Creating Productions in Everlaw

 

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*Note: For information about modifying productions once they have been created in Everlaw, please consult our article on Production Modification Tools here. For all information on productions in Everlaw, please see the help articles in our Productions section.

Producing documents in Everlaw

Everlaw has a cloud-based production system which allows you to automatically generate productions at any time of your choosing. You can create and save an unlimited number of production protocols in your project, and produce documents under a particular protocol.

Your production will be packaged as a zip file that can be shared with opposing counsel through various mechanisms. Please see the ‘Sharing a production with external parties’ section. We automatically generate load files in the following five formats for each production: .DAT, .OPT, .DII, .LST, and .LFP.

Produced documents will also be uploaded into your project for your reference, and will be searchable and viewable.

The details and specifications for a production (e.g. what formats to produce? which metadata fields to include?) are often negotiated at the beginning of a case. If you have questions about negotiating a production protocol, we are happy to help; please reach out to your account representative or support@everlaw.com.   

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Permissions associated with productions

Only admins* are able to access and use the productions feature. Production mode must also be turned in on your project. Some databases may have child projects (ie. sub-projects that share some or all of the same underlying documents as the original project). If productions are generated in a child project, the production status cards will not be visible in the original project, but the produced documents will appear in the original project. Productions generated in the original project will not appear in child projects (until they are explicitly shared with the child projects).

*Admins are users who are in user groups with administrative privileges.

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Preparing and packaging documents for production

Documents should be coded and redacted before production. Common production codes, such as those related to confidentiality, redactions, and responsiveness, can be added to your project through the production wizard. You can also create or delete codes through the coding sheet.

There are two ways to collect documents for production once they have been reviewed:

1. Run a search

  • You can run a search to fetch the appropriate documents. If you use the ‘Produced’ search term, and negate the term, you can easily exclude documents that have already been produced. Make sure to select "Original Docs" so you are excluding the pre-produced version of the documents you would like.

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  • From the results table view, you can launch a production. All selected documents in the table will be produced.

2. Add documents to a binder

  • During review, or before production, you can add documents to a binder. When setting up a production, you simply need to specify that you want to produce the documents in a particular binder. 

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You can also use any combination of codes and binders to identify the documents you want to produce.

If you want to discuss review and production workflow ideas, please reach out to your Everlaw account lead, or support@everlaw.com. You can also review our assignments documentation to get ideas about how to set up a review workflow.

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Pre-production quality assurance

Performing quality assurance on your documents before producing them will help ensure that there are not any mistakes, such as missing family members or redactions. For recommended best practices and suggested pre-production QA steps, please visit our production workflow guide.

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Creating or editing a production protocol

A production protocol specifies the rules for a production. Protocols can be created either (i) independent of a production or (ii) during the process of creating a production. You can store any number of protocols for future use, allowing you to reuse previously created protocols. 

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We strongly recommend that you create a protocol in Everlaw as soon as you know what the agreed upon settings are, as opposed to when you need to run your first production. Creating protocols early will give you a chance to see whether or not you need Everlaw to set up custom settings or fields. For example, a production protocol might require you to produce a field that is not in your project. In that event, Everlaw can add custom metadata fields to your project.

If you have questions about creating a protocol, adding custom fields, or non-standard production requests, please reach out to support@everlaw.com.

To learn more about creating a production protocol in Everlaw, please refer to the production protocol help article

 

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Creating a production

To create a production from the productions page:

  • Navigate to the productions page
  • Click on the 'Create a Production' button in the upper right of the page or on the left side.

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  • In the first step of the production wizard, create a search to fetch the documents you want to produce.

You can also launch a production from the results table, by clicking on Production in the Export icon menu.

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Accessing and monitoring productions

Upon completing production, your produced documents will be fully rendered in Everlaw.  They will be full first-class docs, with their own images, text, and metadata.  Each production will be stored on the productions page as a card. The cards are arranged by date created, with more recent productions at the top. If you want to filter the production by keyword or date, use the filtering options at the top of the page.

For ongoing productions, you will see the name and description of the production, and a progress bar.

For successfully completed productions, you’ll see:

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Cards for failed productions have much of the same information and functionality as cards for successful productions, with the following exceptions and changes:

  • The card will have a red border, font, and alert icon (1)
  • You can see the total number of documents that registered an error next to the total number of documents in a production (2)
  • You cannot download a failed production (3)

If your production has any errors, please reach out to Everlaw support (support@everlaw.com) immediately.

Production cards can also be found on the homepage. They are stored under the Document Sets column and have a yellow band. The cards are arranged by date created, and can also be filtered by keyword or date.

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Finding produced documents and post-production quality assurance

Your produced documents are also displayed as a new version of your original documents.  Once documents are successfully produced, they are linked to their pre-production counterparts through the versions context. There are many ways to locate produced documents:

  • Click on the number of total produced documents in the appropriate production card
  • Click on the associated production card on the homepage, under the Document Sets column.
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  • Run a search using the ‘Produced’ search term. You can also find documents based on specific production errors or attributes using the second parameter of the ‘Produced’ search term. If you want to find the pre-production counterparts, simply select the 'Original Docs' flag.
  • Run a search using the prefix and Bates range of the produced documents
  • Group any results table by the ‘versions’ context
  • View the ‘versions’ context in the review window

Before sending a production out the door, you might want to perform quality assurance to make sure that everything looks correct. Teams will perform different checks depending on their needs. We’ll go over how to perform one common QA check in detail and recommend some other checks that you might want to perform using similar methods.

Let’s make sure the redactions look correct:

  • Pull up the documents from a particular production. Using the ‘produced’ search term is the easiest way to do this for QA purposes. Select the production name you want to QA for the first parameter, and choose ‘Redacted Document’ for the second parameter.
  • If this search returns a lot of documents, you can use the ‘sample’ search term to pull up a more manageable randomly sampled subset of the results.

  • View the returned documents to verify that redactions were properly burned in and redacted text does not appear in the text file.


We also recommend checking that the Bates and endorsement stamping look correct, verifying that redacted and special metadata fields show up correctly, and confirming that privileged documents are properly withheld. You can use the ‘Metadata’ search term in conjunction with the ‘Produced’ search term to find documents for the metadata check. Please reach out to support@everlaw.com if you need help QAing your documents.

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Sharing a production with external parties

To share a production, find the appropriate card on the productions page, and click the download button. There are a couple of options. You can:

  • Download the production (including load files) as a zip file and transmit the production yourself
  • Download only the .DAT load file
  • Obtain shareable links that the external party can use to access and download the full production or just the .DAT load file. The links with expire within 30 days of creation. 

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