To read more about uploading documents on Everlaw, feel free to refer to the articles in our Uploads section.
Table of Contents
- Accepted processed data types
- Migrating data from another platform into Everlaw
- Creating and managing processed data uploads
- Standard format for processed data
- Additional formatting information
If you have the Upload permission, you can use the upload page to transfer processed files directly to Everlaw. Processed files can be either Bates-stamped or non-Bates stamped. Unlike native files, Everlaw support staff will need to put processed files through an intermediary review stage before uploading them into the case. (If you have organization admin permissions and have received processed uploader training, you can upload processed files without needing to rely on Everlaw staff. The processed data uploading article for organization admins covers this functionality.)
A processed data upload goes through three phases: (i) the successful transmission of the data to Everlaw, (ii) the completed processing of the data on the backend, and (iii) the uploading of the transmitted data into the platform. You can keep tabs on what stage an upload is at via the appropriate card on the Processed Data page.
Accepted processed data types
You can upload two types of processed data:
- Pre-produced: The documents in the file have not been Bates stamped, and may or may not come with a load file.
- Produced: The documents in the file have been Bates stamped. These documents usually come with an accompanying load file.*
Everlaw can process and convert any combination of standard and non-standard data formats. However, some data formats are easier to process than others, potentially affecting wait times between when documents are received and when they become available for review on the platform. To view our requirements for standard data (i.e. data that we will be able to upload easily and without charge), please consult our article.
* Often, the details and specifications for a production (ex. What formats to produce? Which metadata fields to include?) are negotiated at the beginning of a case. If you have questions about negotiating a production protocol, please reach out to firstname.lastname@example.org.
Migrating data from another platform into Everlaw
You can migrate data from another platform into Everlaw through a processed, non-Bates stamped data upload. By default, we import review data as metadata fields, which will allow you to search by those values. If you instead want to import the review data as codes in Everlaw, please contact email@example.com - these types of imports will incur additional support charges.
For more information about migrating data, see our migration workflow guide.
Creating and managing processed data uploads
If uploading multiple files, you need to compress them in a zip file first. Once you have created your zip file, drag and drop it into the uploader field, or use the file selector. You will then be asked to specify whether your data is native or processed. Choose "Processed."
Then, further specify whether or not your document have already been Bates-stamped.
Once you click submit, you'll be asked to provide any passwords for the files you uploaded. After confirming, you’ll be taken to the “Processed Data” page. Your upload will be represented as a status card. A progress bar will show an estimate for when your files will finish transferring to Everlaw. You can leave this page at any time.
When you first submit your data for upload, the status card for that upload should say “Received.” When the upload has been completed by our Everlaw support team, that card’s status will change to “Completed.”
You can access documents from a completed processed upload via the appropriate uploads card on the homepage. Processed uploads cards are located under the Document Sets column and have a light orange band. The card’s name will be “Processed:” followed by the name of the upload. Everlaw support staff will also notify you when your documents are ready for use in the platform.
If you have Delete permissions and want to delete the documents from an upload, locate the appropriate card, click the three-dot menu icon, and select "Delete." All documents from the given upload will be removed from your database.
Standard format for processed data
The produced data should have four main components:
- A directory (folder) containing images of every document in the production. Each image file must be named after its Bates number.
- A directory containing native files for a subset of the documents. Each file must be named with the same extension as the original native file type of the document (e.g. xlsx, .pptx, etc.), and preferably after the Bates number of the first page of the document it represents.
- A directory containing OCR or extracted text files, one file per document, each file named with the Bates number of the first page of the document it represents, followed by “.txt”
- A load file containing Bates range and metadata for each document
At minimum, the loadfile should contain:
- The begin Bates
- Either the number of pages or the end Bates
- If there are native documents, a native link/path pinpoint to the native files
Please note that we do not accept overlapping Bates numbers within the same loadfile. This means that each page, not just each document, needs to have its own Bates number. For instance, instead of naming a four-page document
ABC001, 4 pages
please name each page with its own Bates number, using this format:
ABC001.1, ABC001.2, ABC001.3, ABC001.4
ABC001, ABC002, ABC003, ABC004.
If any other metadata fields are important to your review, make sure to request the producing party to include them in the load file.
Additional formatting information
- If you are migrating data from another platform, please follow Migration Workflow Guide and Best Practices.
- Documents must have Bates prefix. A space (“ “) is not a valid Bates prefix.
- The begin Bates number is the unique identifier of a document and each page of a document is assigned a sequential Bates value. Documents cannot have overlapping Bates numbers. For example, if document ABC001 has three pages, with the end Bates ABC003, no other document can use Bates ABC001, ABC002, or ABC003. However, numeric page separators are supported. For example, the same three-page document can have the Bates range ABC001.001 - ABC001.003. And the next document can have the begin Bates ABC002.
- Everlaw does not support using alphabetical Bates suffixes to distinguish two documents with the same Bates prefix and number. For example, ABC001 and ABC001_Translation are considered the same and cannot both be uploaded to the platform.
- A parent email and its attachment(s) should be separate documents and the relationship between the parent and child(ren) represented via a metadata field such as “begin family” or “family id”; every document in the same family should have the same value and each family should have a unique value. For example, a parent email ABC001 and its two attachments ABC004 and ABC005 can be associated by having the same “begin family” value “ABC001.”