Table of Contents
- Downloading your production
- Sharing productions via shareable links
- Sharing productions via email
- Production access logs
There are three ways to share productions from Everlaw to outside sources:
- Download the full production, or any of its subcomponents, from Everlaw and transmit the production outside of Everlaw;
- Generate shareable links for the full production, or any of its subcomponents (e.g., load file, privilege log), that can be shared externally;
- Share the full production, or any of its subcomponents, via email invite. This will require recipients to log in to or create an Everlaw account associated with the specified email address in order to download the production.
Sharing productions via shareable link or email invite also allows you to specify expiration dates and view access logs for the shared files. We will go through the steps for sharing productions via each method and viewing the production access log below.
Downloading your production
In order to download your production and share it externally, click Share on the production card and choose Download Production.
If your production contains any native files which were flagged as malicious, a warning dialog will appear, asking you to confirm that you wish to proceed with downloading this data.
Be aware that downloading, opening, or distributing files in a production with this warning may result in unwanted transmission of malware, and proper precautions should be taken before downloading or transmitting data flagged as potentially malicious.
If there are no malicious files, or if you click "continue" on the previous warning, a dialog will open, asking you which files you would like to download.
Once you click an option, the download will begin.
Sharing productions via shareable links
In order to share your production via shareable links, click the Share button on your production’s card. Then, select Share Production.
Once the Share Production dialog has opened, select the tab that says Shareable Links.
Select which files you would like to generate shareable links for. If you did not create a privilege log for your production, the option to generate a shareable link for a privilege log will not be displayed.
Once you have selected which files you would like to generate shareable links for, give your links a name. This name will appear in the access log and will represent this specific set of shareable links. Finally, specify how many days the links should be viable for before expiring.
In the above example, links to two files are being generated: a ZIP file containing the full production, and a CSV file containing the production’s privilege log. Both links will be classified under the name “Share with Firm X” in the production access log, and both links will expire 30 days from the share date unless access is renewed or revoked before then. Renewing and revoking access will be discussed in a later section.
Once you are satisfied with your configuration, click Share to generate the links. This will open a dialog box containing the production’s shareable links, which you can then copy to your clipboard.
If you would like to send different sets of links to different recipients, or if you would like to set different expiration periods, you can repeat the above steps to generate an unlimited number of shareable links for different files and expiration periods. A separate event is logged in the production’s access log each time you generate new shareable links.
The recipient of the shareable link simply needs to put the link into their browser’s address bar and press Enter, without requiring an Everlaw account. They will then be prompted to download the shared file. The shared file will be named after the production you ran on Everlaw, rather than the name of the shareable links.
Note that if you delete documents from a production or from the database, it will not affect the shareable link that is created for production. Suspending a project or database will not affect the shareable link either. However, the link will be inaccessible if you delete the production card, the project, or the database that houses the production.
Sharing productions via email
In order to share your production via email invite, click the Share button on your production’s card. Then, select Share Production.
Once the Share Production dialog has opened, select the tab that says Share via Email.
Select which files you would like to send via email. If you did not create a privilege log for your production, the option to send a privilege log will not be displayed.
Once you have selected which files to send, enter the email address(es) of your intended recipients. In order to download the shared files, the recipients will need to log in to their Everlaw account using the email address specified in this dialog. If they do not have an Everlaw account already, they will need to create one using the specified email address. They will not be charged for account creation or file download, nor will they be required to use Everlaw in the future.
If you have production admin permissions, you will be able to reselect the emails of previous production recipients. Previous recipients will propagate in a dropdown menu. Clicking on an email will automatically propagate it in the email recipient text box.
Next, specify how many days the email invite and associated files should remain valid and downloadable for.
In the above example, two files are being shared: a zip file, containing the full production, and a CSV file containing the production’s privilege log. Both files will be shared with email@example.com. In 30 days, the recipients will no longer be able to download the files from the email, unless their access is renewed. Renewing and revoking access will be discussed in the next section.
The recipients of your production will receive an email with the subject “A production has been shared with you on Everlaw.” The below email is an example email where a full production called “test" was shared by Meeri Demo. The link expires on December 29, 2018.
Production access logs
Everlaw's production access logs allow you to view sharing and downloading activity for your production, both externally and within your project. To view the production’s access logs, click the three-dot menu in the top right corner of the production card and choose View Access Log.
Each production has two access logs called "Shared files" and "Internal downloads." The "Shared files" log shows who has shared the production with external parties, as well as external parties who have downloaded the shared production. The "Internal downloads" log shows you any users who have downloaded the production from within the project.
Shared Files Log
The "Shared files" log is organized by Email/Link Name by default. All columns of the log are sortable.
Each set of shareable links will have its own row, with the specified name under Link Name. Expanding the row will show you the generated link(s), as well as an activity log for them. The activity log will include the name of the person who downloaded the link if they were logged in to Everlaw at the time of download.
Each recipient of an email invite will have their own row, as well. If the same recipient has received multiple email invites, they will have a separate row for each invite. Expanding each row will show you which files were shared with that recipient, as well as an activity log for the recipient and the specified files.
For production files shared via email invite, you can resend the invite from here.
You can also revoke and renew the ability to access the specified production files through the shareable links and email invites.
If a recipient has not yet downloaded the specified files, clicking Revoke will prevent them from being able to download the files from the given link(s) or invite in the future. Please note that if a recipient has already downloaded the files prior to access revocation, or if they have access to the files via a separate email invite or shareable link, they will continue to have access to the files through those avenues.
If a recipient’s access has been revoked, or it has reached its expiration date, clicking Renew will allow you to specify how many days their access will be valid for. Please note that clicking Renew and entering a number does not extend the number of days the link is valid; renewing a link creates a new expiration date, starting from the date of renewal. For example, let’s imagine a link or invite has one day left until expiration. If you click Renew and enter two days, the link will have two days left until expiration upon renewal.
If you have any questions about sharing productions or viewing your production's access log, please contact firstname.lastname@example.org.
Finally, you can also download the log from the top right corner of the log.
Internal Downloads Log
The "Internal downloads" log shows you anyone who has downloaded the production from within your project. All rows, except IP Address, are sortable.
This log will track download activity for original productions, as well as modifications. You can download this log from the top right corner of the dialog.