HelpMasterFile ViewsView descriptions

View descriptions

Document, Extract and Fact views
Document views
by Date

This is the main view and lists all document profiles in descending date order. Extract profiles are displayed below the document profiles. This and the "by Last Edit Date" view are the only views that display the lightning bolt and padlock icons.

Besides sorting by date, five other columns allow sorting by their contents. Scroll horizontally if needed.

by Doc Type
by Doc Type, From

These views group document profiles by document category and document type. Extracts are displayed below their source document's profiles.

by Issue/Topic
by Issue/Topic, Doc Type
by Issue/Topic, From

These views group documents by relevant issues, topics or players linked to the documents or extracts and then by further subgroups as indicated by the view names.

Since extract profiles may be linked to their own issues / topics / players they are not collected together under their parent document profile, but instead, displayed independently in their own rows.

There are two columns without titles. These display data according to the profile row. 

  • For extract profiles, the extract identification number is displayed. 
  • For fact profiles, impact assessment and relevance is displayed. 
  • For document profiles, the document's last Bates number and whether the document is "ours" or "theirs" is displayed.

by From
by From, To
by To
by To, From

These views are very useful to see documents grouped by author and/or recipient. Recipients who were copied documents (as a cc) are also included as recipients.

Extract are displayed below their document profiles in all of these views.

The "by From" and "by To" views further group the documents by document type.

In all these views, clicking on the first caret, in the column headers row, will sort the documents within each category by date. More on the header carets is here.

If you have specified any organizations that individuals belong to, then these views will also group all documents by organization in addition to the individual recipient so you can see all documents sent to or received from an organization irrespective of the individual within the organization.

E-mails are also grouped by domain so you can see all e-mails to and from each domain, irrespective of the address in the domain.

by Custodian, Doc Type This view displays documents grouped by their custodian and document type. Extract profiles are displayed below the document profiles in all of these views.
By Whose document, Doc Type This view groups documents by "Whose document" and by doc-type to let you see documents by privilege status, responsiveness, etc. Extract are displayed below their document profiles in all of these views.
Document Binder This unique view displays all documents by type and also any "Binder Tab" categories they have been linked to, thereby simulating common case binders used to organize documents in smaller cases.
Legal Research views

research: by Date
research: by Type, From
research: by Issue

"research : by Date" lists all documents of type "Research" sorted by date. You can further sort the research by jurisdiction or parties (if relevant), by clicking on the view's various column titles.

"research: by Type, From" lists research documents by their document type (Case Law, Statute, etc.) and then by their author.

To see all research categorized by issue or topic, choose "research: by Issue".

Extract views

extracts: by Date
extracts: by Doc Type, From
extracts: by Issue/Topic
extracts: by From, Doc Type

These views list only extract profiles so you can quickly locate all your key evidence.

The "by Issue/Topic" view groups the extracts by linked issues, topics or players.

Fact views

by Relevance
by Impact Assessment
by Status/Type

These views rank facts requiring most attention at the top. 

Clicking on the caret in the column header and toggles the sort as explained here.

by Issue/Topic This view groups facts by linked issues, topics or players.
by Impacted Party / Hypothesis This view groups the facts by impacted party (player) or hypothesis and then by impact assessment, so you're able to so see at a glance all facts relevant to a particular party and their impact to that party. If you have several hypotheses or propositions under investigation, if each proposition has been made a "player" and facts assessed against them, then this view will group the facts by proposition.
Chronology views

by Event Date
Tally by Month
by Issue/Topic, Event Date

These views display chronological events. Chronological events are facts with time values in the "Fact (event) dates" field.

  • If a "±" is displayed, the dates are approximate;
  • If a "?" is displayed then the dates are unknown;
  • Otherwise the dates are exact.

The "Tally by month" view displays events grouped by month with the tally for each month.

The "by Issue/Topic" view displays events by linked issues, topics or players.

