Database Administration and Permissions

 

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What is a Database?

On Everlaw, your database is the central storage location for all documents in your matter. When you upload documents to Everlaw, they go into your database. Your database contains the clean versions of all of your uploaded documents, which are then made available for review in projects. If a document gets deleted, it is removed from all projects and deleted from the entire database. When you delete documents, their original, clean versions are completely gone from your matter and you must re-upload them in order to get them back.

Due to the relationship between databases and projects on Everlaw, actions taken on a database affect all projects in the database, while actions taken within projects generally only affect the individual project they occured in. For this reason, the actions and responsibilities of database administrators differ from those of project administrators, both in nature and in the scope of their ramifications. For a high-level overview of the difference between database and project admins, please see this help article.

The present article will discuss database admins and their role in managing databases on Everlaw, with a specific focus on database permissions. Project creation and management, which is another capability of database admins, is discussed in detail in this help article. 

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Database permissions on Everlaw

Database permissions grant individual users the ability to perform actions that affect all projects in a database. They can also download native container files. There are three database permissions on Everlaw:

Any user on a database can be granted database permissions. However, all database permissions, including Database Admin, must be granted by a database admin.

If you are a database admin, you can grant database permissions by going to the Project Management menu in the top right corner of your screen and choosing Database Settings.  

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Then, click “Add user.” This will display a list of all users on the database. Once you select a user, you have the option of giving them Upload, Delete, or Database Admin permissions. Please note that if you grant the Database Admin permission to a user, they will automatically receive both upload and delete permissions, as well.

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When a user is removed from all projects in a database, they become an inactive user. This means that they previously had database permissions, but they no longer have access to any projects in the database.

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Inactive users are not able to perform any actions on the database or its projects, but if they are re-added to a project in the database, they will automatically receive their database permissions again. To remove all database permissions from an inactive user, click Remove to the right of their name in the "Inactive users" list. If they are re-added to a project in the database, they will not have any database permissions until the permissions are explicitly granted again.

Note: Organization admins who have database admin permissions will maintain their database admin permissions, even if they become "inactive users." Learn more about OA access.

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Database administration: Projects

As a database admin, you can also create new projects. To do so, navigate to the projects tab on the left side of the database settings page.

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On this tab, you can see all projects in the database that you are a member of. If you are a project admin on any of the projects, you can rename, export, and delete them, as well. For more information about creating and administering new projects, please see our help article.

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Database administration: General

On this tab, you can allow (or disallow) overlapping Bates ranges for new uploads onto that database by toggling the “Overlapping Bates” setting. 

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By default, Everlaw does not allow for documents with overlapping Begin Bates or overlapping Bates ranges. For example, if ABC001 is a two-paged document, Everlaw normally wouldn't allow for the upload of ABC002 because ABC002 is already occupied by the second page of ABC001.

Special note about overlapping Begin Bates: The “Overlapping Bates” setting will not allow you to upload documents with overlapping Begin Bates. Everlaw requires processed data to have a unique identifier representing the beginning of a document (such as Begin Bates number or Control Number). For example, the following three documents would be considered to have overlapping Begin Bates numbers and would not be uploaded to the platform:

  • DEF001
  • DEF001_final
  • DEF001.0002

Learn more about standard formats for processed data

You can upload documents with overlapping Bates ranges by enabling the “Overlapping Bates” setting for your database. 

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For example, let’s say you are uploading ABC001 (3 pages), ABC002 (2 pages), and ABC003 (1 page). ABC002 and ABC003 have Bates ranges that overlap with ABC001. If the “Overlapping Bates” setting is enabled, you would be able to upload all three documents (ABC001, ABC002, and ABC003) despite the overlap in Bates ranges. This setting is especially relevant for users in countries, such as Australia, with document numbering systems that do not rely on End Bates numbers.

This setting will only apply to future uploads and won't affect existing documents with overlapping Bates ranges. Documents with overlapping Bates ranges that were previously uploaded to your database will remain.

Note that allowing overlapping Bates can sometimes create uncertainty for processed uploads when overlaying with separate files for each image such as TIFF or JPEG. This can happen if two documents have overlapping Bates ranges and there are single-page images within the overlapping area. For example, if ABC001 and ABC002 are both five-page documents, ABC003.tiff may be assigned to either of these documents. 

Note for AU, UK, and EU users: By default, the “Overlapping Bates” setting will be enabled for all new databases.

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Database administration: delete databases

Database administrators can also delete the database for which they are an admin. Deleting the database will delete all projects in the database. There is no way to reverse this action and recover data that have been deleted.

To delete a database, navigate to database settings. If this icon is grayed out, you may not have database admin permissions. 

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Within the database settings page, click on the projects tab on the left. On the upper right, next to the green button to add a new project, will be a red button to delete the entire database. 

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Deleting the database will delete all projects in the database, including projects you may not be a project administrator of. As a reminder, being a database administrator does not automatically grant project administrator permissions. For this reason, there are a few confirmation steps that must be taken to complete your database deletion.

If you are not a project admin of every project within the database you are trying to delete, the following pop-up will appear. If you would like to continue with the deletion of the database, check the acknowledgements box at the bottom and click continue. 

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Once you click Continue, an additional confirmation pop-up will appear. If you would like to go forward with the database deletion, click Continue again.

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Next, a final confirmation box will appear. To confirm your deletion, you will be asked to type “DELETE” in all caps, then click Delete.

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Additionally, you will also see an option to “Purge all backups immediately.” This option should only be selected if you need to immediately and completely expunge all data and backups from the platform, as requested by a court order. We do not recommend selecting this option unless you have to.

If you must purge all backups immediately while deleting your database, you will be asked to confirm by typing “DELETE AND PURGE ALL BACKUPS”.

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To complete the deletion of the database, click the Delete button on the bottom right. This will trigger a task for the platform to immediately delete your database, and none of your documents or review work will be recoverable once your database has been deleted.

You will not receive an email notification about your database deletion.

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Database administration: upload notifications

Database administrators can also configure upload notifications for any projects that they are added to in the database. To learn more about upload permissions, please see this help article

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