When organizing and reviewing your document collection, you need to consider the naming conventions you want to use for the document's full name and short name. If your documents are Bates stamped, you may want to use that number for the short name instead of the full name (which is abbreviated to 30 characters or less). For document records that are entered manually or imported using the Intake Interview Form, you need to manually create an attachment link to the corresponding source file stored in your case network folders.
When you are finished analyzing documents and linking to issues and source files, you can sort and search these records to print reports (like the Privilege Log) based on criteria needs.
Primary fields used to track information include: Bates - Begin and Bates - End, Date, Type, Author, Recipient, Description, Attachments, Review Status, Reviewed By, Linked File, and other similar field types.
Primary fields used to analyze/categorize include: Key, Type, Linked Issues, Source of Doc, Privilege, Producing Party, # Issues, # Facts, among others.
For more information on fields, see Objects spreadsheet field listing.
| 1. | In the Case Shortcuts pane, click on the Documents spreadsheet icon in the All Shortcuts pane. |
| 2. | Click on the record you want to analyze. |
| 3. | In the Key field, select the check box if this document is of particular importance. |
| 4. | In the Type cell, click on the drop-down arrow and click document type or type in a new entry. |
| 5. | Scroll to the right and locate the Privilege field. |
| 6. | In the Privilege cell, click the correct status: Atty Work Product, Atty-Client, Atty-Client and Atty Work Product, or Not Privileged. |
You can also type in a new entry for this field status.
| 7. | In the Review cell, click In Review. |
When the document review is complete, the field status for the record can be changed to Reviewed.
| 8. | Continue setting the status for fields as needed. |
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Not all fields may display in a spreadsheet's default view. Some may be hidden and can be inserted as needed. Right-click on a field title bar and click Insert Fields to select a field you want to add to the spreadsheet. Select the check box for the field you want to add and click OK.
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Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or record.
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| 1. | In the Documents spreadsheet, click on the document record you want to link to an issue in the Issues spreadsheet. |
| 2. | On the Home ribbon, click on the Issue Linking button to open the Linking Issues pane. |
| 3. | In the Linked Issues pane, select check boxes for each issue that applies to the document record. |
Notice that you can use the Move to Next and Move to Prior buttons in the Issue Linking pane to navigate the records in the spreadsheet.
| 4. | Click in the Linked Issues field for a document to view all linked issues for this record. |
| 5. | Continue linking document records to case issues as needed. |
Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or record.
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| 1. | In the Documents spreadsheet, click on the document record you want to link to a source file. |
| 2. | Scroll to the far right of the spreadsheet to locate the Linked File field. |
| 3. | In the Linked File cell, click on the Ellipsis button for this record. |
| 4. | In the Linked File Properties box under File Viewers, click on the file viewer (e.g., Acrobat) needed for opening the source file. |
| 5. | Click the Browse button to navigate to the folder where this source file is stored and select it. |
| 6. | Click to Open and then OK to set the linked path to this source file. |
| 7. | The file's directory path now displays in the Linked File field for this document record. |
| 8. | Scroll to the far left of the spreadsheet and notice that a paperclip icon now displays next the document record. |
| 9. | Double-click on the paperclip icon to view the native file, directory path, and type of file that is linked to this record. You can also double-click on the paperclip icon to view the source file in its native program. |
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If the paperclip icon doesn't automatically display, click the Home ribbon > More button > Refresh Spreadsheet button, or click the New Record button and then reselect the spreadsheet to refresh it. If you link to a native source file that isn't added to the CaseMap File Viewer settings, the paperclip and file path won't display until the program is added to the File Viewer dialog box accessible on the Case Tools > File Viewers.
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For more information, see Adding/changing file viewers.
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