Using CaseMap

User Guide
CaseMap®, Version 13

• Navigating CaseMap
• Getting Started
• Working with Cases
• Working with Spreadsheets and Fields
• Getting Data into CaseMap
• Importing Data
• Analyzing and Linking Data
• Using CaseWide
• Using Evaluation Tools
• Sorting Data
• Filtering Data
• Searching Data
• Using DocManager
• Tagging Data
• Editing Data
• Creating and Printing Reports
• Creating and Printing ReportBooks
• Exporting Data
• Keyboard Shortcuts
CaseMap User Guide

No part of this work may be reproduced or transmitted in any form or by any means, electronic or mechanical, including
photocopying, recording, or by any information storage or retrieval system, without permission.

While the information contained herein is believed to be accurate, this work is provided "as is," without warranty of any
kind. The information contained in this work does not constitute, and is not intended as, legal advice.

LexisNexis and the Knowledge Burst are registered trademarks of Reed Elsevier Properties Inc., used under license.
TextMap is a registered trademark of LexisNexis, a division of RELX Inc. Other products or services may be trademarks or
registered trademarks of their respective companies.

© 2018 LexisNexis. All rights reserved.

CaseMap®
DocPreviewer™
DocManager™
CaseMap® Server
TextMap®
TimeMap®
Sanction®

Version: CaseMap® 13
Release Date: July 9, 2018
 Contents 3

Table of Contents

Chapter 1 About CaseMap 10

Chapter 2 What's New in CaseMap 12

Chapter 3 Using CaseMap 15

1 Navigating CaseMap
................................................................................................................................... 15
.......................................................................................................................................................... 15
Navigating CaseMap
..........................................................................................................................................................
About the Navigation pane 22
..........................................................................................................................................................
Modifying Navigation pane display 27
..........................................................................................................................................................
Changing shortcuts in the Favorites pane 29
..........................................................................................................................................................
About the title and status bars 30
..........................................................................................................................................................
About CaseMap toolbar buttons 31
..........................................................................................................................................................
Changing toolbar buttons and settings 35
..........................................................................................................................................................
About CaseMap menus 38
2 Getting Started
................................................................................................................................... 43
..........................................................................................................................................................
Using the Getting Started tips 43
..........................................................................................................................................................
About the Getting Started task pane 44
..........................................................................................................................................................
Practicing with sample data 45
..........................................................................................................................................................
Quick Start Tutorial 45
About the Quick
.........................................................................................................................................................
Start tutorial 45
Introduction.........................................................................................................................................................
- Why CaseMap? 46
Lesson One .........................................................................................................................................................
- Organize 47
Lesson Tw.........................................................................................................................................................
o - Analyze 54
Lesson Three.........................................................................................................................................................
- Report 57
Opening cases .......................................................................................................................................................... 59
..........................................................................................................................................................
Changing passwords 62
3 Working with Cases
................................................................................................................................... 63
..........................................................................................................................................................
Before creating cases 63
About cases .......................................................................................................................................................... 67
.......................................................................................................................................................... 68
Creating cases
Entering case..........................................................................................................................................................
properties 71
..........................................................................................................................................................
Using the Case Jumpstart Wizard 73
.......................................................................................................................................................... 75
About case templates
Creating case..........................................................................................................................................................
templates 76
Copying cases.......................................................................................................................................................... 78
Moving cases.......................................................................................................................................................... 79
.......................................................................................................................................................... 80
Deleting cases
About adding..........................................................................................................................................................
users 81
Adding users..........................................................................................................................................................
to cases 83
Tracking user..........................................................................................................................................................
history 85
..........................................................................................................................................................
Deactivating or deleting users 86
4 Working with Spreadsheets and Fields
................................................................................................................................... 87
.......................................................................................................................................................... 87
About spreadsheets
..........................................................................................................................................................
Changing spreadsheet elements 90
..........................................................................................................................................................
Modifying spreadsheet views 91

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3
4 CaseMap

.........................................................................................................................................................
Creating spreadsheet view s 91
Changing spreadsheet
.........................................................................................................................................................
view s 93
Copying spreadsheet
.........................................................................................................................................................
view s 94
Deleting spreadsheet
.........................................................................................................................................................
view s 95
..........................................................................................................................................................
Changing shortcuts in the Favorites panel 96
..........................................................................................................................................................
Changing spreadsheet display order 97
..........................................................................................................................................................
Renaming spreadsheets 98
..........................................................................................................................................................
Creating custom spreadsheets 101
.......................................................................................................................................................... 104
Deleting spreadsheets
Working with ..........................................................................................................................................................
spreadsheet fields 105
About spreadsheet
.........................................................................................................................................................
fields 105
Accessing .........................................................................................................................................................
detail and list dialog boxes 111
Inserting/hiding
.........................................................................................................................................................
fields 113
Moving fields
......................................................................................................................................................... 114
Creating custom
.........................................................................................................................................................
fields 115
Applying .........................................................................................................................................................
field security 117
Converting .........................................................................................................................................................
open-ended lists to fixed lists 119
Changing.........................................................................................................................................................
field values 121
Renaming.........................................................................................................................................................
fields 122
Deleting fields
......................................................................................................................................................... 123
Verifying .........................................................................................................................................................
field use and history 123
..........................................................................................................................................................
Reviewing the Use History spreadsheet 125
..........................................................................................................................................................
Viewing spreadsheet field lists 126
Issues spreadsheet
.........................................................................................................................................................
field list 126
Facts spreadsheet
.........................................................................................................................................................
field list 130
Objects spreadsheet
.........................................................................................................................................................
field list 134
Questions.........................................................................................................................................................
spreadsheet field list 142
Research.........................................................................................................................................................
spreadsheets field list 145
5 Getting Data into CaseMap
................................................................................................................................... 150
..........................................................................................................................................................
About entering data 150
..........................................................................................................................................................
Inserting/saving/deleting records 152
..........................................................................................................................................................
Auto-numbering records 154
Using Short ..........................................................................................................................................................
Names 156
About short.........................................................................................................................................................
names 156
Using the.........................................................................................................................................................
Link Assistant 161
Changing.........................................................................................................................................................
short names 163
Changing.........................................................................................................................................................
short name display 164
Merging short
.........................................................................................................................................................
names 165
Using the.........................................................................................................................................................
Short Name Assistant 166
.......................................................................................................................................................... 167
Entering Objects
About objects
......................................................................................................................................................... 167
Entering objects
......................................................................................................................................................... 170
Entering Facts.......................................................................................................................................................... 173
About Facts......................................................................................................................................................... 173
About Fact .........................................................................................................................................................
Cards 174
Using Fact .........................................................................................................................................................
Cards 175
About the.........................................................................................................................................................
Facts spreadsheet 182
Entering facts
.........................................................................................................................................................
in the spreadsheet view 183
Setting the.........................................................................................................................................................
date and time for facts 184
.......................................................................................................................................................... 188
Entering Issues
About issues
......................................................................................................................................................... 188
Creating outlines
......................................................................................................................................................... 191
.......................................................................................................................................................... 195
Entering Questions
About questions
......................................................................................................................................................... 195

© 2018 LexisNexis. All rights reserved.

 Contents 5

......................................................................................................................................................... 197
Entering questions
..........................................................................................................................................................
Entering Research 198
About research
......................................................................................................................................................... 198
Entering research
......................................................................................................................................................... 199
..........................................................................................................................................................
Using the Intake Interview Form 210
About the.........................................................................................................................................................
Intake Interview Form 210
Emailing the
.........................................................................................................................................................
Intake Interview form 212
Importing .........................................................................................................................................................
the Intake Interview Form 214
6 Importing Data
................................................................................................................................... 217
..........................................................................................................................................................
About importing data 217
..........................................................................................................................................................
Importing PDFs and using DocPreviewer 218
About PDFs.........................................................................................................................................................
and DocPreview er 218
About Bates
.........................................................................................................................................................
stamping 225
Bates stamping
.........................................................................................................................................................
PDFs 229
Importing .........................................................................................................................................................
PDFs 239
Review ing.........................................................................................................................................................
PDFs 241
.......................................................................................................................................................... 244
Importing Emails
About importing
.........................................................................................................................................................
emails 244
Send email.........................................................................................................................................................
to CaseMap 244
Receiving.........................................................................................................................................................
client emails 253
Converting.........................................................................................................................................................
emails to PDFs 257
Importing .........................................................................................................................................................
emails 260
..........................................................................................................................................................
Importing linked files 262
..........................................................................................................................................................
Importing text files 267
..........................................................................................................................................................
Using the Send to CaseMap tool 272
About the.........................................................................................................................................................
Send to CaseMap tool 272
About Objects
.........................................................................................................................................................
Recognition for Fact Entry 273
Sending Word
.........................................................................................................................................................
documents to CaseMap 274
Send email.........................................................................................................................................................
to CaseMap 280
Sending facts
.........................................................................................................................................................
from PDFs 288
Sending research
.........................................................................................................................................................
to CaseMap 292
Sending transcripts
.........................................................................................................................................................
to CaseMap 292
Sending data
.........................................................................................................................................................
from Concordance 295
Create new.........................................................................................................................................................
facts/extracts from annotations 301
Send to CaseMap
.........................................................................................................................................................
product integration 306
7 Analyzing and Linking Data
................................................................................................................................... 309
About linking.......................................................................................................................................................... 309
..........................................................................................................................................................
About analyzing data 315
Analyzing and..........................................................................................................................................................
linking documents 316
Analyzing and..........................................................................................................................................................
linking facts 320
Analyzing and..........................................................................................................................................................
linking objects 323
Showing all ..........................................................................................................................................................
facts linked to a set of objects 327
Analyzing and..........................................................................................................................................................
linking questions 327
Analyzing and..........................................................................................................................................................
linking research 332
About online..........................................................................................................................................................
research 336
Using online..........................................................................................................................................................
research tools 340
.......................................................................................................................................................... 343
Using martindale.com
..........................................................................................................................................................
Using Shepard's Signals 344
About Shepard's
.........................................................................................................................................................
Signals 344
Using Shepard's
.........................................................................................................................................................
Signals 345
..........................................................................................................................................................
Using the Bulk Issue Linker 347
..........................................................................................................................................................
Linking related files 348
.......................................................................................................................................................... 350
Breaking links

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6 CaseMap

8 Using Evaluation Tools

................................................................................................................................... 351
..........................................................................................................................................................
About evaluation tools 351
9 Using CaseWide
................................................................................................................................... 352
.......................................................................................................................................................... 352
About CaseWide
.......................................................................................................................................................... 355
Using CaseWide
10 Sorting Data
................................................................................................................................... 357
.......................................................................................................................................................... 357
About sorting
Changing the..........................................................................................................................................................
field sort order 358
..........................................................................................................................................................
Sorting multiple fields 360
11 Filtering Data
................................................................................................................................... 364
.......................................................................................................................................................... 364
About filtering
..........................................................................................................................................................
Performing basic filters 367
..........................................................................................................................................................
Performing guided filters 370
..........................................................................................................................................................
Performing advanced filters 374
Saving filters.......................................................................................................................................................... 381
12 Searching Data
................................................................................................................................... 384
.......................................................................................................................................................... 384
About searching
..........................................................................................................................................................
Running basic searches 385
..........................................................................................................................................................
Viewing search results 387
.......................................................................................................................................................... 390
Full-Text Searching
About full-text
.........................................................................................................................................................
searches 390
Running full-text
.........................................................................................................................................................
searches 391
Using search
.........................................................................................................................................................
operators 393
Writing full-text
.........................................................................................................................................................
searches 398
Creating combined
.........................................................................................................................................................
searches 401
Running recent
.........................................................................................................................................................
searches 402
SmartAssist......................................................................................................................................................... 404
.......................................................................................................................................................... 409
Canceling searches
Viewing search..........................................................................................................................................................
reports 409
13 Using DocManager
................................................................................................................................... 410
.......................................................................................................................................................... 410
About DocManager
..........................................................................................................................................................
Viewing documents and images 419
..........................................................................................................................................................
Document review and coding 423
.......................................................................................................................................................... 437
Navigating documents
..........................................................................................................................................................
Adjusting document size 438
.......................................................................................................................................................... 439
Annotating documents
Creating new ..........................................................................................................................................................
facts/extracts from annotations 441
..........................................................................................................................................................
Creating a new redaction 446
..........................................................................................................................................................
Viewing a redaction reason 449
..........................................................................................................................................................
Finding and redacting text 450
..........................................................................................................................................................
Documents with redactions burned in 452
.......................................................................................................................................................... 454
Editing annotations
.......................................................................................................................................................... 455
Editing a redaction
.......................................................................................................................................................... 458
Deleting annotations
.......................................................................................................................................................... 459
Deleting a redaction
.......................................................................................................................................................... 461
Printing annotations
.......................................................................................................................................................... 462
Printing redactions
..........................................................................................................................................................
Batch printing linked documents 464
Docking and..........................................................................................................................................................
undocking the DocManager 480
..........................................................................................................................................................
Changing DocManager options 483
Send emails
.........................................................................................................................................................
to CaseMap 487
14 Tagging Data
................................................................................................................................... 495

© 2018 LexisNexis. All rights reserved.

 Contents 7

.......................................................................................................................................................... 495
About tagging
..........................................................................................................................................................
Tagging case records 496
15 Editing Data
................................................................................................................................... 498
..........................................................................................................................................................
About editing data 498
..........................................................................................................................................................
Using spelling tools 498
..........................................................................................................................................................
Finding and replacing data 502
..........................................................................................................................................................
Copying/pasting data and records 504
..........................................................................................................................................................
Inserting/deleting data and records 505
..........................................................................................................................................................
Making global replacements 507
16 Creating and Printing Reports
................................................................................................................................... 510
..........................................................................................................................................................
About creating reports 510
..........................................................................................................................................................
About printing reports 512
..........................................................................................................................................................
Changing report print options 516
..........................................................................................................................................................
Adding/editing report title pages 518
..........................................................................................................................................................
Creating a filtered report 522
..........................................................................................................................................................
Emailing a report of questions 524
..........................................................................................................................................................
Printing Pre-built Reports 526
Printing a .........................................................................................................................................................
By Issue report 526
Printing a .........................................................................................................................................................
Summary Judgment report 531
Printing a .........................................................................................................................................................
Privilege Log 535
Printing a .........................................................................................................................................................
By Object report 537
Printing Search..........................................................................................................................................................
Results reports 541
Printing a .........................................................................................................................................................
Search ReportBook 541
Printing a .........................................................................................................................................................
Linked File Text Hits Report 549
View ing a.........................................................................................................................................................
Review Linked File Hits report 551
..........................................................................................................................................................
Hiding documents when printing 553
..........................................................................................................................................................
Embedding linked documents in reports 555
Batch printing ..........................................................................................................................................................
linked documents 560
Batch printing ..........................................................................................................................................................
linked PDFs 576
.......................................................................................................................................................... 592
Document production
17 Creating and Printing ReportBooks
................................................................................................................................... 612
.......................................................................................................................................................... 612
About ReportBooks
..........................................................................................................................................................
Creating custom ReportBooks 615
..........................................................................................................................................................
Creating a By Issue report from a current view 630
..........................................................................................................................................................
Printing a Search ReportBook 631
..........................................................................................................................................................
Adding a custom spreadsheet to a ReportBook 640
Printing pre-built
.........................................................................................................................................................
ReportBooks 641
..........................................................................................................................................................
Embedding linked documents in reports 644
.......................................................................................................................................................... 649
Managing ReportBooks
18 Exporting Data
................................................................................................................................... 652
..........................................................................................................................................................
About exporting data 652
..........................................................................................................................................................
Exporting spreadsheet data/reports 653
..........................................................................................................................................................
Exporting/importing ReportBooks 655
Sending data..........................................................................................................................................................
to TimeMap 656
Sending data..........................................................................................................................................................
to Sanction 3.5 or later 658
..........................................................................................................................................................
Exporting data to Word, WordPerfect, HTML 660
..........................................................................................................................................................
Exporting data to Excel 662
19 Keyboard Shortcuts
................................................................................................................................... 663
..........................................................................................................................................................
About keyboard shortcuts 663
..........................................................................................................................................................
Application keyboard shortcuts 663
Spreadsheet..........................................................................................................................................................
view keyboard shortcuts 664
..........................................................................................................................................................
Fact Cards view keyboard shortcuts 667

© 2018 LexisNexis. All rights reserved.

7
8 CaseMap

..........................................................................................................................................................
Dialog box keyboard shortcuts 669
..........................................................................................................................................................
Bates numbering keyboard shortcuts 670
..........................................................................................................................................................
Customizing keyboard shortcuts 671

Index 675

© 2018 LexisNexis. All rights reserved.

Using CaseMap
User Guide

About CaseMap

Chapter

1
10 CaseMap

About CaseMap

CaseMap is a case organization and analysis tool that will help you track and build case
strategy. CaseMap helps you organize critical information about facts, documents, and issues in
cases by providing the tools you need to analyze facts and issues. CaseMap also helps you
quickly create case reports for case staff, your client, and the court.

As you analyze cases in CaseMap, you will gain a thorough understanding of disputes and
clarify your strategies in supporting case arguments. As you sort out what you know about
each case, you will find it easier to identify what you don't know and need to find out. CaseMap
helps ensure complete discovery, regardless of the type of case (civil or criminal).

Share case access to ensure efficiency

CaseMap cases can be used by multiple case staff — at the same time. The case created
should be stored in a shared location on your network to ensure that all users can access it.
In this manner, all case users are able to work together to organize critical knowledge about
the facts, the cast of characters, documents, and the issues regarding the case.

Allow CaseMap to work on your behalf

CaseMap is designed to manage the requirements of capturing information about case facts,
documents, and issues. It is flexible and customizable to handle the unique needs of your
cases.

Investing the time to organize and share case knowledge in CaseMap means saving time
and energy to analyze, strategize, file motions or briefs, negotiate settlements, or take
cases to trial.

Even if you have not worked on the case for months, CaseMap keeps case knowledge,
documents, and strategy preserved so you can quickly pick up where you left off.

Learn what's new in CaseMap

CaseMap continues to bring new and exciting features that make it work smarter and
harder. Take time to review recent release updates and familiarize yourself with the new
tools and features that give you an advantage in case analysis and management.

For more information, see What's New in CaseMap.

Related Topics

What's New in CaseMap

© 2018 LexisNexis. All rights reserved.

Using CaseMap
User Guide

What's New in CaseMap

Chapter

2
12 CaseMap

What's New in CaseMap

The following enhancements are included in the CaseMap version 13 release. For more release
information, see the Release Notes.

CaseMap v13

UI Modernization and Updated Wizard Screens

CaseMap now has an updated and modernized UI design that enhances the user
experience. This provides a modern workflow and intuitive design that increases usability
based on the industry standard.

CaseMap Integration of Lexis.com to Lexis Advance

The CaseMap research functionality now integrates research with a unified work-flow by
eliminating the need for multiple log ins and work-flows.

See About online research and Using online research tools for additional information.

SmartAssist: New research integration in Lexis Advance

SmartAssist now simplifies searching in Lexis Advance. The new research integration in the
SmartAssist tool allows a more unified and simpler approach to research information in a
case file.

See SmartAssist for additional information.

Fact Cards

Fact Cards can now be used to create a simplified, visual map of each fact based on the
Issue or Evaluation status.

See About Fact Cards and Using Fact Cards for more information.

Capture document metadata when importing files

Now when importing files into CaseMap, there is an option to automatically import and map
the file metadata to a CaseMap object spreadsheet.

See About importing data and Importing linked files for more information.

Create New Custom Object Spreadsheet from Existing Object Spreadsheet

CaseMap now provides a way to create additional spreadsheets that are pre-configured
with existing object type information.

See About spreadsheets and Creating custom spreadsheets for additional information.

Objects Recognition for Fact Entry

© 2018 LexisNexis. All rights reserved.

 What's New in CaseMap 13

CaseMap now simplifies and reduces time in creating and linking objects for Fact Entry.
Objects sent to CaseMap from PDFs and Word documents are automatically identified.

See About the Send to CaseMap Tool and Objects Recognition for Fact Entry for additional
information.

Related Topics

About CaseMap
Release Notes

© 2018 LexisNexis. All rights reserved.

Using CaseMap
User Guide

Using CaseMap

Chapter

3
 Using CaseMap 15

Using CaseMap

Navigating CaseM ap
Navigating CaseMap

CaseMap's user interface is designed so your spreadsheet data displays in the primary
workspace pane (7) for maximum viewing. This workspace pane is where you will enter and
track facts, objects, documents, and issues in individual spreadsheets. To move quickly
between each spreadsheet, you will use the Navigation pane (6) on the left side of the
application. The Navigation pane has two interchangeable panes: Case Shortcuts and Search
Results. Each pane is then divided into task panes where tools or shortcuts are organized by
groups.

When you are working in a case, use the Case Shortcuts pane to access CaseMap
spreadsheets and the Search Results pane (6) to review and narrow search results. You can
run full-text searches in either pane.

The tools you need to search, sort, edit, and analyze data as well as create reports are
primarily performed by clicking on Main Ribbon (5) tabs/buttons, or by clicking on commands in
drop-down menus. All administrative tasks are located on menus. The Title Bar and Quick
Access Toolbar (1) is used to identify the case, and to provide access to commonly used
CaseMap tools/function.

SmartAssist (2) aids in performing various tasks in CaseMap by providing you with keyword
search capabilities in locating user-driven functions.

To view the number key

1. Title Bar & Quick Access Toolbar

© 2018 LexisNexis. All rights reserved.

16 CaseMap

The Title bar displays the current case name and a customizable quick-access toolbar.
The toolbar can be customized to add and/or remove buttons/functionality.

The Quick Access Toolbar can be displayed above or below the CaseMap ribbon by
selecting the 'Show Quick Access Toolbar Below the Ribbon' option when customizing
the toolbar.

To customize the quick access toolbar

a. In CaseMap, right-click on a tab (i.e., Home) or on a tab on the ribbon to display a

set of menu options.

b. Click Customize Quick Access Toolbar.

c. In the Quick Access Toolbar Customization dialog box, under the Choose
commands from heading, select the command(s) to be displayed and click the
right arrow to move the command under the Customize Quick Access
Toolbar heading.

d. Click OK.

You can also click the More Buttons icon on the Quick Access Toolbar and the
select a toolbar option for display.

An updated toolbar displays.

2. Ribbons, menus, and Buttons

In CaseMap 11.0 or later, ribbons are used by default to access the most commonly used
tasks and functions.

The main ribbon(s) consists of tabs, buttons, and/or menus that let you add or delete
records, print, adjust fonts, access record details, add questions, perform multi-level
sorting of data on spreadsheets, and more. Buttons and menus are located throughout
the various tabs, and some only activate with certain spreadsheets.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 17

The ribbon can be customized to add/remove tabs to/from the display. All ribbon/toolbar
customizations are saved and retained by CaseMap.

To use the Standard Toolbar instead of ribbons, go to the File Tab > Options >
Accessibility tab, and then select the 'Use standard Windows menu in place of ribbon'
check box.

To customize the ribbon

a. In CaseMap, right-click on a tab or on a tab on the ribbon to display the set of

menu options.

b. Click Customize the Ribbon.

c. In the Ribbon Customization dialog box, in the Choose commands from box,
select an applicable option from the list.

d. Under the Customize the Ribbon heading, place a check mark next to the tab(s)
to be displayed.

e. Use the applicable up or down arrow to place appropriately.

f. Optional: To add a new tab

I. Under the Customize the Ribbon heading, select the tab/area where the new
tab is to be added .

II. Click the Add button and then click Add New Tab.

A new tab is added.

III. Click the Rename button.

IV. In the Display name box, enter a new name for the tab.

V. Click OK.

The new name is displayed.

© 2018 LexisNexis. All rights reserved.

18 CaseMap

VI. Click OK to close the Ribbon Customization dialog box.

g. Optional: To reset customized ribbon settings

I. Click the Reset button and select:

Reset on selected tab to reset only settings for the selected tab.

Reset all customizations to reset all customized settings back to the default system
settings.

II. Click OK.

h. Click OK to close the Ribbon Customization dialog box.

An updated toolbar displays.

3. Navigation Pane

The Navigation pane runs vertically along the left side of CaseMap and provides access
to two different panes: Case Shortcuts and Search Results. Click on the Navigation
buttons at the bottom of the pane to access each set of tools.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 19

Case Shortcuts

The Case Shortcuts pane provides access to all CaseMap spreadsheets.

© 2018 LexisNexis. All rights reserved.

20 CaseMap

Search pane — Allows full-text searches to be run on case records and linked
files.
Favorites pane — Provides quick access to the five default spreadsheets that you
will likely use most: Facts, All Objects, Persons, Documents, and Issues.
All Shortcuts pane — Provides access to all individual object category
spreadsheets, as well as the Questions and Research shortcut. The Research
shortcut is comprised of three separate spreadsheets: Authorities, Extracts from
Authorities, and Authorities and Extracts.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 21

Search Results

The Search Results pane displays search results for spreadsheet hits as well as any
linked document hits.

Search pane — Allows full-text searches to be run on case records and linked
files.
Narrow Results pane — Provides options for narrowing search results by
search hits located in spreadsheets, linked file content, and annotation notes.
Results pane — Displays all spreadsheets that contain records or linked files
with search hits. The number of search hits located for each displays to the right

© 2018 LexisNexis. All rights reserved.

22 CaseMap

of the spreadsheet name.

Resources pane — Provides access to three search results reports.

4. Workspace

Displays the various spreadsheets you will work in for your case, including the Facts,
Persons, Documents, Issues, Events, Pleadings, Proceedings, Questions, and Research
spreadsheets, among others. These spreadsheets are where you will enter, modify, and
track your case data. Spreadsheet entries are called objects and are collectively
displayed in the All Objects spreadsheet.

Related Topics

About the Navigation pane

Modifying Navigation pane display
About CaseMap toolbar buttons
Changing toolbar settings and buttons

About the Navigation pane

The Navigation pane is a vertical bar located on the left side of your screen when you open a
case in CaseMap. CaseMap's Navigation pane has two task panes: Case Shortcuts and Search
Results. The default setup is to display the Case Shortcuts pane, which allows you to easily

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 23

transfer from working in one case spreadsheet to another. The Search Results pane displays
after a full-text search is run and provides search results and access to reports.

CaseMap Navigation Pane

Elements Description

Case Shortcuts Use to navigate CaseMap spreadsheets, which are organized in two
different task panes: Favorites and All Shortcuts.

Search Results Use to review search results, narrow search results, or access search
reports.

Arrow Bar Use to show/hide buttons to maximize viewing within the Navigation pane.

Case Shortcuts pane

The Case Shortcuts pane has three tasks panes:

Search pane — Allows full-text searches to be run on case records and linked files.
Favorites — Contains icons for the spreadsheets used most often: Facts, All Objects,
Persons, Documents, Issues. You can modify the icon display to suit your preferences.
All Shortcuts — Contains icons for all spreadsheets, including individual object
spreadsheets. Each spreadsheet icon also displays the current number of records for
each. Simply click on an icon to display that spreadsheet in the main CaseMap window.

© 2018 LexisNexis. All rights reserved.

24 CaseMap

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 25

Search Results pane

The Search Results pane displays search results for spreadsheet hits as well as any linked
document hits.

Search pane — Allows full-text searches to be run on case records and linked files.
Narrow Results pane — Provides options for narrowing search results by search hits
located in spreadsheets, linked file content, and annotation notes.
Results pane — Displays all spreadsheets that contain records or linked files with
search hits. The number of search hits located for each displays to the right of the
spreadsheet name.
Resources pane — Provides access to three search results reports.

© 2018 LexisNexis. All rights reserved.

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 Using CaseMap 27

Arrow bar

The Arrow bar allows you to collapse or expand buttons to maximize the pane view.

Related Topics

Navigating CaseMap
Modifying Navigation pane display

Modifying Navigation pane display

You can modify the display of the Navigation pane to suit your viewing preferences: move the
task pane buttons, resize the Navigation pane, and hide the Navigation pane.

To maximize the Case Shortcuts pane for better viewing

To change the height or width of the Navigation pane, drag the split bars to the left or right
or up or down.

© 2018 LexisNexis. All rights reserved.

28 CaseMap

As you pull the bottom split bar down, the Navigation pane buttons change into icons on the
lower bar.

You can also, click the arrow on the lower bar and select Show More Buttons or Show Fewer
Buttons to maximize the pane view.

To hide task panes for better viewing

To show/hide task panes or the Navigation pane, click the Expand/Collapse buttons. For
example, if you prefer navigating your spreadsheets from the All Shortcuts task pane, you
may want to hide the Favorites pane from view so you can see the full listing of individual
object spreadsheets.

To hide the Navigation pane to maximize the spreadsheet view

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 29

To maximize a spreadsheet's view on-screen, click on the Collapse button to pin the
Navigation pane to the left side of CaseMap. The Navigation pane can easily be expanded
and locked on-screen when you need to use it more frequently.

To change the Navigation pane display

To change the Navigation pane display, click on the respective pane's button.

Related Topics

Navigating CaseMap
Changing shortcuts in the Favorites pane

Changing shortcuts in the Favorites pane

The Favorites pane includes default shortcuts to the following spreadsheets: Facts, All Objects,
Persons, Documents, and Issues. You can modify the icons that display in this task pane for
those you use most often. And you can rearrange them by preference.

When you customize your Favorite Shortcuts in a case, the settings are saved for your view
only. When another user opens a case, CaseMap displays that case's default or custom
shortcuts specific to that user.

