From the Native uploads page, you can:
- View information about both completed uploads and those in progress
- Add files to completed uploads
- Delete an upload
- Download reports about your native uploads
Read this article to learn how to manage and track native uploads.
Required permissions You must be a Database Administrator, have Upload permissions on the database, or be an Organization Administrator.
Native Upload Page
To get to the Native Uploads page, go to Data Transfer > Uploads > Native Data. On this page, each native upload is represented by a card. Upload cards are organized by month and ordered by date uploaded, with the most recent uploads at the top of the page. You can filter upload cards by any combination of name, month of upload, or custodian.
Upload reports
The Native Data page has an option to download reports across your native uploads. These reports allow you to download information about multiple uploads.
There are two types of cross-upload reports:
- A per upload report for each selected upload
- A per document report for each document in the selected uploads
By default, the report will span all uploads. However, you can specify a smaller subset of uploads or documents by using the filter boxes. Once you’ve filtered your uploads:
- The upload report will only include information about the uploads captured in the filter
- The document report will only include documents in the uploads captured by the filter. If a custodian filter is used, the documents will be further filtered such that only documents with that particular custodian value will be included.
To download these reports:
- From the Native Upload page, select Download reports.
- Select the type of report.
A task to generate the report starts. You can monitor the status of the task – and download the resulting reports – on the Batches and Exports column of the Homepage.
Uploads and documents that are still in progress or are being reprocessed are not included in the report.
Per-upload report
This report generates a CSV that has 1 row for each upload (taking into account filters). The included fields are:
| Field Name | Explanation |
| Upload id | Unique number identifier for an upload |
| Upload name | Name of the upload |
| Upload date | Datetime of the upload in UTC |
| Upload description | Description of the upload |
| Project name(s) | Name(s) of the projects the upload is associated with |
| Project id(s) | Unique identifier(s) of the associated project(s) |
| Uploader | Name of the user performing the upload |
| Custodian(s) | Custodian(s) associated with the upload |
| Associated with Everlaw legal hold | Whether the upload is associated with a legal hold in Everlaw |
| Name of legal hold | Name of the associated legal hold |
| Upload source(s) | The local or cloud source(s) of source files in the upload |
| Size of source(s) | The summed size of all source files associated with an upload |
| Default timezone | Default timezone configuration set upon upload |
| Begin date filter(s) | The start datetime of any filter used to retrieve the source file(s) in UTC. The number of values in this field should correspond to the number of values in the "Upload source(s)" field, and can be mapped to the appropriate source by order. |
| End date filters(s) | The end datetime of any filter used to retrieve the source file(s) in UTC. The number of values in this field should correspond to the number of values in the "Upload source(s)" field, and can be mapped to the appropriate source by order. |
| PDF image setting | Image setting configuration set upon upload |
| Hyperlink images | Fetch hyperlinked image configuration set upon upload |
| OCR language setting | OCR language configuration set upon upload |
| Page size setting | Page size configuration set upon upload |
| Inline image setting | Inline image configuration set upon upload |
| Deduplication setting | Deduplication configuration set upon upload |
| Size of deNisted documents | The file size of the documents deNisted during processing |
| Count of deNisted documents | The number of documents deNisted during processing |
| Size of deduplicated documents | The file size of the documents deduplicated during processing |
| Count of deduplicated documents | The number of documents deduplicated during processing |
| Total number of documents post-processing (current) | The number of processed documents from the upload. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of attachments (current) | The number of processed documents from the upload that are attachments. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of password-protected documents (current) | The number of processed documents from the upload that were password-protected. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of OCRed pages (current) | The number of OCRed pages across all the documents from the upload. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of imaged pages (current) | The number of imaged pages across all the documents from the upload. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Internal control number ranges (current) |
The control numbers assigned to the documents in the upload. If there are consecutive assignments, the range will be reported as [start of range] - [end of range]. If there are more than 20 separate ranges associated with an upload, the min and max numbers will be reported instead as: [min control number] ~ [max control number]. Documents in the upload are guaranteed to fall within this min-max range, but the range could also include control numbers that are not assigned to documents in the upload. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of documents with processing errors (current) | The number of documents in the upload that had processing errors. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of documents with examine errors (current) | The number of documents in the upload that had errors at the examine stage of processing. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of documents with PDF errors (current) | The number of documents in the upload that had errors at the PDF image generation stage of processing. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of documents with text errors (current) | The number of documents in the upload that had errors at the text stage of processing. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of documents with container errors (current) | The number of documents in the upload that had container errors. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of documents flagged as malicious (current) | The number of documents in the upload that were flagged as malicious during processing. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| Number of password-protected documents that cannot be opened (current) | The number of password-protected documents in the upload that could not be opened during processing. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| * Document count by type | 1 column for each document type. These fields are based on the current state of the database, and will reflect any subsequent document deletions. |
| Billable size (current) | The billable size of the documents in the upload. This field is based on the current state of the database, and will reflect any subsequent document deletions. |
| * Document set links | Links back into the platform for: documents in the upload, documents with missing passwords, documents with examine errors, documents with PDF errors, documents with text errors, documents with container errors, and documents flagged as malicious. |
Per-document report
A CSV with 1 row for each document in the upload(s), including those that were deduplicated or deNISTed. The included fields are:
- Document id (Control #) - This is blank for Deduplicated or DeNISTed files
- Upload dataset name - This can be changed by renaming the upload card
- Upload dataset id - This is fixed regardless of changes to upload dataset name
- Upload date (UTC)
- Filename
- File path
- Extension
- Custodian - Blank if no custodian was assigned at upload
- Processing/Production Flags - the current contents of the “Processing/Production Flags” Special Column, if any. (This is any of the flags available in the Uploaded document search term’s “flags” parameter.)
