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Document production

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You can use the Document Production wizard to create documents that are ready to be shared in legal proceedings. The wizard provides options for Bates numbering, headers and footers, inclusion and exclusion criteria, file formatting options, and more.

Starting with CaseMap 14, performing document production assign values only to the Prod Bates Range field, and not to either the Bates - Begin or Bates - End fields.

1.	Open the case that has documents you want to produce, then do either of the following:

•	Click File > Document Production.

•	Click Reports > Document Production.

2.	Select options to complete the wizard. For more detailed information on options, see the other procedures below in this topic.

Document Production requires the activation of the CaseMap DocManager license. If you do not already have a license activated, when you start the wizard, instructions are provided for activating the full or trial license.

The Document Production wizard provides the following functionality and options:

•

Selection criteria. You can choose the initial selection criteria so your production includes all documents or includes documents based on a filter. The option to produce all documents will include all documents attached to the Documents spreadsheet. The option to filter documents provides the following filters:

o	Documents linked to 10+ facts

o	Documents linked to 25+ facts

o	Documents linked to 50+ facts

o	Documents linked to 75+ facts

o	Documents with attachments

o	Documents with linked file not set

o	Documents with linked file set

o	Documents without Bates numbers

Emails

o	Privileged documents

•	Remove individual documents. After selecting initial inclusion criteria, you can select documents for removal from the production.

•	Bates numbering. You can apply Bates stamps to produced documents using the following options:

o	Prefix, starting number, and number of digits.

o	Font family, size, and style as bold or italic.

o	Location of stamp on document.

o	Shrink document image to fit the stamp. If selected, the document content is re-sized so the Bates stamp does not overlap document content in the printed output.

o	Order of documents produced.

When documents are produced, the Prod Bates Range field in the Documents spreadsheet is appended with the Bates range applied. This field is intended for use when auditing and is hidden and locked by default.

•	Exclusion criteria. You can systematically exclude documents from the production based on privilege, filter, or document type.

•

Headers and footers. You can add headers and/or footers to produced documents. If selected, you can choose a page location for headers and footers. You can also control which documents receive headers and footers, applying them to all produced documents or to just those that conform to a saved filter.

•	Color. Select color options for the produced documents: keep original colors, convert colors to grayscale, or display all text as black.

•

Output format. Select an output format as OCR PDF, image-based PDF, image-based PDF with OCR text file, or TIFF image. Note that output options for OCR PDF and for image-based PDF with OCR text file are only available when all files in the production have been OCRd. For more information on OCR processing in CaseMap, see: About OCR processing.

•	Destination. Select a folder for production output.

•	File naming convention. Select a file naming convention based on Bates number or based on original file names.

•	Preview or cancel. Preview the production output and cancel production.

1.	Open a case.

2.	Click File, then click Document Production.

3.	Do one of the following to select the initial inclusion criteria for documents.

•	Click All Documents and then click Next.

•	Click Saved Filter, select a filter from the list, and then click Next. The wizard builds a list of documents to be included in the production output.

4.	Review the list. Optionally, select any documents you want to remove from the production. Press Shift+click to select a range of files. Press Ctrl+click to select multiple files in the list. Click Next. The wizard displays the Bates numbering options.

5.	Select options for applying Bates stamps to the production copies of files, and then click Next:

o	Bates number prefix, starting number, and number of digits

o	Font family, size, and style as bold or italic

o	Location of stamp on document

o	Shrink document image. If selected, this option shrinks the output page image with space for the Bates number to print clearly on the page margin.

If source documents already contain Bates numbers, they will remain on final output.

The wizard displays the order that documents will be produced.

6.	Review the order of the documents to be Bates stamped. To change the order of document production select a document then click Move Up or Move Down. Then click Next. The wizard displays options for applying exclusions based on privilege and redactions applied, and on filtering criteria.

7.	Select one of the following options and then click Next:

▪	To exclude documents that are marked in CaseMap as privileged but have no redactions in CaseMap, select the Withheld documents - privileged with no redactions. More on this option

If this option is selected and any document included in the production is marked as privileged, after you click Next, you will be given the option to produce a placeholder for the privileged documents.

Bates numbers are automatically applied to placeholders for privileged, unredacted documents, but you can also add document name, privilege type, or description.

•	Select options as needed in this dialog box, then click Next.

•	To exclude documents based on a filter, select Saved Filter, and then select a filter to use as exclusion criteria.

•	To add no exclusion criteria, select Do not exclude documents in production set.

The wizard displays header and footer options.

8.	Skip adding a header/footer or configure header/footer options as follows:

•	To skip adding a header and/or footer, click Next.

•	To add header and/or footer, click Yes. Then select header and footer options as needed. If you want the header/footer to be applied only to a subset of the produced files, click Saved Filter, then select one of the available filters. When finished configuring options, click Next.

The wizard displays options for color output.

9.	Select one of the following options, and then click Next:

o	Use the original document content colors. This option transfers the original colors to the production copies.

o	Convert all of the document content colors to grayscale. This option converts all colors to grayscale in the production copies.

o	Display text in the document in black. This option renders all text in the document in black.

The wizard displays output format options.

10.	Select an output format, then click Next:

o	OCR PDF -- This option is available only if all documents in production set have been OCR'd.

o	Image-based PDF

o	Imaged-based PDF with OCR text file -- This option is available only if all documents in production set have been OCR'd.

o	TIFF Image

The wizard displays options for production destination folder and file naming.

11.	Click Browse, select a folder where you want the files to be copied, then click OK.

12.	Select one of the following options for naming files, and then click Next:

o	Use beginning Bates. This option names the file using the number generated from the starting Bates stamp (e.g., 00001).

CaseMap's default behavior is to use the beginning Bates number as the full name and to create the short name.

o	Use original file name. This option reuses the original file name for the new file.

The wizard displays a summary of the production.

13.	Review the production details, and then to start production, click Next.

If you want to make a change, click the back arrow to return to any previous screen in the wizard.

When the production is complete the wizard provides a link to open the production folder.

14.	Click the link to open the production folder or click Finish.

You can find out how many times a document has been produced by the Document Processing Wizard. To do this, you check the Prod Bates Range field in the Documents spreadsheet. Successive productions are indicated by Bates ranges separated by comma.

prodbatesrangeclick
The ranges separated by comma indicate the selected document was produced twice.

By default this field is hidden and locked. To enable auditing, you can show this field, then check the value for individual documents.

1.	Open the case you want to audit.

2.	Click the Documents link.

3.	Right click the column header where you want Prod Bates Range to appear, and then click Insert Fields.

4.	Scroll down the list if necessary, then select Prod Bates Range and click OK.

5.	In the Documents spreadsheet, click the Prod Bates Range field for the document you want to audit. The field expands. Each comma-separated range represents a time when the document was produced.

To make it easier to view multiple Bates ranges without having to click individual cells, you can try increasing the height for all rows in the Documents spreadsheet. To do this, click the bottom margin of the first cell in the spreadsheet then drag down.

Batch printing linked documents

Changing report print options

Viewing documents and images

Need additional help? Email the CaseMap Support team at: casemap.support@lexisnexis.com, or contact a support representative at 800.543.6862 (Option 2, then Option 4). The CaseMap Support team is available between the hours of 9:00 a.m. to 7:00 p.m. Eastern Time, Monday - Friday.

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