Table of Contents:
- Where can I export projects?
- How do I export projects?
- What is not included in an export?
- How long will my export take?
- What happens if my export includes a document flagged as malicious?
You can export a ZIP file of your entire project, or a subset of documents, and associated review work product along with automatically-generated load files. This is particularly useful for self-managing your export at the termination of a project, when you might want to archive your data offline.
If you included all possible file types in your export, you will receive the following file folders:
- data (includes CSV of work product, DAT, DII, LFP, LST, and OPT files)
- images
- natives
- text
The CSV of work product allows you to import review work to documents on Everlaw in the future, if needed. In addition, note that ZIP exports will export all images into PDF's, regardless of their previous file formats (TIFF, JPG, JPEG, etc).
The export accounts for a user's permissions, meaning that if you do not have view permissions on a particular area of work product, you will not see those results in the export.
Where can I export projects?
There are three places in Everlaw where you can export a ZIP of your projects: the results table, Database Settings, and Organization Administration. You are able to export the same data from each of these places.
Results table:
You can export all documents, or a subset of documents, from your project in the results table. In order to conduct this export from the results table, you must have ZIP permissions, which can be found on the Permissions page in Project Settings. You do not need Database or Project Administration permissions to conduct this export from the results table.
Database settings:
You can also export the project from Database Settings. In order to do this, you must also be a Database Administrator and a Project Administrator on the targeted project(s). Alternatively, users who are Organization Admins can also export from the database settings page as long as the database is subject to OA Access.
If you are a Database Administrator but not a Project Administrator on a project, you will see greyed out icons and options indicating that you cannot export the project, even though you can see the project name. Note that projects can be exported even while the project or database is suspended. For more information on exporting out of the database settings page, please see this article.
Organization Administration:
The third place where you can export a project is on the Organization Administration page. You can learn more information in this article.
How do I export projects?
If you export a ZIP from the results table, you can export all documents in the project or a subset of them. Within a given results table, you can uncheck any documents you do not want to export by using the checkboxes on the left side of the table. To learn more about results table functionality, read this overview.
When you have selected the documents you wish to export, click Export and select ZIP in the dropdown menu.
If you are exporting from the database settings or organization administration pages, your export will contain all documents in the chosen project.
Once you launch an export, a dialog box will appear with configuration options. In this dialog, you can view the total uncompressed size of the natives, image, and text files in your export. Selecting and deselecting the three document files will update the size displayed.
A note on export caps: the limit for ZIP exports is 4TB (terabytes) of uncompressed data, including images, texts, and natives. This will be calculated before the export begins, so you will not be able to start your export if it exceeds the cap.
Here are the fields you can configure for your export:
- Export name
- Files to include
- By default, all files - images, text, natives, load files, and review work product - will be included in the export. Review work product includes the following: notes, codes, ratings, redactions, highlights, user-editable metadata, and Stories (including any Stories labels applied to documents). You can deselect any of the included files by unchecking the box. Note that when you export review work, redactions will not be applied to images.
- Native advanced options
- Native file naming scheme
- You can choose between several options (Bates number, original filename, or Bates number and original filename), and elect to clean up native filenames, which will replace characters like colons and backslashes with underscores to be compatible with all operating systems.
- Native encryption
- For password-protected documents, you can choose to export a decrypted version of the file by default or choose to export the original encrypted file. The option to export decrypted versions is only applicable to encrypted documents with passwords provided. Encrypted documents uploaded before the March 3, 2023 release will have decrypted versions created and stored upon reprocessing. After reprocessing, decrypted versions will be available for export.
- For password-protected documents, you can choose to export a decrypted version of the file by default or choose to export the original encrypted file. The option to export decrypted versions is only applicable to encrypted documents with passwords provided. Encrypted documents uploaded before the March 3, 2023 release will have decrypted versions created and stored upon reprocessing. After reprocessing, decrypted versions will be available for export.
- Native file naming scheme
- ZIP file encryption
- Choose whether or not to encrypt your export. AES-256 is the recommended, more secure, encryption option. However, you may need an application such as 7-Zip or WinZip to open the exported ZIP file. If you choose to encrypt, you must create a password. You can create your own or choose a randomly generated one by clicking the key icon. By default, you will receive your password in an email upon export completion. The email will be sent to you only. Deselect the “Email me a copy of my password” if you do not wish to receive it.