- Processing error - true/false
- OCR - true/false
- Reprocess date - The most recent reprocessing date and time if any
- Reprocessed by - First and Last Name of user
- Deduplicated - true/false
- DeNISTed - true/false
- Uploaded by - First and Last Name of user
Note
Time and user tracking was added on the release June 3, 2022. Before this date, the fields Reprocess date, Reprocessed by, Upload date, Uploaded by are always blank for documents uploaded prior to June 3 as Everlaw did not previously store information for these fields. New sources added to these uploads will correctly show the uploading/reprocessing user and time in the report CSV. Additionally, for legacy users without First/Last Names, their email or username will appear in the Uploaded by or Reprocessed by field instead.
Upload card
Each upload is represented by a card with information about that upload.
The upload card displays:
- The upload name, which can be edited by clicking on it.
- A description of the upload, which can be edited by clicking on it
- The upload date
- The total number of documents from this upload currently in the project. Note that If you delete these documents from the database, remove them from the project, or add more files to the upload, the number will be updated accordingly. Clicking on this number will open a results table with the documents in the upload.
- The number of documents that resulted in processing errors in either the Examine, PDF, or Text phases of processing. select a number to open a results table with the errored documents.
Similarly, the number here updates if you delete the uploaded documents or add files to the upload - The initials of the user who created the upload. Hover over the user badge to display the full name of the user. Select the initials to send a message to the user.'
If the upload is still processing, the status and progress information about the ongoing processing are displayed on the card.
Upload details
Upload details include information about the status of the upload and a report with details about the completed upload. To access the upload details for an upload, select the three-dot menu for that upload, then View upload details.
Transferring tab
While a transfer is in progress, you can visit this tab to monitor the progress of the transfer.
Once a transfer is complete or in an error state, you can visit this tab to:
- See the success or failure status of the transfer
- See the source file(s) associated with the upload. You can also add new source files from this tab (see the Adding new documents to an upload section above for more information)
- Download any of the source files
- See the list of custodians assigned to the upload by clicking on "Show custodian assignment"
To troubleshoot transfer errors from an Office 365 upload, please visit this article.
Cloud upload configuration
When you perform native cloud collections, the collection configuration is saved and displayed on each group of sources. For example, in a Slack upload, information about the custodians, workspaces, channels and date range of collection can be viewed during and after uploads.
For cloud upload sources, you can view the collection configuration. To do so:
- Expand the arrow icon below the upload source.
- Select Show cloud configuration to view the cloud collection configuration.
Note
Performing another cloud collection with the same configuration is not guaranteed to collect the same files since the cloud files may have changed in the meantime. For example, if OneDrive files have since been deleted, they might not be collected if you perform a subsequent collection with the same parameters.
In the case that multiple cloud sources are added to an upload card, the collection configuration for each source can be displayed in the same way by expanding and clicking Show cloud configuration. To learn more about adding files to an upload, see the previous section on adding additional files.
Note
Cloud upload configuration was added on the release starting Feb 3, 2023. Only cloud uploads made after the release will have the configuration displayed and uploads made before this date will not show the collection configuration (custodians, date range, etc.).
