Table of Contents:
What is Exhibits?
Exhibits allow you to view documents from a StoryBuilder Outline, export the referenced documents, and maintain a cohesive narrative in preparation for depositions. You can easily toggle from Outline to Exhibit, where documents used in the Outline are generated as a list of exhibits. You can configure your exhibit list view and format your information so that it is suitable to bring to a deposition. For an introduction to Outlines, read this help article.
Exhibits is a view within Outlines. In order to use Exhibits and create an exhibit list, you must first create an Outline and add document references to it. To add documents references, click the plus sign to the left of the document card in the panel, or drag and drop it into the Outline text body. You can reference a document multiple times in an Outline and inline with text. You can learn more about how to do this in this section of the StoryBuilder Outlines help article.
As you add documents to an Outline, you are automatically creating an exhibit list. Each unique document reference in your Outline becomes an exhibit. If there are no documents in your Outline, there will be no exhibits.
To access your exhibit list, click Exhibits in the top right corner. Here, you will see a list of your documents from your Outlines. Documents in this list, otherwise known as exhibits, are in order of the document placement in your Outline. If a document was referenced more than once in your Outline, Exhibits will use the first instance of the document in its list order.
By default, the following are displayed for each entry:
- A number
- The document's title
- Type (email, PDF, spreadsheet, etc.)
- Metadata (default fields: To, From, Subject, Author, Title)
- If one of these fields does not appear, then a value does not exist for that field
An exhibit's title, description, and relevance are synced to associated Chronologies and Outlines. This means if you update any of these fields for a given document in Chronology or Outline, the field will automatically update in Exhibits. Similarly, if you update a field in Exhibits, that field will be updated in any associated Chronology and Outline.
Editing Exhibit List Settings and Export to CSV
If you would like to adjust the order of your documents in Exhibits, you can change the order of the document references in your Outline.
Toggle from Exhibits to Outline, then drag and drop a document reference to change its order. When you toggle back to Exhibits, you will see that the order has changed. Remember, if your document is referenced multiple times in a document, Exhibits will recognize the first instance of the document when creating the list order.
Each exhibit has a title, which is synced to the document entry's title in all associated Outlines and Chronologies. When a document is added to the Chronology, its default title is its Bates or Control number. If the document's title has been renamed in an associated Chronology or Outline, then the exhibit's title will be reflected as such. Rename a title by clicking on it, typing the new name, and pressing enter on your keyboard. If you rename a title, the Bates or Control number will appear below so that you can continue to reference it.
If a description and/or relevance were added in Chronology or Outlines, it will also be synced to the exhibit list. If there is no description or relevance for an exhibit, you can add both directly in Exhibits. Click Add Description or Add Relevance. A text editor will appear, in which you can add your notes. Click save or click away from the dialog box to save the description or relevance.
To preview a document, click the document type or the eye icon. Here, you can preview the document’s bookmarked pages if it has them by clicking on the bookmark icon. As in Outlines, the document preview displays the document’s description, relevance, labels, and bookmarked pages. You can also edit the description and relevance, or edit labels and outline associations from the preview.
Click Close in the top right corner, or click anywhere in the dark grey space to exit the preview.
The Exhibits toolbar allows you to adjust the settings in your exhibit list, access the results table for your exhibit list, and export your exhibit list to CSV.
Settings: Click the gear icon to view a checklist of properties that you can show or hide. By default, there are five metadata fields that are displayed: To, From, Subject, Author, and Title. You can click Customize Metadata to select the fields that you'd like to display. If you select any field, the default fields will be removed from display. You can also click Select All or Select None within the Customize Metadata dialog box. When you have selected the metadata fields to display, click Save.
In your Exhibits view, you will now see any metadata fields you selected that have values for those fields. If a document does not have a metadata value for a particular field, that field will not be displayed for that exhibit.
If you'd like to export your exhibit list to CSV, click CSV Export, and your export will begin immediately. Your CSV will be configured according to the settings you have selected. For example, if the only metadata field you choose to show is Custodian, then the only metadata field in your exported CSV will be Custodian. Once the file is ready to be downloaded, a notification will appear. You can download the file from a link on the notification, or on the associated card in the Batches & Exports column on the homepage.
Publish to PDF
If you are ready to customize and publish your exhibit list, click Publish to PDF. Here, you can specify a variety of formats and settings.
First, name your file, which will default to the Outline title. If you edit the name, the file name will be edited; however, note that the title within the PDF will reflect that of your Outline.
Next, decide whether you’d like to publish your exhibit list to a single PDF, which will combine a table of contents and each exhibit into a single document, or a ZIP of individual PDFs, in which your table of contents and each exhibit will be individual files in the ZIP file. As you decide between selections, the graphic at the bottom of the dialog box will update to guide your decision.
Click Next when you have selected your preferred file option.
The next step is to decide whether to include or exclude a Table of Contents.
The Table of Contents is a condensed summary page that includes each exhibit's title, Bates or control number, description, and relevance (if applicable). It also includes a space to list each document’s exhibit number, which can be populated later in deposition.
You can then decide whether to include or exclude the exhibits in your export. The exhibits are the documents themselves. If you’d only like to publish a Table of Contents of your exhibits, deselect the Exhibits option.
The next step is to configure your exhibit list settings. You can include or exclude highlights, as well as a description page before each exhibit. Notes are coupled with highlights, so by selecting to include highlights, you will also include note(s) on your document. These will be published on the subsequent page after each exhibit's description page, but before the exhibit itself.
The next step is to decide whether you'd like a description page before each exhibit. The description page reflects the settings you have displayed in Exhibits. An example is below:
Note that for the Table of Contents and each exhibit's description, the following are true:
- Description, relevance, and metadata will only appear if they are displayed in your exhibit list at the time of export.
- The metadata table will include only the fields that were visible at the time of export.
- If you have only displayed the default metadata fields - From, To, Subject, Author, Title - the fields will not appear in either the Table of Contents or the descriptions
When you are happy with your configuration, click Publish to begin exporting your exhibit list to PDF. Once the file is ready to be downloaded, a notification will appear. You can download the file from a link on the notification, or on the associated card in the Batches & Exports column on the homepage.