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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)
The CSV of work product allows you to import review work to documents on Everlaw in the future, if needed.
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.
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.
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. If you are a Database Administrator but not a Project Administrator, you will see greyed out icons indicating that you cannot export the project, even though you can see the project name. If you are an Organization Administrator and the project belongs to your organization, you will be able to export complete and partial projects from Database Settings. More information on accessing from database settings is at the end of this article.
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.
A dialog box will appear, where you can configure your ZIP export.
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.
If exporting from the results table, you must name your export. By default, all files - images, text, natives, load files, and review work product - will be included in your ZIP file. 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.
Then, select your native filename option. You can choose between several options for native filenames: Bates number, original filename, or Bates number and original filename.
Users can also select the option to clean up native filenames, which will replace characters like colons and backslashes with underscores to be compatible with all operating systems.
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.
Finally, 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.
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.
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 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 email@example.com.
Accessing from Database Settings
In Database Settings, click the export icon next to the associated project you wish to export.
The only difference between the export dialog here is that you cannot name your export. The export name is the project name.
As a Database Administrator, you can track the progress of your task at the bottom of the Database Settings page. You will also be able to see any exports (run by you and others) from any projects you have Project Administrator permissions on. When the task is finished, you can download it from the Finished Tasks table.
Finished tasks can be filtered by project name, user, or description within a chosen date range. To access more information about your finished exports, such as task start time, completion time, and task duration, click on the three dot menu icon under the More column and select “See details”