Sharing Productions and Production Access Logs

 

There are three ways to share productions from Everlaw to outside sources:

  1. Download the full production, or any of its subcomponents, from Everlaw and transmit the production outside of Everlaw.
  2. Generate shareable links for the full production, or any of its subcomponents (e.g., load file, privilege log), that can be shared externally.
  3. Share the full production, or any of its subcomponents, via email invite.

Both link and email sharing allow you to share your production without needing to download it, but the two options have some key differences.

  Who can access the production? Everlaw account needed? Set expiration date Access log
Shareable Link anyone with the link No Yes IP address
Email Invite limited to email invitees An Everlaw account with the specified email address is required* Yes Specific email address

*Recipients can create their accounts for free at the time of download

 

Table of Contents

Downloading your production

To download your production and share it externally, click Share on the production card and choose Direct download.

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.

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Downloading, opening, or distributing files in a production with this warning may result in unwanted transmission of malware. Take proper precautions 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. 

Download your production via SFTP

To download your production via SFTP, please read our article on using SFTP.

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Sharing productions via shareable links

To share your production via shareable links:

 1. Select the Share button on your production’s card. Then select Share Production.

2. Select the tab that says Shareable Links.

3. Select which files you would like to generate shareable links for.

4. Give your links a name. This name will appear in the access log and will represent this specific set of shareable links.

5. Specify an expiration date.

Here is an example of what it looks like to create Shareable links.

 

 

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 “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.

6. 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.

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Sharing productions via email

To share your production via email invite:

1.  Select the Share button on your production’s card and select Share Production.

2. Select the tab that says Share via Email.

3. Select which files you would like to send via email.

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4. Enter the email address(es) of your recipient(s). If you have production admin permissions, you will be able to reselect the email addresses of previous production recipients, which will propagate in a dropdown menu Clicking on an email address will automatically propagate it in the email recipient text box.

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; email addresses not specified in this step will not be able to access the production, even if the email is forwarded to them.

By signing up and creating an account, they agree to Everlaw’s privacy policy. They will not be charged for account creation or file download, nor will they be required to use Everlaw in the future. They will not be able to access anything else in your Everlaw matter.

Once they have created their new account, or signed into their existing account, they can download the shared files by clicking on the link in the original email. The download will begin automatically.

5. Specify an expiration date.

6. Select Share to send an email to the recipients with a link to access the production.

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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 demo@everlaw.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 “Sample Production 2023" was shared by Training. The link expires on March 9.

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Production access logs

Everlaw's production access logs allow you to view sharing and downloading activity for your production. Each production has two access logs, called "Shared files" and "Internal downloads." The "Shared files" log is for productions shared vie email or shareable link. It shows who has accessed your production and when they accessed it. The "Internal downloads" log shows who has downloaded the production from within the project. 

 To view the production’s access logs, select 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. You can sort all columns of the table.

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Each set of shareable links has its own row. Expanding the row shows the generated link(s), and an activity log for them. The activity log includes the name of the person who downloaded the link if they were logged in to Everlaw at the time of download, or their IP address if they were not. 

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Each recipient of an email invite has their own row. If the same recipient has received multiple email invites, they will have a separate row for each invite. Expanding each row shows you which files were shared with that recipient, as well as an activity log for the recipient and the specified files.

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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.

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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. You can sort all columns except IP Address. 

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This log tracks download activity for original productions, as well as modifications. You can download this log from the top right corner of the dialog.

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Revoking Access

If a recipient has not yet downloaded the specified files, clicking Revoke from the Access log 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. Renewing a link creates a new expiration date, starting from the date of renewal.

Additionally, note that once you have shared a production, the recipients will be able to access it up to the expiration date even if you:

  •  Delete documents from a production or from the database
  •  Suspend a project or database 

However, the production will be inaccessible if you delete:

  •   The production card
  •  The project that houses the production
  •  The database that houses the production

If you have any questions about sharing productions or viewing your production's access log, please contact support@everlaw.com

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