Calendar format This view displays chronology events in daily, bi-weekly or monthly diary formats. Simply select a chronology fact (displayed with a clock icon) from any view and switch to the Calendar format. The calendar is positioned at that event in monthly format.
Everything views
everything: by Issue/Topic

This view displays all document, extract and fact profiles, grouped first by issue or subject index topic, and then by profile type. In addition, it also shows players linked to issues and topics as well as the issue itself under a heading "About this issue", so you can see everything related to an issue at a glance.

The two columns, after the date column, and which have no column titles, display different data for each profile depending on the type of profile displayed on the row. 

  • For extract profiles, the extract identification number is displayed. For fact profiles, impact assessment and relevance is displayed. 
  • For document profiles, the document's last Bates number and whether the document is "ours" or "theirs" is displayed. 
  • For players, their name and impact assessment is displayed. 
  • For issues the issue type and impact assessment is displayed.
everything: by Issue/Topic X-Tab This view presents the issue cross-table. For more information about the issue cross-table see "Appendix C - Keyword list set-up".
Duplicates by MD5 Hash This view groups documents which are exact duplicates of each other based on the MD5 hash values computed by MasterFile.
Evidence Cruncher views
Evidence Cruncher views
Evidence Cruncher Queue

Documents in a MasterFile database which have been queued for OCR/PDF crunching appear in this view.

This view lists the size of each document and also provides a summary total for reference. If you need to find the size of a set of documents you can create a folder based on this view's design and simply drag the documents into it to create a summary total for those documents.

Evidence Cruncher/docs: by Crunch Status This view displays documents organized by the "OCR/PDF Crunch Status" to see if any profiles need to be crunched, are missing OCR, missing documents, have OCR that does not match text in the PDF, etc.

Use [R+ Evidence Cruncher > Verify Crunch Status] to analyze selected documents and determine their crunch status.

If OCR/PDF crunching a document fails, the view also displays the error message.

Clicking on the title of the "Error" column will sort the view to bring all documents with errors together.

by Hearing
by Hearing, Doc Type

These two views display pleadings and other documents that have been used in hearings. Documents which have an entry for the field "Hearings document used in", appear in this view.

by Disclosee, Doc Type
extracts: by Disclosee, Doc Type
facts: by Disclosee

Documents, extracts or facts which have the "Disclosed to" profile field completed appear in these views, grouped by the document's recipient and document type or fact's relevance, respectively, so you can see at a glance what has been disclosed to whom.
Everything disclosed

This views displays everything that has been disclosed, either to an individual, an organization or in a hearing.

All document, extract and fact profiles appear grouped by disclosee and profile type. Additionally, documents disclosed in a hearing also appear in this view.

Duplicate and near duplicate views
Duplicate and near duplicate views

Everything as documents
Attachments with e-mails

Equivio NearDuplicate processing groups documents into EquiSets and e-mail threads into E-mailSets. All documents in an EquiSet are either identical or similar to each other. Both of these views show all documents and e-mails grouped by their EquiSet or E-MailSet, the difference being where e-mail attachments are grouped.

In the "Everything as documents" view, attachments appear with all other documents they may be similar to -- that is, they appear in the EquiSets.

In the "Attachments with e-mails view, attachments appear following the e-mail they were attached to -- that is, they appear in the E-mailSets.

Duplicates by MD5 Hash This view groups documents which are exact duplicates of each other based on the MD5 hash values computed by MasterFile.
Pleadings / Disclosures views
Pleadings / Disclosures views

Briefcase's unproduced docs

This view is only available in MasterFile briefcases, and lists all documents which have not yet been produced either due to errors, or have not yet been selected for production.

  • Documents are sorted in the order they were added to the briefcase.
  • The size of each document, and a summary total for reference, is also shown.
by Production History : Bates

This view lists productions.

Since documents may be produced more than once, they can also appear in the view more than once, that is in more than one production set. The view is sorted by production set date, description, exhibit number and Bates page number, if any, which are all displayed in the first column.

If you erase the production history for a particular set, all documents from that set disappear from this view, unless they were produced in other sets.

In MasterFile briefcases, this view displays the documents which have been produced - so far. If all documents have not yet been produced, the remainder are displayed in the "Briefcase's unproduced docs" view. Once a document has been produced, it is not possible to delete the document from the briefcase, or remove it from this view.