Note that if documents in the export have identical filenames, the export will fail, and the user will be notified. The Bates numbers of the documents causing the issue will be shown in the notification popup, as well as in a report stored in the Batches & Exports column.
When you have configured your settings, click Export. Your task will begin. The export may take longer than a standard export on Everlaw, particularly if images need to be converted to PDF’s. Since you are exporting all associated work and load files in addition to the documents, it is expected to be a fairly large and slow export. A full database with over a million documents, depending on the number of images, could take a day or more to process.
You can check in on the export's progress and a see time estimate under Batches and Exports, where you will find an export card. You can pause or abort the task from this card. Note that Organization Administrators on the project will see this card as well and can pause or abort it.
If an export has been aborted, you can select “See details” on the bottom of the card to see who aborted the export, export start time, stop time, and task duration.
While the export task is running, you should try to avoid modifying review work on documents being exported. If an export is in progress, there is no easy way to tell what documents have been packaged, and which ones have not been packaged. Modifying the review work will introduce uncertainty to the document version you receive in your export.
When your export is complete, the card will have a download button that you can click to see more details about your export or to download the ZIP file to your machine. Clicking “See more details” will show you who initiated the export, start time, completion time, and task duration. Note that task duration includes time paused as well.
If you chose to encrypt your file, you can view your password by clicking "Copy password." The password will be copied automatically to your clipboard, and you can also copy the displayed password, which you should copy and keep secure. The export card will expire in 28 days.
After you start the export task, you are free to leave the page without interrupting the export progress. You will also receive a notification at the bottom right of the page when your task completes, with a link to download the ZIP file.
If you are exporting out of the database settings or organization administration pages, you can monitor and access exports on the appropriate Tasks area of those pages.
If your project export failed, it might be because the project does not have any documents in it. If you experience other reasons for export failure, please contact support@everlaw.com.
What is not included in a project export?
Project exports are not exhaustive of all the objects and data in your project. The following objects are not included in a bulk project export:
| Object / Data | Exportable from elsewhere in the platform? |
| Assignments / Assignment Groups | No |
| Clusters | No |
| Homepage folders | No |
| Predictive Coding Models | No |
| Project Messages | Yes |
| Search term reports | Yes |
| Storybuilder Depositions | Yes |
| Storybuilder Drafts | Yes |
| Storybuilder People | No |
| Storybuilder Timeline | Yes |
| Upload reports | Yes |
| User and Project Analytics | Partial, depends on the visualization / data table |
If you would like to preserve this information outside the platform, you must perform individual exports, where possible, to supplement the bulk project export. This is particularly important to keep in mind if you are exporting project data in anticipation of suspending a project or database. Once suspended, all areas of a project are inaccessible to users, with the exception of the Database Settings page, the Organization Admin page, and the Message Center.
If your intent is to preserve your data such that your project(s) are fully restorable in Everlaw, you must keep your project(s) in a suspended state. To learn more about project and database suspension, please see this article.
How long will my export take?
The time it takes to export from Everlaw depends on the size of the export. When exporting data off the platform for the purpose of deleting data before the next billing cycle, we recommend you start at least 2 weeks before the end of the billing cycle (end of each month UTC) as you may want to download and review the exported files. You should ensure that the correct data has been exported before deleting data on the platform because data deletion is irreversible. A suspended project can be exported and will be billed at the suspension rate at the start of the next billing cycle.
What happens if my export includes a document flagged as malicious?
When exporting to ZIP, if your export includes either natives or images for one or more files flagged as malicious, then you will receive a warning dialogue before your export begins. This warning dialogue will allow you to view a list of all documents in your export set which have been flagged as malicious. It will then give you the option to either include or exclude those files from your export.
You can click the blue number next to the document icon to open a search results table containing all documents in your export which are flagged as malicious; this can be helpful in determining whether it may be possible to exclude these files from your export. Once you have decided how to proceed, you can select “Without flagged documents” to omit all malicious documents from your export, or “With flagged documents” to include these files. Once you have selected your preferred configuration, click Continue to start the ZIP export. Your resulting ZIP can be downloaded from the Batches and Exports column of the home page.
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