To add a spreadsheet icon to the Favorites pane

Right-click in the Favorites pane, click Add Shortcut, and then select the applicable
spreadsheet.

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30 CaseMap

To reorganize spreadsheet icon order

Right-click and then click Move Up in List or Move Down in List.

To remove a spreadsheet icon from the Favorites pane

Right-click on the shortcut you want to remove and then click Remove from Favorites.

To reset the spreadsheet icon default order

Right-click and then click Reset to Defaults.

Any spreadsheets other than the original default choices are removed from this pane.

Related Topics

Navigating CaseMap
Modifying Navigation pane display
About spreadsheets

About the title and status bars

CaseMap has two title bars: one for the application and one for the spreadsheet. The status
bar is on the bottom left of the CaseMap window.

Application title bar:

CaseMap's title bar displays the name of the case you are currently viewing.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 31

Spreadsheet title bar:

The spreadsheet title bar displays above the spreadsheet view. The left side of the title bar
displays the title of the current spreadsheet. The right side of the title bar displays the number
of records in the current spreadsheet.

If a search is performed, a Search Results bar displays just below the title bar with the search
criteria noted. Click the Cancel Search or Save buttons to remove the search or save it for later
use.

Status bar:

The status bar in the bottom right corner of CaseMap displays the Spell Check, Caps Lock, Num
Lock, OCR, and Index indicators.

Related Topics

Navigating CaseMap

About CaseMap toolbar buttons

CaseMap use ribbons instead of the Standard toolbar for its default display of the most
commonly used buttons and functions. Click on a tab and place your mouse pointer over each
button and/or menu item to view its name and a brief functional description.

CaseMap 11.0 or later, by default, use ribbons to provide you with the most commonly
used tasks and functions for easy accessibility and use. Ribbons are used by default as the
user interface, but you can use the Standard toolbar by going to the File Tab > Options >
Accessibility and then select the 'Use standard Windows menu in place of ribbon' check
box.

Click on the More Buttons icon in the upper left corner of the Quick Access Toolbar to view a
listing of the buttons available. Button selections change depending on what spreadsheet is
active when you view the toolbar button listing. Simply select the buttons to add/remove
buttons that you use most often. All checked buttons display on the toolbar.

© 2018 LexisNexis. All rights reserved.

32 CaseMap

View the toolbar button list

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 Using CaseMap 33

Reference the following table for a listing of toolbar buttons and descriptions.

CaseMap Toolbar Buttons

Button Name Use

SmartAssis Allows you to search for user-driven functions in CaseMap using

t keyword searches.

New Use the New Record button to add new facts, objects, issues,
Record questions, and authorities for each respective spreadsheet.

Print CaseMap offers multiple print buttons: Quick Print, Print to PDF/PDF
buttons (Email), Batch Print (To Printer, To PDF, To TIFF), More (Print
Preview and Page Setup), to include the Document Production
wizard.

Document Use this button to trigger the Document Production wizard.

Production

Delete Use the Delete Record button to permanently delete records from
Record the case.

Refresh Use to refresh the spreadsheet view to display updated data.

Spreadshe
et

Undo and Click the Undo and Redo buttons to retrieve deleted information in
Redo description fields before leaving the cell.

Cut, Copy, Use the Cut, Copy, and Paste buttons to remove and copy/paste
Paste text in spreadsheet records.

Format Use the Format buttons to adjust font color, size, height, and to
buttons underline words or characters. Format buttons are only active
when text is selected in certain spreadsheets.

Record Use the Record Detail button to access a detail dialog box for the
Detail selected record particular on the spreadsheet being viewed.

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34 CaseMap

CaseMap Toolbar Buttons

Button Name Use

Add Use the Add Question button to access a Question Detail dialog
Question box so you can add a question to the Questions spreadsheet
while working in another spreadsheet.

Define Use the Define Views button to toggle between a spreadsheet's

Views default view and other saved views, including a Favorite view.

Advanced Use the Advanced Sort button to open a dialog box where you can
Sort perform multi-level sorting of data on spreadsheets.

Row Use the Row Height button to adjust the height of spreadsheet
Height records.

CaseWide Use the CaseWide button to access a graph displaying a visual

timeline of facts in your case. CaseWide is available only on the
Facts spreadsheet.

Linked Use the Linked Authority button to toggle between the Extracts
Authority from Authorities and the Authorities and Extracts spreadsheets.
This button displays only when working in these two
spreadsheets.

Issue Use the Issue Linking button to open the Issue Linking pane so
Linking you can link records to multiple issues at one time, add a new
issue to the Issues spreadsheet, and access the Analysis Filter to
sort issues. Click the drop down arrow to the right of the Analysis
Filter heading to display the Analysis Filter
details.

Underline Use the Underline Objects button to turn on/off whether objects
Objects are underlined in spreadsheets.

Show Full Use the Show Full Name button to turn on/off whether object short
Name names or full names display in spreadsheets.

Research Use the Research button to access a submenu that offers search
options in our LexisNexis companion products, like www.lexis.com,
CourtLink, and more. The Research button and submenu changes
depending on the spreadsheet being viewed.

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 Using CaseMap 35

CaseMap Toolbar Buttons

Button Name Use

Review Use the Review Linked Files button to open linked files in the
Linked Research spreadsheets, like Authorities and Extracts from
Files Authorities. Linked files open in DocManager.

Related Topics

Navigating CaseMap
Changing toolbar buttons and settings

Changing toolbar buttons and settings

CaseMap allows you to add and remove toolbar buttons and settings for your personal view.

To add/remove toolbar buttons

1. On the Quick Access toolbar, click the More Buttons icon in the upper left corner.

2. Select or deselect the buttons you want to display.

Menu items with a check mark display on the toolbar.

The toolbar display is updated.

To reset to the toolbar to its original display, click Reset Toolbar.

To add menu commands to the toolbar

1. On the Quick Access toolbar, click the More Buttons icon in the upper left corner.

2. From the menu list, select one of the following:

Customize the ribbon

a. Click Customize the Ribbon.

b. In the Choose commands from area of the Ribbon Customization dialog box, select
the desired command/tab.

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36 CaseMap

The Command display is updated based on the command type selected in the previous
step.

c. Under the Customize the Ribbon heading, place a check mark next to the tab(s)
to be displayed.

d. Use the applicable up or down arrow to place appropriately.

e. Optional: To add a new tab

1. Under the Customize the Ribbon heading, select the tab/area where the new
tab is to be added .

2. Click the Add button and then click Add New Tab.

A new tab is added.

3. Click the Rename button.

4. In the Display name box, enter a new name for the tab.

5. Click OK.

The new name is displayed.

6. Click OK to close the Ribbon Customization dialog box.

f. Optional: To reset customized ribbon settings

1. Click the Reset button and select:

Reset only selected tab to reset only settings for the selected tab.

Reset all customizations to reset all customized settings back to the default
system settings .

2. Click OK.

Customize the Quick Access toolbar

a. Click Customize Quick Access Toolbar.

b. In the Quick Access Toolbar Customization dialog box, under the Choose
commands from heading, select the command(s) to be displayed and click the right
arrow to move the command under the Customize Quick Access Toolbar
heading.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 37

c. Click OK.

You can also click the More Buttons icon on the Quick Access Toolbar and the
select a toolbar option for display.

An updated toolbar displays.

The Quick Access Toolbar can be displayed above or below the CaseMap ribbon by
selecting the 'Show Quick Access Toolbar Below the Ribbon' option when
customizing the toolbar.

To minimize the ribbon

1. On the Quick Access toolbar, click the More Buttons icon in the upper left corner.

You can also right-click on a tab (e.g., Home) on the ribbon or right-click on an item on
the ribbon to display the menu list.

2. Click Minimize the Ribbon.

The Ribbon collapses and is no longer displayed.

To toggle between display and non-display of the ribbon, you can also click the Ribbon
Display Options button located in the upper right-hand corner of the CaseMap display
screen.

To restore the ribbon

1. On the Quick Access toolbar, click the More Buttons icon in the upper left corner.

2. Click Minimize the Ribbon.

The Ribbon is displayed.

To toggle between display and non-display of the ribbon, you can also click the Ribbon
Display Options button located in the upper right-hand corner of the CaseMap display

© 2018 LexisNexis. All rights reserved.

38 CaseMap

screen.

Related Topics

About CaseMap toolbar buttons

Changing accessibility options
Navigating CaseMap

About CaseMap menus

CaseMap's ribbons (a set of toolbars placed on multiple tabs) are located at the top of the
CaseMap screen. Click on each ribbon (i.e., Reports) to access a set of controls/menus, each
providing additional functionality or duplicate toolbar button functionality in CaseMap.

The commands on each tab/menu affect the spreadsheet currently in view. Some options will
give you an arrow that opens a submenu of additional tools. Most of the menu commands also
have corresponding keyboard shortcuts.

The Outline Tools tab is only accessible when the Issues spreadsheet has been selected,
and the Linked Authority Tools tab is accessible when the Research Authorities and
Extracts spreadsheet is opened.

File tab

The File tab contains menu items useful to accessing your case, such as New, Open, Close,
and Exit. The File tab also has options for importing data from other applications, exporting a
text file of the case, changing case settings from the Case Setup page, sending spreadsheet
records to LexisNexis® TimeMap, Sanction, NoteMap, Microsoft® Word, Corel® WordPerfect,
or Excel, creating a replica and synchronizing data from a replica case with the master file.
Learning CaseMap and printing options are also listed on this menu, and you can view case
properties as well.

If you are using CaseMap Server, the File tab has two options for opening a case: Open
Local Case and Open SQL Case. The tab also has an option: New Local Case.

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 Using CaseMap 39

The File tab also provides access to the CaseMap Answer Center as well as a variety of
other reference materials. From this tab (File Tab > Help & Info), you can also reference your
CaseMap license and registration information, activate the software, check for Web updates
of the software, learn more about CaseMap and other LexisNexis products. You can also run
the maintenance program, Detect and Repair, from here too.

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40 CaseMap

If you are using CaseMap Server and have a SQL case open, click About CaseMap and
then click the Disabled Features button to verify if any permissions are disabled for your
user account. If no permissions are disabled, a message displays to indicate that.

Home ribbon

The Home ribbon contains menu items for editing and formatting text information within a
spreadsheet record: Cut, Copy, Paste, Sort, Filter, Find, Replace, List View, and Fact Cards
view. You can also permanently delete a record from the case. The Home ribbon also allows
you to quickly add a new record, a new question linked to a selected record, or object to a
spreadsheet, run filters, sort the spreadsheet, and change the format and fields in the
spreadsheet. You can also insert a copy of the record into the same spreadsheet. The
command to insert a symbol, like a registered trademark, is available here too. Other tools
allow you to view all available fields for a record by opening the Record Detail box and to
open Linked Files for a record.

The Home ribbon also provides you with Smart Assist capabilities that assists you in
performing various tasks in CaseMap. SmartAssist allows you to search CaseMap by typing
in a word/phrase, generate reports, and/or it also provides access to other links for
additional information.

Reports ribbon

The Reports ribbon contains all reporting options, including the ReportBooks submenu. From
here you can access print/batch print options, to include Document Production features. You
can export report data to other applications, and find wizards to assist in creating common
reports, like the Privilege Log.

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 Using CaseMap 41

Case Tools ribbon

The Case Tools ribbon allows you to access primarily advanced user or administrative tools
for working with or customizing cases, such as accessing the Case Optimizer, Case Index
menu and Case Scripts menu, and the Create Case Template Wizard. The Case Tools ribbon
contains a variety of tools used for analyzing and managing case data. It also provides you
access to functions which allows you to perform bulk record and linked files updates for
working with PDF files and other files and viewers.

View ribbon

The View ribbon contains commands that help modify the CaseMap user interface based on
your viewing preference. You can choose to show/hide the Navigation pane and/or Task
Panes (Issue Linking), to include accessing CaseWide which allows you to scroll, toggle, and
drill-down for different perspectives of your case timeline. You can also access the Linked
Authority split-screen view from the Authorities and Extracts spreadsheet. Use the Current
View submenu to toggle to a different view of the spreadsheet or to access the Define Views
dialog box for maintaining the views on spreadsheets.

The Object Display Options submenu allows you to change the display of short names/full
names in your spreadsheet.

Outline Tools ribbon

The Outline tools ribbon which is only accessible when the Issues spreadsheet is selected,

© 2018 LexisNexis. All rights reserved.

42 CaseMap

and allows you to make adjustments to outline entries and to the number of outline levels
displayed.

Linked Authority Tools ribbon

The Linked Authority Tools ribbon which is only accessible when the Authorities and Extracts
spreadsheet is selected, and allows you to create, delete, and/or view record details. You
also have the ability to view linked files, print, and/or customize spreadsheet views. You can
also toggle between the Extracts from Authorities and the Authorities and Extracts
spreadsheets. This button displays only when working in these two spreadsheets .

DocManager ribbon

The DocManager ribbon allows you to review and annotate documents and images without
having to open the source file in its native application. You can add notes to annotations,
edit annotations and notes, and also search annotation notes. When a search is run, search
hits are highlighted in DocManager allowing you to review content and navigate between
search hits.

The DocManager also provides you with the ability to dock and undock documents and/or
images in CaseMap using the Dock in Spreadsheet command.

Related Topics

Navigating CaseMap
Changing toolbar buttons and settings

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 Using CaseMap 43

Getting Started
Using the Getting Started tips

When you first open CaseMap, a Getting Started with CaseMap window displays on-screen
providing tips on using CaseMap. Place your mouse pointer over the steps for Organize,
Analyze, and/or Report to change the tips and links. Each topic (Organize, Analyze, Report)
provides concise explanations of basic tasks in the case analysis process.

From this pane, you can open an example case for practice, start creating a new case for your
client, and gain access to CaseMap learning opportunities, including How-To videos.

If you have closed this interactive window, you can still open it from any other tab/pane by
clicking the the File tab.

Learning CaseMap

1. Click the File tab to display the Getting Started pane.

2. In the Getting Started Pane, under the Learning CaseMap heading, select a training
option (e.g., 'How To' Video Library) from the list.

3. On the LexisNexis Tutorials pane, select the recording to view.

Related Topics

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44 CaseMap

About the Getting Started task pane

Practicing with sample data

About the Getting Started task pane

The Getting Started task pane displays in CaseMap when you open it or close a case. From this
pane you can access recently-opened cases, older cases, create a new case, or refresh and/or
open the Hawkins example case. You can access a variety of learning resources from here too.
If you already have a case open and want to open the Getting Started pane, you can still
access this pane.

The Getting Started pane opens by default when CaseMap is opened, but you can also click the
File tab on the main ribbon to access it.

To close the Getting Started pane, click the File or another tab/button.

Related Topics

Using the Getting Started tips

Practicing with sample data
Opening cases

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 45

Practicing with sample data

CaseMap provides you with a sample case, Hawkins v. Anstar, so you can practice using the
application without using your own data. Hawkins v. Anstar is a fictitious case based on
wrongful termination. When experimenting with the case, you can feel confident about clicking,
adding, updating, and deleting data without ruining it. CaseMap has a Refresh Example Case
link that instantly resets the example case so you can start practicing a new feature. To refresh
the Hawkins case, close it by clicking the File tab and then clicking Close. Next click the Refresh
Example Case link on the Getting Started task pane located on the left side of the screen. You
can now re-open the example case and begin using it again.

Use the example case to practice adding new records to spreadsheets, inserting or creating
custom fields, or to import documents into a case. Any changes you make to the example case
are automatically saved so you can see how the software displays and updates data.

To access the Example case, click the File tab to access the Getting Started pane, and then click
the Example Case button to open the Hawkins v. Anstar sample case. In the Case Log On box,
use the default user, Chris Attorney, and click OK to open the case.

Related Topics

About the Getting Started tips

Quick Start Tutorial

About the Quick Start tutorial

If you have not yet signed up for CaseMap training, the CaseMap Quick Start tutorial will help
get you grounded in using the software and working in a case.

The CaseMap Quick Start tutorial is designed to help you:

Learn about CaseMap's primary features.
Gain an introduction to the tools and features you need to use to create a case and start
working in it.
Practice using some of the features using the Hawkins v. Anstar example case provided in
CaseMap.
Direct you to the help topics and procedures you need to accomplish initial tasks and learn
more about CaseMap.

© 2018 LexisNexis. All rights reserved.

46 CaseMap

Related Topics

Introduction - Why CaseMap?

Lesson One - Organize
Lesson Two - Analyze
Lesson Three - Report

Introduction - Why CaseMap?

CaseMap is a case organization, analysis, and reporting tool. The information in this tutorial is
divided into three lessons: Organize, Analyze, and Report. This tutorial will take you through
the basics of using CaseMap to work your cases.

Why use CaseMap?

As you get familiar with working in CaseMap, you will find many reasons for how it improves
your case organization and daily tasks. The following list includes some of the top benefits
that CaseMap provides.

Using CaseMap, you will benefit by:

Having a solid framework and a proven method for organizing and evaluating the facts in
any case.

Gaining a thorough understanding of the dispute and clarify your thinking about it. As you
sort out what you do know about the case, you will find it easy to identify what you don't
know and what you need to find out.

Drawing clear distinctions between facts and documents. Actions concerning a document
can be facts (Hawkins wrote an email to Lang.) However, a frequent scenario is that a
particular document contains numerous facts. Bottom line: facts and documents live in
different places in CaseMap.

Sharing CaseMap files with multiple members of a case team at the same time. Create a
single case that is stored in a shared location on your network for all users to access.

Working together with your entire case team to organize critical knowledge about the
facts, the cast of characters, and the issues in your cases.

Delegating and distributing organization, analysis, and reporting tasks so your team can
divide and conquer any chaos in any matter.

Investing the time to organize and share case knowledge in CaseMap, which pays big
dividends when it is time to analyze, strategize, file motions or briefs, negotiate a
settlement, or take the case to trial. Even if you haven't picked up the case for months,
CaseMap keeps case knowledge, documents and your thinking about the case at your
fingertips.

Ensuring complete discovery, no matter what type of case you handle — civil or criminal.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 47

Explore available learning resources

The CaseMap team provides you with many learning tools and resource options to meet
your learning style and needs. See also Welcome.
CaseMap Training on the Go — Learn about various CaseMap topics in the Webinar
Center, available 24/7 at no charge. Click here to visit LexisNexis Training on the Go.
CaseMap Answer Center — Click on the Help menu and then click Contents to launch
CaseMap's online Answer Center, which provides the latest information and step-by-step
procedures for the product version you are using. If you are working offline, you can click
on User Guides to download or print content from the CaseMap Answer Center.
CaseMap Online Training — CaseMap online classes are designed to give you the right
amount of information and hands-on practice to prepare you to jump right into a working
case or create your own once you have complete the course. Work with an CaseMap
Certified Professional Instructor who has years of experience with the product and
training legal professionals. Class size is kept small to meet the needs of each individual.
And the cost is affordable to ensure you will take advantage the opportunity. To find out
availability and which class best suits your needs, visit the LexisNexis University or visit
our web site at http://www.lexisnexis.com/en-us/litigation/products/litigation-
technology.page.
CaseMap Support — CaseMap Support Representatives are available to get your
through any difficulties you may be experiencing. Hours for support are Monday through
Friday from 9:00 a.m. to 7:00 p.m. (EST). Please call at 800-543-6862 (Option 2, then
Option 4) or email [email protected].

Related Topics

Welcome
Using the Getting Started tips
Practicing with sample data
User Guides

Lesson One - Organize

Lesson one provides an overview of key terms used in CaseMap, some tips for using the
product successfully, helps you create a case and start populating spreadsheets with data to
organize your case knowledge.

Learn the four basic terms

Spreadsheet — The different working areas in of a CaseMap file that display in the main
window pane. Access spreadsheets by clicking icons in the Favorites pane under Case
Shortcuts. Spreadsheet views are the basis for creating reports in CaseMap.
Field — The columns that display in spreadsheet view are known as fields. For example,

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48 CaseMap

the Date & Time field stores the date and time when each case fact occurred. A record is
made up of fields. A spreadsheet record contains multiple field data.
Record — The information in a case that describes a particular fact, object, issue,
question, or research item. Records display in spreadsheet views as rows, running from
left to right.
Cell — A cell is where you type data or select a data value. A cell is where a field and
record intersect in the spreadsheet.

Learn four more important terms

Link — A connection between two case elements, e.g., a connection between a fact and
the issues on which that fact bears.
Search — A way to explore your case information. CaseMap offers two primary search
methods: filtering and tagging. Filtering limits the rows in your spreadsheet to those that
meet criteria you set. Tagging marks the spreadsheet rows that meet your search
criteria. Tagged records display with an icon to the left of each row.
Object — In CaseMap, an "object" refers to the people, organizations, documents, and
other things in your case. When you read "object," think "cast of characters".
Short Name — Short Names are special names that you (or CaseMap) assign to each
object and issue in your case. Short Names help you make links between various types
of case information.

Use these spreadsheets to get started

When you first create a case, you will want to enter data in the following three
spreadsheets and learn how to use the basic tools and feature for each.
Objects — Use the Objects spreadsheets to create and organize the cast of characters.
The characters are the people, documents, organizations, and other things that are
important to know about in the case.
Issues — Use the Issues spreadsheet to organize and explore an outline of claims and
arguments.
Facts — Use the Facts spreadsheet to lay out the chronology of case facts.

View three tips for using CaseMap successfully

The following three tips are essential for using CaseMap successfully.
Start a new case when you take a new case

The best way to get the most out of CaseMap is to put it to use during the first days of a
case. Start a new case when you have the first conversation with a prospective client.
Long before the first box of case documents arrives, you can use CaseMap to organize
early case knowledge and to plan discovery.
Always use short names

Short Names are special, unique identifiers that are assigned to each person, place, or
thing in your case. Short names also link your data in CaseMap spreadsheets so you can
search and view information faster and create meaningful reports. Don't worry about
creating short names, CaseMap will do it for you. See About short names.
Right-click a lot

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 Using CaseMap 49

The two most important locations that you can right-click within CaseMap are field
(column) headers and within cells. Each field header displays a Tool Tip with hints that
provide quick information on what to do in a field. Simply place your mouse pointer over
a field header (title) to display the Tool Tip.

Create a test case

Open CaseMap and click Start a new case on the Getting Started with CaseMap pane. The
New Case Wizard will guide you through the steps of creating a new, empty case for you.

When you create a new case, CaseMap helps you by:

Automatically generating a set of default fields for each spreadsheet. You do not have to
use all of these fields (columns), but they are available for use if needed. The default
fields provided by CaseMap should handle most of your data entry needs. It is also
possible to create custom fields as needed. See also About spreadsheets and About
spreadsheet fields.
Launching the Case Jumpstart Wizard when you complete the New Case Wizard. Once
your new case is created you can start building your cast of characters and entering
information right away. The wizard provides different pages for you to enter the various
types of people involved in your case. In the wizard, click the categories on the left or
use the Next and Back buttons on the bottom of the page to navigate the categories.
See also Case Jumpstart Wizard.
Automatically populating the appropriate spreadsheet in your new case. You can now
add details for the people, documents, organizations, etc., using the individual object
type spreadsheets. You can find shortcuts to all the spreadsheets in your CaseMap file
by clicking All Shortcuts in the Navigation pane. See also About objects.
Providing an interactive, three-step work flow learning tool that offers CaseMap best
practices and tips for how to organize a case. Place your mouse pointer over each work
flow step (Organize, Analyze, and Report) to view each set of tips. Click on a link to view
additional details. See also Using the Getting Started Tips.

Use short names to link data

Short names are unique names created by CaseMap for each object entered in a case and
are what make linking case data possible. CaseMap automatically creates short names from
the Full Name field entry. When you type using short names, CaseMap automatically
identifies text that already has a short name created for it and links the object short name
with case information (documents, facts, questions, research, and issues). When using short
names, CaseMap automatically does a significant amount of the linking for you.

You can create your own object short names or modify CaseMap's default short name as
needed. Fields that store short names and link to other case information are Description
fields, identified by the chain link icon in the field header.

Using short names is not required; you can enter data without using short names. However,
not using short names limits the power of CaseMap's primary feature: linking and connecting
case knowledge elements between spreadsheets. This feature is what allows you to search
and view data in various ways at a moment's notice so you can locate essential information
and create reports that shape and support your case strategy.

For more information, see About short names.

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50 CaseMap

Enter data with ease

You have created your new case; now you are ready to enter information about the case
into spreadsheets to organize case knowledge. To enter data, simply type information
directly into the cells of each spreadsheet record. To add a new record, press the Insert key
or click File > New.

Information is automatically saved as you navigate to a new cell / field / spreadsheet. If you
need to undo your last edit, press the ESC key before leaving the cell.

For more information, see About entering data, Entering Objects, and Entering Facts.

Learn about dates and times

CaseMap's date fields accommodate common dates (mm/dd/yyyy by default). You also have
the option of using the Fuzzy Dates and the Date Stamper tool.

Fuzzy Dates

A fuzzy date is a partial date entry. You may need to enter a fuzzy date when you know
the month and year, but not the day. Or perhaps you only know the year. CaseMap
allows you to enter question marks in place of the missing date.

In CaseMap, typing 99 in the Date & Time field will display as ??/??/1999. Likewise, typing
8/99 is also valid. CaseMap displays it as 08/??/1999 and sorts it as August 1, 1999.

You can also enter date ranges in date fields. Date ranges are sorted based on the first
date entered. An example of a valid date range is: 7/1/08 to 7/4/08. You can also use a
hyphen to define the date range: 7/1/08 - 7/4/08.

Date Stamper

The Date Stamper tool is used to assist with date and time entries by setting the date
and time, or editing it if already displaying within a field. Using this tool is optional, but it
is helpful for setting time zone abbreviations when cases include facts occurring in various
parts of the country or internationally. When you click in a Date & Time field a button
display to the right of the cell, which launches the Date Stamper.

You can also enter times in CaseMap’s date fields. You have the option to display the
times in 12-hour or 24-hour time. Along with the fuzzy dates, you can enter fuzzy times
such as 4:??. Your date ranges can also include times.

To choose how your dates display, e.g., whether the day of the week displays 24-hour
time, or to change the date format (mm/dd/yyyy), select Options on the Tools menu, and
click on the Date tab.

For more information, see Setting the date and time for facts.

Change your spreadsheet view

You can change how the data is displayed on your screen, which is very important for two
reasons:

Changing the spreadsheet view helps you organize your thinking while you are viewing

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 Using CaseMap 51

the data on screen.

Since reports are what- you-see-is-what you-get (WYSIWYG), modifying the spreadsheet
gives you control over the appearance of reports.
To hide a field

Right-click on its field header (title) and select Hide Field on the menu.

When you hide a field, you're not losing any of the data, you're just temporarily removing
it from view.

To insert a field or fields

1. Right-click any field header and select Insert Field(s) on the menu. A list of available
fields will be displayed.

2. Then check the box(es) next to the fields you want to add to your spreadsheet and
click OK.

To move a field to a new position

Left -click on the field header, hold your mouse button down and drag it.

Release your mouse button to drop the field in a location in the spreadsheet.

For more information, see Changing spreadsheet elements, Creating spreadsheet views,
Inserting/hiding fields, and Moving fields.

Learn about the Object spreadsheets

CaseMap's Objects spreadsheets are where you organize lists of the persons,
organizations, documents, and other things your case is about. Use Objects spreadsheets
to produce Document Indexes, Exhibit Lists, Witness Lists, and Cast of Characters reports.

Use the Case Shortcuts pane to determine which Object spreadsheets you view. Favorites
include All Objects, Persons, Organizations, and Documents. Display all Object spreadsheets
by clicking the All Shortcuts bar in the Case Shortcuts pane.

All Objects vs. Object sub-spreadsheets

All Objects spreadsheet

When your view is set to All Objects, the spreadsheet displays a mixture of persons,
organizations, documents and other objects. The fields in the All Objects spreadsheet
are common to all object types.

Objects sub-spreadsheets

When your view is set to a specific type of object, like Documents, the spreadsheet
displays only items/objects of that specific type.

When your Object spreadsheet is set to display only one type of object, it will include
fields that are specific to that object type. For example, when your view is set to
Documents, the spreadsheet will include the default fields CaseMap creates for
documents, e.g., Bates-Begin and Bates-End.

Adding objects on the fly

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52 CaseMap

CaseMap's Add Objects On the Fly feature makes it easy to pop new objects into the case
as you enter facts and other descriptive information.

If you are entering facts and need to refer to a person or organization that has not been
entered into the case as an object (and so has no short name), you can easily do this on
the fly. And you do not have to change to an Objects spreadsheet either. You can do it
from the Facts spreadsheet in any description cell, like Fact Text. To try this, see Entering
Objects.

For more information, see About Objects and Entering Objects.

Learn about the Facts spreadsheet

The easiest way to add facts to the Facts spreadsheet is to cull them from documents. Over
30 litigation support programs have integrated with CaseMap, incorporating a Send to
CaseMap feature.

To add facts from PDFs

The most common format for electronic documents is PDF. CaseMap's DocPreviewer add-in
program enables setting up documents as objects and culling linked facts from them. To
learn more, see About PDFs and DocPreviewer.

You can also try this yourself using the Hawkins v. Anstar example case in CaseMap.
Follow the steps in the Sending Facts from PDFs topic. Using the Send to CaseMap tool,
the PDF file will automatically become an object in CaseMap with a short name. And the
file will be included in the Documents spreadsheet. Selected text in the PDF file will
automatically display in the Fact Text field in the Facts spreadsheet.

