This article details features available for users in the Everlaw Australia environment. These options are intended to support the production requirements of users in that region.

Table of Contents

• Assigning Document IDs
• Producing to Document IDs
• Generating a mdb loadfile 
• Leveled Packaging

Assigning Document IDs

With Everlaw you can assign Document IDs in the [Party].[Box].[Folder].[Number] format using the Assign Bates feature. On your results table, ensure your documents are grouped and sorted in the manner you would like them numbered. In the Assign Bates dialog, you can enter the Party in the Prefix textbox and the Box, Folder, and Number in the Bates Number textbox as you would like them to appear on the first page of the first document. The values will populate in the Other Bates field on the documents prior to production.

Producing to Document IDs

When you are ready to produce your documents, you can use the Other Bates field to generate the new filenames for each document. In the Details stage of your production protocol, select the “Use Other Bates metadata for numbering” checkbox. 

Generating a Microsoft Access Database (.mdb) loadfile 

Everlaw can produce an .mdb loadfile that conforms to the Federal Court of Australia guidelines. In the “Load file” step of the production protocol, check the “Include Microsoft Access Database load file” checkbox. This will automatically generate an .mdb file with the below specifications

.mbd Specifications:

The .mdb file is a database file that will contain four tables: Export, Parties, Pages, and Export_Extras. The Export, Parties, and Pages tables are all pre-configured and cannot be edited. The Export_Extras table can be configured using the metadata selector.

Export table

The Export table contains high-level information about a document. There is only one row per document in this table, identifiable by the Document_ID.

Field Name	Value
Document_ID	The document id in [Party].[Box].[Folder].[Number] format, such as ABC.001.001.0001.
Host_Reference	The "Parent Id", in the same format as Document_ID.
Document_Date	The first value of "Date Sent", "Date Saved", or "Date" if the document is an Email, otherwise "Date Saved" or "Date".
Estimated	Always empty.
Document_Type	The type of the document, such as "PDF", "Email", etc.
Title	The first value of "Subject", "Title", or "Filename" if the document is an Email, otherwise "Title" or "Filename".
level_1	The SSS component of Document_ID.
level_2	The BBB component of Document_ID.
level_3	The FFFF component of Document_ID.
level_4 thru level_10	Always empty.
Description	Always empty.

Parties table

This table contains information pertaining to the people involved in the document, in a one-to-many relationship. Document_ID and Correspondence_Type are not enough to uniquely identify a row in this table because a row is generated for each person in a correspondence type (e.g multiple people in a “Cc” field). The correspondence types that will be populated in this table are: "Bcc", "Cc", "From", "To", "Attendees", "Author", "Between" and "Recipient". "Bcc", "Cc", "From" and "To" are always included, while "Attendees", "Author", "Between" and "Recipient" are only included if explicitly selected on the Load File Metadata Fields page. If the value for a correspondence type is empty, a row will not be created.

Field Name	Value
Document_ID	The document id in [Party].[Box].[Folder].[Number] format, such as ABC.001.001.0001.
Correspondence_Type	"Bcc", "Cc", "From", "To", "Attendees", "Author", "Between", or "Recipient".
Persons	The person involved in the correspondence, whether that be a name or email address.
Organisations	Always empty.

Pages table

This table contains information about the different files produced for a document, in a one-to-many relationship. A row will be generated for each file type (image, native and/or text) being produced, for each document. If a native with extension .txt or .pdf is being produced and the .txt or .pdf image of this document is also being produced, the native will have extension .native.(txt/pdf) to avoid conflicts.

Field Name	Value
Document_ID	The document ID in [Party].[Box].[Folder].[Number] format, such as ABC.001.001.0001.
Image_File_Name	The file name of the document, such as ABC.001.001.0001.txt or ABC.001.001.0001.native.pdf.
page_label	"PDF", "NATIVE" or "TEXT".
page_num	An incremental count, starting at 1, for each file type being produced, per document, in the following order: image, native then text.
num_pages	If page_label is "PDF", the number of pages in the PDF, otherwise 1.

Export_Extras table

This table contains configurable metadata for each document. To include additional metadata in the Export_Extras table, use the metadata selector to drag and drop the desired fields into the right-hand panel.

It is a one-to-many relationship identifiable by the Document_ID and theLabel fields. theCategory represents the type of the field, while theLabel represents the name of the metadata field, such as "Privileged". Given a set of documents in a production, if at least one document has a value of length greater than 255 characters for a given field, then the value for that field, for each document, will be in the memoValue field. Otherwise, the values will be in theValue field. 

The following fields are omitted from this table: "Begin Bates", "End Bates", "Produced From", "Bcc", "Cc", "From", "To", "Attendees", "Author", "Between", "Recipient", "Parent Id", "Date Sent", "Date Saved", "Date", "Subject", "Title", "Filename". To include one of these fields in this table, select the field in the metadata selector and rename it to something that is not in this list.

Field Name	Value
Document_ID	The document id in [Party].[Box].[Folder].[Number] format, such as ABC.001.001.0001.
theCategory	"TEXT", "NUMB", "DATE" or "BOOL".
theLabel	The name of the metadata field.
theValue	The value of the metadata field for fields with all values less than or equal to 255.
memoValue	The value of the metadata field for fields with at least one value greater than 255.

 

Leveled Packaging

Everlaw supports the ability to package produced documents using a leveled folder structure. This option is selected by default during the “Additional Options” stage of the production protocol under the Packaging section.

The top level production folder will contain a “data” folder for the load files, including the .mdb file, and a folder for each Party prefix. Each Party folder will have subsequent folders for their Boxes and Folders. Within each folder will be the text, .pdf, and, if included, native file for the documents in the production. If a native of type txt or pdf is being produced and the .txt or .pdf image of this document is also being produced, the native will have extension .native.(txt/pdf) to avoid conflicts.