HelpMasterFile ProductionCreating and using briefcases

Creating and using briefcases

This article covers creating briefcases, document order, categorized views, sorting, and adding and modifying documents in briefcases.

Creating briefcases

  • Click [R+ Create > Production Briefcase]; the following window is displayed.
  1. A suggested briefcase filename is provided with the prefix "PRODUCTION --".  You can
    • change the briefcase name to suit your needs or naming conventions,
    • prefix the name with a subdirectory where you keep briefcase databases, for example, "briefcases\PRODUCTION --  ..." as shown above to create the briefcase there. In either case, the briefcase above will be named "PRODUCTION -- 2020Aor04-A".
  2. Click "OK" to create the new briefcase. The status bar updates as the briefcase is created, you are notified when creation is complete, and the briefcase will be automatically opened. It can take a few minutes.
  1. If you use a server, "Domino server" will be pre-filled with your server name. Do not change this. "Administration server" is completed automatically unless you have more that one Domino server in your organization, in which case enter your Domino administration server name there.

Understanding document order

Selecting documents from categorized views

If you are using a categorized view (it has red section titles) and you have selected several documents to add to the briefcase, the order in which they are added to the briefcase may be unpredictable if they appear in multiple categories in the view. Note that [L+ Pleadings : Disclosures > by Production History : Bates] is a categorized view and this warning applies if documents you need have been disclosed more than once since they will appear in more than one category. If you need to add documents from a categorized view to briefcase and retain date order

  • Create a folder based on an uncategorized view such as "documents by Date"
  • Drag the selected documents into it
  • Switch to the folder and select and add the documents to your briefcase.

The briefcase's [L+ Pleadings : Disclosures > Briefcase's unproduced docs] view displays documents in the order they were added.

Document sorting options

When documents are added to a briefcase, even in date order, the date sort is within each batch added at any given time. For example, if I select and add four documents and then I select and add two more. The briefcase's default view ([L+ Pleadings : Disclosures > Briefcase's unproduced docs]) is shown below; within each red square, documents are in ascending date order, but the two sets follow each other. Why might I might do this? Because that's the order I want to produce in. If you want a very specific order, add documents one at a time in the exact order you want.

Switching to [L+ Documents > by Date] will sort all documents into descending date order (shown by the hollow arrow) by default. Clicking on the arrow fills it and indicates ascending date order. In this view, the order in which documents were added is ignored.

Adding documents to a briefcase

To add documents to a briefcase

  • Select them in the source database and click [R+ Evidence Cruncher > Add to briefcase].
  • Choose the briefcase to add them to from the list displayed.

Or,

  • Click on [R+ Evidence Cruncher > Add to last/new briefcase] to add them to a newly created briefcase or the last briefcase you added documents to.
  • If a document has already been added to the briefcase you are advised. The document is ignored and not duplicated.
  • OCR text is brought over to the briefcase so it can be distributed with documents after production, if necessary.
  • If a document has attachments you'll be asked whether to add them to the briefcase. They will be added immediately after their parent document.

Reviewing or changing a briefcase's contents

  • To delete documents, use [R+ Profile Maintenance > Delete/Undelete]. Unlike case databases, briefcases will let you permanently delete documents from any view individually, or in bulk from [L+ Miscellaneous > Deletions and Exclusions > deleted Documents].
  • To update documents, revise them in the source database and add them back to the briefcase. They will not be duplicated, but updated.

Documents already produced can not be deleted nor updated.

To flag the briefcase's documents in their source database

  • Select the documents in the briefcase.
  • Click [R+ Evidence Cruncher > Tag with topic in source DB].
  • Enter a topic with which to tag them in the source database.
  • Click [L+ Document > by Issue/Topic] in the case database and locate them at the topic you entered. Issue/topic views are categorized views, please see the warning above regarding adding documents from such views.