You can also use DocPreviewer's Send to CaseMap feature while in Review Mode and you
are viewing documents already linked into your CaseMap case. The DocPreviewer PDF
Review Wizard will guide you through reviewing linked PDFs and the steps to add a new
fact to the Facts spreadsheet while doing so. Follow the steps in the Reviewing PDFs
topic.

To manually add a new fact

You can add new facts directly in the Facts spreadsheet by clicking the New Record button
(upper left corner) and then clicking Fact. Or you can press the Insert key to add a new
fact. All new fact records are added at the bottom of the Facts spreadsheet. In the Fact
Text field, type in the new fact information.

To re-sort facts to chronological order by date, click Refresh Spreadsheet on the More
menu of the Home ribbon, or use the keyboard shortcut F5. Fact records with a date of To
Be Determined (TBD) sort to the bottom of the spreadsheet until a date is entered.

For more information, About facts and Entering facts.

Understand about linking

CaseMap links data in two manners: linking data together between spreadsheets using
short names or linking (attaching) a source file in a network directory folder to spreadsheet
record.

CaseMap makes it easy to establish internal relationships among the different types of
information you capture in a case. For example, you can link a fact to the persons and

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 Using CaseMap 53

organizations the fact is about, to the documents or depositions from which it is sourced,
and to the issues on which it bears.

Once you make links, you can use them to explore and analyze your case. For example, as
you view the Issues spreadsheet, you can display a list of the facts linked to any issue with
just two mouse clicks on a # field.

CaseMap makes linking as easy as possible. Most linking is accomplished for you
automatically as you enter case data using short names.

Linking data internally using short names

Any field that has a chain link icon recognizes short names and you will benefit
greatly by using short names whenever appropriate in these description fields.

For more information, see About short names.

Using the Issue Linking tool

The most common linking task is linking case issues to facts, people, documents, other
things, questions, and research using the Issue Linking Tool.

In CaseMap, it is useful to extract lists of facts linked to various issues in the case. The
same is true for documents that have been laboriously issue-coded. The easy way to do
issue linking on any spreadsheet in CaseMap (except the Issues spreadsheet where you
define the issues) is by using the Issue Linking Tool.

The Issue Linking pane allows you to apply issues records while working in a
spreadsheet. To open the Linking Issues pane, click the Issue Linking button on the
toolbar. From the Issue Linking pane, you can also add a new issue that will automatically
be added to the Issues spreadsheet. To try this, see Analyzing and linking documents
topic and follow the steps To link document records to case issues.

Linking data to external files

A primary feature of CaseMap is that you can link relevant documents to the Documents
spreadsheets and Facts spreadsheet using the Send to CaseMap feature (part of
CaseMap's DocPreviewer add-in program). The Send to CaseMap feature is integrated me
in 30+ litigation support programs, like Adobe® Acrobat® and Reader®, and LexisNexis
Concordance®.

To learn more, see About PDFs and DocPreviewer, About the Send to CaseMap tool,
Sending facts from PDFs, Sending facts from Concordance.

Define case issues

When you accept a case, start outlining your issues in the Issues spreadsheet so you can
quickly develop a hierarchy of claims, counterclaims, and any other known arguments. The
Issues spreadsheet can hold as many levels or sub-issues as you want.

To try this, see the About Issues and Creating outlines topics.

Related Topics

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54 CaseMap

About the Quick Start tutorial

Introduction - Why CaseMap?
Lesson Two - Analyze
Lesson Three - Report

Lesson Two - Analyze

Analyzing case data tells you what you know and can point the way to important information
that you need to know. Looking at case information from various angles may offer insights not
otherwise available. Follow Lesson Two and you will have the tools you need to sort a
spreadsheet, search for data of interest, make issue links, and explore the # fields to see the
relationships among persons, facts, documents, and other case knowledge.

Searching case data and viewing links can stimulate your thinking and can reveal patterns that
may be useful in achieving the best results for your clients.

Sorting a spreadsheet

Sorting determines how spreadsheet rows are visually displayed. For example, when you
create a new case the Facts spreadsheet defaults to a Date & Time sort with facts listed in
chronological order.

To sort the fields in your spreadsheet, right-click on the field header (title), and then click
Sort Ascending or Sort Descending. Please note that some fields in CaseMap, like the
10,000-character description fields, cannot be sorted.

If necessary, you can use multiple fields to sort your spreadsheet view. For example, you
can sort the Questions spreadsheet first by the persons to whom questions are assigned
and then by the date an answer is due. You must use the Advanced Sort dialog box to
create a multi-column sort. Open it by selecting Advanced Sort on the Editing menu on the
Home ribbon.

For more information, see About sorting, Changing the field sort order, and Sorting multiple
fields.

Filtering spreadsheets

Filtering allows you to choose which records are in view on a spreadsheet. For example, you
can filter the Facts spreadsheet so only undisputed facts display. You can use the Instant
Filter feature to run most filters. Or use Guided Filter on the Records > Filter menu. CaseMap
includes a number of useful searches for every spreadsheet on the menu and on the My
Saved Searches fly-out menu. To learn more, see About Filtering.

When you run a filter, a Search Results bar displays above the spreadsheet identifying what
filter(s) are currently being using to display case records. The Search Results bar also has
Cancel Search and Save buttons. Clicking Save opens a dialog for naming the search. After
naming it and clicking OK, the saved search is accessible by clicking the Search button and
then clicking My Saved Searches.

CaseMap offers the following search tools:

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 Using CaseMap 55

Instant Filter — Use for simple filters, like a key word, such as filtering the Facts
spreadsheet to only display undisputed fact records. Simply right-click on any field data
and click Filter by Selection. To practice, see Performing basic filters.
Guided Filter — Use the Editing menu options to run pre-built filters provided by
CaseMap or access your own saved filters. To practice, see Performing guided filters.

The filters you find on the Editing menu on the Home ribbon are similar for each
spreadsheet. For example, on the Editing menu for Facts you can search for facts linked
to people or documents, linked to issues, containing text, or added in the last day, week,
month, or quarter.

Filters saved to the My Saved Filters menu provide specific searches that are relevant to
facts. Any searches you run and save are added to the My Saved Filters menu. Running a
saved filter will cancel any filters that are in place before executing the saved filter.

Advanced Filter — Use the Advanced Filter pane to construct and save multi-level filters
using search operators to narrow results as well as edit and save complex filters. To
practice, see Performing advanced filters.

Searching spreadsheets

CaseMap allows you to quickly search case data because it automatically creates a
comprehensive index during the import process. You can search and locate all instances or
"hits" of your search terms in spreadsheet records, linked files, and annotation notes.

Search terms can be more than one word. They can also be numbers, text phrases, or a
combined use of terms and search operators. A search term is typed into the Search field
with results displaying in the Search Results navigation pane and in the Search Results
spreadsheet pane.

You can click on each spreadsheet listed in the Results pane of the Search Results
navigation pane to view only those records and linked files that contain your search terms.
Search hits found in linked files can be viewed in CaseMap's DocManager file viewer. Search
hits found in annotation notes can be previewed in the Search Results spreadsheets pane
and viewed in full in DocManager. For more information, see Viewing search results.

There are two lev els of searching in CaseMap:

Basic Searching — performing keyword (one word) searches and locating all instances
of the term in spreadsheet fields, linked files, and annotation notes.
For more information, see Running basic searches.
Advanced Full-Text Searching — performing searches with two or more search terms or
phrases that gain stronger, precise search results.
Advanced searches can be run in the Full Text Search dialog box, which also allows you
to restrict the spreadsheets you want to include in the search.
For more information, see About full-text searches, Using search operators, and Running
full-text searches.

To learn more about searching, see About searching.

Using # fields

# fields all begin with a number or hash mark symbol. These fields count the relationships
between different types of case elements in a case and display the resulting count (67 facts

© 2018 LexisNexis. All rights reserved.

56 CaseMap

linked to Fraud issue). # fields also help you explore the connections between facts and
issues, between objects and issues, and between facts and objects. When you use short
names, CaseMap automatically updates entries in many of the # fields.

To see or print a list of the items you've linked that CaseMap has counted, double-click the
number in a cell. A List dialog box displaying associated records. You can also print or export
this list for reference.

To learn more about # fields, see About spreadsheet fields and click the # fields count links
between case elements drop-down.

Compiling research

CaseMap has three spreadsheets for you to use in compiling and analyzing research:
Authorities — Track and organize your authorities by type and jurisdiction, and link the
research directly to issues to support your case strategy.
Extracts from Authorities — Track and organize extracts by entering summary
descriptions and notes needed to track its relevance to the case.
Authorities and Extracts — A split-screen view of both spreadsheets where you can
view an authority and its associated extracts.
Start with the Authorities spreadsheet to list case law, statutes, regulations, rulings, and
articles that you want to reference. Then extract passages that you want to track and copy
them to the Extracts from Authorities spreadsheet.

To learn more, see About research, Entering research, and Analyzing and linking research.

Sending online research from LexisNexis

If you are using LexisNexis research content as part of your workflow solutions portfolio, you
can import authorities from your Internet Explorer web browser with a Send to CaseMap
feature. To learn more, see About online research.

When you have a passage in a case you have located at www.lexis.com that you want to
add to your open CaseMap case, highlight in your Internet Explorer browser, then right-click
the selected area and click Send to CaseMap.

During the import process, the selected text will be added to Extracts spreadsheet and the
source document will be added as a new record on the Authorities spreadsheet. To try this,
see Using online research tools.

Related Topics

About the Quick Start tutorial

Introduction - Why CaseMap?
Lesson One - Organize
Lesson Three - Report

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 57

Lesson Three - Report

With CaseMap, you can create instant professional work product with a few mouse clicks and
output to paper, PDFs, or Microsoft® Word. Your case analysis reports will become the raw
materials that make it far easier to generate documents required by the court. For example,
your Fact Chronology will make it easy to create Motions for Summary Judgment and to produce
the list of facts to you are willing to stipulate and are needed for many pre-trial motions.

CaseMap reports use the What-You-See-is-What-You-Get (WYSIWYG) principle, so what is

displayed in your spreadsheet view is the same as what you see in your report. Click More >
Print Preview button on the Reports ribbon to see a preview of your report. A title page is
automatically created for you when you print or preview the report. You can customize the title
page by clicking ...More > Page Setup on the Reports ribbon.

Change the spreadsheet to modify the report

If you want to adjust the look of report, all you need to do is change your spreadsheet view
by re-arranging, inserting, or hiding fields.

To hide a field

Right-click on its field header (title) and select Hide Field on the menu.

When you hide a field, you're not losing any of the data, you're just temporarily removing
it from view.

To insert a field or fields

1. Right-click any field header and select Insert Field(s) on the menu. A list of available
fields will be displayed.

2. Then check the box(es) next to the fields you want to add to your spreadsheet and
click OK.

To move a field to a new position

Left -click on the field header, hold your mouse button down and drag it.

Release your mouse button to drop the field in a location in the spreadsheet.

For more information, see Changing spreadsheet elements, Creating spreadsheet views,
Inserting/hiding fields, and Moving fields.

Choose from a variety of print output options

CaseMap allows you choose from a variety of output options when you print a report.

Use the Reports ribbon to print reports or ReportBooks. A ReportBook is a compilation of

saved case analysis reports (spreadsheets) that includes a title page, confidentiality
statement, table of contents, introduction, and report title pages. The Reports ribbon lists all
reports and ReportBook options.

You can print reports and ReportBooks to the following:

Network printer

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58 CaseMap

Print Preview
PDF files (which you can save or email)
LexisNexis TimeMap*
Microsoft® Word* or Corel® WordPerfect*
HTML
Microsoft® Excel*

Reports marked with an asterisk must be installed on your machine in order to print reports
to these applications. Word, WordPerfect, and HTML reports can be viewed in Grid View
(fields horizontal) or Record View (fields vertical).

To print reports and ReportBooks, see About printing reports and Printing pre-built
ReportBooks.

Learn more about reports and ReportBooks

A ReportBook is a compilation of saved case analysis reports (spreadsheets) that includes a

title page, confidentiality statement, table of contents, introduction, and report title pages.
You can print and manage ReportBooks from the Reports ribbon. You can create custom
ReportBooks by changing the text and graphics (by clicking the Manage ReportBooks menu
option). ReportBooks can be printed, previewed, or converted to PDF file to save or email.

CaseMap also provides standard reports that you can print with the help of a wizard.
Standard reports that you can print directly from the Reports ribbon include:

Privilege Log Wizard — facilitates production of a report listing documents you've

marked as privileged under attorney-client, attorney work product, or any privilege type
you determine.
By Issue Report Wizard — allows you to create a comprehensive report of all the
records on any spreadsheet (except Issues) linked to a selected issue or set of issues.
You can output the report to Word, WordPerfect, or HTML.
By Object Report Wizard — allows you to create a report of grouped objects, for
example: facts grouped by document, facts grouped by person, documents grouped by
person, and more.
Summary Judgment Wizard — allows you to prepare Motions for Summary Judgment,
Statements of Disputed Material Facts, and Memoranda In Opposition court filings.

To create reports and Reports, see About creating reports and About ReportBooks.

Related Topics

About the Quick Start tutorial

Introduction - Why CaseMap?
Lesson One - Organize
Lesson Two - Analyze

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 59

Opening cases

Case files are databases created to store all the data related the case. Some cases are
created and saved locally on your organization's network. Other cases are created and stored
for remote user access across your organization's Wide Area Network (WAN). For example,
cases stored on a WAN can be accessed by CaseMap users across the nation or even in
another country. Depending on how the case is created and where it is saved determines how
you will open it in CaseMap. Cases that are located on the WAN may take longer to open than
those saved locally.

Methods of opening a case:

Getting Started pane > Open Case — Launches cases saved locally on the network and
written to a Microsoft® Access database. These case are saved in network folders where
other case data is stored and organized.
File Tab > Open > Recent Cases — Launches cases saved locally on the network and
written to a Microsoft® Access database. These case are saved in network folders where
other case data is stored and organized.
File > Open > SQL Case — Launches SQL cases stored on the Wide Area Network (WAN)
and written to a SQL database. These cases are saved in CaseMap Server, which is a
dedicated database server designed to store CaseMap cases.
If you do not have CaseMap Server, you will not see this option on the menu.

If you are working in multiple cases, you will need to know which option to use for each case
you want to open. If you are opening SQL cases, your system or database administrator will
need to provide you with the network server name and which authentication option to use
when opening the case.

CaseMap allows you to open one case at a time within an active application window. If you
want to work in other cases simultaneously, you'll need to launch additional CaseMap windows
to access them. Case names display in your Windows title and status bars so you can
differentiate them while working.

If you cannot open a case, contact your system administrator and tell them the case name
you need to open. They can ensure that you have proper access to the network location
where the case is stored.

If you are working in a SQL case and a menu item is grayed out, you may not have
permission to use that feature. Contact your system administrator for more information.

To open a recent case

1. Click the File tab, and then select a case from the Recent Cases list.

You can also click the Open Case button on the Getting Started pane.

On the Open page, click Recent Cases and then select the case to be opened from the
Recent Cases list.

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60 CaseMap

2. In the Case Log On dialog box, select your user ID from the Staff Member list.

If only one user is added to a case, the Case Log On dialog box does not display.

If you are logging on as a scribe, select the author for whom you are entering case
information. See About adding users.

Do not select the Open Exclusive option in the Case Logon Options dialog box unless
you are performing administrative tasks. Doing so locks out all other users until the
case is closed and re-opened with regular user permissions.

3. Type in your password, then click OK.

If this is the first time you are opening this case, you will need to re-enter your password
to confirm the entry.

The case now displays in CaseMap with all current data.

Also notice that the name of the case displays in the center of the CaseMap title bar.

If the Case Jumpstart Wizard opens, click Cancel or clear the Show when opening a
new case check box if you do not want it to launch each time you open a case.

To open a SQL case

1. Click the File tab, and then click Open Case button on the Getting Started pane.

If you do not have CaseMap Server, you will not see this option on the File tab.

You can also press CTRL + O to open a SQL case.

2. On the Open page, click SQL Case and then select the case to be opened.

3. In the Connect to CaseMap Server dialog box, type in the server name in the Server
Name field.

Your case database administrator will need provide you with the server name and tell
you which authentication method to use.

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 Using CaseMap 61

4. Select the authentication you need to use: Windows Authentication or Local User.

If you select Local User, type in your user name and password.

5. Click Connect to continue.

6. In the Select a case to open dialog box, select the case you want to open, then click
Open.

The case now displays in CaseMap with all current data.

If the Case Jumpstart Wizard opens, click Cancel or clear the Show when opening a
new case check box if you do not want it to launch each time you open a case.

To close a case

1. Click the File tab to display the Getting Started page.

2. Click Close to close the case and display the Getting Started page.

Related Topics

About the Getting Started task pane

Changing passwords
Before creating cases
About cases
Creating cases

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62 CaseMap

Changing passwords

Local case passwords can be set for additional security and are distinct to each case.

When you first open a local case assigned to you, your password automatically defaults to
blank (no characters). Passwords can be left as blank or be up to 10 characters long.
Passwords are not case sensitive.

We recommend that you and all users set passwords and change them on a regular basis to
ensure that user history and tracking is distinct to each logon. If you've forgotten a password,
contact CaseMap Support to have it reset.

If you are opening SQL case for the first time, you must type the password provided by
your system administrator. You can change your SQL case password after your first log in.

If you have CaseMap installed on your machine, you can open the example case, Hawkins
v. Anstar, without a logon and start experimenting with CaseMap in conjunction with the
Quick Start tutorial.

To change a password

1. Click the File tab, and then click Case Setup.

2. Click the Change Case Password button.

The Change Case Password button is disabled if you logged into CaseMap Server via

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 Using CaseMap 63

Active Directory, or if you do not have permission to change your password.

3. In the Change Case Password dialog box, type your current password in the Old
Password field.

4. In the New Password field, type in the new password.

5. In the Confirm Password field, retype the new password.

6. Click OK to save the change.

Related Topics

Opening cases
Adding users to cases

Working with Cases

Before creating cases

Cases are actually databases designed to help you organize and analyze data in preparation
for depositions and trial. Cases may be created manually by supplementing with pre-built
templates, or copying a previous case into CaseMap and then customizing it for a particular
case.

Planning your case before you start creating it in CaseMap helps you get the most productivity
from CaseMap with the least effort. You can also avoid false starts with a small amount of pre-
planning.

Use the Creating Cases Checklist to minimize case planning

Reference the following Creating Cases checklist to learn more about CaseMap case
creation.

Checklist: Creating Cases

Task

Are you starting new cases in CaseMap? This is a best practice for all cases, small
and large.
* If you are approaching a trial date, importing large amounts of data from existing
cases into CaseMap is not recommended. Existing case data requires editing and

© 2018 LexisNexis. All rights reserved.

64 CaseMap

Checklist: Creating Cases

Task

mapping to prepare the data for an import into CaseMap.

Do you have a CaseMap cases folder created on the network for local cases? Is
security applied to this folder and reserved to only case users?

Do you have SQL cases created and registered in the CaseMap Admin Console for
cases that are available on the WAN? Did you assign the case to users in the
CaseMap Admin Console?
* This only applies to organizations who have CaseMap Server installed.

Have you identified the primary time zone where case events occur?

Do you have multiple time zones for case events?

Have you determined the additional date and time modes and settings used for
this case?
* Date and time settings affect how data is read and imported from other sources
like the Intake Interview Jumpstart form, delimited text files, etc. It also affects
how manual data entry of dates should be done.

Did you remember to fill in case properties information in File > Properties, so you
can track the court case number opposing counsel, assigned judge, and enter a
case description?

Did you evaluate the spreadsheet field types needed to hold specific case
information?

Do you have field naming conventions set in place?

Are there any custom fields that need to be created for spreadsheets and reports?
* CaseMap's default set of fields should accommodate most of your data entry
needs.

Do you know the names, types, and properties for any custom fields you have
planned?

Do you need to apply field security to restrict users from entering data or changing
the status of a field?

Do you have a listing of all case staff that need to be added to the case?

Did you make all users Authors (instead of Scribes), so you can track user history
based on user logons?
* CaseMap tracks Scribe user history in the Creation Scribe and Last Update Scribe
fields. Insert the Last Update Author and Last Update Scribe fields to track
individuals.

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 Using CaseMap 65

Checklist: Creating Cases

Task

Have you determined short name conventions for all people and organizations
associated with the case, particularly for duplicate or unusual names?

Do you plan to use the Case Jumpstart Wizard to enter a Cast of Characters?

Have you assigned a case staff member the task of creating an issue outline?

Have you discussed with case staff the protocol for entering case data?

Name cases with professional names

When determining the name for a case, you may want to consider internal naming
conventions used by your organization. Most organizations name files by case name or
matter. Whichever you decide, please keep the case name professional. The case name
displays on the title bar within CaseMap and prints on every report — including those you
may be sharing with clients and other third parties.

You can use spaces, commas, and periods in the name, but you cannot use colons,
quotations marks, slashes, or asterisks.

Store cases in network folders for staff access

Cases should be stored on the network where all case users can access the file. The case
should be stored by case name or matter, or according to your organization's internal
guidelines.

If there is no network setup or only one individual is using a case, the case can be stored on
a user's hard drive. In this instance, nightly backups of the case should be made to a flash
drive or portable hard drive. In this scenario, other users cannot access the case without
using a replica copy. Synchronizing data with the primary case should then occur regularly.

Use folder naming conventions

Most organizations have network directory design guidelines already in place for storing
information in a consistent manner. We recommend that you consider our example while
you review your own.

The following example reflects folder naming conventions and directory hierarchy for
storing cases, documents, replica cases, backup files, etc.

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66 CaseMap

If you are planning to move a case to a new directory location, and want to ensure
that the database is still accessible to users, build a directory template structure that
is easy to relocate.

Apply security to cases to control access

Case security is applied by controlling access to cases stored in folders on your network.
Apply folder security for only those case users working on a particular case. In this
manner, you are preserving case integrity by preventing others from reviewing your case
information and strategy.

Set the date/time zone for case accuracy

Each time you create a new case, it's important to identify the time zone where the case
resides — not where your organization is located. Once you set the time for a case, you
cannot reset it later.

Use the Case Jumpstart Wizard to quickly populate new cases

The Case Jumpstart Wizard helps you get started building the cast of characters and
entering information when you create a new case. The wizard also helps you categorize the
different types of people and organizations involved in the case. Information populates the
All Objects spreadsheet and any applicable sub-level object spreadsheets. Use of the wizard
or any wizard page is optional and can be skipped if you do not have any entries. You can
also use the Case Jumpstart Wizard any time after the case is created to enter new

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 Using CaseMap 67

information.

Related Topics

About cases
Creating cases

About cases

Before you can start working in CaseMap, you first need to create a case to store information
regarding the matter. Cases are actually databases designed to help you organize and analyze
data in preparation for depositions and trial. Each case contains spreadsheets that are distinct
to the various information types you choose to track and analyze information. You can create
as many cases as needed for the various cases your organization is working on. Each case is
saved on your network in folders and can be opened in CaseMap on your desktop.

Case staff will need a CaseMap license and have the software installed on their desktop. To
access cases assigned to them, case staff need to be added as users in each case as well as
have access to the network folder where the case is stored.

Do not select the Open Exclusive option in the Case Logon Options dialog box unless you
are performing administrative tasks. Doing so locks out all other users until the case is
closed and re-opened with regular user permissions.

For more information on how to create SQL cases and add users to SQL cases, refer to
your CaseMap Server documentation.

Identify local cases by the column icon

Local cases are identified by the column icon when they are stored in network folders. The
case file name is the name of the case database file.

Create local cases based on templates

Cases may be created manually by supplementing with pre-built templates or by copying a

previous case into CaseMap and then customizing it for a particular new case.

For more information, see Creating case templates.

Use passwords to protect local case integrity

New local cases are not protected by passwords until you or other users create them.

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68 CaseMap

Passwords automatically default to blank, so you can type in a password, verify it, and then
click OK to save it. We strongly recommend that you encourage all local case users to set
passwords the first time they logon. Cases are saved in network directly folders to ensure
that multiple users can access the case. You can further protect the local cases by setting
user access permissions to folders that contain case information.

User passwords for SQL cases are required and are set for each user in the CaseMap
Admin Console by the system administrator. Users may change SQL case passwords in
TextMap in the same way they do for local files.

For more information, see Changing passwords

Work in multiple cases simultaneously

CaseMap allows you to open one case at a time per active application window. If you need
to access more than one case simultaneously, you can launch additional CaseMap windows
to open them. Case names display in the CaseMap title and status bars so you can
differentiate between them while working.

Related Topics

Before creating cases

Opening a case
Creating cases

Creating cases

Each case you want to include in CaseMap requires its own case file. A new case can be
created quickly so you can add case staff and initial case data within minutes. CaseMap's New
Case Wizard provides you with a default new case template that accommodates most of your
data entry needs. The example case, Hawkins v. Anstar, uses a new case template.

Each time you create a new case, it's important to identify the time zone where the facts in
the case occurred — not where your organization is located. Once you set the time zone
for a case, you cannot reset it later.

For more information on how to create SQL cases and add users to SQL cases, refer to
your CaseMap Server documentation.

To create cases

1. Click the File tab.

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 Using CaseMap 69

2. Click Getting Started, and then click New Case to launch the Create New Case wizard.

You can also open the New Case Wizard from the New pane by clicking Local Case.

3. In the Enter case name and default time zone box, type a name for the case in the
Case name field.

You can use spaces, commas, and periods in the name, but you cannot use apostrophes,
colons, quotations marks, slashes, or asterisks. We recommend that you don't use any
punctuation except for the underscore.

The case name displays on the CaseMap title bar and prints on reports.

4. In the Default time zone list, select the time zone where the case occurs, then click
Next.

The case time zone should reflect the primary location of where your case takes place
and where most facts and events occur. Once you select the case time zone, you cannot
change it later.

5. In the Select the template to use dialog box, choose from the following options:
Use the default CaseMap template
Use a custom template

6. Click the Add button to select a pre-existing or custom template.

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70 CaseMap

7. In the Select Custom Template box, select the template you want to use, and then click
Open.

The selected template name and path now display in the Select a template box.

If you selected the wrong template, click the Remove button to delete.

8. Click Next to continue.

6. In the Enter case staff information box, type in your first and last name in the Name
field.

As the case creator, your user ID is automatically entered in the Staff box as an Author,
and you are granted access to the default set of spreadsheet views, fields, and saved
searches that authors receive.

7. In the Organization field, type in the name of your organization.

8. Under the Do you want to set up addition staff members for this case now option,
select No and then click Next.

You can set up users later in File > Case Setup > Edit Staff. Waiting to add users
restricts others from accessing the case until you have completed its design.

9. In the Where do you want to save your file box, click Browse to save the case on your
network in the appropriate folder, then click OK and Next.

The case file name is the name of the case database file that is saved to your machine or
in a network folder.

The default location for case storage is the My Documents > CaseSoft > CaseMap folder
on your hard drive. For other users to access the file, it must be stored in a network
folder.

10. Click Finish to create the new case.

Your new case automatically launches within CaseMap so you can begin customizing
spreadsheets and adding users. The case is not yet password protected; you can do
this on the Tools menu by clicking Change Password.

The Case Jumpstart Wizard also launches after the new case opens. For more
information see the Case Jumpstart Wizard.

Related Topics

Before creating cases

About cases
Entering case properties
Using the Case Jumpstart Wizard
Creating case templates
Customizing case options

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 Using CaseMap 71

Entering case properties

Once you've created a case, you can enter general case details for reference purposes,
especially the court case number, type of case being tried, and a brief case description.

To enter case properties

1. Click the File tab, and then click Case Setup.

2. Click the Case Properties button to open the Case Properties dialog box.

3. On the Background tab, enter case specifics such as the court case number, type of
case being tried, the judge's name and opposing counsel, where the case is being tried,
and a description to summarize the case.

4. Click Close to save your entries.

To enter case settings

1. Click the File tab, click Case Setup, and then click the Case Settings drop down menu
arrow.

2. Complete the remainder of the procedure as applicable:

To enter/update date and time settings

a. Click the Case Settings drop down menu arrow, and select Date & Time Settings
to open the Options - Date dialog box.

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72 CaseMap

b. Under Date Settings, in the Style box, use the drop down arrow to select the
Date style setting.

c. Under Date Settings, in the Delimiter box, use the drop down arrow to select
your desired delimiter.

d. Optional: Select the Show Day of Week check box to display the day of the week
in the Date & Time display mode.

e. Under Time Settings, in the Delimiter box, use the drop down arrow to select
your desired delimiter.

f. Optional: Select the Use Military Time check box to display military time in the
Date & Time display mode.

g. Click OK.

To enter document settings

a. Click the Case Settings drop down menu arrow, and select Document Settings to
open the Options - Document dialog box.

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 Using CaseMap 73

b. Under Begin Bates Number, select/deselect the applicable check box(es).

c. Under End Bates Number, select/deselect the applicable check box(es).

d. Under All Objects Spreadsheet, select/deselect the applicable options for the
spreadsheet.

e. Click OK to continue.

Related Topics

Creating cases
Tracking user history

Using the Case Jumpstart Wizard

The Case Jumpstart Wizard helps you get started building the cast of characters and entering
information when you create a new case. The wizard also helps you categorize the different
types of people and organizations involved in the case. Each page is optional and can be
skipped if you do not have any entries. As you work with the wizard, check marks display next

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74 CaseMap

to the categories that contain information. When you have completed the data entry, the
information populates the All Objects spreadsheet as well as the sub-level object
spreadsheets.

