FAQ: Reviewing Emails on Everlaw

 

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How do I see the attachments that are associated with my email?

There are a couple of ways that you can view an email’s attachments. One way is by performing a grouping operation in the results table. Clicking on the Group icon will allow you to group documents by attachment family, among other options. To read more about grouping documents, see the Grouping article.

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You can also view an email’s attachments in the review window. The context panel displays several options for viewing a document’s family members. Clicking on the paperclip icon will show the attachments for the document that you are currently viewing; if no paperclip icon is visible, the document does not have any attachments. Clicking on the envelope icon will display the document’s email thread, as well as any attachments associated with these emails. You can then use the “Update Selected” button to apply codes, ratings, and other review material to the entirety of the group. For more information on the context panel, see the Context Panel article.

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How can I search for senders, recipients, or send dates of emails?

The best way to search for email senders or recipients, as well as other email-related metadata like sent date, is by using a metadata search term, instead of a contents search term. This is because the contents term searches within the entire textual content of a document, while the metadata term only searches within the document’s metadata, and can therefore return more precise results.

To search for email-related metadata, insert a metadata search term into the query builder. Choose the relevant field from the dropdown menu, and select the value you would like to search for. Leave the Exact box unchecked to retrieve documents that have similar, though perhaps non-identical, values to the value you are searching against. For example, searching for emails from “John Q. Public” and leaving the Exact box unchecked will retrieve emails from both “John Q. Public” and “John Public.”

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A note about searching for dates: When searching among emails, the Date field is usually mapped to the Date Sent field. This means that if you construct a metadata search for emails using the Date field, Everlaw will retrieve emails that were sent within the date range you specify.

If you are not able to search within a certain metadata field, or you find that your search is not bringing up all the expected results, it may be because that metadata field was not provided or incompletely provided by the producing party for the documents on your project. You can check the documents’ metadata by looking at the dropdown menu of the metadata search term, or by including a column for that metadata field in the results table. If there are email metadata fields that are not present in Everlaw-processed documents (those that are prefixed with “#”), you can reach out to support@everlaw.com for clarification.

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How can I search for all communications related to a particular person?

To search for all emails related to a particular person or email address, use four metadata search terms, and select the From, To, CC, and BCC fields respectively. In the value parameter of each search term, type the email or name you are searching for. (You can leave the Exact box for the search terms checked or unchecked, according to your needs.)

The four search terms should be enclosed within an OR container. This is because you are searching for documents that contain any of the four metadata values you have specified.

Below is an example of a properly constructed search for all communications related to a single person:

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You can also create an alias field that combines the four aforementioned fields, and then conduct a search on that alias using a single metadata search term (rather than using four metadata terms). To read more about alias fields, refer to the relevant section of the metadata article.

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How can I search within an email domain?

Let’s say you want to search for all emails sent from anyone at everlaw.com. To construct this search, select the metadata search term, select the From field, and type everlaw.com (quotation marks are usually unnecessary) into the value parameter:

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This will retrieve all emails whose From field contains the text string “everlaw.com.” Importantly, you’ll want to leave the Exact box unchecked for this search. This is because no email address will exactly match the string “everlaw.com;” there will always be additional characters in front of the string.

Additionally, do not use values like “@everlaw.com” or “*everlaw.com” when searching for all emails that belong to a domain. Everlaw’s search tool will not be able to parse strings that begin with special characters like @ or *. Since domain names come at the end of email addresses, typing “everlaw.com” will be enough to retrieve emails that end in “everlaw.com.”

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What is email threading deduplication?

Email threading deduplication is a setting that users can enable or disable when setting up a project on Everlaw. If email threading deduplication is enabled, Everlaw will attempt to identify documents that fit in the same place in an email thread based on the documents’ contents and metadata. If this setting is disabled, you may see emails identified as duplicates in the email thread section of the context panel, but not the duplicates section. Email threading deduplication is turned on by default for new projects on Everlaw. You can reach out to support@everlaw.com to check if this setting is enabled and request that it be turned on.

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How do you determine email threading? / My emails aren’t threaded correctly.

Everlaw uses emails’ content and metadata (such as sender, recipient, and date sent) to determine how they fit into threads. If you believe your emails have been threaded incorrectly, it may be because the necessary metadata values are missing. You can reach out to support@everlaw.com to see if this is the case.

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What are embedded emails and how can I review them?

Embedded emails are emails that are attached to another email. Native embedded emails uploaded to Everlaw will have Parent ID and Family metadata values that clearly link them to the emails that contain them. (Before the March 2018 release, embedded emails were processed into separate families from their parent emails when uploaded onto Everlaw.) If the embedded emails on your project were uploaded to Everlaw after March 23, 2018, you should be able to view them within their families by using the attachment view in the context panel

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The PDF and native versions of some of my emails look different. Why is this?

Native email files are sometimes formatted in ways that are misleading and non-intuitive for review. You may encounter one of the following two scenarios when reviewing emails in the native viewer:

  • Native Outlook files sometimes display the email body as an attachment to the rest of the email, instead of part of the email file.
  • When reviewing embedded emails (emails attached to other emails), you may find that the native view of the parent email displays the body of the attachment email, instead of hte parent email.

For these reasons, Everlaw’s processing system has been designed to optimize email display in PDF or image view. It is highly recommended that you conduct review of emails in PDF or image view, as the emails will be more intuitively presented and readable.

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