This view also lists the size of each document, and a summary total for reference.

by Hearing
by Hearing, Doc Type

These two views display pleadings and other documents that have been used in hearings. Documents which have an entry for the field "Hearings document used in", appear in this view.

by Disclosee, Doc Type
extracts: by Disclosee, Doc Type
facts: by Disclosee

Documents, extracts or facts which have the "Disclosed to" profile field completed appear in these views, grouped by the document's recipient and document type or fact's relevance, respectively, so you can see at a glance what has been disclosed to whom.
Everything disclosed

This views displays everything that has been disclosed, either to an individual, an organization or in a hearing.

All document, extract and fact profiles appear grouped by disclosee and profile type. Additionally, documents disclosed in a hearing also appear in this view.

Things to do views
'Things to do' views These views list profiles with pending or other work as set out in the Things to do' section of their profiles.

These associated views list 

  • Documents or extracts with evidence that needs to be added as facts;
  • Documents, extracts and facts with questions that need to be addressed; and
  • All profiles which have any other reminders or reminder notes.
Evidence to add to facts

by Doc Type
by Issue/Topic

All documents and extracts that have important evidence and have been flagged as "To add to facts" appear in these views.


Outstanding questions views

facts with ?
extracts with ?
docs with ?

These views only display facts, extracts, or documents with questions in the "Raises questions" field, even if a "Questions\..." reminder task has not been set. As you review a document, extract or fact, if questions arise, simply type them in the "Raises questions" field.

all questions: by Player
all questions: by Issue/Topic

These views list all facts, extracts or documents with outstanding questions, grouped by player, if one has been assigned, or grouped by issue/topic.
Reminder views
Reminder views

by Priority, Task
by Priority, Player
by Player, Task
by Player, Priority
by Task, Player
by Task, Priority

Reminders tasks have three parts:

  • the task description,
  • the player to whom the task is for, and
  • the task priority.

These six Reminder views sort and group profiles in various ways using this information so finding tasks for particular individuals, high priority tasks, tasks set for particular types of documents, etc., is fast and easy. Profiles which have reminder notes but have not had a reminder task assigned to a player also appear here under the category "Unassigned reminder notes"

Two columns in these views have no titles. They display data according to row - whether it is a fact, extract, etc. For extracts, the extract identification number is displayed. For facts, impact assessment and relevance is displayed. For documents, the document's last Bates number and whether it's "ours" or "theirs" is displayed.

by Issue/Topic, Task
by Priority, Task, Doc Type
by Doc Type, Task

These views group documents, extracts and facts with Reminder tasks in other ways that are very useful.

Two columns in these views have no titles. They display data according to row - whether it is a fact, extract, etc. For extracts, the extract identification number is displayed. For facts, impact assessment and relevance is displayed. For documents, the document's last Bates number and whether it's "ours" or "theirs" is displayed.


Keyword views
Keyword views
all Keywords
This view displays all keywords grouped in their respective keyword lists.

Keywords are sorted alphabetically. To see sequence number ordered keyword lists displayed in sequence number order, click on the black caret on the left of the "Keyword" column title.
doc types
This view displays the categorized list of document types.
players
players: by Issue/Topic

These views list all players and their roles in the case/investigation. If they were identified as a member of an organization, that is listed as well.

The "players" view is sorted by player name, however it may also be sorted by organization name or position by clicking on the respective column title.

The "players: by Issue/Topic" view displays players by linked issues or topics.

issue/topics
This view provides a categorized list of issue and subject index topic keywords. The view is sorted by category; however you can sort it by impact assessment by clicking on the column title.
Miscellaneous views
Miscellaneous views

by Last edit date
by Entered date

The "by Last edit date" view provides the name of the last user to edit the profile. It is very useful to: 

  • find what's new or updated,
  • find profiles you remember were added, deleted or updated recently but about which you have forgotten other details, or
  • find documents that were recently Express Loaded.

The "by Entered date" view provides the date the profile was imported or added to MasterFile and the user who created the profile. It's very useful to find what's new.