You can cancel using the wizard at any time and enter information directly into the All Objects
or other object sub-level spreadsheets. If you cancel before clicking Finish, any data you
entered in the wizard will not be saved.

You can use the Case Jumpstart Wizard any time after the case is created. Any information
already entered in the case will not display in the wizard. CaseMap will not check for duplicate
entries. We encourage you to use the All Objects spreadsheet or individual object
spreadsheets after your initial use of the CaseMap Jumpstart Wizard. Access the wizard on the
Help menu by clicking Case Jumpstart Wizard.

To use the Case Jumpstart Wizard

1. Click the File menu, and under the Jumpstart Guide section, click CaseMap Jumpstart
Wizard.

2. In the CaseMap information box, click OK to open the CaseMap Jumpstart Wizard.

3. In the Type list (e.g., Organization), click on the appropriate selection.

4. In the Party field, type in the applicable information for name, firm, or party.

5. Optional: Click the Add Another button to continue adding more people or organizations

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 Using CaseMap 75

for each category.

6. Click Next to continue.

A check mark is placed beside the category once it is completed.

7. Perform Step 5 through Step 8 as applicable for all other entries (i.e., Judge, Opposing
Counsel, etc.)

8. When you are done, click Finish.

The All Objects spreadsheet displays with the people and organizations you entered.

If you don't want the Case Jumpstart Wizard to display each time you create a new
case, clear the 'Show when opening a new case' check box.

Related Topics

Before creating cases

About cases
Creating cases

About case templates

Creating and using case templates allows your organization to streamline the case set-up
process. When you build a CaseMap case that works well for a particular type of case, you may
want to use the same structure and information for other similar cases in your organization. If
you intend to create and save multiple templates, it's best if you have naming conventions in
place for the types of templates you are storing so users can identify them easily. You may
create multiple case templates, but you can only create one new case at a time using a
template.

Creating case tem plates is beneficial when you:

Handle many cases of a particular type where you work with recurring issues, research, or
other data
Have the same case staff working on every CaseMap case or particular types of cases

When you create a template from an existing case, users and fields import into the new
template structure. You can then use options in the Template Wizard to determine what facts,
objects, issues, questions, and research records you want to preserve in the new template.

Related Topics

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76 CaseMap

Creating cases
Creating case templates

Creating case templates

Once you have a case that works well as a starting point for other similar cases, you can save
it as a template to use when a new case begins. The Create Case Template wizard includes
steps for exporting a case's framework and any data you want to retain in the new template,
such as the Issues outline, standard questions that can be re-used in a new case, and any
general research that may apply to cases of that type. Case staff and any custom fields created
in the previous case are saved into the new case template.

While you may have multiple templates created and stored, you can only use one template to
create a case. If you have multiple templates that are similar, we recommend that you have
established naming conventions that specify the template you need for a particular case.

To create a case template

1. Click the File tab.

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 Using CaseMap 77

2. Click New, and then click Case Template.

3. In the Select source case for creating the template dialog box, click the Browse button
to navigate to and select the case you want to use as the source for the new template.

You can only import one template per case.

4. In the Select the case template source box, select the case and click Open.

5. Click Next to continue.

6. In the Select the name and location of the new case template dialog box, click Browse
and navigate to the directory location where you want to store the template.

7. In the File name field, type in a template name and click Save.

8. Click Next to continue.

9. In the Select existing records that you want to clear dialog box, select the Record
Types check boxes for the records you want to clear from the existing template.

Leave check boxes clear for the records you want to retain in the new template, such as
any issues or questions.

10. Click Next to continue.

11. Verify the case source location and the folder and name for the new template, then click
Finish.

12. In the Case Log On [Template] box, select your user logon and type your password,
then click OK.

If you are the only user listed in the case template, the Case Log On box will not display.

The new case template now launches in CaseMap.

13. Review the template structure and verify that all the content you selected to retain in
the case template imported correctly.

14. Customize the template, as needed, for new cases.

To use a template to create a case

1. Click the File tab, click New and then click Local Case.

2. In the Create New Case dialog box, type in the case name in the Case name field.

3. In the Default time zone list, click on the time zone where the new case events occur,
then click Next.

4. In the Select Template box, click the Add button.

5. In the Select Custom Template box, select the template you want to use, and then click
Open.

The selected template name and path now display in the Select a template box.

If you selected the wrong template, click the Remove button to delete.

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78 CaseMap

6. Click Next to continue.

7. In the Manage Staff Members box, add or remove any users and click Next.

8. In the Where do you want to save your file dialog box, type in the name for the case
File name field.

9. Click Browse to navigate to the directory location where you want to store the new
case, then click OK.

10. Click Next to continue.

11. Click Finish to create the new case.

Optional: Select/Clear Launch Case Jumpstart Wizard after case is created

12. In the Case Log On box, select your user name and type in your password, then click
OK.

13. When new case launches in CaseMap, verify the case name in the top center of
CaseMap.

Related Topics

Before creating cases

About cases
Creating cases

Copying cases

You can copy cases to create custom templates or save a copy of the case for backup
purposes. Cases must be closed before you can create a copy of them.

If you are working in a replica copy of the case that is not saved on the network, you may
want to make backup copies on your hard drive (especially if you are updating and/or
linking data). We recommend you make a backup folder on your desktop to store the
backup until the replica copy is synchronized with the master case. Remember that you can
only synchronize the replica copy once with the master case, and cannot synchronize the
replica backup copy.

To copy a case

1. On the File menu, click Getting Started, and then click Open Case.

On the File tab, you can also click Open.

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 Using CaseMap 79

2. Click Computer to open the Open Local Case dialog box.

3. In the Open Local Case dialog box, right-click on the case you want to copy, then click
Copy.

4. Navigate to the folder where you want to save the copy, then right-click and click Paste.

5. Double-click on the case name to rename it or add the word "copy" to the case name.

6. Click Open to launch the case copy.

7. If you do not want to work in the case at this time, click Cancel in the Case Jumpstart
Wizard and then close the case by clicking File, and then clicking Close.

Related Topics

Creating cases
Moving cases
Deleting cases

Moving cases

Local cases need to be stored in network folders to ensure that other users can access them in
CaseMap. When you move a case to another network directory location, you may risk losing
links from the case to attached files/documents. The case file and case documents are often
stored in separate folders. To ensure case integrity when moving case document folders, use
the Change Linked File Paths utility on the Tools > Linked Files menu.

To move a case using Windows

1. Right-click on the Windows Start button and click Explore to launch Windows Explorer.

2. Navigate to the folder where the case is stored.

3. Copy or drag the case to the new folder.

4. Return to the old folder location and delete the case so it does not exist in two locations.

To re-link case document files using the Change Linked File Paths utility

Use the Change Linked File Paths utility when you move cases on your computer or network
that are linked to a case. When running the utility, you must have one of the following
spreadsheets open: All Objects, Research Authorities, or Research Extracts.

Change Linked File Paths utility considerations:

You must have network access to the new case folder location in order to move cases
and remap the linked files.

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80 CaseMap

If all the linked files were previously in the same folder, the utility automatically updates
all of the links in the current spreadsheet to the new path.
If the linked files were in multiple locations, you are prompted to select which old path
you want to change so only the linked files associated with that path are updated.
The utility updates records solely on the matching path, disregarding the current filter.

We strongly recommend that you make a backup of the case before running the
Change Linked File Paths utility and making global changes. Restoring a backup of the
case is the only way to undo the changes.

To use the Change Linked File Paths utility

1. Open the spreadsheet you need to run this utility program from: All Objects, Research
Authorities, or Research Extracts.

2. On the Case Tools menu, click Change Paths.

3. In the message box, click OK if you have already made a backup of the case.

4. In the message directing you to browse to a new location, click OK to continue.

5. In the Browse For Files or Folders dialog box, navigate to the new folder location, the
click OK.

6. Verify the old path and new path locations for the case, then click Yes to run the utility.

When the process is completed a message box displays the number of linked files
updated successfully.

7. Click OK to close the utility.

Related Topics

Copying cases
Deleting cases

Deleting cases

If you need to delete a case, you may want to to store a copy in an archive folder on your
network. Once you delete a case, you cannot retrieve it. All cases and content are erased from
CaseMap.

To delete a case

1. On the File menu, click Getting Started, and then click Open Case.

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 Using CaseMap 81

On the File tab, you can also click Open.

2. Click Computer to open the Open Local Case dialog box.

3. Navigate to the folder location where the case you want to delete is stored.

4. In the Open Local Case dialog box, right-click on the case and click Delete.

5. In the Delete Folder dialog box, click Yes.

The case and all its contents are now permanently removed from your network and no
longer accessible in CaseMap.

6. Click Cancel or Close to close the Open Case window and return to CaseMap.

7. On the File menu, click Getting Started, and then click Open Case.

8. Click Recent Cases, then right-click on the case in the pane you deleted in the step
above, and then click Remove from list.

Related Topics

Copying cases
Moving cases
Backing up cases
Restoring cases

About adding users

Case analysis requires a team of staff to help build a case for depositions and trial. Each user
may use different aspects of CaseMap to assist in case analysis and management.

CaseMap is simplified to two user types: authors and scribes. User designations are case-
specific, so a user can be an author in one case and a scribe in another. Before adding users,
we recommend you take some time to determine who the case users are and designate
whether they need full access to case data or play a more limited role in assisting case staff.

Having a CaseMap license does not allow users to open cases, they must each be entered as a
user in each case. There is no limit on the numbers of users a case can accommodate, however
user access should be limited to case staff to preserve the integrity of the case.

Adding users to the case is best done after the case is created and after any custom fields
or views are designed. If you add users to a case beforehand, they will each need to re-
create any custom fields or spreadsheet views that are prepared for all case users.

For more information on how to create SQL cases and add users to SQL cases, refer to
your CaseMap Server documentation.

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82 CaseMap

Authors vs. Scribes

Review the following information to determine how you may differentiate user access for
case staff. If you are intent on tracking use history, we recommend that you make all users
authors.

Authors receive full access to a case

Authors should include any case users who have the authority to develop information
being entered in a case or determine whether information is worth entering. Typically, the
partners, associates, paralegals, and in-house counsel working on a case receive this
designation. When users are added to a case, CaseMap creates a series of spreadsheet
views and Evaluation fields based on the author status.

The case creator is automatically entered as a user in the Staff box and is designated as
an author. The first user and all other authors receive access to case spreadsheets and
evaluation fields, allowing for immediate productivity in a building the case.

Scribes work on behalf of an author

Scribes are staff that enters information on behalf of an author, such as a legal secretary
or temporary assistant. Scribes also receive access to case spreadsheets, but don't have
permission to use evaluation fields. Scribes can perform all other author tasks, such as
adding and updating case data, printing reports, and so on. When scribes can open a
case, they must select the author on whose behalf they are entering. When users are
added as a scribes to the case, CaseMap creates a series of spreadsheet views based on
the author status.

Identifying case user roles and types

Use the following checklist to help you determine user access to cases.

Checklist: Identifying User Roles

Task

Do you have a list of all case staff?

Have you identified the team leader? Who is making decisions about the case and
communicating to other team members?

Do you know who is only entering data?

Do you know who may be importing files in the case?

Do you know who is reporting and exporting data?

Have you determined if all team members are Authors, or do some need to be
Scribes?
*We recommend all staff be identified as Authors for best user history tracking.

Have you identified users that need to have read-only field access?

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Related Topics

Adding users to cases

Tracking user history
Deactivating or deleting users

Adding users to cases

Staff must be added as users to a case before they can access it within CaseMap. New users
can be added to a case at any time. There is no limit to the number of users a case can
accommodate, though we suggest you keep user access limited to case staff to preserve the
integrity of your case data.

Adding users to a case is an exclusive process, which locks all other users out of a case while
this task is completed. Once users are added to the case, close the case and then re-open it so
that others can logon.

For more information on how to create SQL cases and add users to SQL cases, refer to
your CaseMap Server documentation.

To add users to a case

1. Click the File tab, and then click Case Setup.

Case Setup is disabled if a case is not open.

2. Under Staff Administration, click Edit Staff to open the Staff dialog box.

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84 CaseMap

The Edit Staff link is disabled if you do not have permission to edit staff.

3. In the Staff dialog box, click the Add Staff button to add a new user.

You can also right-click on the Staff Type drop down arrow and then select Add Staff.

4. In the Full Name field, type in the name of the user.

Click the Undo Staff Edit button if you need to undo any entries.

5. Press Tab to navigate to the next field.

Notice that CaseMap automatically created a short name and initials for the new staff
member. You can modify these default entries, if needed.

6. In the Staff Type field, click on the type (author or scribe) for this user.

7. In the Org. Name field, type in the organization that represents this user.

8. Scroll to the right and verify that the user is now designated as active and that the
Creation Time field is stamped.

9. Click the Refresh Staff Table button .

10. In the message box, click Yes to have CaseMap set up spreadsheet views for the new
user.

11. In the New Views and Filters box, select the user you want to use as a template for the
new user's views, then click OK.

A status box displays as CaseMap updates the user permissions.

12. In the message box, click OK.

The new user is added to the case and the initial log on password is set to blank. New
users can set passwords when they log into the case in CaseMap, or by clicking Change
Password on the Tools menu.

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 Using CaseMap 85

The Change Password button is disabled if you are logged into CaseMap Server via
Active Directory, or if you do not have permission to change passwords..

13. In the Staff dialog box, click Close when all new users are added to the case.

14. On the File menu, click Close to exit the case and re-open it.

Related Topics

About adding users

Deactivating or deleting users
Tracking user history

Tracking user history

As the case develops, you may want to track use history of case staff and the number of active
users working in the case. Any time a user opens a case, CaseMap automatically creates a
record in the Case File Properties box > Use History tab. CaseMap stamps this record with the
user name, user's computer name, and the date and time when the case was opened and
closed. Any replica copies of the case are also tracked here by user.

To track use history and current users

1.On the File menu, click Case Setup, and then click the Case Properties button.

2.Click on the Use History tab to track user history in the case, including date/time stamps
for data entry updates, and any replica copies a case staff may currently be working in.

Select the Sort by Full Name check box to sort users by full name. Clear the check box to
sort by date and time and display the last user to log on to the case.

3.Click on the Current Users tab to track how many users are currently logged into a case.

4.Click the Overview button for additional details if warranted.

5.Click Close when you are finished.

Related Topics

Adding users to cases

Deactivating or deleting users

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86 CaseMap

Entering case properties

Deactivating or deleting users

When staff members leave the case, you will need to decide whether to deactivate them or
delete them. When you choose to deactivate a user, their views, searches, and fields are
preserved in the event that they rejoin the case at a later date. If you need to permanently
remove a user from a case, you can delete them.

When you are certain that a user no longer needs access to a case, you can permanently
delete the user record from the case. All views, searches, and fields associated with the user
are permanently removed from the case.

To deactivate user permissions

1. Click the File tab, and then click Case Setup.

2. Under Staff Administration, click Edit Staff to open the Staff dialog box.

3. In the Staff dialog box, select/click on the user you want to deactivate.

4. Under the Active column, scroll to the Active check box for the user record and double-
click to clear check box.

If this user needs access to this case at a later date, simply select the Active field again.

5. Click Close to close the Staff dialog box.

To delete a user

1. Click the File tab, and then click Case Setup.

2. Under Staff Administration, click Edit Staff to open the Staff dialog box.

3. In the Staff box, select the user you want to delete.

4. Click the Delete Staff button to delete the user record.

You can also right-click on the Staff Type drop down arrow and then select Delete Staff.

5. In the message box, click Yes to delete the staff member, then click OK.

The user record is now permanently deleted from the case and the user can no longer
access it.

Related Topics

Adding users to cases

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Tracking user history

Working with Spreadsheets and Fields

About spreadsheets

The spreadsheet pane is where case data is displayed. CaseMap has five main spreadsheets:
Facts, All Objects, Issues, Questions, and Research. The All Objects spreadsheets has 11 sub-
level spreadsheets where you can analyze specific object information by type. Research is
actually broken into three spreadsheets that display authority and extract information in
different views.

Each spreadsheet title displays at the top left of the pane with the total number of records
included to the far right. Use the scroll bars to the right and bottom of spreadsheets to access
additional field information.

Each CaseMap spreadsheet contains various fields to accommodate the type of information you
need to track. The fields most often used automatically display when you open each
spreadsheet. A list of hidden fields is accessible any time you want to track and analyze more
information. You may also choose to hide fields from view that aren't being used or to create a
specific spreadsheet view in preparation for creating a report.

Review the five main spreadsheets

CaseMap has five main spreadsheets that will contain your case information. Only three of
these spreadsheet icons display in the Case Shortcuts pane's Favorites pane: Facts, All
Objects, Issues. The Questions and Research spreadsheet icons display in the All Shortcuts
pane. You can change the Favorites pane to display the spreadsheet icons that you use
most often. For more information, see Changing shortcuts in the Favorites pane.

Reference the following table for descriptions and use of each spreadsheet.

CaseMap's Five Main Spreadsheets

Spreadsheet Description
s

Facts The Facts spreadsheet is where you build a fact chronology for the case,
including rumors, potential facts, and known facts. Each fact is entered as
an individual record and can be linked to issues, people and events
(objects), and have attached supporting documentation linked to it for fast
reference.

Objects The Objects spreadsheet is where you organize lists of "nouns" in the
case, including persons, places, events, documents, evidence,
proceedings, and pleadings. The All Objects spreadsheets is a complete
listing of all objects in the case, including those contained in sub-topic
spreadsheets (which are relevant to a specific object type).

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CaseMap's Five Main Spreadsheets

Spreadsheet Description
s

Issues The Issues spreadsheet is used to build your issues outline, including
primary and sub-level issues. Once issues are entered, they can be linked
to facts, objects, questions, and research in your case.

Questions The Questions spreadsheet is where you brainstorm all questions

regarding the case and build an overall "to do" list for everything that
needs to be accomplished before trial or at the end of discovery. Use this
spreadsheet to assign questions/tasks to case staff, track unanswered
questions, and enter questions for upcoming witness depositions.

Research The Research spreadsheet is comprised of three sub-level spreadsheets,

which are used to store and organize authorities and authority extracts
found when gathering research from case law Web sites.

Learn how spreadsheet terminology is different than Excel

While CaseMap's spreadsheets work similarly to Microsoft® Excel, the are a few distinctions
in terminology to understand when using the application.

Spreadsheet Terminology Distinctions

CaseMap Microsoft Description

Excel

Spreadshe Spreadshe The different working areas in a CaseMap case that display in
ets ets the main window pane. Access spreadsheets by clicking icons in
the Favorites pane under Case Shortcuts. Spreadsheet views
are the basis for creating reports in CaseMap.

Fields Columns The columns that display in spreadsheet view are known as
fields. For example, the Date & Time field stores the date and
time when each case fact occurred. A record is made up of fields.
A spreadsheet record contains multiple field data.

Records Rows The information in a case that describes a particular fact, object,
issue, question, or research item. Records display in
spreadsheet views as rows, running from left to right.

Cells Cells A cell is where you type data or select a data value. A cell is
where a field and record intersect in the spreadsheet.

Microsoft Excel formulas are NOT accepted in CaseMap. CaseMap runs its own formulas.

Modify spreadsheets views for purpose or preference

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 Using CaseMap 89

CaseMap spreadsheets display fields in a default view for those most commonly used. Each
spreadsheet contains additional fields that are hidden from view and can be inserted for
display. Most of the fields you need are already created by CaseMap. If you develop a need
for a case-specific fields, then you can create custom fields to accommodate that information.

You can also rearrange the order in which fields display to help you focus on specific case
analysis. Spreadsheet field order is often organized with a mind set for preserving views for
filtering and sorting data as well as printing reports. The printing of spreadsheet data is
WYSIWYG (what you see is what you get). And when you run filters or sort data prior to
printing reports, you may want to save that spreadsheet view so you can re-run the same
search criteria at a later time.

Save spreadsheet views for report purposes

Once you have organized a spreadsheet view that works well for analyzing data, you may
want to save it to reference later or print a report. Once you save a spreadsheet view, it
displays in the Current

for your personal use. Because CaseMap can turn all your spreadsheet views into reports,
any changes you make to a view's layout are tantamount to redesigning a report. When you
create new views, you are in effect creating new reports.

Rename spreadsheets for your organization

CaseMap allows you to rename many sub-object spreadsheets to terminology that best
suits your organization's needs. Once you save the name change, CaseMap displays the
new spreadsheet name in the All Shortcuts pane and all other areas of the CaseMap
application, including the Send to CaseMap dialog boxes. When you create reports, the new
spreadsheet name will be available for selection and display in the printed report.

Create custom spreadsheets

Create your own custom sub-object spreadsheet to meet each case's specific needs. You
can create as many custom spreadsheets as you like. New custom spreadsheets contain five
default fields: Full Name, Short Name, Role In Case, Key, and # Facts. You can add additional
fields to the new spreadsheet, as needed. When a new spreadsheet is added, you can
begin using it as you would other spreadsheets.

Delete or move spreadsheets

You can arrange sub-object spreadsheets in the All Shortcuts pane in the order you want
them to display. And you can delete those that do not suit your current case needs. When
you change the spreadsheet display order or delete a spreadsheet, it is a global change and
affects all case users' display order for the All Shortcuts pane.

Create custom object spreadsheet from existing object spreadsheet

You can duplicate the object spreadsheet structure to capture similar information for
additional object types. This allows you to generate the spreadsheet without adding
additional columns to capture required information.

Related Topics

Changing spreadsheet elements

Creating spreadsheet views

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Changing spreadsheet display order

Renaming spreadsheets
Creating custom spreadsheets
Deleting spreadsheets and records

Changing spreadsheet elements

CaseMap allows you to make adjustments to spreadsheets to accommodate your personal

viewing and printing needs.

Spreadsheet elem ents can be custom ized to:

Increase row height for better online viewing
Change the font display to highlight information (Facts spreadsheet)
Change the font display in all spreadsheets for your personal view

To change row height

1. On the View ribbon, in the Current View group, click on the Row Height button.

2. Click a number selection to increase or decrease the row height as preferred.

The minimum is 1 and the maximum is 50.

Selections affect the active spreadsheet and any associated list dialog boxes, and are
adjusted for your personal view only.

If you select the Auto-Fit check box in the Print dialog box, the row height for a printed
spreadsheet is based on the largest amount of text found in a cell. However, if you
clear the Auto-Fit check box, the row height for a printed spreadsheet is based on the
current row height setting of your on-screen spreadsheet.

To change the font format in description fields

CaseMap allows you to change the font in the Facts spreadsheet for the description fields
like Fact Text, Source(s), and Document Description. You can use color, bold, italics, and
underlining to format text for the description statement or just portions of it. Format buttons
can be added to the Home ribbon.

All formatted text prints in reports, so be certain you want text to appear that way in any
reports you may share with clients or other third parties. Formatted text is also retained
when spreadsheet data is exported to Microsoft® Word, Corel® WordPerfect, and HTML
when you use CaseMap's Send To feature.

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We recommend that record formatting be kept to a minimum and follow internal

guidelines for staff application. Otherwise, the records in a case may become distracting
for online analysis, and random font changes that make sense to one user may be
confusing to other staff.

To globally change the font type in spreadsheets

You can also make a global change of the font (type, style, size, and script) used in a
spreadsheet by clicking Grid Font on the Current View tab on the View ribbon. This global
font change affects the text display in all spreadsheets in CaseMap, but is only visible for
your personal view. Whatever font is selected will print in hard copies and Adobe® Acrobat,
but does not affect spreadsheet data when it is exported to Microsoft® Word, Corel®
WordPerfect, and HTML when you use CaseMap's Send To feature.

To change the gridline and shade color for PDFs

CaseMap allows you to change the gridline and shade color when printing a spreadsheet to
Adobe® Acrobat PDF files. This selection does not affect the spreadsheet view in CaseMap
or when data is exported to Microsoft® Word, Corel® WordPerfect, and HTML when you use
CaseMap's Send To feature. To change the gridline and shade color, click Options on the File
tab, then click Print under CaseMap Options and then select a color from the Gridline and
shade color box.

Related Topics

About spreadsheets
Changing spreadsheet views

Modifying spreadsheet views

Creating spreadsheet views

Once you have organized a spreadsheet view that works well for analyzing data, you may
want to save it to reference later or print a report. Once you save a spreadsheet view, it
displays in the Current View tab for your personal use and is saved by your user ID. Other
users cannot view your customized spreadsheet view unless you create the view before users
are added to the case.

Because CaseMap can turn all your spreadsheet views into reports, any changes you make to a
view's layout are tantamount to redesigning a report. When you create new views, you are in
effect creating new reports.

If you design specialized spreadsheet views that may be useful in other cases, export a
copy of the case as a template. When you start a new case, import the template into the
new case so you don't have to recreate any custom spreadsheet views.

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To create a spreadsheet view

1. Select the spreadsheet you want to organize.

2. On the View ribbon, click Current View and then click Define Views.

3. In the Define Views box, click the New View button .

4. In the New View box, type in a name for this spreadsheet view, then click OK.

5. In the Hidden Fields box, double-click on fields to add them to the Visible Fields box for
the new spreadsheet view.

6. Click on the Field Properties button to reference or modify field properties.

7. Click the Move Up or Move Down buttons to organize fields in the order you
want them to display.

8. Click the Sort button if you want to sort field data for this spreadsheet view.

9. When you are finished, click Close to save the view.

The spreadsheet now displays the fields in the order you selected.

10. On the View menu, click Current View to verify that the new view is saved and selected
on the menu.

To rename a spreadsheet view

1. On the View menu, click Current View and then click Define Views.

2. In the Define Views box, click on the view you want to rename in the View list.

3. Click the Rename View button .

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 Using CaseMap 93

4. In the Rename View box, type in the new view name, then click OK.

5. Click Close to save the new view name.

The new view name automatically displays as an item on the Current View submenu.

Related Topics

About spreadsheets
Changing spreadsheet elements
Changing spreadsheet views
Copying spreadsheet views
Deleting spreadsheet views

Changing spreadsheet views

Spreadsheet views can be accessed by clicking the appropriate spreadsheet on View ribbon,
located at the top of the application. Each spreadsheet has one or more views created by
CaseMap. Any saved custom views also display on this menu. Saved views only display for the
active spreadsheet.

To change spreadsheet views

1. On the View menu, click Current View.

2. Click on the view you want to use.

The spreadsheet automatically modifies the field display for the view selected.

Related Topics

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About spreadsheets
Changing spreadsheet elements
Creating spreadsheet views
Copying spreadsheet views
Deleting spreadsheet views

Copying spreadsheet views

You can copy a previously saved view to use as a template for creating a new view or for
printing a report.

To copy a spreadsheet view

1. On the View menu, click Current View, and then click Define Views.

2. In the Define Views box, click on the view you want to copy in the View list.

3. Click the Copy View button .

4. In the Copy View box, type in a name for the new view, then click OK.

5. Organize the spreadsheet fields in the order you want to them to display.

Use the arrow buttons (<, >, >>) to add/remove fields from the Visible Fields and Hidden
Fields boxes.

Use the Move Up, Move Down, or Set Sort order buttons to organize field

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 Using CaseMap 95

display in the Visible Fields box.

6. Click Close to save the new view.

The new view automatically displays in the spreadsheet pane and is listed as an item on
the Current View submenu.

Related Topics

About spreadsheets
Changing spreadsheet elements
Creating spreadsheet views
Changing spreadsheet views
Deleting spreadsheet views

Deleting spreadsheet views

If you need to remove a spreadsheet view, you can delete it. Once a view is deleted it
permanently removed from the case and no longer displays on the View ribbon's Current View
sub-menu.

To delete a spreadsheet view

1. On the View menu, click Current View and then click Define Views.

2. In the View list, click the view you want to delete.

3. Click the Delete View button .

4. In the message box, click Yes to confirm the action.

5. Click Close to save the change.

The deleted view no longer displays as an item on the Current View submenu.

Related Topics

About spreadsheets
Changing spreadsheet elements
Creating spreadsheet views
Changing spreadsheet views

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Changing shortcuts in the Favorites panel

The Favorites pane includes default shortcuts to the following spreadsheets: Facts, All Objects,
Persons, Documents, and Issues. You can modify the icons that display in this task pane for
those you use most often. And you can rearrange them by preference.

When you customize your Favorite Shortcuts in a case, the settings are saved for your view
only. When another user opens a case, CaseMap displays that case's default or custom
shortcuts specific to that user.

To add a spreadsheet icon to the Favorites pane

Right-click in the Favorites pane, click Add Shortcut, and then select the applicable
spreadsheet.

To reorganize spreadsheet icon order

Right-click and then click Move Up in List or Move Down in List.

To remove a spreadsheet icon from the Favorites pane

Right-click on the shortcut you want to remove and then click Remove from Favorites.

To reset the spreadsheet icon default order

Right-click and then click Reset to Defaults.

Any spreadsheets other than the original default choices are removed from this pane.

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Related Topics

Navigating CaseMap
Modifying Navigation pane display
About spreadsheets

Changing spreadsheet display order

You can change the display order for the list of sub-object spreadsheets in the All Shortcuts
pane to an order that works best for you.

Object spreadsheets you can m ov e include:

Other Physical Evidence
Events
Places
Pleadings
Proceedings
Other Discovery
Demonstrative Evidence
Other Objects

Primary object spreadsheets cannot be moved, including: All Objects, Persons, Organizations,
and Documents.

