of the project can see the resulting unitized documents.
By default, the unitization tool is turned off.
To turn the unitization tool on:
- Go to the case settings page and click the General tab
- Find the unitization tool and toggle it on
When switching between cases during the same session, the unitization tool will stay “on.” However, the tool will automatically turn off upon logout.
Using the Unitization Tool
Once unitization is turned on, you can go to your search results and select a multiple-page document that you wish to split.
Note that break points can only be added from the PDF (or Image) view, or from the Text view if the image and text files share the same pagination. This means the sequence of words on one page of the image file matches the sequence on the same page of the text file, which is indicated by a link between the PDF (or Image) and Text view icons.
If the pagination is the same, the text file will be unitized along with the image file when the document is unitized. If not, the resulting unitized documents will not have accompanying text files.
Native files cannot be unitized, and break points cannot be added from the Native view. Unitizing documents with a native file will produce new unitized documents without a native file.
The unitization icon is in the context panel on the left side of the review window. The icon is enabled on multiple-page documents and disabled on single-page documents. Click the unitization icon.
On page 1 of your document, the "Start document here" button is disabled, since the first page will always begin one of the documents. The "Unitize" button is also disabled, since you have not established the start points of your new documents yet.
To create starting points of your new documents:
- Navigate to a page in the document where you’d like to start a new document. You can use the left and right navigation paddles to get to different pages.
- Click “set break point” at the page you are currently viewing, which will be the start of your next document.
- Ex - If you have a ten page document that you’d like to split into two units - say, pages 1 through 3 and pages 4 through 10 - you would navigate to page 4.
- You can set multiple break points in a document
If you want to remove a break point, click the “x” icon to the right of the break point. Click the blue “Unitize” button when you have set all desired break points.
If you navigate away from the document before unitizing, your breakpoints will be saved. In addition, other users in the project who come across your document will also be able to see the saved break points.
After you click “Unitize,” you will be asked to determine two final configurations:
- Transfer Bates range to the new documents (available for documents with a non-# prefix): If selected, the original Bates range will be applied to the new, unitized documents. Your original document will be assigned a new ID number, EVERSPLIT. If the checkbox is unselected, then your new documents will receive the EVERSPLIT number. In either case, EVERSPLIT documents are searchable using the 'Bates' search term. Note that if your documents were processed on Everlaw, you cannot transfer the Bates number to unitized documents.
- Copy the metadata: The metadata of the original document will be applied to the new, unitized documents.
When you’ve established these criteria, click “Unitize.” Everlaw will then begin to unitize your documents.
You can check the status by looking at the progress bar on the context panel. You can also check the home page, under “Batches and Exports," where a new task card will be created. The original document will not be deleted or modified in your database. If the image and text files are linked (ie. the text on each page corresponds between the two formats), the unitized documents will also have correctly unitized text files.
Managing Unitized Documents
Unitized documents are given the 'EVERSPLIT' prefix - you can search for documents with this prefix using the Bates search term.
You can also see the original document, and its unitized documents, in the review window’s context panel. You can navigate between these documents, just like you would between email threads or duplicates.
To undo unitization, select the red "Undo" button at the bottom of the context panel in the original document's review window. The original breakpoints will be saved. This allows you to easily undo an existing unitization and make changes to your break point settings without having to completely redo your original work.
If you would like the original document to be deleted, please ask a user on your project with uploader permissions to do so. You can read more about user-facing document deletion here.
In some cases, documents may return errors if you try to unitize them.
If this occurs, please reach out to Everlaw support, and we will gladly unitize the documents for you (at no cost).