These are the only views which:

  • still display profiles that have been deleted using "Delete/Un-delete",
  • still display documents that have been flagged as excluded using "Exclude/Un-exclude"T
  • display all view status icons described earlier (including deleted and excluded).

In addition, these views show you the size of the profile in KB and amount of the profile in KB that was not replicated during partial replication of a profile.

NOTE: The size value reflects the size of the profile as stored in the database you are using. If you are using a local replica on your notebook computer which has been set to truncate profiles or file attachments to 40KB during replication, then the size value will reflect the amount that has so far been replicated and stored on your notebook. If the entire document has not been replicated, these views also show you the KB not replicated.

NOTE: When you open a truncated profile, a purple "TRUNCATED" indicator will appear in the banner to alert you.

NOTE: You can replicate the remainder of a truncated profile by selecting it in a view, or opening it, and choosing "Retrieve entire document".

by Issue/Topic, Entered date This view sorts the contents within each issue/topic category by the date the profile was added to the database so you're able to quickly see new document, extract and fact profiles that have been added to the database.
by Manager
by Reader
These two views display profiles grouped by Managers or Readers specified in the "Managers" and "Who Can Read" fields. This lets you quickly find profiles which have restricted access and who has access to what profiles.
by Who's checked out what This view lists all document and fact profiles that have been checked out, by user. In an emergency, users with the "Administrators" role may force the unlock of a locked profile by clicking on [R+ Administration > Database Fix-up Utilities] and choosing "Force unlock and check-in".
Deletion views
deleted Documents
deleted Extracts
deleted Facts
deleted Keywords
These views show document profiles, extract profiles and keywords that have been deleted using [R+ Profile Maintenance > Delete / Un-delete]. You can restore profiles by selecting them and using [R+ Profile Maintenance > Delete / Un-delete] again or clicking Delete / Undelete button at the top of their forms when they are opened.
excluded Documents This view shows unnecessary documents, such as duplicates or near-duplicates, that have been removed from other views using [R+ Profile Maintenance > Exclude / Un-exclude] to reduce clutter. Any document(s) can be selected and restored by using [R+ Profile Maintenance/Exclude > Un-exclude] again.
Administration views
locked or conflicts: by User This view shows all profiles that are locked by users or are replication conflicts. It can be used to troubleshoot any problems with locked profiles, such as a one left locked because the user's machine crashed. In an emergency, users with the "Administrators" role may force the unlock of a locked profile by clicking on [R+ Administration/Database Fix-up Utilities] and choosing "Force unlock and check-in".
doc-link lookup System
pasted profiles System
docs: by UNID and Doc #

Every document, extract, fact and keyword in a MasterFile database has a unique Universal Identifier. It is displayed in the profile just below the red required information fields. The UNID for a document remains the same across all replicas of a database. Documents in a briefcase also have UNIDs, different from their source documents, but again unique within all replicas of a briefcase.

When documents are extracted for processing by the Evidence Cruncher, dumped to disk, or viewed by using [R+ General/View documents] or the "Launch" button, the UNID of the document is appended to the end of the filename. Also, when a document is produced, the document's file name and UNID can be optionally stamped on the document image.

This view lists all documents sorted by UNID and allows you to locate the document profile which corresponds to an extracted file.

docs: with attachments This view shows documents with their attachments if any. Use <ctrl-f> and search for the "attachments" to jump to each of those. If the parent doc-link in the 'Parent document' field was manually changed, or a new database copy has been made using Notes' 'New Copy' command, this view needs to be refreshed with the [R+ Administration > Database Fix-up Utilities].
docs: by MD5 hash compared

This view categorizes documents into 4 groups based on comparing the MD5 hash computed by MasterFile and the MD5 hash supplied with the documents when loaded.

  • No MasterFile MD5 hash computed (profiles may not contain an attached document)
  • No MD5 hash supplied (unable to compare with MasterFile's computed MD5 hash)
  • MD5 hash values match (supplied MD5 hash = MasterFile's computed MD5 hash)
  • MD5 hash