To change spreadsheet display order

1. On the View ribbon, under Objects, click Customize.

2. In the Customize Object Spreadsheets dialog box, select the spreadsheet you want to
move.

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3. Click the Move Up or Move Down buttons until it is in the location where you
want it to display.

4. Repeat Steps 2 and 3 until all sub-object spreadsheets are in the display order you
want.

5. Click Close to save your changes.

You can also right-click on the sub-object spreadsheet you want to rename and click
Move Up or Move Down until it is in the location where you want it to display.

Related Topics

About spreadsheets
Changing shortcuts in the Favorites pane
Modifying Navigation pane display

Renaming spreadsheets

CaseMap allows you to rename many sub-object spreadsheets to terminology that best suits
your organization's needs. When you rename a spreadsheet, you must provide both a singular
and a plural name for it. Each spreadsheet name must be unique for both singular and plural

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 Using CaseMap 99

entries. The maximum character limit for a spreadsheet name is 25 characters.

Spreadsheets can only be renamed in the master case. You cannot change spreadsheet names
in case replicas or SQL cases. Primary object spreadsheets cannot be renamed, including: All
Objects, Persons, Organizations, and Documents.

Object spreadsheets you can renam e include:

Other Physical Evidence

Events
Places
Pleadings
Proceedings
Other Discovery
Demonstrative Evidence
Other Objects

Once you save the name change, CaseMap displays the new spreadsheet name in the All
Shortcuts pane and all other areas of the CaseMap application, including the Send to CaseMap
dialog boxes. When you create reports, the new spreadsheet name will be available for
selection and display in the printed report.

If you rename the Proceedings or Pleadings spreadsheets and then use the Send to
CaseMap tool to send data to the renamed spreadsheet, the Proceedings and Pleadings
radio buttons will be grayed out. You need to click Other and then click on the new
spreadsheet name in the Other types field list.

To rename a sub-object spreadsheet:

1. On the Viewribbon, under Objects, click Customize.

2. In the Customize Object Spreadsheets dialog box, select the spreadsheet you want to
rename.

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3. Click the Rename Spreadsheet button .

4. In the Rename dialog box, type in a singular and plural name for the spreadsheet.

Once you type in the singular name, CaseMap automatically fills in a suggested plural
name for you.

If the new spreadsheet name ends with an "e", you can type an "s" at the end of it to
make it plural.

5. Click Close to save your changes.

You can also right-click on the sub-object spreadsheet you want to rename and click
Rename Spreadsheet. Follow Steps 5 and 6 to rename the spreadsheet and save your
changes.

Related Topics

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About spreadsheets
Creating custom spreadsheets

Creating custom spreadsheets

If one of the many Object spreadsheets provided, does not meet your specific case needs, you
can create a custom sub-object spreadsheet. You can create as many custom spreadsheets as
you like. Each custom spreadsheet name must be unique and requires both a singular and
plural name. Adding a new spreadsheet does not affect any current spreadsheet views or any
filter currently applied to a spreadsheet.

New custom spreadsheets contain five default fields: Full Name, Short Name, Role In Case, Key,
and # Facts. You can add additional fields to the new spreadsheet as needed.

When a new spreadsheet is added, you can begin using it as you would other spreadsheets.
You can send data to it immediately using the Send to CaseMap tool. And you can create a
report from the current view to add to an existing ReportBook.

Adding custom spreadsheets is an exclusive process. All other users must be logged out of the
case in order to perform this task. Custom spreadsheets can be added to the master case.
Users can create a custom spreadsheet in SQL cases.

Custom object spreadsheets can be customized to:

Select CaseMap object template or
Select an existing object spreadsheet

The creation of new custom object spreadsheets from existing object spreadsheets assists
with a template creation so that the spreadsheets are generated without the need of adding
additional columns to capture the required information.

You cannot add custom spreadsheets to a replica case.

To create a new custom spreadsheet from the CaseMap Default template

1. On the View ribbon, under Objects, click Customize.

2. In the Customize Object Spreadsheets dialog box, click the Add Spreadsheet button

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3. In the Add Spreadsheet dialog box, type in a singular and plural name for the
spreadsheet.

Once you type in the singular name, CaseMap automatically fills in a suggested plural
name for you.

If the new spreadsheet name ends with an "e", you can type an "s" at the end of it to
make it plural.

The option to select the CaseMap Default is selected by default.

4. Click OK to continue.

The new spreadsheet now displays at the bottom of the Objects spreadsheet list.

5. Click Close to save your changes.

To create a new custom object spreadsheet from an existing object spreadsheet

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 Using CaseMap 103

1. On the View ribbon, under Objects, click Customize.

2. In the Customize Object Spreadsheets dialog box, click the Add Spreadsheet button

3. In the Add Spreadsheet dialog box, type in a singular and plural name for the
spreadsheet.

Once you type in the singular name, CaseMap automatically fills in a suggested plural
name for you.

If the new spreadsheet name ends with an "e", you can type an "s" at the end of it to
make it plural.

8. Select the Existing Object Spreadsheet option.

9. In the Existing Object Spreadsheet drop-down list, click the spreadsheet you want to

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use to create the new spreadsheet columns.

4. Click OK to continue.

The new spreadsheet now displays at the bottom of the Objects spreadsheet list.

5. Click Close to save your changes.

Related Topics

About spreadsheets
Renaming spreadsheets
Inserting/hiding fields
Adding a custom spreadsheet to a ReportBook

Deleting spreadsheets

Deleting a sub-object spreadsheet from the Case Shortcuts pane permanently removes it from
the case. Any data in the spreadsheet will also be deleted. If you need to save a copy of the
data, you may want to export it before deleting the spreadsheet.

Primary object spreadsheets cannot be deleted, including: All Objects, Persons, Organizations,
and Documents.

Deleting a spreadsheet is an exclusive process. You cannot delete a spreadsheet in a master

case where the spreadsheet exists in an outstanding replica case.

When you delete a spreadsheet or case record, CaseMap also deletes all annotations in
linked files associated with the records and/or spreadsheets. CaseMap then flags the
annotated record for deletion. The next time you rebuild the case index, the annotated
record will be deleted from the case. Similarly, if you change a linked file in a record to
point to another linked file, CaseMap will flag the annotated record for deletion in the case
the next time the index is updated.

To delete a spreadsheet

1. On the View ribbon, under Objects, click Customize.

2. In the Customize Object Spreadsheets dialog box, click the Delete Spreadsheet button

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 Using CaseMap 105

3. In the message box, click Yes to confirm the action.

The spreadsheet no longer displays in the All Shortcuts pane.

Click Close to save your changes.

You can also right-click on the sub-object spreadsheet you want to delete and click
Delete Spreadsheet. Follow Steps 3-5 to complete the procedure.

Related Topics

About spreadsheets
Renaming sub-object spreadsheets
Inserting/deleting records

Working with spreadsheet fields

About spreadsheet fields

CaseMap uses fields to store and display information about case elements. Each spreadsheet
has many pre-defined fields associated with it and displays the most commonly used in view as
columns. You can insert additional fields into a spreadsheet view, depending on your needs.

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106 CaseMap

You may also create custom fields to capture case-specific information. The custom fields you
create work just like the fields in CaseMap.

Custom fields also appear in spreadsheet views and detail dialog boxes, and can be used to
filter and tag spreadsheet data. As with any field, custom fields print on reports as long as they
are displaying in spreadsheet view.

Place your mouse mouse pointer over a field header to view field descriptions and specific
properties, such as read-only or non-sortable.

If you are using CaseMap Server and have a SQL case open, you may not have
permissions granted for creating and deleting spreadsheet fields. If so, these features will
be disabled or grayed out in the Select Field(s) to Insert dialog box.

Field values are stored information

A field's "value" refers to the information stored in a field's cell for a particular fact, object,
issue, or question record. Fields store the same information for each spreadsheet record. For
example, a field in the Facts spreadsheet will store the same type of information (dates,
Material status, linked files, etc.) for each fact record entered in this spreadsheet.

Learn the four field types

There are four types of fields in CaseMap. Each case contains multiple fields for each of
these types. Each field can be named specific to the information it contains. You can only
enter information in Trait and Evaluation fields. CaseMap enters and updates information in
the # fields and Update History fields.

For a complete listing of the fields and types of fields in each spreadsheet, see the following
field listings: Issues, Facts, Objects, Questions, and Research.

CaseMap's Field Types

Fields Description

Trait Captures objective information for each case record. Data fields allow text
entry for letters, numbers, characters, or check box selections (Yes/No).
Text entries have character limitations that vary.
Create custom Trait fields to augment CaseMap's predefined fields.

Evaluation Captures assessment information for case records. Fields display a fixed
listing of evaluation values. The scale for facts, objects, and issues is
Weight. The scale for questions is Criticality.
Create custom Evaluation fields for each author to augment CaseMap's
predefined fields. Then use the Evaluation Comparison tool to determine if
evaluations are consistent or divergent.

# (Number) Counts the relationships between different types of case information, such
as a link between a person and a fact. Fields allow for linking to short
name elements as data entry occurs. Fields with a number sign (hash

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CaseMap's Field Types

Fields Description

mark) in the field name (# Facts field) count the number of links between
case elements.
These fields are useful in reports for displaying information based on these
counts. You cannot create custom # fields.

Update Tracks information for when a case record was created or updated, and
History who created or update it.
CaseMap automatically captures update history when a user enters
information in a record. You cannot create custom Update History fields.

Fields display in three locations

Fields display in three locations in CaseMap: spreadsheet views, list dialog boxes, and detail
dialog boxes.

Fields function exactly the same way whether they appear as a column in a spreadsheet or
as a row in a detail dialog boxes. If you type information into a field in a spreadsheet, then
you will type information in that field too if it displays in a detail dialog boxes. If you select
information in a field in a spreadsheet, then you will select information in that same field in
displaying in a detail dialog boxes. However, you cannot enter or update field information in
list dialog boxes. List dialog boxes display information as read-only.

CaseMap Field Display

Location Description

Spreadsheet Fields display as columns. You can determine what fields display in view
s and arrange the order in which they appear.

List dialog Fields display as columns and are fixed fields; the same fields always
boxes display. For example, the Fact List dialog box always displays the Date &
Time field, the Fact Text field, and the Source(s) field. Read-only.
Double-click in a # field to access a list dialog box.

Detail dialog Displays all fields associated with a particular case element. Fields display
boxes as rows listed alphabetically. Click the Record Detail button on the Home
ribbon in CaseMap or the Home ribbon in the DocManager to access a
record's detail dialog box.

Field considerations to note

Reference the following table for an overview of spreadsheet field structure, depending on
type.

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108 CaseMap

Field Considerations

Fields Description

Description Holds up to 10,000 characters or 5.5-6 pages of single text (by

default). Recognizes short names. Cannot sort data.
* You can increase the number of characters for this field to more
than 10,000 by changing the field value.

Text Holds up to 35 characters. Does not recognize short names.

Sortable.

Number fields Drops the lead 0. Rounds numbers with decimals.

Number (Integer Cannot remove the $ or decimal.

and Currency)

Fixed lists Displays field values in a drop-down list that is not editable.

Open-ended field Open-ended field lists display a plus sign in the field header.
lists (+) Displays field values in a drop-down list that can be augmented by
users.

# Fields Fields that count the relationships between different types of case
information, such as a link between a person and a fact. These
fields are useful in reports for displaying information based on these
counts. You cannot create custom # fields.

Chain link fields Fields that have a chain link in the header are fields that recognize
short names.

Gray fields Fields that have a different background color, like gray, are read-
only. You cannot enter or update information in these fields. For
example, # fields and Update History fields are read-only as
CaseMap automatically updates this information for you.

# fields count links between case elements

# fields all begin with a number or hash mark symbol. These fields count the relationships
between different types of case elements in a case and display the resulting count (67 facts
linked to Fraud issue). # fields also help you explore the connections between facts and
issues, between objects and issues, and between facts and objects. # fields are read-only
and created for CaseMap. You cannot create your own custom # fields.

You can filter and tag spreadsheet views based on values in a # field. For example, you
can filter the Objects spreadsheet so that only those objects linked to 25 or more facts
display.

Basic vs. filtered # fields

There are two types of # fields: basic and filtered. A basic # field counts all links between

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 Using CaseMap 109

two case elements (58 facts linked to Wrongful Termination issue). A filtered # field
counts only those links that meet certain criteria. For example, the # Undisputed Facts
field counts the number of undisputed facts linked to each issue on the Issues
spreadsheet (23 undisputed facts linked to the Wrongful Termination issue).

Click to see a list dialog box

Double-click in a # field cell or click the Ellipsis button to display a list dialog box detailing
all records represented in the field count. You can also print, print to PDF, or export the
data in the list dialog box if needed. Fields displayed in a list dialog box can be
customized by clicking on a field header.

Where # fields display

# fields display as columns in the Facts, Objects, Issues, and Research - Authorities
spreadsheets. Like other CaseMap fields, you determine what views display # fields and
can arrange the order in which they display. # fields also display in the Fact, Object, and
Issue dialog boxes. # fields do not display on the Questions spreadsheet or in the
Question dialog boxes.

Slow machines affect refresh time

CaseMap recounts the links and updates the field count each time a spreadsheet is
refreshed. If you have a slower machine, CaseMap's ability to refresh the # field count
can be compromised when you display three or more # fields in a spreadsheet view.

Evaluation fields track case strengths and weaknesses

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110 CaseMap

Evaluation fields are used to analyze and communicate the records in a case for strengths
and weaknesses. Instead of entering text, symbols are selected to indicate Weight for facts,
objects, and issues, or Criticality for questions. Use evaluation fields to track and compare
your estimates of the case compared to other case staff.

CaseMap automatically creates Evaluation fields, by default, for the Questions spreadsheet.
If you want to use an Evaluation field on the Facts, Issues, or any object spreadsheets, you
must create it yourself in the Field Properties dialog box as would create any new field.
There is no limit to the number of Evaluation fields that can be created.

If you have the same case staff working on the same types of cases, you may want to
consider making a case template that includes the Evaluation fields you find most useful
to use in new cases (instead of using the default case template). Doing so will save you
time in re-creating these fields for each new case.

Where Evaluations fields display

Evaluation fields display in spreadsheet views, detail dialog boxes, and in the Evaluation
Comparison dialog box. In spreadsheet views, Evaluation fields display as columns. In
detail dialog boxes, Evaluation fields display as rows. In the Evaluation Comparison dialog
box, you choose two Evaluations fields to display to compare their values.

What scale to use when creating an Evaluation field

CaseMap uses the Criticality scale for the Evaluation field on the Questions spreadsheet.
The Criticality field values are shown in the following screen shot.

If you create your own custom Evaluation field, the scale provided is Weight. The
Evaluation field's values are shown in the following screen shot. If you create more than
one Evaluation field for a spreadsheet, the field values will be the same so it's best to
have a distinct name for each field you create.

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 Using CaseMap 111

Sort, filter, and tag information in Evaluation fields

Evaluation field information can be sorted, used in a search filter, and tagged. Sort
information in Evaluation fields to view the scale values by symbol type. Evaluation fields
can be selected in a search filter and the results can be tagged. For example, you can
sort on the Criticality field on the Questions spreadsheet to list the most critical questions
first . You can also sort an Evaluation field created on the Facts spreadsheet so you can
view all facts that weigh Heavily Against Us first.

For more information, see Changing the field sort order, Performing basic searches,
Tagging case records.

Create multiple Evaluation fields to compare evaluations

Having multiple Evaluation fields based on the same scale allows you to compare
evaluations with other case staff. To do this, create a spreadsheet view that includes one
or more of your own Evaluation fields, as well as those made by other case staff. When
you view this spreadsheet, review the field values for each record to where evaluations
match or differ. You can also use the Evaluation Comparison dialog box to perform a more
thorough analysis of the similarities and differences among team evaluations.

For more information, see About evaluation tools.

Related Topics

Accessing Detail and List dialog boxes

Inserting/hiding fields
Moving fields
About evaluation fields

Accessing detail and list dialog boxes

Detail and list dialog boxes provide additional case record data that you can update or review.

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112 CaseMap

Detail dialog boxes

Detail dialog boxes make it easy to view and update all information in a case for one
particular fact, object, or other case element at a time. Differences between detail dialog
boxes for different spreadsheet records are minor. Once you learn how to use a detail dialog
box for one type of case element, you know how to use it for the others. Click the Detail

button located on the Home ribbon in CaseMap to access a record's detail dialog box.

Fields display as rows listed alphabetically. Click on the bars at the bottom of the Detail
window to view the fields for that type: Trait, Evaluation, # (Link Summary), and Update
History. You can enter and update record information in detail dialog boxes just as you
would in a spreadsheet.

List dialog boxes

List dialog boxes, like spreadsheets, display some of the fields for a case record or element,
but not all. List dialog boxes display fields as columns and can be customized the same as
you would in spreadsheet view. Fields in a list dialog box are for reference and are read-
only. You can print or export information in a list dialog box as needed. Double-click in a #
field to open a list dialog box.

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 Using CaseMap 113

Related Topics

About fields

Inserting/hiding fields

When you insert hidden fields into a spreadsheet, they display to the left of the selected field.
Inserted fields display for your personal view only. You can insert multiple fields at a time. Fields
will insert to the left of the selected field.

Hiding fields in a spreadsheet prepare a spreadsheet view for printing reports and allows you
to focus on key content for particular case analysis.

If you insert or create new fields into a spreadsheet before users are added to the case,
users are able to view them when they log into a case if their views and searches were
created off a user who can also view those fields.

To insert a field into a spreadsheet

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114 CaseMap

1. On the View ribbon, in the Case Shortcuts group, click on the spreadsheet (icon) you
want to use.

2. In the Current View group, click Field, and then click Insert Fields.

3. In the Select Field(s) to Insert box, select the check box for the field(s) you want to
add to the spreadsheet and click OK.

Inserted fields display to the left of the selected field.

To hide a field in a spreadsheet

Right-click on the header of the field you want to hide and select Hide Field.

The field remains hidden from your view until you choose to insert it again into the
spreadsheet.

Related Topics

About fields
Moving fields
Creating spreadsheet views

Moving fields

CaseMap spreadsheet can easily be organized to display fields in the order in which you want
to view them or how you want information to print for a report.

To move fields in a spreadsheet

1. Click on the field header of the field you want to move and drag it to the right of the field
where you want it to display.

Blue arrows display between the field headers where you will place the field.

2. Release the mouse button and the new field displays in the selected location.

Related Topics

About fields

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 Using CaseMap 115

Inserting/hiding fields
Creating spreadsheet views

Creating custom fields

CaseMap spreadsheets include numerous pre-built fields designed to capture all of the data
you want to organize in many cases. However, you can create custom fields to capture specific
information not addressed in default fields. The custom fields you create work just like the
default fields in CaseMap. Custom fields display in spreadsheet views and detail dialog boxes,
and can be used to filter and tag spreadsheet data. As with any field, custom fields print on
reports as long as they are visible in spreadsheet views.

You can create multiple fields types, including check boxes, date fields, description fields,
evaluation fields, fixed lists, open-ended lists, numeric fields, and text fields. There is no limit to
the number of custom fields that can be created in a spreadsheet, however it should be
controlled to only those specifically needed.

Creating custom fields is an exclusive process. All other users need to log out of the case while
this process occurs. If you want other users to access a custom field, it is best to create the
custom field in the case before users are added to it. Otherwise, users will need to insert the
custom field in their own spreadsheet view.

We recommend that you do not rename or copy an existing field to create a custom field.
We recommend that you create a custom field and ensure that you select the proper field
type for it.

If you are using CaseMap Server and have a SQL case open, you may not have
permissions granted for creating and deleting spreadsheet fields. If so, these features will
be disabled or grayed out in the Select Field(s) to Insert dialog box.

If your industry requires that you use symbols as part of your data entry, you could create
a custom field to accommodate that need. See Learn about inserting symbols.

To review the custom fields checklist

Reference the following Creating New Fields checklist to brainstorm considerations when
designing a custom field.

Checklist: Creating New Fields

Task

What is the field name?

What data goes into it?

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116 CaseMap

Checklist: Creating New Fields

Task

If the field values are data entry: fixed list or open-ended list?

Does the field data need to link to other fields?

How many users need to access it?

Should the field data be searchable?

Should the field data print on reports?

To create custom fields

1. In the Case Shortcuts pane, click on the spreadsheet icon you want to use.

2. Click on the field header and then click Insert Fields.

The inserted field displays to the left of the selected field.

3. In the Select Field(s) to Insert box, click New.

4. In the New Field box, type in a name for the field in the Name field.

5. In the Type list, click on the field type, then click OK.

The new field now displays in the Select Field(s) to Insert dialog box.

6. Click OK to insert this field into the spreadsheet view.

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 Using CaseMap 117

You can also create new fields by clicking on a field header and selecting Field
Properties. In the Field Properties dialog box, click the Add New Field button at the top
right. Or, you can click on a field header and click Insert, then click the New button and
select the field type you need.

Instead of creating custom fields in the All Objects spreadsheet, it's best to create the
field in the specific object spreadsheet, like Persons. Remember to review spreadsheet
fields and the Select Field(s) to Insert dialog box to ensure the field does not already
exist.

Related Topics

About fields
Converting open-ended lists to fixed lists
About evaluation tools
Changing field values
Renaming fields
Deleting fields

Applying field security

You can apply security at the field level if you need to limit access to one or more staff
members.

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118 CaseMap

To apply field security

1. Click on the field header for the field you want to apply security to and click Field
Properties.

2. In the Field Properties box, click on the Security tab.

3. Click on the Modify button.

4. In the Modify Security box, select the Revoke from one or more staff members and
click OK.

5. Select the check box for each user that you do not want to have editing privileges, then
click OK.

6. In the message box to revoke edit rights for selected users, click OK.

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 Using CaseMap 119

Notice that selected users now display as having revoked editing privileges for this field.

7. Click Close when you are finished.

Related Topics

About fields
Creating custom fields
Changing field values
Verifying field use and history

Converting open-ended lists to fixed lists

Open-ended list fields display a plus sign + in the field header. Fixed lists do not display a plus
sign in the field header, but still allow users to select or add field values in drop-down lists. If
you created an open-ended list and now want the field values to be fixed selections, you can
convert it to a fixed list field. Doing so will keep field selections succinct and case users from
creating too many values.

You can still add or edit values in custom fixed list fields (except CaseMap's fixed list fields). To
do so, simply convert the fixed list field back to an open-ended field list to make the change,
then convert it back to a fixed list field.

To convert an open-ended list into a fixed list

1. Click on the field header for the open-ended list you want to convert and then click Field
Properties.

2. In the Field Properties box, click on the Status tab.

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120 CaseMap

3. Edit the field values in the Values list by clicking the Add New Value or Delete
Selected Value buttons.

Any records that contain a field value that you remove should be noted so you can
update the record status with a new value in the list.

4. Click the Convert button to change the field type, and then click Yes.

Notice that the Type designation in the Status tab changed from Open Ended to Fixed
List.

5. Click Close to save the changes.

Notice that the field header no longer displays a plus sign.

Related Topics

About fields
Creating custom fields
Changing field values

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 Using CaseMap 121

Changing field values

You can still add or edit values for fields, except for CaseMap's fixed list fields.

Please make note of any record that contains a field value you want to remove. You may need
to update the field property status with a new value to replace the one removed. If the field
value you want to remove is already selected for one or more records, you must first remove it
from each record in the case where it is found.

To change a field's values

1. Click on the field header for the field you want to modify and then click Field Properties.

2. In the Field Properties box, click on the Status tab.

3. Edit the field values in the Values list by clicking the Add New Value or Delete
Selected Value buttons.

4. If it is a description field, click Increase Field Size to change the maximum number of
characters this field can hold.

5. Click Close to save your changes.

Related Topics

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122 CaseMap

About fields
Creating custom fields
Applying field security
Converting open-ended lists to fixed lists
Verifying field use and history

Renaming fields

You can rename any field in a case, including CaseMap's predefined fields. If you are going to
change a field name once case analysis has started, you should alert case staff beforehand to
ensure that everyone understands the name change and the correct use of the field. The
updated field name displays the next time a user logs into the case.

To rename a field

1. Click on the field header for the field you want to modify and then click Rename Field.

2. In the Rename Field box, type in the new field name.

3. Click OK to save your changes.

The field name is now updated in your spreadsheet view.

Related Topics

About fields
Creating custom fields
Deleting fields

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 Using CaseMap 123

Deleting fields

If you need to remove a field that is no longer relevant, you can permanently delete it from a
case. You can delete any fields you create for a case. You cannot delete the default set of fields
that CaseMap provides for each case, but you can hide them from spreadsheet view. You also
cannot delete field that are currently used in a filter or search.

If you want to save any data entered in the field, you may want to export it to a Microsoft®
Excel file and save it for reference. Once a field is deleted, all data stored in it is destroyed.

If you are trying to delete a field in a master case that has an outstanding replica case that
contains the same field, you will not be able to delete it. If the field was created in the master
case after the replica was created, then you will be able to delete the field.

If you are using CaseMap Server and have a SQL case open, you may not have
permissions granted for creating and deleting spreadsheet fields. If so, these features will
be disabled or grayed out in the Select Field(s) to Insert dialog box.

To delete fields

1. Click on the field header for the field you want to delete and then click Field Properties.

2. In the Field listing, click on the field you want to delete and click the Delete Field button
.

3. In the message box, click Yes twice to confirm deleting the field.

4. In the message box indicating that the field was deleted, click OK.

This field is now deleted from the case and no longer displays in the spreadsheet view or
any field listing.

5. Click Close to continue working in CaseMap.

Related Topics

About fields
Creating custom fields
Renaming fields

Verifying field use and history

CaseMap tracks how, where, and when fields are used so you can reference this information
easily.

Any time you want to check a field's use or inclusion in a spreadsheet or report, review the
Used tab in the Field Properties box. If you need to track when field data was last updated,

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124 CaseMap

review the Update History tab in the Field Properties box.

Field use and history updates include the following:

Spreadsheet views and reports that include the field

Who create and last updated the field with date/time stamps
Previous names for the field

To verify field use and history

1. Click on a field header and click Field Properties.

2. Click on the Used tab to review how often a field is used in a view, search, filter in a #
field, or how it is used in a ReportBook.

3. Click on the Update History tab to review information on when the field was created,
who created it, when it was last updated, and any previous field names, etc.

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 Using CaseMap 125

4. Click Close when you are finished.

Related Topics

About fields
Applying field security
Creating custom fields
Changing field values
Reviewing the Use History spreadsheet

Reviewing the Use History spreadsheet

When you first create or open a case, CaseMap enters a record in the case's Use History
spreadsheet. CaseMap automatically stamps this record with your user name, your CaseMap
logon name, the name of the your computer, and the date and time when you opened the
case.

When you close a case, CaseMap stamps the Use History entry a second time, adding the date
and time when you logged off. Any replica cases that users have are also tracked here. The
Use History spreadsheet can be sorted by the date and time the case was used or by the
name of the staff member who used the case.

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126 CaseMap

To review the Use History spreadsheet

1. On the File menu, click Properties.

2. Scroll to review user logon and log off times, as well as track any replica cases.

3. Select the Sort by Full Name check box, to sort the user listing by person.

4. Click Close when you are finished.

If you need to review a list of how many users are currently logged into the case, click
on the Current Users tab in the Case Properties box.

Related Topics

About fields
Creating custom fields
Verifying field use and history
About replicating/synchronizing cases

Viewing spreadsheet field lists

Issues spreadsheet field list

Reference the following table for a comprehensive listing of the CaseMap fields available for use
in the Issues spreadsheet. You may also create custom fields to track and store information as
needed.

Issues Spreadsheet Field Listing

Field Name What it Displays Using It

Trait Fields

Burden of Proof+ The level of proof (e.g., Select an existing value from the
preponderance) associated with list or add an additional one. If the
the issue. issue is not a legal issue (e.g.,
plaintiff is greedy), select Not
Applicable.

Description A description of the issue. Type up to 10,000 characters of

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 Using CaseMap 127

Issues Spreadsheet Field Listing

Field Name What it Displays Using It

text. To ensure consistency, use

short names.

Full Name The name of the issue. Type up to 255 characters.

CaseMap uses the issue's full
name to generate a default issue
short name.

Jury Instruction The text of the proposed or actual Type up to 10,000 characters of
jury instruction for the issue. text.

Legal Flag The classification of an issue as Select or clear the check box.
legal or non-legal (e.g., the race
issue in the OJ Simpson case
would be an example of a non-
legal issue).

Related Files Files that have been manually Read-only. Click the Ellipsis button
linked to a record in the in this field to add or remove
spreadsheet. This field is only used related files.
in rare instances when it's deemed
absolutely necessary to have Use with Caution: Files added to
additional files linked to a record. this field through the Related Files
dialog box have to be individually
Tip: Normally, the Linked File field re-linked if the files are moved.
is used to link a file to a record, Files linked to this field will not be
especially when using the Send to included in search results or
CaseMap feature. Documents that reports. Related files will not be
have been linked into CaseMap linked to other spreadsheets.
can be linked to records in other
spreadsheets by using the
document short name in any
description field that displays the
chain-link symbol in the field title.

Short Name The issue's short name. To CaseMap creates a default short
automatically link facts, objects, name for you based on the issue's
and questions to issues, you must full name. You can change this
refer to issues by their short default name at any time, as often
names as you enter information. as you want. Type a single word
up to 30 characters.

