Table of Contents
- Write a Deposition Summary
- Upload a Transcript and Supported Formats
- View Your Transcript
- Automatic and Manual Exhibit Linking
- Search, Annotate, and Highlight Transcript Text
- Export Marked Up Transcripts
- Replace Transcript Files
Deposition objects are created to prepare for, conduct, and summarize a deposition or other interview processes. After a deposition is complete, you can continue to utilize the Deposition tool in Everlaw. You can write a Summary directly within the Deposition. Additionally, you can upload a PDF, TXT, or PTX transcript to the Deposition, and any exhibits previously marked will be automatically linked within the transcript. Finally, text can be searched, as well as highlighted and annotated, to get teams on the same page about meaningful testimony.
Summaries are helpful to briefly gather the major points from a deposition, which might be lengthy and dense. The Summary tool within Depositions is intentionally freeform and allows you to collaborate with others on your team without having to leave the Deposition page. If you have Edit permissions on a Deposition, you can edit the Summary.
To begin your summary, enter your Deposition, then click the Summary view in the top right of the screen.
You will know that you are in the Summary if you see a light grey banner within the text body.
Summaries function almost identically to Drafts. Multiple users can edit the Summary at once, changes are saved in real time, and work product can be conveniently exported. There are two actions you can take in Drafts, but not Summaries:
- Create a copy: If you need to copy a Summary, we recommend that you export the document and re-import, or copy and paste the text
- Reference documents: To see your document list, toggle back to the Depositions view. Because you cannot reference documents in a Summary, you cannot export to PDF with images (you can export to PDF or Word)
You can learn about editing a Summary by visiting this section of the Drafts help article.
Everlaw supports PDFs (with embedded text), TXT, and PTX transcript files. Transcripts must have line numbers on the left margins of the document. If you choose an unsupported file type, you will not be able to upload the file.
You can upload a transcript to a Deposition object you’ve already created. Enter the Deposition, then click the Transcript button in the top right of the screen. Here, you can drag and drop or browse to select your transcript file.
You can also upload a transcript when creating a Deposition object. Create a new Deposition from the homepage or from the Story’s dashboard, in the Depositions tab. You can learn more about creating a Deposition in this article. At the bottom of the creation dialog, you can drag and drop or browse to select your transcript file.
Some errors may occur when uploading your transcript:
- Parsing error: Because the transcript viewer handles documents with a certain format, it must “parse” (read and interpret the text) into line numbers, which should be displayed but not selectable, and text content. If you experience a parsing error, the transcript will not be uploaded, and you can either replace your file with a different one or try the same file again.
- Max size limit: you may have tried to upload a transcript larger than 100MB. Your document will not be uploaded, and you can replace your file with a different one for upload.
- Formatting error: your document is a supported file type, and has parsable text, but is not recognized as a supported transcript format. Your document will be uploaded successfully, but some, most, or all of the text will be unselectable and greyed out.
Everlaw does not support scanned PDF transcripts, 4-page manuscripts, or transcripts with unusual numbering schemes. These files will be uploaded if they’re a supported file type, but will likely have formatting errors. If you need further assistance troubleshooting an error, contact firstname.lastname@example.org.
When you’ve selected your transcript file and named your Deposition, click Create.
Once your transcript is uploaded successfully, you will be taken directly to the Deposition, where you can view the transcript. If your Deposition includes a transcript, then you will be directed to the Transcript view anytime you visit the Deposition.
The transcript lives within the Deposition object, in a separate view accessible view the “Transcript” tab in the top right of the page.
Transcripts are loaded as scrollable, selectable-text files with line numbering. Once the transcript file is rendered, you can highlight specific lines of text and add annotations as needed. You can also click on any exhibit number or Bates number to preview and open the document for review.
If headers and footers are included in your transcript, those will be included but disabled from selection. Any other text that is unselectable (perhaps an appendix at the end of the transcript) will be grayed out as well.
Documents that are marked as exhibits are important because they represent critical information introduced during the deposition. Everlaw supports the ability to both assign exhibit numbers to a document, and link those exhibits to transcript text.
Everlaw uses a basic set of criteria to determine whether your transcript text “matches” an exhibit. If there is a match, the transcript text will automatically be linked to the document! When transcript text is recognized as a document on Everlaw, that text will be hyperlinked in blue. Clicking the linked text will take you directly to the document preview, where you can open the document for review.
However, in order for automatic linking to occur, transcript text must meet the following criteria:
- Transcript text must include the word “Exhibit” or “Exhibit No.” followed by a positive integer.
- The entirety of the phrase must land on one line of the transcript.
- If your marked exhibit includes any other text or symbols, then it cannot be automatically linked to transcript text.
Below is an example of an automatically linked exhibit. A document in the Deposition was marked with the number 27. That exhibit was also referenced in the transcript. Because the transcript text says “Exhibit 27” and 27 is a positive integer, the text is automatically linked.
To view the instances of your exhibit throughout the transcript, click the exhibit in the Document panel. Then toggle through the recognized instances, which will navigate you through the transcript.