Processing tab
During processing, you can visit this tab to see:
- The processing status for each document included in an upload
- Summary counts of documents:
- That have completed processing
- Being processed
- Still queued for processing.
The table on this tab displays all documents that are currently being processed, along with the control number, processing status, size, and file name/path of those documents. This view updates every 5 seconds and is sorted in descending order of time since processing started on the files (files that take the longest to process are at the top). Additional information is provided on the type of processing the files are undergoing. If there are more than 100 files being processed at the same time, the table shows the details of the longest running 100 files.
The processing steps and file types that have these steps are as follows:
| Processing step | File types |
| Processing | All |
| OCR | PDFs, TIFF files and other image files |
| Transcribing/Transcoding | Audio/video files, any file with audio |
Upload report
The upload report tab includes a breakdown of your upload and a visualization of the filetypes included in your upload. This is the same report accessible from the View report button on the upload card.
To download this information, you can:
- Select Download detailed report, which downloads a CSV with information about each document in the upload
- Select Print upload report, which generates a PDF version of the exact view you see while on the upload report tab
Taking each section of the upload report in turn:
Upload size
This section shows:
- The size of the source file(s)
- The size and count of deduped and deNISTed documents
Note
Everlaw ignores the following file types: Windows shortcuts, __MACOSX files, and Thumbs.db. If these files were included in the upload, there is no record of them in the upload report or in Everlaw.
- The billable size of the upload documents.
Select download deduped info report for information on deduplicated documents. This report shows:
- Original Path: Native path for the "original" document (for each set of duplicates, the single instance of the document that was uploaded to Everlaw)
- Original Bates: Begin Bates numbers for the original documents
- Duplicate Path: Native path for the deduplicated document associated with the original document
If there are multiple duplicates for one original path, a row is included for each duplicate. This means that multiple rows can have the same original path and original Bates values.
Filetypes
This section shows the count of each type of file processed in the upload and added to the project. It excludes documents that were deduped or deNISTed.
- Select any of the counts to open a results table with all documents in the project of that type.
- The pie graph visualization on the right allows you to get a quick sense of the relative proportion of document types in the upload, as well as a quick way to access all documents in the upload.
Documents with issues
This section shows the number of documents that registered errors during processing, broken down by processing stage. You can review these errored files by clicking on any of the counts.
Flagged as malicious
After files are examined, converted to PDF, and OCR’d to create searchable text files, native files are scanned for viruses or other malware. The total number of documents that have a virus or malware will be flagged and identified here. You can click on the count to open a results table with these documents. These documents are safe to review on Everlaw, but you be cautious about downloading them to your personal computer or local environment. For more information, please see this article on identifying and troubleshooting native upload errors.
OCRed and Imaged
The final section displays counts for the total number of pages either OCRed or imaged as a result of processing. You can access the underlying documents by clicking on the counts.
View upload configuration settings
To see a summary of the configuration settings used to process the documents in an upload, select the three-dot menu of the upload card, then View configuration.
This opens a summary of the configuration options for your upload.
Delete an upload
To delete an upload:
- Select the three-dot menu of the upload card, then Delete from database.
This opens a confirmation dialog. - Select Continue to move on to the Permanently delete upload step.
- Enter the reason for the deletion.
- Select Delete.
Important
Deleting an upload deletes the documents in the upload from all projects in the database that the upload was added to, including those that you may not be part of
Important
All review work associated with those documents is lost. This option is only available to users with the Delete permission.
Add documents to an upload
For organizational purposes, it can be helpful to add additional files to an upload after the initial upload is complete. For example, you may want to keep all files from a single custodian in the same upload, even if documents are received in a rolling manner. Or, you may want to ensure that certain documents are all processed in the same way upon upload.
You can add additional documents to an existing upload by associating a new source file to that upload. To do so:
- Select View report on the upload card or View upload details under the three-dot menu icon.
- Navigate to the Transferring tab.
On this tab, you can see and download existing source files, and add new ones. Local files uploaded together will be grouped under a Local upload category in the upload details card. Each source file represents a discrete document collection that was added to an upload. - To add a new source file to an upload, select Add files.
- Select the location of the file (local or cloud).
- Follow the instructions in the dialog to complete your addition of a new source file.
Because the new source file is being added to an existing upload, document(s) in the file will be processed according to the configuration settings of the initial upload. There may be some exceptions to this rule depending on the source of the file, which will be reflected in the modifiable fields you can set as you complete the steps to add a new source file.