Subject of MSJ Flag An indication of whether the issue Select a value from the list (e.g.,
is likely to be included in a Motion Yes, No, Not Applicable).
for Summary Judgment.

Evaluation Fields

Key An indication of whether an issue To indicate an issue is key, select

is particularly important. the check box.

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128 CaseMap

Issues Spreadsheet Field Listing

Field Name What it Displays Using It

Tip: You can check the box by

double-clicking it or by pressing
the SPACEBAR.

# Fields

# Authorities The number of research authorities Read-only. CaseMap counts the

linked to the issue. links for you. Double-click to
display a list of the research
authorities to the issue.

# Demonstrative The number of demonstrative Read-only. CaseMap counts the

Evidence evidence ideas linked to the issue. links for you. Double-click to
display a list of the demonstrative
evidence ideas linked to the issue.

# Documents The number of documents linked to Read-only. CaseMap counts the

the issue. links for you. Double-click to
display a list of the documents
linked to the issue.

# Extracts The number of authority extracts Read-only. CaseMap counts the

linked to the issue. links for you. Double-click to
display a list of authority extracts
linked to the issue.

# Facts The number of facts linked to the Read only. CaseMap counts the
issue. links for you. Double-click to
display a list of the facts linked to
* If the number in the parent issue the issue.
is larger than the tally of the sub-
issues, it means that one or more
facts has been linked to the parent
issue but not linked to any sub-
issues.

# Facts Disputed The number of facts linked to the Read-only. CaseMap counts the
by Opposition issue with a status of: Disputed by links for you. Double-click to
Opposition. display a list of the disputed facts
by us linked to the issue.

# Facts Disputed The number of facts linked to the Read-only. CaseMap counts the
by Us issue with a status of: Disputed by links for you. Double-click to
Us. display a list of the disputed facts
by us linked to the issue.

# Key Facts The number of key facts linked to Read-only. CaseMap counts the
the issue. links for you. Double-click to
display a list of the key facts

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 Using CaseMap 129

Issues Spreadsheet Field Listing

Field Name What it Displays Using It

linked to the issue.

# Objects The number of questions linked to Read-only. CaseMap counts the

the issue. links for you. Double-click to
display a list of the persons,
organizations, documents, and
other objects types linked to the
issue.

# Open Questions The number of open questions Read-only. CaseMap counts the
linked to the issue. Open links for you. Double-click to
questions have an answer status display a list of the open
of Unaddressed or In Progress. questions linked to the issue.

# Persons The number of persons linked to Read-only. CaseMap counts the

the issue. links for you. Double-click to
display a list of the persons linked
to the issue.

# Prospective The number of prospective facts Read-only. CaseMap counts the

Facts linked to the issue. links for you. Double-click to
display a list of the prospective
facts linked to the issue.

# Questions The number of questions linked to Read-only. CaseMap counts the

the issue. links for you. Double-click to
display a list of the questions
linked to the issue.

# Undisputed The number of undisputed facts Read-only. CaseMap counts the

Facts linked to the issue. links for you. Double-click to
display a list of the undisputed
facts linked to the issue.

Update History
Fields

Creation Author The short name of the author who Read-only. CaseMap enters the
authorized the issue's entry. author's short name.

Creation Scribe The short name of the scribe who Read-only. CaseMap enters the
entered the issue on behalf of the scribe's short name. If an author
author. acts as a scribe (i.e., enters the
issues in CaseMap), the author's
name displays in this field.

Creation Time The date and time when the issue Read-only. CaseMap enters the
Stamp record was entered. date and time for you.

Last Update The short name of the author who Read-only. CaseMap enters the

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130 CaseMap

Issues Spreadsheet Field Listing

Field Name What it Displays Using It

Author requested the last update to the author's short name for you.
issue.

Last Update Scribe The short name of the scribe who Read-only. CaseMap enters the
made the last update to the issue. scribe's short name for you. If an
author acts as a scribe (i.e.,
enters the updates), the author's
name displays in this field.

Last Update Time The date and time when the issues Read-only. CaseMap enters the
Stamp was last updated. date and time for you.

Related Topics

About fields
Creating custom fields
Facts spreadsheet field listing
Objects spreadsheet field listing
Questions spreadsheet field listing
Research spreadsheets field listing

Facts spreadsheet field list

Reference the following table for a comprehensive listing of the CaseMap fields available for use
in the Facts spreadsheet. You may also create custom fields to track and store information as
needed.

Facts Spreadsheet Field Listing

Field Name What it Displays Using It

Trait Fields

Date and Time The date and time when the fact Type a date in this field or use the
occurred. Date Stamper. You can enter fuzzy
dates such as 07/??/97, and use
date status indicators such as

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 Using CaseMap 131

Facts Spreadsheet Field Listing

Field Name What it Displays Using It

<06/15/97 (i.e., before 06/15/97).

If two or more facts have the
same date and time value, you
can also add a sequence number
(e.g., #1, #2).

Fact Text The text defining the fact. Type up to 10,000 characters of
text. To ensure consistency, use
object short names.

Linked Issues The issues linked to the fact. Type the short name of the issues
linked to the fact. you can link as
many issues as you want to a
singe fact -- just keep typing the
issue short name.

Potential Source(s) The potential source(s) for a fact Type up to 10,000 characters
(e.g., the short name of a witness describing the potential sources of
you hope will give you this fact the fact. To ensure consistency,
during his or her deposition). use object short names.

Tip: To make the most of

CaseMap, list the facts you're
hoping to develop before having
definitive sources for them.

Related Files Files that have been manually Read-only. Click the Ellipsis button
linked to a record in the in this field to add or remove
spreadsheet. This field is only used related files.
in rare instances when it's deemed
absolutely necessary to have Use with Caution: Files added to
additional files linked to a record. this field through the Related Files
dialog box have to be individually
Tip: Normally, the Linked File field re-linked if the files are moved.
is used to link a file to a record, Files linked to this field will not be
especially when using the Send to included in search results or
CaseMap feature. Documents that reports. Related files will not be
have been linked into CaseMap linked to other spreadsheets.
can be linked to records in other
spreadsheets by using the
document short name in any
description field that displays the
chain-link symbol in the field title.

Source(s) The definitive sources of the fact Type up to 10,000 characters

and their location (e.g., ArndtDepo, describing the sources of the fact.
Pg. 112, Line 14). To ensure consistency, use object
short names.

Source Quote The text sent to CaseMap from an Holds up to 10,000 characters of a

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132 CaseMap

Facts Spreadsheet Field Listing

Field Name What it Displays Using It

external application. source quote from content from

another program. To ensure
consistency, use object short
names.

Status+ Whether the fact is disputed and Select an existing value such as
by which party. You can also use Undisputed, Disputed by
this field to indicate that a fact is Opposition, or Prospective. If the
prospective (i.e., one for which you value you want is not listed, add a
hope to develop sources). new value to the list.

Status Description If the fact is disputed, a description Type up to 10,000 characters of

of why it is. text. To ensure consistency, use
object short names.

Evaluation Fields

Key An indication of whether a fact is To indicate an issue is key, select

particularly important. the check box.

Tip: You can check the box by

double-clicking it or by pressing
the SPACEBAR.

# Fields

# Issues The number of issues linked to the Read-only. CaseMap counts the
fact. links for you. Double-click to
display a list of the issues linked
to the fact.

# Objects The number of objects mentioned Read-only. CaseMap counts the

by short name on the Facts links for you. Double-click to
spreadsheet. display a list of the objects linked
to the fact.

# Open Questions The number of open questions Read-only. CaseMap counts the
linked to the fact. Open questions links for you. Double-click to
have an answer status of display a list of the open
Unaddressed or In Progress. questions linked to the fact.

# Questions The number of questions linked to Read-only. CaseMap counts the

the fact. links for you. Double-click to
display a list of all questions linked
to the fact.

# Source(s) The number of objects cited by Read-only. CaseMap counts the

short name in the Source(s) field. links for you. Double-click to
display a list of the objects acting

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 Using CaseMap 133

Facts Spreadsheet Field Listing

Field Name What it Displays Using It

as sources.

Update History
Fields

Creation Author The short name of the author who Read-only. CaseMap enters the
authorized the fact's entry. author's short name.

Creation Scribe The short name of the scribe who Read-only. CaseMap enters the
entered the fact. scribe's short name. If an author
acts as a scribe (i.e., enters the
fact in CaseMap), the author's
name appears in this field.

Creation Time The date and time when the fact Read-only. CaseMap enters the
Stamp record was entered. date and time for you.

Last Update The short name of the author who Read-only. CaseMap enters the
Author requested the last update to the author's short name for you.
fact.

Last Update Scribe The short name of the scribe who Read-only. CaseMap enters the
made the last update to the fact. scribe's short name for you. If an
author acts as a scribe (i.e.,
enters the updates), the author's
name displays in this field.

Last Update Time The date and time when the fact Read-only. CaseMap enters the
Stamp was last updated. date and time for you.

Related Topics

About fields
Creating custom fields
Analyzing and linking facts
Issues spreadsheet field listing
Objects spreadsheet field listing
Questions spreadsheet field listing
Research spreadsheets field listing

© 2018 LexisNexis. All rights reserved.

134 CaseMap

Objects spreadsheet field list

Reference the following table for a comprehensive listing of the CaseMap fields available for use
in the Objects spreadsheet. You may also create custom fields to track and store information as
needed.

There are two tables for the Objects spreadsheets:

Fields common to all object types
Fields unique to specific object types (sub-level spreadsheets)

Fields common to all object types

Fields included in the following table are commonly used in the All Objects spreadsheet and
sub-level object spreadsheets.

Objects Spreadsheet Field Listing — Common

Field Name What it Displays Using It

Trait Fields

Description A description of the object. Type up to 10,000 characters of text.

To ensure consistency, refer to
persons, organizations, documents,
and other objects by their short
names.

Full Name The name of the object. Type up to 255 characters. CaseMap
uses the object's full name in
conjunction with its object type to
generate a default object short name.

Linked File The name of the viewer Click to display the Linked File
associated with the linked file Properties box that you use to set up
and the ID of the file or the file viewers. Right-click to display a
path to it. shortcut menu that allows you to view
the file and specify the viewer you will
use to display the file.

Related Files Files that have been manually Read-only. Click the Ellipsis button in
linked to a record in the this field to add or remove related
spreadsheet. This field is only files.
used in rare instances when
it's deemed absolutely Use with Caution: Files added to this
necessary to have additional field through the Related Files dialog
files linked to a record. box have to be individually re-linked if
the files are moved. Files linked to this
Tip: Normally, the Linked File field will not be included in search
field is used to link a file to a results or reports. Related files will
record, especially when using not be linked to other spreadsheets.
the Send to CaseMap feature.
Documents that have been

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 135

Objects Spreadsheet Field Listing — Common

Field Name What it Displays Using It

linked into CaseMap can be

linked to records in other
spreadsheets by using the
document short name in any
description field that displays
the chain-link symbol in the
field title.

Role in Case A description of the connection Type up to 10,000 characters of text.

between the object and the
case (e.g., 'Eyewitness to the
accident' or 'First officer on the
scene'.

Object Type An indication as to whether the Select the appropriate object type
object is a person, an from the list. CaseMap uses the
organization, a document, object's type in conjunction with its
another type of physical full name to generate a default object
evidence, an event, a place, or short name.
some other type of thing.

Short Name The object's short name. To CaseMap creates default short names
ensure consistency in your for you based on the object's full
case information, refer to name and its object type. You can
persons, organizations, change this default name at any time,
documents, and other objects as often as you want. Type a single
by their short names as you word of up to 30 characters.
enter in CaseMap's description
fields.

Evaluation
Fields

Eval by A symbol indicating the Select a value (e.g., For Us, Heavily
[author's author's evaluation of whether Against Us, etc.) from the list.
initials] the issue weighs for or against
us.

Key An indication of whether an To indicate an issue is key, select the

object is particularly important. check box.

Tip: You can check the box by double-

clicking it or by pressing the
SPACEBAR.

# Fields

# Facts The number of facts linked to Read-only. CaseMap counts the links

© 2018 LexisNexis. All rights reserved.

136 CaseMap

Objects Spreadsheet Field Listing — Common

Field Name What it Displays Using It

the object. for you. Double-click to display a list of

the facts linked to the object.

# Issues The number of issues linked to Read-only. CaseMap counts the links
the object. for you. Double-click to display a list of
the issues linked to the object.

# Key Facts The number of key facts linked Read-only. CaseMap counts the links
to the object. for you. Double-click to display a list of
the key facts linked to the object.

# Open The number of open questions Read-only. CaseMap counts the links
Questions linked to the object. Open for you. Double-click to display a list of
questions have an answer the open questions linked to the
status of Unaddressed or In object.
Progress.

# Prospective The number of prospective Read-only. CaseMap counts the links

Facts facts linked to the issue. for you. Double-click to display a list of
the prospective facts linked to an
issue.

# Sourced Facts The number of facts being Read-only. CaseMap counts the links
sourced from the object. for you. Double-click to display a list of
the facts being sourced from the
object.

# Undisputed The number of undisputed Read-only. CaseMap counts the links

Facts facts linked to the object. for you. Double-click to display a list of
the undisputed facts linked to the
object.

Update History
Fields

Creation Author The short name of the author Read-only. CaseMap enters the
who authorized the object's author's short name.
entry.

Creation Scribe The short name of the scribe Read-only. CaseMap enters the
who entered the object. scribe's short name. If an author acts
as a scribe (i.e., enters the fact in
CaseMap), the author's name
appears in this field.

Creation Time The date and time when the Read-only. CaseMap enters the date
Stamp object was entered. and time for you.

Last Update The short name of the author Read-only. CaseMap enters the

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 137

Objects Spreadsheet Field Listing — Common

Field Name What it Displays Using It

Author who requested the last update author's short name for you.
to the object.

Last Update The short name of the scribe Read-only. CaseMap enters the
Scribe who made the last update to scribe's short name. If an author acts
the object. as a scribe (i.e., makes the physical
updates), the author's name displays
in this field.

Last Update The date and time when the Read-only. CaseMap enters the date
Time Stamp fact was last updated. and time for you.

Fields common to unique object types

Fields included in the following table are unique to the sub-level object spreadsheets noted.

Objects Spreadsheet Field Listing — Unique

Field Name What it Displays Using It

Persons

Addresses The person's business, home, and Type up to 10,000 characters of

other addresses. text.

Address: Email The person's email address. Type up to 10,000 characters of

text.

At Trial+ Indicates if the person will appear Select an existing option from the
at trial and the likely method of list or, if the option you want is
testimony. not listed, add a new value.

Calling Party+ The name of the party that is Select a party from the list or, if
calling the witness to testify. the option you want is not listed,
add a new value.

Counsel The name of the counsel who Type up to 10,000 characters of

represents the witness. text.

Deposition Date The date for which the deposition Type a date directly or use the
is scheduled or the date on which Date Stamper. This field supports
the deposition was taken. the use of fuzzy dates, such as
05/??/99.

© 2018 LexisNexis. All rights reserved.

138 CaseMap

Objects Spreadsheet Field Listing — Unique

Field Name What it Displays Using It

Deposition Status Whether or not the person has Select an existing option from the
+ been deposed. list or, if the option you want is
not listed, add a new value.

Gender Whether the person is female or Select Female or Male. The

male. values in this field are fixed. It is
is not an open-ended list.

Phone Numbers The person's business, home, and Type up to 10,000 characters of
other phone numbers. text.

Title The person's title. Type up to 10,000 characters of

text.

Works For+ The name of the person and/or Type up to 10,000 characters of
organization for which the person text. To ensure consistency, refer
works. to the persons and organizations
by their short names.

Documents

Author+ The name of the author(s) of the Type up to 10,000 characters of

document. text. To ensure consistency, refer
to the persons and organizations
by their short names.

Bates - Begin The beginning Bates number Type an alphanumeric value of up

associated with the document. to 35 characters of text.

Bates - End The ending Bates number Type an alphanumeric value of up

associated with the document. to 35 characters of text.

Copied To The names of individuals receiving Type up to 10,000 characters of

a copy (cc:) of the document. text. To ensure consistency, refer
to the persons and organizations
by their short names.

Date The date of the document. Type a date directly or use the
Date Stamper. This field supports
the use of fuzzy dates such as
05/??/99.

Depo Ex. # The deposition exhibit number of Type up to 35 characters of text.

the document.

Mentioned In The names of individuals Type up to 10,000 characters of

mentioned in the document. text. To ensure consistency, refer
to the persons and organizations
by their short names.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 139

Objects Spreadsheet Field Listing — Unique

Field Name What it Displays Using It

Producing Party+ The name of the party that Select an existing party from the
produced the document. list or, if the party you want is
not listed, add a new value.

Recipient(s) The names of the individuals who Type up to 10,000 characters of

received the document. text. To ensure consistency, refer
to the persons and organizations
by their short names.

Sent Via+ Whether the letter or other type Select a method from the list, or
of document was sent by mail, if the method you are looking for
overnight delivery service, or is not listed, add a new value.
other option.

Trial Ex. # The trial exhibit number of the Type up to 35 characters of text.
document.

Physical
Evidence

Bates # The range of Bates numbers, if Type a range of numbers using

any, associated with the piece of up to 35 characters of text.
physical evidence.

Trial Ex. # The trial exhibit number of the Type up to 35 characters of text.
document.

Events

Attendees The names of individuals who Type up to 10,000 characters of

attended the event. text. To ensure consistency, refer
to the persons and organizations
by their short names.

Begin Date and The date and time when the Type a date directly or use the
Time event began. Date Stamper. This field supports
the use of fuzzy dates such as
05/??/99.

End Date and The date and time when the Type a date directly or use the
Time event ended. Date Stamper. This field supports
the use of fuzzy dates such as
05/??/99.

Location The location of the event. Type up to 10,000 characters of

text.

Organizations

© 2018 LexisNexis. All rights reserved.

140 CaseMap

Objects Spreadsheet Field Listing — Unique

Field Name What it Displays Using It

Address: Business The organization's physical mail Type up to 10,000 characters of

address. text.

Address:Email The organization's email address. Type up to 10,000 characters of

text.

Phone Numbers The organization's phone number. Type up to 10,000 characters of

text.

Pleadings

Date The date of the pleading. Type a date directly or use the
Date Stamper. This field supports
the use of fuzzy dates such as
05/??/99.

Type+ The type of pleading (e.g., Select an existing value from the
Complaint, Answer, Reply). list of options or add a new one.

Proceedings

Attendees The names of those attending the Type up to 10,000 characters of

deposition. text. To ensure consistency, refer
to persons by their short names.

Date The date of the proceeding. Type a date directly or use the
Date Stamper. This field supports
the use of fuzzy dates such as
05/??/99.

Notice Date Date of notice. Type a date directly or use the

Date Stamper. This field supports
the use of fuzzy dates such as
05/??/99.

Subpoena Served An indication of whether or not a To indicate Yes, select the check
subpoena has been served. box.

Tip: You can check the box by

double-clicking it or by pressing
the SPACEBAR.

Status+ An indication of whether the Select an existing value from the

proceeding has or has not been list of options or add a new one.
completed.

Type+ An indication of the type of Select an existing value from the

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 141

Objects Spreadsheet Field Listing — Unique

Field Name What it Displays Using It

hearing (e.g., deposition, grand list of options or add a new one.

jury hearing, arraignment).

Other Discovery

Response Date The date a response was Type a date directly or use the
received. Date Stamper. This field supports
the use of fuzzy dates such as
05/??/99.

Response An indication of whether or not a To indicate a response has been

Received response has been received. received, select the check box.

Service Date The date of service. Type a date directly or use the
Date Stamper. This field supports
the use of fuzzy dates such as
05/??/99.

Type+ The type of discovery (e.g., Select an existing value from the
Interrogatory, Request for list of options or add a new one.
Production, Request for
Admission, Interview).

Demonstrative
Evidence

Estimated Cost An estimate of what it will cost to Type a number up to 35

produce the visual. characters of text.

For Use By The name of the individual(s) who Type up to 10,000 characters of
will use the visual during trial or text. To ensure consistency, refer
other proceeding. to persons, organizations,
documents, and other objects by
their short names.

Mission Statement An explanation of the intended Type up to 10,000 characters of

impact of the visual. What should text. To ensure consistency, refer
the judge think after seeing this to persons, organizations,
visual? documents, and other objects by
their short names.

Production Status An indication of how far along this Select an existing value from the
+ visual is in the production list of options or add a new one.
process.

Trial Ex. # The trial exhibit number of the Type up to 35 characters of text.
visual.

Type+ The type of visual (e.g., blow-up, Select an existing value from the

© 2018 LexisNexis. All rights reserved.

142 CaseMap

Objects Spreadsheet Field Listing — Unique

Field Name What it Displays Using It

chart, model, video). list of options or add a new one.

Related Topics

About fields
Creating custom fields
Analyzing and linking objects
Issues spreadsheet field listing
Facts spreadsheet field listing
Questions spreadsheet field listing
Research spreadsheets field listing

Questions spreadsheet field list

Reference the following table for a comprehensive listing of the CaseMap fields available for use
in the Questions spreadsheet. You may also create custom fields to track and store information
as needed.

Questions Spreadsheet Field Listing

Field Name What it Displays Using It

Trait Fields

Answer The answer to the question (if one Type up to 10,000 characters of
has been entered). text. To ensure consistency, use
short names.

Answer Status The status of the progress in When you enter a question,
answering the question. CaseMap defaults the value of this
field to Unaddressed. When you
start to work on the question,
update its status to In Progress,
and then to Answered.

Answered On The date and time when the Read-only. CaseMap enters the

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 143

Questions Spreadsheet Field Listing

Field Name What it Displays Using It

question was answered. date and time when the valued of

the question's Answer Status field
is changed to Answered.

Assigned To+ The name of the case user Select from a list of case users or
responsible for find the answer to add a new value.
the question.

Category+ The type of element (fact, object, If you add a question from one of
or issue) that the question is CaseMap's other spreadsheets,
about or a category you have CaseMap defaults this field to that
created. element type. If you add a
question in the Questions
spreadsheet, you can select an
existing category from the
Category+ list or add a new one.

Due Date The date by which the question Type in the due date directly or
should be answered. use the Date Stamper.

Linked Elements If the question is linked to a fact, Type the short name of the issues
object, or issue, the field displays linked to the question. You can
the linked item. Also, if objects are link as many issues as you want
mentioned by short name in the to a single question -- just keep
Question Text field, the short typing issue short names.
names of these objects display in
this field behind Objects
Mentioned.

Linked Issues The short names of issues linked Type the short names of the
to the question. issues linked to the question. You
can link as many issues as you
want to a single question -- just
keep typing issue short names.

Other Staff Thoughts about the answer to the Type up to 10,000 characters of
Thoughts question added by staff members text. To ensure consistency, use
other than the individual assigned short names.
to discover the answer.

Question For The names of witnesses and other Type up to 10,000 characters of
persons to whom you would like to text. To ensure consistency, use
ask the question. short names.

Related Files Files that have been manually Read-only. Click the Ellipsis button
linked to a record in the in this field to add or remove
spreadsheet. This field is only used related files.
in rare instances when it's deemed
absolutely necessary to have Use with Caution: Files added to
additional files linked to a record. this field through the Related Files
dialog box have to be individually

© 2018 LexisNexis. All rights reserved.

144 CaseMap

Questions Spreadsheet Field Listing

Field Name What it Displays Using It

Tip: Normally, the Linked File field re-linked if the files are moved.
is used to link a file to a record, Files linked to this field will not be
especially when using the Send to included in search results or
CaseMap feature. Documents that reports. Related files will not be
have been linked into CaseMap linked to other spreadsheets.
can be linked to records in other
spreadsheets by using the
document short name in any
description field that displays the
chain-link symbol in the field title.

Research Notes Note you make as you work on the Type up to 10,000 characters of
answer to the question. text. To ensure consistency, use
short names.

Evaluation Fields

Criticality An indication of how important an Select a value (e.g., A - Extremely

authority is deemed to be. Critical) from the list CaseMap
provides.

Update History
Fields

Creation Author The short name of the author who Read-only. CaseMap enters the
authorized the question's entry. author's short name.

Creation Scribe The short name of the scribe who Read-only. CaseMap enters the
entered the question on behalf of scribe's short name. If an author
the author. acts as a scribe (i.e., enters the
fact in CaseMap), the author's
name appears in this field.

Creation Time The date and time when the Read-only. CaseMap enters the
Stamp question was entered. date and time for you.

Last Update The short name of the author who Read-only. CaseMap enters the
Author requested the last update to the author's short name for you.
question.

Last Update Scribe The short name of the scribe who Read-only. CaseMap enters the
made the last update to the scribe's short name for you. If an
question. author acts as a scribe (i.e.,
enters the updates), the author's
name displays in this field.

Last Update Time The date and time when the Read-only. CaseMap enters the
Stamp question was last updated. date and time for you.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 145

Related Topics

About fields
Creating custom fields
Analyzing and linking questions
Issues spreadsheet field listing
Facts spreadsheet field listing
Objects spreadsheet field listings
Research spreadsheets field listing

Research spreadsheets field list

Reference the following table for a comprehensive listing of the CaseMap fields available for use
in the Research spreadsheets. You may also create custom fields to track and store information
as needed.

There are two tables for the Research spreadsheets:

Authorities
Extracts from Authorities

The Research - Authorities and Extracts spreadsheet combines fields from the other two
spreadsheets, so a separate table listing is not included.

Fields included in the Research - Authorities spreadsheet

Authorities Spreadsheet Field Listing

Field Name What it Displays Using It

Trait Fields

Citation The citation of the authority field. Type up to 10,000 characters of

text.

Tip: You have space to add

multiple citations, if you want.

Date Verified The date when this authority was Type a date in this field or use
last verified to ensure it was still the Date Stamper. You can enter
valid. fuzzy dates such as 5/??/99.

© 2018 LexisNexis. All rights reserved.

146 CaseMap

Authorities Spreadsheet Field Listing

Field Name What it Displays Using It

Description The text defining the authority. Type up to 10,000 characters of

text. To ensure consistency, use
object short names.

Jurisdiction+ An indication of the court from Add your own values to the list of
which the precedent came from. select N/A for statutes and other
research elements where
jurisdiction is not applicable.

Linked File The name of the viewer Click to display the Linked File
associated with the linked file and Properties box to set up file
the ID of the file or the path to it. viewers. Right-click to display a
shortcut menu to view the file
and specify the viewer used to
display the file.

Linked Issues The issues linked to the authority. Type the short name of the
issues linked to the authority.
You can link as many issues as
you want to a single authority —
just keep typing issue short
names.

Name Your name for the authority. Type up to 255 characters. This
name is used to link authority
extracts to authorities.

Notes Your comments about the Type up to 10,000 characters of

authority. text. To ensure consistency, use
object short names.

Related Files Files that have been manually Read-only. Click the Ellipsis
linked to a record in the button in this field to add or
spreadsheet. This field is only remove related files.
used in rare instances when it's
deemed absolutely necessary to Use with Caution: Files added to
have additional files linked to a this field through the Related
record. Files dialog box have to be
individually re-linked if the files
Tip: Normally, the Linked File field are moved. Files linked to this
is used to link a file to a record, field will not be included in search
especially when using the Send to results or reports. Related files
CaseMap feature. Documents that will not be linked to other
have been linked into CaseMap spreadsheets.
can be linked to records in other
spreadsheets by using the
document short name in any
description field that displays the
chain-link symbol in the field title.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 147

Authorities Spreadsheet Field Listing

Field Name What it Displays Using It

Type+ An indication of whether the Use one of CaseMap's predefined

authority is case law, a statute, values or add a new value to the
or some other type of research. list.

Evaluation Fields

Criticality An indication of how important an Select a value (e.g., A - Extremely

authority is deemed to be. Critical) from the list CaseMap
provides.

# Fields

# Authority The number of extracts linked to Read-only. CaseMap counts the

Extracts the authority. links for you. Double-click to
display a list of the extracts
linked to the authority.

# Issues The number of issues linked to Read-only. CaseMap counts the

the authority. links for you. Double-click to
display a list of the issues linked
to the authority.

# Open Questions The number of open questions Read-only. CaseMap counts the
linked to the authority. Open links for you. Double-click to
questions have an answer status display a list of the open
of Unaddressed on In Progress. questions linked to the authority.

# Questions The number of questions linked to Read-only. CaseMap counts the

the authority. links for you. Double-click to
display a list of all questions
linked to the authority.

Update History
Fields

Creation Author The short name of the author Read-only. CaseMap enters the
who authorized the authority's author's short name.
entry.

Creation Scribe The short name of the scribe who Read-only. CaseMap enters the
entered the authority on behalf of scribe's short name. If an author
the author. acts as a scribe (i.e., enters the
fact in CaseMap), the author's
name appears in this field.

Creation Time The date and time when the Read-only. CaseMap enters the
Stamp authority record was entered. date and time for you.

Last Update The short name of the author Read-only. CaseMap enters the

© 2018 LexisNexis. All rights reserved.

148 CaseMap

Authorities Spreadsheet Field Listing

Field Name What it Displays Using It

Author who requested the last update to author's short name for you.
the authority.

Last Update The short name of the scribe who Read-only. CaseMap enters the
Scribe made the last update to the scribe's short name for you. If an
authority. author acts as a scribe (i.e.,
enters the updates), the author's
name displays in this field.