If your transcript text identifies a potential exhibit reference (the word “Exhibit” or words “Exhibit No.” followed by a non-negative integer), but that exhibit number is not yet referenced in your Deposition, a suggested link will appear in the transcript. Suggested links are represented by a dashed underline:
To browse all suggested links, click the suggested link icon in the toolbar and toggle through the recognized text.
There are two ways to manually link a document to a suggested link:
- From within the transcript: Find the suggested link in the text (either via the suggested link icon, or searching the transcript). Click the link, then select a document from the document list. If a document is disabled with a lock icon, it’s because it’s already marked as an exhibit. Click “Link all (x found)” to link all instances of that exhibit in the transcript. The document in the panel will be updated with the matching exhibit number.
You can also type in a valid Bates/Control # to add the document to your deposition and link to the transcript. Keep in mind that the prioritized version of that document will be the one added and displayed in the Deposition. You can learn more about prefix priority versions in this article.
- From within the document panel: Select the document you wish to assign to an exhibit number. Click the document, and Edit the exhibit number. Enter the number of the suggested exhibit in the transcript text, then click Save. The document in the panel will be updated with the matching exhibit number, and the text in the transcript will be linked (hyperlinked in blue)
If you change an exhibit number and it is no longer a match in the transcript text, the previous links will be removed. You can edit the number from within the Document Panel or by clicking the reference in the text and editing the number from the preview.
Basic support for reviewing transcripts is available in the transcript viewer of Depositions. The Transcript view includes two transcript-specific modules: Search and Annotations.
The transcript viewer supports full text search, including words, phrases, regular expression (regex), fuzzy, proximity, and wildcard searches. To search your transcript, click the Search tab in your Depositions panel. Type your desired term into the input field, then press Enter on your keyboard. Your term will be added to the Search hit list. Each search highlight is assigned a random color. Use the arrows to toggle through the instances of that highlight throughout your transcript.
You can also select text in your transcript to create a search. Simply click and drag to select the text you wish to create a search for. Click the magnifying glass, and then navigate to the Search tab where you will see the resulting search. If you select more than one word, Everlaw will create an “OR” search across each word, looking for each word present in the selection, rather than a phrase search that seeks to match the entire phrase exactly.
Note that searches are user-specific and not viewable by anyone else on the Deposition. Additionally, you will not be able to leave and come back to your search. Once you refresh the browser, or navigate away from the page, your searches will be wiped. You can also click the “X” icon next to a search to remove it without moving away from the page.
You can search across all of your transcripts within a Story by going to the associated Story’s dashboard. You can read more about this functionality in this help article.
Annotations and highlights:
In Transcripts, you can use the text selector from the toolbar to create a highlight, choose between multiple highlight colors, and add notes to the highlights.
To create a highlight, click and drag the text you wish to highlight. Select the highlighter to create a highlight. If you wish to change the color to something other than the default (yellow), click the caret icon and choose a new color.
Once you’ve highlighted text, you can then annotate it. Click the text input box that says “Add a new note…” Start typing your note, then click away from the window, or click Save. Your note is applied to the document, published by you, and timestamped.
Anyone with at least View permissions on the Deposition can view all notes (including author and date), and highlights. When you add a highlight to a document, a highlight indicator will be added to the Annotations tab. Each highlight indicator will include the color of the highlight, and the page on which the highlight is applied.
You can click the highlight indicator to jump to pages/areas of the document that have been indicated to be relevant. If a highlight has an annotation, the indicator will have a bold outline.
Everlaw does not yet support exporting or migrating snippets of testimony into a report or the Timeline.
Click on the download icon in the toolbar to choose to download the Native transcript or export your annotated transcript (with notes and highlights) to a PDF or Word document. Only users with document download permission will be able to export transcripts.
Choose Native transcript to directly download the raw, original transcript without your work product. Both the PDF and Word export options create a task. Upon completion, download the export from the toast notification or from the associated Homepage card in the Batches and Exports column.
The beginning of each PDF export includes hyperlinked notes and citations. For PDF exports, notes will not be visible in the body of the transcript. Click on a citation to jump to the highlighted text, and click on the highlighted text will jump to the note and citation at the start of the PDF.
Transcripts exported to Word will include highlights, and all Everlaw notes will display as Word comments. In PDFs, overlapping highlights will blend highlight colors. To see overlapping highlights more clearly in Word, select their associated comment to focus on its highlight.
You might need to replace a transcript file because the first transcript you receive may not be the final transcript you wish to preserve or perhaps you uploaded the wrong file. In this case, you can replace your file within the transcript viewer. If you have Edit permissions on the Deposition object, you can replace a transcript file. Note that replacing your transcript will wipe any pre-existing notes and highlights.
Click the three-dot menu icon in the toolbar and select Replace transcript file.
A dialog will appear where, similar to the Deposition creation dialog, you can drag and drop or browse to select your new file. The same file type requirements apply to replacement as they do to new transcripts uploaded. When you’ve selected a file, click Replace.
You may experience a parsing or size limit error upon replacement. If this is the case, try a new file, or click Cancel to keep your existing file.
If your new transcript has a formatting error (text is parsable but not supported as a transcript format), then the file will be uploaded, replacing the old file. Text that is unselectable will be in grey.