Database Admins and Organization Admins can assign Bates numbers to pre-produced natively uploaded documents to be referenced during review and post-review workflows. These assigned Bates numbers — referred to as Other Bates — are not burnt into your documents until the documents go through production.
Note
Other Bates numbers can only be assigned to and removed from documents that were initially processed by Everlaw (natively uploaded documents) from the results table. To assign Other Bates to documents uploaded as processed data, you can overlay the values or reach out to support@everlaw.com.
Requirements
You must be an Organization Admin or Database Admin to assign Other Bates numbers to documents.
How Other Bates work
Assigned “Other Bates” values are stored in the document’s Other Bates metadata field. This means that the Other Bates value persists for that document across all projects in the database, not just the project in which the Other Bates number was assigned.
Other Bates numbers are not burned into your documents until you produce them. However, you will see a preview on the bottom right of your document in the image view. To use the assigned Bates numbering in your production protocol, select the option to Use Other Bates metadata for numbering during production configuration.
Note
You can change previously-assigned Other Bates values at a later date. To do this, overwrite the current values by reassigning the new values. You don't have to remove the previous values before assigning the new values.
Assign Other Bates numbers
To assign Other Bates numbers to documents:
- Open a results table of the documents.
- Other Bates numbers are assigned according to their sort order in the results table. Sort your documents into the order you want them to be numbered in, and select only the ones you want to edit.
- Select Batch > Assign or remove Other Bates.
This opens the Assign or remove Other Bates dialog. - [Optional] If you would like to include a Bates prefix, enter it in the Prefix field.
- Enter a Begin Bates number in the Bates number field.
You may wan to consider the following:- Other Bates numbers are applied at the page level. For example, if you assign TEST 0001 to your selected documents, and the first document in the group is 3 pages, the next document will be assigned TEST 0004 as its Other Bates number.
- To have zero padding on the assigned Other Bates value, add the zeros in the starting prefix and the rest of the Other Bates will dynamically adjust to the appropriate zeros (e.g. 0001, 0011, 0131, etc.).
Tip
If it's important that all Bates numbers have the same number of digits, make sure you leave enough padding. For example, if there are 10,000 pages in your document set, the first assigned Bates number should be 00001.
- Select Apply.
View Other Bates in a results table
To view the Other Bates values in the results table:
- Select View > Add or remove columns.
This opens the Add or remove columns dialog. - From the list of columns provided, select Other Bates.
- Select Save.
Remove Other Bates
- Open a results table of the documents.
- Select Batch > Assign or remove Other Bates.
This opens the Assign or remove Other Bates dialog. - Select Remove Other Bates.
- Select Apply.
Australian production options
If you are based in Australia, and would like to learn more about assigning document IDs and other production options please visit our article about Australia production options.