Last Update Time The date and time when the Read-only. CaseMap enters the
Stamp authority was last updated. date and time for you.

Extracts from Authorities field listing

Extracts from Authorities Spreadsheet Field Listing

Field Name What it Displays Using It

Trait Fields

Authority Name The name of the authority from Use the name of the appropriate
which a particular extract is being authority from the list of choices
pulled. or select the New Authority
option.

Extract Text The extract text from the Holds up to 10,000 characters of
authority sent from another text. To ensure consistency, use
application. object short names.

Description The text defining the authority Type up to 10,000 characters of

extract. text. To ensure consistency, use
object short names.

Linked File The name of the viewer Click to display the Linked File
associated with the linked file and Properties box to set up file
the ID of the file or the path to it. viewers. Right-click to display a
shortcut menu to view the file
and specify the viewer used to
display the file.

Notes Your comments about the Type up to 10,000 characters of

authority extract. text. To ensure consistency, use
object short names.

Order A numeric value that determines CaseMap updates the value of

where the extract appears in the the order field for you
list pulled from a particular automatically when you first

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 149

Extracts from Authorities Spreadsheet Field Listing

Field Name What it Displays Using It

authority. enter extracts. If you want, you

can later edit this value to
rearrange how extracts are
listed.

Related Files The number of files related to a Read-only. CaseMap counts the
authority extract. number of files related to the
question for you. Double-click to
display the Related Files box to
add and remove related files.

Evaluation Fields

Eval by [author's A symbol indicating the author's Select a value (e.g., For Us,
initials] evaluation of whether the Heavily Against Us, etc.) from the
authority extract weighs for or list.
against us.

Criticality An indication of how important an Select a value (e.g., A - Extremely

authority extract is deemed to be. Critical) from the list CaseMap
provides.

# Fields

# Issues The number of issues linked to Read-only. CaseMap counts the

the authority extract. links for you. Double-click to
display a list of the issues linked
to the authority extract.

# Open Questions The number of open questions Read-only. CaseMap counts the
linked to the authority extract. links for you. Double-click to
Open questions have an answer display a list of the open
status of Unaddressed on In questions linked to the authority
Progress. extract.

# Questions The number of questions linked to Read-only. CaseMap counts the

the authority extract. links for you. Double-click to
display a list of all questions
linked to the authority extract.

Update History
Fields

Creation Author The short name of the author Read-only. CaseMap enters the
who authorized the authority author's short name.
extract entry.

Creation Scribe The short name of the scribe who Read-only. CaseMap enters the
entered the authority extract on scribe's short name. If an author

© 2018 LexisNexis. All rights reserved.

150 CaseMap

Extracts from Authorities Spreadsheet Field Listing

Field Name What it Displays Using It

behalf of the author. acts as a scribe (i.e., enters the

fact in CaseMap), the author's
name appears in this field.

Creation Time The date and time when the Read-only. CaseMap enters the
Stamp authority extract record was date and time for you.
entered.

Last Update The short name of the author Read-only. CaseMap enters the
Author who requested the last update to author's short name for you.
the authority extract.

Last Update The short name of the scribe who Read-only. CaseMap enters the
Scribe made the last update to the scribe's short name for you. If an
authority extract. author acts as a scribe (i.e.,
enters the updates), the author's
name displays in this field.

Last Update Time The date and time when the Read-only. CaseMap enters the
Stamp authority extract was last date and time for you.
updated.

Related Topics

About fields
Creating custom fields
Analyzing and linking research
Issues spreadsheet field listing
Facts spreadsheet field listing
Objects spreadsheet field listings
Questions spreadsheet field listing

Getting Data into CaseM ap

About entering data

CaseMap offers many features for getting the various types of data you need into your case
efficiently.

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 Using CaseMap 151

The three prim ary m ethods for populating a case include:

Manually entering data into spreadsheets or using the Case Jumpstart Wizard (populates
Cast of Characters in object spreadsheets)
Using the Send to CaseMap tool to send fact text or documents directly to your case file and
to link the case record to the file. Text excerpts are sent the Facts spreadsheets and
documents to the Documents spreadsheet or another selected sub-object spreadsheet.
The Send to CaseMap tool works with Microsoft Outlook, Microsoft Word, Adobe Acrobat or
Reader, document management systems like LexisNexis Concordance, LexisNexis TextMap,
and case web sites like www.lexis Advance.com. For more information, see About the Send
to CaseMap tool.
Importing data using the Import Linked Files Wizard to automatically link to your case files
on the network and create a new case record for each file (populates the Documents
spreadsheets and other object sub-level spreadsheets while linking to documents, videos,
graphics, photographs, etc.) This also includes an option to automatically import and map
the file metadata to a CaseMap object spreadsheet. For more information, see About
importing data and Importing linked files.

Additional m ethods of getting data into your case include:

Sending/saving authority and authority extract content from case law research sites like
www.lexis.com (populates Research spreadsheets and links to web site data or PDF files)
Importing data using the Intake Interview Jumpstart Form (populating the All Objects
spreadsheet and other sub-level object spreadsheets)
Linking to emails in Microsoft® Outlook (populates the Documents spreadsheet and links to
emails in Outlook)

Learn the facts about data entry

Once you have created a case in CaseMap, you are now ready to being entering information
in spreadsheets to organize and link your case knowledge and elements. Data entered is
automatically saved as you work in a spreadsheet and table into another cell, field, or
record. There is no Save button or need for one.

Typing data into a cell that already contains text does not overwrite previous text. New data
entered will start after the last period. If two people try to type in the same cell
simultaneously, an error message displays indicating the conflict.

Anytime you need to undo your last edit, simply press the ESC key or Undo button before
leaving the field. Once you have saved the record, you can highlight text and press the
Backspace key or Delete key to remove information from a cell — just be sure not to delete
information that is linked to other data.

Learn why short names are integral to analyzing/linking data and creating reports

Before you import or enter data in a case, you need to develop an understanding of object
short names and how they affect the linking of your case information — which is integral to
using CaseMap effectively and efficiently.

Short names are unique names created by CaseMap for each object entered in a case and
are what make linking case data possible. CaseMap automatically creates short names off of
the Full Name field entry. As you enter other data in a case, CaseMap automatically identifies
text that already has a short name created for it and links the object short name with case
information: issues, facts, questions, and research. You can create your own object short

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152 CaseMap

names or modify CaseMap's default short name as needed.

Cells that store short names and link to other case information are identified by the chain
link icon in the field header.

For more information, see the About short names help topic.

Learn how to enter symbols

CaseMap allows you to enter a variety of symbols and punctuation in fields.

1. On the Insert menu, click Insert Symbol.

2. Click on the symbol you want to insert, then click Insert.

The symbol now displays in the field.

Related Topics

About importing data

About the Send to CaseMap tool
Inserting/deleting records
Auto-numbering records
About short names

Inserting/saving/deleting records

Inserting records and deleting both data and records are simple procedures that can be done
at any time. Be certain that you want to remove data or a record before doing so because once
a it is permanently deleted, it can't be retrieved without restoring a backup copy of the case or
manually re-entering it. Also use caution as data or records deleted from a case may affect
linking between case elements and/or attached source files.

We recommend you make a backup copy of the case before deleting data or records. Once
records are deleted, you cannot retrieve the data or records without restoring a backup
copy of the case. You can use the Undo feature to restore deleted data before you
navigate from the cell it was removed from.

To insert a record into a spreadsheet

New records can be added to a spreadsheet at any time by clicking on the New button
located on the Home ribbon or pressing the Insert key on your keyboard. New records
display at the bottom of a spreadsheet. Records are saved automatically as you navigate
from record to record. To resort the spreadsheet in accordance with the sort order, click
Refresh Spreadsheet located under the More button on the Home ribbon.

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 Using CaseMap 153

To insert a symbol into a record cell

1. Locate the record and cell area where the symbol will be placed.

2. On the Home ribbon, click Symbol to open the Insert Symbol dialog box.

3. In the Insert Symbol dialog box, select the symbol you want to use, then click the
Insert button.

4. Click Close to return to your spreadsheet record.

To save a record

To save data in a field, press tab to move to the next field in a record. The new record is
automatically saved.

To sav e a record, choose one of the following options:

Click in another spreadsheet record.
Under New Record, on the Home ribbon, in the Record group, select another record type
from the list.
Click F5.
Under More, on the Home ribbon, in the Record group, click Refresh Spreadsheet.
Press the Insert key on the keyboard.
Press the Down Arrow key.
Press Tab repeatedly until you tab through all spreadsheet fields for that record and a
new record row displays.

To delete data from a record cell

Delete text within a cell by simply selecting it and pressing the Delete key.

To use the Undo feature to restore deleted data, you must do so before you leave the cell.
Once data is deleted and you have selected a new cell or record, it is permanently removed
from the case.

To delete a record from a spreadsheet

You can delete a record two ways:

Under More, on the Home ribbon, in the Record group, click Revert to delete the last
record entered in the spreadsheet.
Select the record in the spreadsheet and click Delete on the Home ribbon, in the Record
group.

If you delete an object, authority, or extract record that has annotated linked
documents attached to it, the annotations will be deleted with the record. CaseMap will
display a message when this occurs, displaying how many linked facts and annotations
are attached to the record and will prompt you to confirm the deletion.

To delete all records in view

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154 CaseMap

If necessary, you can delete all records in a spreadsheet. If you want to delete multiple
records in a spreadsheet, first filter the spreadsheet to display only those records you want
to delete, then use the Delete feature.

We recommend you use extreme caution when using this feature as records are
immediately deleted from the case and cannot be retrieved without restoring a back-
copy copy of the case.

1. On the Case Tools ribbon, click Update Records, and then click Delete All Records in
View.

2. In the message box to confirm the number of records being deleted, click OK.

3. In the message box to confirm the removal again, click Yes.

All records in the current spreadsheet view are now permanently removed from the case.

4. Click OK in the message box that displays the number of records deleted.

Records not selected in the filter for removal remain in the spreadsheet.

Related Topics

About editing data

Using spelling tools
Finding/replacing data and records
Copying/pasting data and records
Making global replacements

Auto-numbering records

The Auto Number Records utility sequentially numbers the records in the current spreadsheet
using a specified starting number and increment. You need to have a number (integer) or text
field in the spreadsheet before you can use this feature. We recommend that you create a new
text field in the spreadsheet to accommodate auto-numbering needs.

Any data in the selected destination field will be overwritten. For example, if you decide to
auto-number records using the Bates - Begin field and those records are Bates stamped, then
the auto-numbering format will overwrite the Bates numbers.

We recommend you make a backup copy of the case before making any global changes,
like auto-numbering records in select fields. Once the process is completed, you cannot
undo the changes without restoring a backup copy of the case.

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 Using CaseMap 155

To auto-number records in a spreadsheet

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. Create a new text field in the spreadsheet for the new numbering format.

For more information, see Creating custom fields.

3. Filter records to include only those that you want to apply the new numbering format to.

4. On the Case Tools ribbon, click Update Records, and then click Auto Number Records.

5. In the message box, click OK.

6. In the Select the destination field dialog box, select the field to number, then click OK.

All text fields in the spreadsheet will display in this dialog box. Be certain to select a text
field that does not contain data that may be overwritten with the new numbering format.

7. In the Auto Number Records dialog box, type in the starting number you want, then
click OK.

8. In the next Auto Number Records dialog box, type in the increment number, then click
OK.

9. In the next Auto Number Records dialog box, type in the total number of digits, then
click OK.

The minimum total number of digits is 5.

10. In the next Auto Number Records dialog box, type in the prefix or leave the field blank
for no prefix, then click OK.

11. In the message box to confirm the numbering process, click Yes.

Remember that data in the selected destination field will be overwritten with the new

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156 CaseMap

auto numbering format.

12. In the message box to confirm process completion, click OK.

13. Case records in the spreadsheet view now include the new numbering format in the field
you selected.

Related Topics

About entering data

Creating custom fields
About Case Tools

Using Short Names

About short names

Short names are unique names created by CaseMap for each object entered in a case and are
what make linking case data possible. CaseMap automatically creates short names from the Full
Name field entry. When you type using short names, CaseMap automatically identifies text that
already has a short name created for it and links the object short name with case information
(documents, facts, questions, research, and issues). When using short names, CaseMap
automatically does a significant amount of the linking for you.

You can create your own object short names or modify CaseMap's default short names as
needed. Fields that store short names and link to other case information are Description
(10,000 character) fields, identified by the chain link icon in the field header.

Using short names is not required; you can enter data without using short names.
However, not using short names limits the power of CaseMap's primary feature: linking
and connecting case knowledge elements between spreadsheets. This feature is what
allows you to search and view data in various ways at a moment's notice so you can
locate essential information and create reports that shape and support your case
strategy.

Once all short names are entered into a case, run a report on the short names and
distribute it to case staff so they can familiarize themselves with parties involved in the
case and reference the sheet for correct short names.

Use short names to save data entry time

Using short names for data entry expedites the process by reducing keystrokes. Type the
first three letters of a short name (not case sensitive) then press Enter. The unique short
name is entered into a description field and replaces the object's full name as you tab into a
new cell on a spreadsheet.

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 Using CaseMap 157

Use short names to ensure consistency

Short names also ensure spelling and linking accuracy. As you type new information into a
case, short name entries are automatically identified and links are set connecting the new
information to all applicable short name entries. Short name for Persons default to the last
name and first initial. You can also customize short names rather than using the default
entry. By using short names in this way, case information is properly linked for case analysis
and reporting needs.

Short names also help eliminate misspellings or multiple spellings, especially useful for
consistently identifying parties involved in the case. For example, if a person's name is
entered into a case with multiple spellings or misspellings, CaseMap creates multiple records
and short names for the same person. This situation may cause linking issues. To resolve
this short names need to be merged into one record on the Persons spreadsheet and
verification needs to occur to ensure that all case information links also transferred during
this process.

If you can't remember an object's short name, right-click in an empty part of the cell and
click Link Assistant or start typing the first letters of what you think the short name
entry might be. The Link Assistant will automatically provide suggestions based on the
first few key strokes or will provide a listing of all objects for you to select the right
match.

For more information, see the Merging short names and Using the Link Assistant help topics.

Understand short name rules and conventions

Using short names brings consistency to your case information. Short names are unique
identifiers created by CaseMap based on the object's Full Name entry and can vary
depending on whether it is a person, organizations or documents. Without short names, it's
easy to enter multiple names or records for the same person, organization, or document.

Reference the following table for an overview of how short names work in CaseMap.

Short Name Considerations

Fields Description

General CaseMap removes all instances of "The", spaces, and commas. Each
remaining word is capitalized.

The maximum character limit is 30 characters with no punctuation or

spaces (hyphens and dashes count as characters).

Never use brackets as they block out CaseMap's recognition of short

names.

Each short name must be unique.

Display Short names (by default) always display in description fields as underlined
with blue dashes to verify that the object is recognized by CaseMap. You
can modify short name display by clicking Object Display Options on the
View ribbon.

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158 CaseMap

Short Name Considerations

Fields Description

Object short names display in a cell when editing content, then CaseMap
reverts to full name display when you move to another cell.

Data Entry You can ignore using capitalization during data entry. CaseMap identifies
short names with or without capital letters.

Persons CaseMap creates a person's short name with the last name followed by
the first initial. For example, Philip Hawkin's short name is HawkinsP. When
customizing short names avoid using common words, e.g. "TO" for Tom
Oliver instead of OliverT or OliverTed.

CaseMap removes titles, ignores middle initials, and eliminates all naming
distinctions, such as Jr., Sr., II, etc.

Organization CaseMap removes all instances of "The" and "Inc.".

s

If the organization's name is two words or less, CaseMap combines the

words into one and trims it to 30 characters or less.

If the name is three words or more, CaseMap reduces it to initials or an

acronym.

Documents CaseMap uses the initial Bates number of the document as the default
short name. It copies this values from the Bates - Begin field.

For documents without Bates numbers, CaseMap creates a short name

based on the full name entry up to 30 characters.

Printing Full names automatically replace short names when printing. The blue
underline does not display on reports.

Review examples of short names

A case involving a defendant named Ridge Medical Center could be entered as an object into
a case multiple times by different users (Ridge, Ridge Medical, Ridge Medical Center). Staff
users could accidentally create multiple object records for the same defendant by entering
various spelling, or possible misspellings, for one organization's name. Case data could then
be linked to three object entries for one organization. This complicates your case information
integrity and makes sorting/filtering data accurately a problem.

Using a short name, like RMC, in reference to the defendant helps minimize these issues by
providing an easily identifiable name that can be adopted quickly by all case users. Using
RMC as the short name also ensures that you will not miss critical fact information when you
filter a chronology of facts for this defendant.

Learn how CaseMap translates full names into short names

Reference the following table to see how CaseMap creates default short names for

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 Using CaseMap 159

different object types based off the Full Name field entry.

Short Name Examples

Object Type Full Name Short Name

People Philip Hawkins HawkinsP

Col. David R. OnofreyD

Onofrey, III,
Esq.

Organizatio The Widget WidgetWorks

ns Works, Inc.

Anstar Biotech ABI

Industries

Documents Document P001232

P001232

Proceedings Deposition of DepositionOfLindaCollins

Linda Collins

Other HR notes re HRNotesReCastleGrande

Castle Grande

You can modify the default short names applied by CaseMap, at any time and as often
as you want. For example, you may want to shorten a deposition's default short name
to "DepoCollins" as opposed to "DepositionOfLindaCollins".

Automate linking of case information using short names

Links within a case are the pivotal means of connecting information elements so you can
view, sort, filter data connections at any time, in the manner that you need it. Using object
short names automates this process, eliminating the need to manually link key information
together. Short name linking works in any spreadsheet's Description field (identified by a
chain link icon), and list or detail dialog boxes. The three most important Descriptions fields
in CaseMap are the Fact Text field, Source(s) field, and the Question Text field.

If a case witness, Linda Collins, is mentioned in 150 facts using the short name of CollinsL
for information entered regarding her, then her short name is automatically linked to fact
records in the Facts spreadsheet and any records where her name appears in an object
spreadsheet. Once the links exist, you can display a list of the facts related to Linda Collins
any time you want.

Exam ple of short nam e linking:

Fact Text: CollinsL worked for ABI from 1991-2003.

In this instance, CaseMap created two links for Linda Collins. Her name is linked to the Fact

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160 CaseMap

Text field on the Facts spreadsheet. And she is also linked to the organization, Anstar
Biotech Industries, in the Organization spreadsheet.

Use caution when deleting short names. If you delete a short name from a field,
CaseMap immediately deletes it from all spreadsheets and displays "deleted object"
where it previously appeared. Any links associated with a deleted short name are lost.
To restore your links, you need to recreate the object's short name and reset all links
manually by using Edit > Find and Edit > Replace on every spreadsheet where the
deleted object might have been added. You could also restore the case from the
previous day's backup file, which means you may risk losing some case updates applied
since the backup occurred.

For more information, see the Changing short names help topic.

Use the Short Name Checklist to save planning time

Reference the Short Names Checklist to ensure that you are minimizing any possible data
impacts that could be related to short name linking.

Checklist: Short Names

Task

Developing a Case of Characters

Have you developed a Cast of Characters for all objects, primarily people, and
organizations?

Naming Conventions

Do you have file naming conventions in place for all electronic and digital file types?

Do you have document naming conventions in place? Have you determined how
emails, documents, letters, proceedings, and other documentation materials will be
named with a short name?

Have you determined how to manage documents with Bates numbering applied?
Will you use Bates numbers as short names for these documents?

Have you noted any people that have identical names or where the short names
become identical? Did you find a way to differentiate between them using numbers,
using full first names following a last name, or the last four digits of a SSN, etc.?

Have you located any duplicate people entries? Were you able to merge them
keeping any data linking in tact?
* See the Merging short names help topic for details.

Did you locate any short names that might spell a common word, like “to” or
“the”?
* Short names that are also common words will be overlooked in a search. We
recommend that you manually modify the short name entries to avoid this.

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 Using CaseMap 161

Checklist: Short Names

Task

Have you determined whether a short name should be created for a group of
people, as opposed to one individual?

* This is useful to identify a group or organization involved in a matter, when

individuals’ names are less of an issue.

After you bulk import a set documents into a case, did you remember to run the
Short Name Assistant utility?
* We recommend you run this utility after every bulk import of documents to
ensure that any unlinked objects are identified and can be repaired. See the Using
the Short name Assistant section for details.

Educating Case Users

Do case users understand the importance of and how to use short names when
working in a case? Or is this task restricted to certain staff?

Have you determined any guidelines for how case staff will enter new short names
on the fly during case analysis?

Did you give case staff a short names reference listing?

* See the Hiding Documents when Printing section for details.

If you have a new short name entry (person or organization) once case analysis
has started, do you have process in place for notifying case staff?
'

Related Topics

Using the Link Assistant

Changing short names
Changing short name display
Merging short names
Using the Short Name Assistant

Using the Link Assistant

If you've forgotten the spelling of a short name, the Link Assistant tool contains a listing of all
previously associated short names and allows you to select from the entries. As you type
information, the Link Assistant automatically tries to identify any associated short names for
you by displaying possible spelling matches in a pop-up window for you to select or accept. The

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162 CaseMap

Link Assistant is accessible from all description fields, which are identifiable by the chain link
icon.

To use the Link Assistant tool

1. Click in the cell of a description field.

2. Start typing what you think the short name might be.

3. When the Link Assistant offers a suggestion as you type, press Enter to accept the entry
and simply continue typing information.

The Link Assistant selects and displays short names based on possible matches for
letters you have started to type.

4. If you don't know the short name at all, right-click in the cell's white space and click the
appropriate short name entry from the Link Assistant listing.

To open the Link Assistant, you can also press CTRL + SPACEBAR.

To set Link Assistant options

If the Link Assistant is launching either too quickly or not fast enough, you can adjust the
sensitivity settings by selecting how many characters are typed before the pop-up window
displays. Link Assistant settings apply to all cases accessed in CaseMap.

To modify Link Assistant settings, click Options on the File menu. On the Spreadsheet tab
under Link Assistant, click on the Sensitivity setting preferred.

You can also disable the Link Assistant tool here by clearing the Auto-Popup check boxes for
both objects and issues.

Related Topics

About short names

Changing short names

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 Using CaseMap 163

Using the Short Name Assistant

Changing short names

Using CaseMap's default short name ensures consistency and reduces confusion for identifying
short names. There are times when changing a short name is necessary, such as when it
conflicts with a common word or there is another valid reason.

If you need to change a short name for one that is more recognizable, you can do so at any
time. Changing a short name does not impact existing links made with the current or previous
short name entry. Once these links are set, CaseMap maintains them for you.

Valid reasons to change short nam es include:

Avoiding use of a short name that is also a common word
Avoiding confusion when several people have the last same name and first initial
Using a recognized nickname or moniker for a crucial object, as opposed to the default
option
Adding a shorter name that requires less key strokes for data entry

Once you change a short name, the new entry is immediately visible to all users in the
case and must be understood and accepted as the new short name. Ensure that all case
users are notified of the upcoming change beforehand to reduce any confusion.

To review examples of changing short names

Example: Sarah Day = DayS

This short name is not acceptable because CaseMap reads the entry as "days" and ignores
it during a search. In this instance, you will want to change the short name to "DaySa" or
something similar.

Example: OJ

Full Name: Orange Juice Simon

Default Short Name: SimonO

Modified Short Name: OJ

Using Simon's moniker of OJ is both commonly identifiable and reduces five key strokes
during data entry.

To review tips for changing short names

If you have a class action law suit with 50 people named John Smith, the best way to
differentiate them is to add the last four digits of their social security numbers to the
short name. If there's only a few people with the same name, using state abbreviations
may be enough (if there are no state conflicts).

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164 CaseMap

If a case involves several family members with the same name or initials, we suggest you
use first names to identify them: SmithBarb, SmithBob, SmithBridg.
If a crucial object has a recognized nickname, use it as the object's short name based on
the 80-20 rule that 20 percent of the witnesses, documents, and other objects in a case
will generate 80 percent of the facts and questions.

To change a short name

1. In the Case Shortcuts pane, click the spreadsheet icon for the spreadsheet (e.g.,
Persons) you want to use.

2. Click in the cell for the short name entry you want to change.

3. In the Short Name field, highlight the short name entry and press Delete on the
keyboard.

4. In the Short Name field, type the new short name and then click out of the cell.

The new short name is now changed in every instance where the former short name
displayed in the case.

Related Topics

About short names

Using the Link Assistant
Changing short name display
Merging short names

Changing short name display

CaseMap always displays short names in description fields as underlined with blue dashes.
Object short names display in a description fields (by default) when editing content, then
CaseMap reverts to full name display when you exit the cell.

You can modify the short name display settings to your personal view. These settings do not
affect other user views. Changing object display options affects the display of short names in
description fields in spreadsheet views, list dialog boxes, and detail dialog boxes.

To change short name display

1. On the View menu, click Underline Objects to add/remove the blue underline from
object display in description fields.

By default, objects are underlined with blue dashes.

2. Click Show Full Name to turn off/on whether an object full name displays in description
fields when you exit the cell.

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 Using CaseMap 165

By default, object full names display in description fields unless you click in the cell, then
short names display.

Related Topics

About short names

Changing short names

Merging short names

If two objects with similar short names are entered into the case and are actually the same
object, you need to merge them together to reduce linking and sorting consistencies in the
case. Using the Object Link Merger tool, you select one object to keep and one to delete, and
the utility transfers the links for you.

The Object Link Merger only transfers objects links; it does not transfer any other data
between records. If you need to retain data from other record cells for the object
identified for deletion (especially for document records), then copy/paste that data to the
object you are keeping before using the utility.

Use caution when deleting short names. If you delete a short name from a field, CaseMap
immediately deletes it from all spreadsheets and displays "deleted object" where it
previously appeared. Any links associated with a deleted short name are lost. To restore
your links, you need to recreate the object's short name and reset all links manually by
using Edit > Find and Edit > Replace on every spreadsheet where the deleted object
might have been added. You could also restore the case from the previous day's backup
file, which means you may risk losing some case updates applied since the backup
occurred.

To merge short names

1. Open the object spreadsheet where you need to merge short names.

2. On the Case Tools ribbon, click Object Link Merger.

3. In the Object Link Merger dialog box, click Next.

4. In the Field list, click Short Name.

5. In the Search field, type the first short name entry and then click Next.

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166 CaseMap

6. In the Search field, type the second short name entry and then click Next.

7. Select the object short name you want to delete and then click Next.

8. Review your choices by selecting the object to delete, and then click Next.

9. Confirm and click Finish to initiate the link merger process.

10. In the message box to perform another object link merger, click No.

The short name entry you selected to delete no longer displays in the case. Notice that
all # Fields now display a higher number of links for the record you retained in the case.

Related Topics

About short names

Changing short names
Using the Short Name Assistant

Using the Short Name Assistant

After you bulk import a set of documents, you may want to run the Short Name Assistant utility

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 Using CaseMap 167

as a standard practice. The Short Name Assistant utility identifies any unlinked objects
mentioned in description fields for the imported documents and sets links for them to any other
applicable case elements.

To run this utility, click Case Tools, and then click Short Name Assistant.

The Short Name Assistant does not link names imported as full names. Full names need to
be replaced with short names in the source file before the import or in all spreadsheet
description fields before running the Link Assistant.

Related Topics

About short names

Changing short names
Merging short names

Entering Objects
About objects

CaseMap's Objects spreadsheets are where you organize your lists of "nouns" or Cast of
Characters regarding the case, including persons, places, events, documents, evidence,
proceedings, and pleadings. When you read "object" in CaseMap, think of all the people,
organizations, documents, and other things that have a role to play in the case.

The All Objects spreadsheet contains a grouping of persons, organizations, documents, and
other object lists. The fields in this spreadsheet are common to all object types.

By using the All Shortcuts pane, you can further drill down into sub-level spreadsheets to view
only the Persons listing or all Pleadings entered in the case. Fields are specific to individual
object spreadsheets. For example, you will find a Phone Numbers field on the Persons
spreadsheet and a Bates - Begin and Bates - End field on the Documents spreadsheet.

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168 CaseMap

Objects Spreadsheets Overview

All objects have both a full name and a short name.

Most sub-level object spreadsheet data is included in the master All Objects spreadsheet,
specifically common fields.
* Additional sub-level spreadsheet fields that are not in the All Objects spreadsheet view are

accessible by selecting the record and then clicking on the Record Detail button .

When you enter data or update a description field, only object short names appear or are
recognized. Full names disappear, even if this option is selected. Full names reappear as
soon as you leave the cell.

Create a Cast of Characters first

We recommend that you enter a basic Cast of Characters into CaseMap at the beginning of
each case to determine short name conventions and identify any names that might need
short name modifications. Having object short names known before data entry and import
speeds the data entry process and helps eliminate rework of duplicate entries and/or linking
issues later.

Once the Cast of Characters is complete, we recommend that you manually enter the

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objects in the All Objects spreadsheet or sub-level spreadsheets to create and modify the
short names. When case information is sent to CaseMap or imported later, all objects are
then immediately recognized with automatic linking to case elements set in place —
removing the need to manually link and connect it later.

Create generic short names for terms or groups

If you have a case where multiple people only need to be identified by a job or class, you
may want to use a generic term as the short name instead of entering 150 or 150,000
people into the case.

Example: Terminal Operator

An organization may have 500 terminal operators in a class action lawsuit. By using
"Terminal Operator" as the short name, you are simplifying data entry and streamlining
searching and sorting options.

