Do you remember the many binders that used to clutter conference rooms and cubicles at your office? Now that they’re digital, they also have expanded capabilities. Here’s a detailed explanation of how these improvements work.
What Are Binders?
Binders are static collections of documents. Just like with physical binders, one document can exist in multiple digital binders. You can create binders just for yourself (they’re private by default), or as part of a team workflow (they can be easily shared). Unlike with physical binders, digital binders allow you to instantly change which team members or external experts can view, edit, or change each one. And multiple people can access the same binder simultaneously, even in different offices.
Why Do You Need Binders?
- Binders allow you to compile documents by topic, custodian, time frame, deponent, or any other theme. This organization can make it easier to create a timeline, to build your case, or to prepare for a deposition. You can put all of the documents that you intend to produce into a pre-production binder, and perform pre-production QA accordingly.
- Binders enable you to give select users, such as expert reviewers, easy and secure access to documents. This makes it possible to share content without having to create duplicates, to email around files, or to risk insecure file transfer.
- The security built into digital binders means there’s no need to fear someone leaving a binder on a train or at a deposition – and the accompanying confidentiality or ethics breaches.
How Can You Set Up Binders?
You can set up a new binder before you need it, or when you want to add something to it. By default, binders created by you can only be accessed by you – unless you explicitly share them with others. You can create a binder:
1) From the dashboard
Click the plus sign next to the red “Binders” column.
Then, type in a name for your new binder. Press “Submit” to create the binder.
Once a binder exists, you can make changes by clicking on the three vertical dots in the lower left-hand corner of the binder’s box. You will see three options: (a) renaming the binder, (b) sharing the binder with others, or (c) deleting the binder.
When you share a binder, you can include a message, and you can select whether the recipient(s) will be able to view, edit, or share and delete your binder. You can also click to see who already has permissions to your binder.
You can also click on the star in the lower-right corner of a binder’s box. This adds the binder to the favorites column on your dashboard and includes it in your compact view, making it even faster to get to.
2) From the review window coding filter
You can also create a new binder during review. One way is to click on the green plus sign in the lower left hand corner of your review window. This opens the coding filter.
In the text box that appears there, start typing what you’d like to name your new binder.
When you press enter, your binder will be created, and text in a pink box will confirm that it now exists.
3) From the review window coding panel
Alternatively, you can create a new binder from the coding panel of the review window. First, click the up arrow at the bottom of the review window to open the coding panel. You will see an “Add a new binder” option in the “Binders” section.
Just type in your desired binder name, and press Enter. It’s important to know that the binder won’t appear on the coding panel, and it won’t be created until you move to the next document. At that time, you’ll see “Saved 1 Document” in a green box on the screen, confirming that your change has been made.
How Can You Use Binders?
After you’ve created a binder, you can use it immediately. You can also use binders which you did not personally create. Depending on the permissions granted to you by the owner, you may be able to just see documents in a binder, to edit which documents are included, or to fully control the binder. You can always message the owner through the Everlaw platform to request additional permissions; if you attach the binder to your message, it makes it very easy for the owner to alter your permissions immediately.
The primary use of a binder is adding or removing documents, to organize your case. You can add a document to a binder or remove it in 3 places: 2 places in the review window and 1 place on the search results page.
1) On the review window coding filter
Start on the document you’d like to add to a binder. Click the plus sign in the lower right-hand corner of the review window, and a scrolling column (the coding filter) will appear above it.
To add a document to a binder: You can either scroll down to the “Binders” section or type in a few letters of the binder name to select it. As noted above, if you type in new characters, you can create a new binder.
If the current document is not in this binder, then clicking will add the document to the chosen binder. “Added binder <your binder name>” will appear in a pink box at the bottom of your screen, confirming that this action is complete.
To remove a document from a binder: If the current document is already in this binder, then clicking on its name will remove the document from the chosen binder.”Removed binder <your binder name>” will appear in a pink box at the bottom of your screen, confirming that this action is complete.
2) On the review window coding panel
Start on the document you’d like to add to a binder. Click the up arrow in the middle of the bottom of the review window, and a coding panel will expand up your screen. You can scroll down to the “Binders” section and click on a binder name (initially greyed out).
To add a document to a binder: If the current document is not in this binder, click on the binder name to add it. It will go from grey to white when you do that.
To remove a document from a binder: If the current document is already in this binder, click on it to remove it. Its outline will become dotted.
As before, your change will not be saved until you navigate to a different document. You will see “Saved 1 document” in a green box once you go to a different document.
3) On the batch coding panel, in the search results
Start on the search results page. Select all of the documents you’d like to add to or remove from your binder, using the blue checkbox in the left-most column. Click the up arrow in the middle of the bottom of the results window (or press the spacebar), and a batch coding panel will expand up your screen.
To add selected documents to a binder: You can scroll down to the “Binders” section and click on a binder name to select it. This will add all of the selected documents to the chosen binder. Once you click on the binder, you will see the binder’s name next to the “Add” label in the middle left of your screen.
You will need to click “Apply” to make this change to all of the documents. The number of impacted docs will be listed to the left of the “Apply” button, for reference.
To remove selected documents from a binder: You can scroll down to the “Binders” section and click on a binder name twice to select it for removal. The binder label will have a red dotted outline and will also be added next to “Remove:” at the top left of the batch coding panel.
You will need to click “Apply” to remove these documents from the binder. The number of impacted docs will be listed to the left of the “Apply” button, for reference.
You can also use binders in StoryBuilder Outlines and Chronology, to help organize case maps and timelines. Another common use of binders is to use them to collect documents for production. Just put all of the documents that you intend to produce into a pre-production binder, and perform pre-production QA accordingly. The documentation on those features will have more details.
Hopefully, you find digital binders more versatile and easier to use than their hard-copy predecessors. Any questions? Let us know at firstname.lastname@example.org, or review the detailed documentation within the Everlaw platform! And catch up on past feature deep dives here.