After introducing three points, this article covers Start processing, Resolving PDFs, Finding profiles with missing PDFs or other errors, When production is complete, and Erasing a production set.
You can produce documents in PDF or native formats.
Produced and unproduced documents can be quickly perused in these two briefcase views:
- [L+ Pleadings : Disclosures > by Production History : Bates] and
- [L+ Pleadings : Disclosures > Briefcase's unproduced docs]
We strongly suggest you create and produce a briefcase from the main replica of a case database and not its local replicas on laptops, etc. If that's not possible, no other productions should be started until the current one is complete and all other replicas synchronized and updated. Otherwise, the production history field will generate large numbers of replication conflicts which you will need to resolve as explained here.
Documents are not converted into PDF nor OCR generated in briefcases; both must already exist or generated in the case database before they are added to the briefcase. You can see what documents added to a briefcase have native, PDF or no attachments in the "Attachment" column of the [L+ Pleadings : Disclosures > Briefcase's unproduced docs] view.
- Click on [R+ Evidence Cruncher/Document Services] in the briefcase.
- In the "Briefcase Production Settings" section enter
- a short description of the production to help you identify to whom and why the documents were disclosed,
- an effective production date and
- select a production format.
- Click "OK" to start production.
Resolving missing PDFs
When a PDF format production is started, the documents selected to produce are checked to ensure a PDF file exists, and if not, errors are reported in [L+ Pleadings : Disclosures > Briefcase's unproduced docs].
Profiles with errors are automatically tagged in the source database so you can locate them quickly in the [L+ Document > by Issue/Topic] view. under the category "MasterFile - Tagged from briefcase" to resolve and add back.
You would now fix any profiles with errors. For example, for those without PDFs,
- Select them, and click [Evidence Cruncher > Document services].
- Click OCR/PDF crunch now.
- Click [R+ Evidence Cruncher > Add to briefcase] or Add to last briefcase as appropriate. The documents in the briefcase will be updated and the production restarted.
To see the profiles,
- Click the "Production Error Messages" column title to sort the view and bring profiles with errors together.
Some profiles may need to be scrolled to as they might appear in a different group than the one you are looking for but you easily find the ones you need a simple search.
- Click [R+ General > Update full text index].
- From View > Search this view, copy and paste one of the following into the search bar
Find all docs with no PDF
NOT [DP_Attachments_Available_tf] CONTAINS "PDF"
Documents with a PDF and no native attachment
NOT [DP_Attachments_Available_tf] CONTAINS "Native"
Documents with a redacted PDF
[DP_Attachments_Available_tf] CONTAINS "Redacted PDF"
You can check which documents have PDF versions before adding them to a briefcase. Use [L+ Evidence Cruncher > docs: by Crunch Status] to see which are missing PDFs; crunch them first and then add them to your briefcase.
When production is complete
- Documents successfully produced are move from [L+ Pleadings : Disclosures > Briefcase's unproduced docs] to [L+ Pleadings : Disclosures > by Production History : Bates].
- If there an error is encountered, production stops to prevent the document sequence from being corrupted. The document which caused the error remains unproduced and in [L+ Pleadings : Disclosures > Briefcase's unproduced docs] view with a description of the error displayed on its row. Correct the error or delete the document and restart the production process again.
- If all documents are successfully produced, you can now optionally lock the briefcase to prevent further documents from being added and to update production history in their profiles in the source database. Look in the "Disclosures" area of the "Attachment families / Additional information" section of any profile to see this and the full disclosure history of the document..
To lock a briefcase you must be a "Full Administrator".
- If all documents are not produced, or you elect not to lock the briefcase, you can add additional documents to the briefcase as needed and/or produce remaining documents at a later date by following the forgoing procedure again. Some settings and options, such as the production description, date, next exhibit number, next Bates page number and PDF security password, can not be changed so they remain consistent throughout the production process.
- Once a briefcase has been locked, clicking on [R+ Evidence Cruncher > Document Services] lets you print or extract the documents from the briefcase and save them to disk.
Erasing a production set
If a production run is unsatisfactory, simply remove the production history from the profiles in the main database, delete the production briefcase itself and then redo it.
- In the source database,
- Update the full text index from [R+ General > Update full text index].
- Select any profile in the production set from [L+ Pleadings and disclosures > by Production History : Bates #].
- Click [R+ Evidence Cruncher > Erase production history].
- Select the appropriate production set and click "OK". The history will be erased from the selected document and all others in that production set.
- If you did not tag or add documents to the briefcase from a folder, we recommend you tag them with an issue/topic from within the briefcase so you do not have to review and find them all again in the case database, especially if you are recreating the same production set again due to errors or some other reason.
- 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.
Two PDF production formats are available. "PDF" and "B&W TIFF in PDF". If you have redacted PDFs using a secure PDF redaction tool (such as Acrobat 9 or X) which removes content from the PDF use "PDF" format. Otherwise, we suggest you use "B&W TIFF in PDF" format which produces a rasterized format with all redactions, Bates numbers, etc. burned into the PDF that can not be tampered with using PDF editing tools. Note this is a slow production method.
Click "OK" to commence production.