Example: Bloods or DEA

You may consider consolidating groups of two or more people into one name that best
identifies the actual party. Members of a street gang or employees or members of an
organization or department might better be identified in a group short name than
individually.

Review tips for using object spreadsheets

Use object spreadsheets to produce document indexes, exhibit lists, witness lists, and a
Cast of Characters report.

Reference the following list for of examples for using some of the sub-level object
spreadsheets.

Tips for using object spreadsheets

Spreadsheet Use

Other Physical Can be used as a catch-all for extra information.

Evidence

Events Best used to aggregate a subset of facts based on one event; a

primary contributing factor to a main fact.
For example, setting "The Company Picnic" as an event allows you to
reference it in a number of facts and search for the set of facts
connected to this event — all which may be critical the case.

Places Can more than just a physical address. A place can be an alley, a
conference room, elevator, plot of land, etc.

Other Discovery Track interview notes, request for productions, etc.

Demonstrative Link and track charts, slide presentations, videos, photographs, and
Evidence other files supporting the case.

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Tips for using object spreadsheets

Spreadsheet Use

Other Objects Great for storing Lexicons, a dictionary or glossary of case jargon.

Related Topics

About entering data

About short names
Entering objects

Entering objects

When first entering objects in a new case, you have options for how you may want to proceed.
Review each option and decide what works best for the case and case staff. Data entered in
spreadsheet cells is automatically saved as you navigate to a new cell or record. Sub-level
spreadsheet fields change as they relate to each spreadsheet.

You can enter objects by:

Typing all objects data in the All Objects spreadsheets
Typing object data by type into each sub-level spreadsheet
Use the Case Jumpstart Wizard to populate a Cast of Characters for a new case

After a case is populated with data, you have the option of entering objects on the fly. For
example, you may be entering fact text information when you type in a person's name that has
yet to be added to the case. You can enter it from the Facts spreadsheet without interrupting
the task at hand. For more information, see the section below To enter objects on the fly.

As cases become populated with facts and issues, you may find some fields automatically
display data when new objects are entered because case elements are linking.

Object spreadsheet detail dialog boxes are forms for capturing additional details in fields
that are not visible in spreadsheet view. Click the Detail button to display the detail dialog
box for a particular object in the spreadsheet.

To enter objects in the All Objects spreadsheet

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1. On the Home tab, under More, click Add Object.

A blank object record automatically displays for you to start entering data.

2. In the Object Type list, click on the object type (e.g., Person) for the record you are
entering.

3. In the Full Name cell, type the full name for the object you are entering.

4. Press the Tab key.

Notice that a Short Name field entry is automatically created based on the Full Name
entry.

5. Click OK.

The new record is added to the selected object type (e.g., Person) spreadsheet.

6. Click New Record button and click Objects to continue entering object records.

You can also press the Insert key to add a new blank record into a spreadsheet.

Record data is automatically saved as you navigate to a new cell or record.

To enter objects in sub-level spreadsheets

1. On the Home tab, click New Record, and then select the icon for the spreadsheet (e.g.,
Events) you want to open.

If this is a new case, a blank object record automatically displays for you to start
entering data.

2. In the Full Name cell, type in the full name for the object you are entering.

3. Press the Tab key.

Notice that a Short Name field entry is automatically created based off the Full Name
entry.

4. Scroll to the right and enter additional field data as appropriate.

5. Click on the New Record button to continue entering object records as applicable.

You can also press the Insert key to add a new blank record into a spreadsheet.

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Record data is automatically saved as you navigate to a new cell or record.

To enter objects using the Case Jumpstart Wizard

See the help topic Using the Case Jumpstart Wizard.

To enter objects "on the fly"

If you are entering facts and notice a person or organization has not been entered in the
case, you can create one on the fly without having to stop and manually enter a record in an
objects spreadsheet. You can identify an object that is new to the case because it does not
display a Short Name Link Assistant entry when you type in the first three letters of the
short name.

When you enter an object on the fly, only the full name and short name are created for the
object record. You will later need to return to the sub-level spreadsheet and complete enter
additional field information for that record.

1. Highlight the object's full name in the cell you are working in.

2. Right-click and then click Add Object.

3. In the Add Object dialog box, modify the Object Type, Full Name, or Short Name field
data as needed.

4. Click OK to save the object record and continue typing the information you were
currently entering.

To delete objects

1. In the object spreadsheet, click on the object record you want to delete.

2. Click the Delete Record button on the Standard toolbar.

The object record is now permanently deleted from the case.

When you delete an object record, you also delete links between the object and any
associated case elements. Be sure to make note of any linked data prior to deleting a
fact.

Related Topics

About objects
Analyzing and linking objects

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Entering Facts
About Facts

The Facts spreadsheet is where you build the Fact Chronology for your case, including known
facts, potential facts, and rumors. Each fact is entered as an individual record so that you can
categorize and link your facts to issues, people and documents.

Data is easily viewed, edited and analyzed in the List View (spreadsheet) and/or Fact Cards
view.

Over 35 litigation support programs have integrated with CaseMap, incorporating a Send to
CaseMap feature. However, when you first begin a new case, you can begin building your Fact
Chronology by manually entering data as it is gathered in the List View (spreadsheet view) or
by using Entity Recognition for Fact Entry. This feature allows you to automatically recognize
Objects when importing from a PDF file or Word document. See Entity Recognition for Fact Entry
for more information.

If you have Adobe Acrobat or Reader, you can set up PDF documents as objects and cull
linked facts from them to directly populate the Facts spreadsheet.

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Related Topics

About PDFs and DocPreviewer

About Fact Cards
Using Fact Cards
About the Facts spreadsheet
Entering facts in the spreadsheet view

About Fact Cards

On the Home ribbon, you can toggle between the List View (spreadsheet view) and the Fact
Cards view. The Fact Cards view creates a visual map of the facts in each case. This provides a
simple approach to display, evaluate and edit facts based on the Issue or Evaluation status.

You can choose to view fact cards by Issues or by Evaluation Status. Selecting Issues will
display the fact cards by issues and selecting Evaluation will display the fact cards by
Evaluation status.

Each description of the fact is displayed, easily viewed and organized in the Fact Cards view.

Fact Cards are sorted and displayed by date and time. There are separate rows arranged in
descending order and facts with no dates will be placed in the last row.

You can also generate filtered reports from the Fact Cards view. This allows you to generate
and print reports without having to switch to the List View.

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Review Fact Card features

Reference the following table for an overview of the Fact Card features.

Fact Cards Overview

Display and sort the fact cards sorted by date/time.

Display the fact cards based on Issue or Evaluation status.

Change and update assigned issues in the Fact Card view.

Drag/Drop fact cards to a different Issue or Evaluation status.

Apply color coding to each fact card that belongs to the same Evaluation status.

Change the color of the fact card.

Display the evaluation status indicator in the fact card.

View and edit fact details.

Create new facts from the Fact Cards view.

Delete facts from the Fact Cards view.

Generate reports from the Fact Cards view.

Related Topics

Using Fact Cards

About facts
About evaluation tools

Using Fact Cards

Using the Fact Cards view on the Facts spreadsheet allows various ways to view and evaluate
the facts in a case. You also have options to create, edit and delete fact information in the Fact
Cards view.

Facts are sorted chronologically by date and time. Facts that do not include dates will be placed
in the last row.

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176 CaseMap

You can edit, v iew and ev aluate fact cards by:

Issues
Evaluation

When you click the Fact Cards view, the Issues are displayed by default.

Fact Detail view allows you to view and edit the fact text, traits, and evaluation. This view also
provides a link summary and update history.

There is also an option to view uncategorized facts that do not have issues assigned. These
facts are displayed in their own section. Once an issue has been assigned to the fact, the fact
card displays in the sorted fact card view.

You can also drag and drop fact cards to assign to an issue(s) or move from one issue to
another. This allows a quick and easy way to quickly change the assignment of issues based on
your case analysis.

The drag and drop feature is also available to change facts from one evaluation status to
another.

Reports can also be generated in the Fact Cards view. This allows a simple way to print without
having to switch back to the List View.

The output options available are Print, Print to PDF and Batch Print. The generated reports print
in the list view format.

Uncategorized facts are not included in the reports.

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View Fact Cards by Issue

You can view Fact Cards by the issue(s) they are assigned to in the case. This feature allows
you to view and edit the associated issues in the Fact Card view.

The evaluation status indicator is also displayed. Once you select a fact card, hovering over
the visual indicator will display the evaluation status text.

See About evaluation tools for more information regarding evaluation status.

When the fact card is selected, the issues are displayed with check box selections. Click
the fact card or on the white space to deselect, and the issues change to display mode
without the check boxes.

To view issues assigned to a fact

1. Click the Fact Cards button on the Home ribbon.

By default, the first issue is selected and displays the associated fact cards.

2. Click the issues in the left pane to see all associated facts assigned to each issue.

The date and time information is displayed in chronological order.

To change/update assigned issues to a fact

A selected Fact Card displays the associated issues assigned to the fact. You can
reassign and/or add additional issues to a fact by selecting or clearing issues in the
issues pane.

1. In the Fact Cards view, select the fact card.

All issues currently assigned to the fact are indicated with a check mark in the issues
pane.

2. To update, select or clear the issues in the issues pane to add and/or remove
associated issues to the fact card.

The list of issues is updated.

You can also reassign and/or add additional issues to the fact via drag and drop.

To assign facts to a new issue via drag and drop

You can drag and drop fact cards from one issue to a different issue to change the issue
assignment.

1. In the Fact Cards view, select the fact card.

2. In the header section of the fact card, drag and drop the fact card to an issue in the
issue pane.

If you drag the fact card from one issue to another, it will change the issue
assignment.

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If you drag the fact card to an issue to which it is already assigned, it will remove the
prior issue.

If you drag a card to an issue that it is already assigned, an error message displays
and the duplicate card is removed.

View uncategorized facts and assign to an issue(s)

Facts that have not been assigned to an issue displays fact cards in the Uncategorized
Facts section.

This section is collapsed by default, but can be expanded by clicking the double arrows

Once an issue(s) is assigned to the fact card, it is removed from the Uncategorized Facts
section.

1. In the Fact Cards view, expand the Uncategorized facts section.

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2. Click the fact card you want to assign to an issue.

3. Assign the selected fact to one or more of the issues by selecting the issue(s) listed in
the issues pane.

You can also select an uncategorized fact card and assign to a new issue via drag and
drop.

The fact card is removed from the Uncategorized Facts section.

View Fact Cards by Evaluation

You can view fact cards by the Evaluation status. This feature allows you to view and edit
the associated evaluation statuses in the Fact Card view.

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180 CaseMap

When the fact card is selected, the evaluation statuses are displayed with radio
buttons. Click the fact card or the white space to deselect, and the evaluation statuses
change to display mode.

If there are no evaluation status fields, you will receive a warning message to add an
evaluation field in order to view Fact Cards by Evaluation.

If there is more than one evaluation status field, the fact cards with the oldest
evaluation status field column is displayed.

To view evaluation assigned to a fact

1. Click the Fact Cards button on the Home ribbon and then click the Evaluation tab.

By default, the first evaluation is selected and displays the associated fact cards.

2. Click the evaluations in the left pane to see all associated facts assigned to each
issue.

The date and time information is displayed in chronological order.

To assign evaluation via drag and drop

You can drag and drop fact cards from one evaluation status to a different evaluation
status.

1. In the Fact Cards view, select the fact card.

2. In the header section of the fact card, drag and drop the fact card to another
evaluation in the left pane.

The fact card is assigned to the new evaluation.

View unevaluated facts and assign to an evaluation

Facts that have not been assigned to an evaluation status displays fact cards in the
Unevaluated Facts section.

This section is collapsed by default, but can be expanded by clicking the double arrows

Once an evaluation is assigned to the fact card, it is removed from the Unevaluated Facts
section.

1. In the Fact Cards view, expand the Unevaluated Facts section.

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2. Click the fact card you want to assign to an evaluation.

3. Assign the selected fact to an evaluation by selecting the evaluation listed in the left
pane.

You can also select an unevaluated fact card and assign to a new evaluation via drag
and drop.

The fact card is removed from the Unevaluated Facts section.

View/Edit Fact Details

Fact details can be viewed and edited from the Fact Cards view. This allows you to edit and
view the Fact Text, Traits, Evaluation, Link Summary and Update History without going back
to the List View.

1. In the Fact Cards view, select the fact card, and then click Detail on the Home ribbon.

You can also click the information button in the fact card to open the fact details.

2. Enter data to edit the fact text, traits, and evaluation status. You can also view the Link
Summary and Update History.

3. Click Close to close the Fact Detail.

The fact card is now updated with the new information. Date and time information is
displayed in chronological order.

To sort by date

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1. In the Fact Cards view, click Sort & Filter on the Home ribbon.

2. Click the option to Sort Ascending or Sort Descending.

Create new facts from fact cards view

You can create facts in the Fact Cards view without having to open the List View.

1. In the Fact Cards view, click New Fact on the Home ribbon.

2. Enter the Fact Details and then click Close.

The new fact card is displayed in the corresponding Issue and/or Evaluation status.

If you have not assigned an issue to the fact, the new fact will be placed in the
Uncategorized Facts section.

Delete facts from fact cards view

You can delete facts in the Fact Cards view without having to open the List View.

1. In the Fact Cards view, select the Fact Card you want to delete and click Delete on the
Home ribbon.

You can also press the Ctrl + Delete keys to delete a Fact Card.

2. Click Yes in the dialog box to delete the fact.

Once the fact card has been deleted, the fact is permanently removed from the case
and not just the Issue or Evaluation to which it has been assigned.

Related Topics

About facts
About evaluation tools

About the Facts spreadsheet

On the Home ribbon, you can choose the List View (spreadsheet view).

You can enter, view, and edit the fact chronology for the case. In this view, each fact is entered
as an individual record and can be linked to issues, evaluations, and objects.

Facts Spreadsheet Overview

The Facts spreadsheet sorts by the Date & Time field (by default).

All new fact records display at the bottom of the spreadsheet until you finish entering data.

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 Using CaseMap 183

Facts Spreadsheet Overview

All facts without a date entry default to "To Be Determined" and display at the top of the
spreadsheet until a date/time is established and the record is updated with a date entry.

To refresh the Facts spreadsheet and sort it into chronological order, click Refresh
Spreadsheet on the Home ribbon by clicking the More button or pressing F5.

Related Topics

About entering data

About spreadsheets
Entering facts
About Fact Cards
Using Fact Cards

Entering facts in the spreadsheet view

When you enter facts in the Facts spreadsheet, we recommend that you type using short
names so that you automatically link the fact record to any objects already populated in the
case.

To enter facts

1. On the Home tab, click New Record, and then select Fact.

A blank fact record automatically displays at the bottom of the spreadsheet for you to
start entering data.

2. In the Date & Time cell, type in the date and time the fact occurred.

3. In the Fact Text cell, type in a short summary of the fact, using short names for objects.

Additional fact information can be added to the Description field for this record.

Notice that when you type using short names you are automatically linking the fact
record to objects (people, organizations, documents, etc.)

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4. In the Source(s) cell, type the source for this fact (such as Interview Notes).

5. In the Material cell, click No, Unsure, or Yes.

6. In the Status cell, click on the applicable disputed or undisputed status.

7. Click on the New Record button and click Fact to continue entering fact records.

Record data is automatically saved as you navigate to a new cell or record.

To delete facts

1. In the Facts spreadsheet, click to select the fact record you want to delete.

2. Click the Delete Record button on the Standard toolbar.

3. Click Yes in the confirmation screen.

The fact record is now permanently deleted from the case.

When you delete a Fact record, you also delete links between the fact and any
associated case elements. Be sure to make note of any linked data prior to deleting a
fact.

Related Topics

About facts
Setting the date and time zone
Analyzing and linking facts

Setting the date and time for facts

When entering facts, you want to pre-determine how dates are being read and entered for the
case. CaseMap dates default to MMDDYYYY entries. You can choose whether to display the day
and time in the File > Options > Date tab. CaseMap date fields can accommodate common date
field entries, including month and year entries, as well as date ranges.

The Facts spreadsheet sort order defaults to the Date and Time field. Facts entered
without dates receive a "To Be Determined" designation and sort to the top of a
spreadsheet until a date is entered.

How to use fuzzy dates

You have the option of using incomplete or "fuzzy" dates if you do not know the exact day
an event occurred, but you do know the month and year.

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 Using CaseMap 185

Example: An entry of 8/99 is read as 08/??/1999 and sorted as August 1, 1999.

Example: Entering 99 is read by CaseMap as ??/??/1999 and sorted as January 1, 1999.

How date ranges are sorted

Date ranges are sorted based on the first date entered and are best separated with a
hyphen.

Example: 7/1/08 - 7/4/08

How to specify time

Date fields also accommodate time display in 12-hour or 24-hour options (military time). To
add the morning or evening, simply type "am" or "pm". You can also enter the hour using
"fuzzy" time.

Example: An entry of 4:?? is read as 4:00 a.m.

You cannot enter a time if a date entry has not been made. If you try to enter a time,
CaseMap reads the hour as the year and the minutes as the hour.

If a case's time zone is not entered properly during the creation of a new case, you
may have discrepancies with accurate time zones. For example, a 9:00 a.m. meeting in
Los Angeles, CA, may appear to have happened before a 9:15 a.m. meeting in New
York City. This could adversely affect your perception of the case chronology. The time
zone for the case should be set to where most of the case facts occurred.

How to organize dates sequentially

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Facts that have the same date and time can be organized sequentially by inserting the #
symbol into the Date & Time field and then typing a number indicating their order. Facts will
sort according to the number sequence.

For example, two facts are shown below. The first fact record (#1) is a meeting that
occurred. The second fact record is a discussion (#2) that took place during the meeting
(#1).

How to use the Date Stamper

The Date Stamper tool is used to assist with date and time entries by setting the date and
time, or editing it if already displaying within a field. Using this tool is optional, but it is
helpful for setting time zone abbreviations when cases include facts occurring in various
parts of the country or internationally.

Access the Date Stamper in any spreadsheet date field by clicking the Ellipsis button in the
cell.

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The Date Stamper is accessible in six fields:

Date & Time (Facts)
Deposition Date (Persons)
Date (Documents)
Begin Date and Time (Events)
End Date and Time (Events)
Due Date (Questions)

How to adjust the time zone

Use the Time Zone tab to indicate the time zone where a fact or event occurred. Typically,
you do not need to set the time zone while entering dates because CaseMap automatically
sets the time zone of each date you create according to the case's default time zone. You
only need to select a time zone when a particular fact of event occurred outside the case's
primary time zone or you can only identify it in relation to Greenwich Mean Time.

Example: An event occurring in Katmandu, Nepal would need to be identified as GMT +5:45.

Use the Tim e Zone tab to:

Adjust the time zone for an event that occurred outside the case's primary time zone
Adjust time zones when the case's primary time zone was not set
Set general time zones, like Eastern (ET) or Western (WT) time
Identify an event that occurs in relation to Greenwich Mean Time

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Related Topics

About facts
Entering facts
Analyzing and linking facts

Entering Issues
About issues

Issue outlining most often begins when you first accept a client case and becomes an unending
work-in-progress throughout the life of a case. When you accept a case, start outlining your
issues in the Issues spreadsheet so you can quickly develop a hierarchy of claims,
counterclaims, and any other known arguments.

The Issues spreadsheet can hold as many levels or sub-issues as you want and is
automatically numbered (1, 1.1, 1.1.1) to indicate main issues and sub-level items for a case.
The Issues spreadsheet numbering format is hard-coded and cannot be customized.

We recommend you start with a high-level outline (three main levels) until you understand
what issues need to be tracked. You can add additional issues and sub-issues as the case
evolves. Doing so keeps your case data simplified and easier to manage over time.

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Understand how # Fields work

The Issues spreadsheet contains numerous # Fields (a.k.a. Link Summary fields). Each #
Field calculates the number of case knowledge elements linked to both the parent and child
issues.

For example, when facts, documents, people, questions, and research are linked to a
sublevel issue, CaseMap still counts it as being linked to the parent issue as well. The #
Facts field automatically populates with numbers when you use the Issue Linker tool on the
Facts spreadsheet to link facts to issues.

Once you link issues to facts, objects, etc., you can click on the Ellipsis button in a # Field cell
to view a list dialog box of items distinct to that issue. You can also review, print or print to
PDF the content in the list dialog box as needed.

Use the Issue Linking pane to link case elements

The Issue Linking pane is used to quickly link facts, objects, questions, and research
authorities to issues.

Click on the Issue Linking button on the Home ribbon from one of these respective
spreadsheets. The pane displays to the right of the spreadsheet. For each selected record,
select an issue check box to link the case elements together. You can select multiple issues
for each record.

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For more information, see Creating outlines.

Use the Issue Linker pane when importing data

Case content may also be linked directly to issues when it is imported from another
application (such as Acrobat PDF files) using the Send To CaseMap utility.

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For more information, see the Importing PDFs or Entering research help topic.

Use the Bulk Issue Linker to link multiple records to issues

Instead of linking each record individually to issues, you can use the Bulk Issue Linker to link
multiple case records to one or more issues at a time.

For more information, see Using the Bulk Issue Linker.

Related Topics

About entering data

Creating outlines

Creating outlines

When you first create an issues outline in the Issues spreadsheet, you can choose to enter all
primary issues first and add sub-level issues later. Or you can enter them all at one time. It's
easy to insert a new record or reorganize issues and sublevel issues in the spreadsheet.

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Create an initial issues outline

1. Open/create the new case.

2. On the Home ribbon, click the New Record button, and then click Issue.

A blank issues record automatically displays in the spreadsheet for you to start entering
data.

3. In the Full Name cell, type in the full name of the first issue.

4. Press Tab to navigate to the next cell.

Notice how the Short Name cell automatically fills in for you.

5. Optional: Click the New Record button and click Issue.

You can also press the Insert key to add a new record.

6. Continue entering all primary level issues in this manner.

Record data is automatically saved as you navigate to a new cell or record.

To enter sub-level issues

1. In the Issues spreadsheet, highlight the primary issue for which you want to add sub-
level issues.

2. Click the New Record button and click Issue.

You can also press the Insert key to add a new record.

3. In the Full Name cell, type in the full name of the sub-level issue.

4. Click on the arrow pointing to the right to make this record a sub-level issue.

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Notice that the arrow highlights in red to indicate which direction you are moving the
record within the spreadsheet.

The sub-level issue is now indented and follows a secondary outline numbering scheme,
and the Short Name cell is automatically filled in.

5. Continue entering all sub-level issues in this manner.

Record data is automatically saved as you navigate to a new cell or record.

After you create your initial issue outline, you can link issues using the Issue Linking pane,
which is accessible from each spreadsheet. If data is imported from other applications using the
Send To feature in CaseMap, you can link content to data using the Issue Linker pane in the
Send To CaseMap utility.

# Fields all display zeros until issues are linked with other case elements (facts, objects,
questions, research).

To enter issues in the Issue Linking pane

1. On the Home ribbon, click Issue Linking to open the Issue Linking pane.

Click on another spreadsheet type (e.g., Documents) under Favorites on the Navigation
pane if the Issue Linking button on Home ribbon is not active.

2. In the Issue Linking pane, click Add a new Issue to open the Issue Detail box.

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194 CaseMap

3. In the Full Name field, type the full name of the new issue.

4. Press Tab.

Notice how the Short Name field automatically fills in for you.

5. Click OK to save the issue.

The new issue now displays in the Issue Linking pane under Linked Issues, and at the
bottom of the issues list in the Issues spreadsheet.

6. In the Navigation pane, click Issues, under the Favorites heading.

If you need to move this issue in the outline or make it a sub-level issue, you need to
do so in the Issues spreadsheet.

To promote/demote issues (outline adjustments)

1. In the Issues spreadsheet, click on the issue you want to move.

2. Click on the arrow point (Move Up, Demote, or Move Down) in the direction you want to
move the issue.

Notice that the arrow highlights in red to indicate which direction you are moving the
record within the spreadsheet.

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3. Click on the arrow point until the issue moves to the location you want it in the
spreadsheet.

To delete issues

1. In the Issues spreadsheet, click to select the issue record you want to delete.

2. Click the Delete Record button on the Standard toolbar.

The issue record is now permanently deleted from the case.

When you delete an issue record, you also delete links between the issue and any
associated case elements. Be sure to make note of any linked records prior to deleting
an issue, if you want to track that information for reference purposes.

Related Topics

About issues
Analyzing and linking facts
About linking
Using the Bulk Issue Linker

Entering Questions
About questions

The Questions spreadsheet is your overall "To Do" list for everything you need to accomplish
before trial and at the end of discovery. Use this spreadsheet to assign tasks to case staff,
track unanswered questions regarding the case, and enter questions for witnesses during
depositions.

When case staff access the case, they can review the Questions spreadsheet to quickly gain an
overall view of case progress as well as find tasks assigned to them so they can start working.

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196 CaseMap

Questions Spreadsheets Overview

Assign questions or tasks to members of the trial or investigative teams

Use the Due Date field to monitor the status of questions. This field is the default sort field
on the Questions spreadsheet..

Categorize entries by how critical they are, or by answer status.

Document answers and task resolutions for reference purposes.

Enter questions in the Questions spreadsheet, or from another spreadsheet (like Facts and
Documents) using the Insert > Add Questions menu option to open the Question Detail
dialog box.

Insert the Linked Elements field to view fact text linked to questions.

Insert the # Questions field into a spreadsheet that has questions linked to records. By
doing so, you will have instant access to a list dialog box of linked Questions.

Related Topics

About entering data

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 Using CaseMap 197

Entering questions
Analyzing and linking questions

Entering questions

When you first start a case, you want to enter questions that are standard tasks that need to
be tracked for each case and/or any generic questions you have that are applicable to specific
case types. As the case evolves, you can then add more case specific questions and tasks. You
also have the option of entering questions directly from the Facts spreadsheet if something
occurs to you while entering or analyzing case information.

If you have a list of questions that you want to use for each case, save them in a case
template that can be imported into a new case.

To enter questions in the Questions spreadsheet

1. On the Home tab, click the New Record button, and the click Question.

2. In the Question text cell, type in the question.

Notice that if you type question text using short names (e.g, ThomasK, indicated by
dotted underline), you will automatically link the question record to an object (such as a
person).

3. In the Due Date cell, type in the date the question should have an answer.

4. In the Assigned To cell, click or type the name of the person responsible for researching
the question.

5. In the Criticality cell, click on the selection that best categorizes this question's
importance.

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6. In the Answer Status cell, leave the status as Unaddressed at this time.

Notice that all questions default to a status of Unaddressed. When the team member
assigned to the question starts to research this task, he or she can change the status to
In Progress.

7. Click on the New button, and click Questions to continue entering question records.

You can also press the Insert key to add a new blank record into a spreadsheet.

Record data is automatically saved as you navigate to a new cell or record.

Related Topics

About questions
Analyzing and linking questions

Entering Research
About research

CaseMap has three research spreadsheets that store authority and extract data from Lexis
Advance or other case law web sites. When you are gathering research from a web site, you
can import the authorities and extracts directly into a case's research spreadsheets, setting a
link from the research record to the web page where the content resides. You can also
manually enter data in research spreadsheets and then attach source files (stored in a network
folder) directly to the corresponding spreadsheet record.

Research spreadsheets include:

Authorities: Track and organize your authorities by type and jurisdiction, and link the
research directly to issues to support your case strategy.
Extracts from Authorities: Track and organize extracts by entering summary descriptions
and notes needed to track its relevance to the case.
Authorities and Extracts: A split-screen view of both spreadsheets where you can view an
authority and its associated extracts.

Attachments linked from Lexis Advance using the Send to CaseMap tool may be
compromised when web site data is updated or refreshed. Additionally, links to web sites
only reference the page you mark. The link does not return you to the excerpt of the
authority you located.

We strongly recommend that any authorities included in your case are first saved as
Adobe® Acrobat PDF files. You can store these files in network folders and attach the
source file to the research record in the Research Authorities spreadsheet. You can then
highlight extracts in the PDF file and send the data to the Research Extracts and

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Authorities spreadsheet.

Use Shepard's Citation Service to validate authorities

CaseMap integrates with the Shepard's Citations Service, a LexisNexis service that provides
a comprehensive case citation and treatment history to verify the validity of case law,
statutes, agency opinions, and other legal documents.

CaseMap's Research - Authorities spreadsheets provide an automatic look-up for Shepard's

signals for case law citations when a case is opened. The Shepard's signal status displays
for each case law citation in the Authorities spreadsheet.

For more information, see About Shepard's Signals.

Conduct online case law research directly from CaseMap

CaseMap has convenient access to LexisNexis' integrated legal research tools built into case
spreadsheets and toolbars so you can access information you need for case discovery and
analysis. Access to LexisNexis online research depends on whether you have subscribed to
these services, such as Lexis Advance ®, and others.

For more information, see About online research.

Related Topics

About entering data

Entering research
Analyzing and linking research

Entering research

When first entering research in a new case, you have options for how you may want to
proceed. Review each option and decide what works best for the case and case staff.
Regardless of your choice, we recommend that you first enter/import research data into the
Authorities spreadsheet to list case law, statutes, regulations, rulings, and articles you want to
reference. Then extract passages that you want to track and copy in the Extracts from
Authorities spreadsheet. Data entered in spreadsheet cells is automatically saved as you
navigate to a new cell or record.

You can enter research by:

Typing research data into spreadsheets (manually)
Importing data from a case law web site (Send To feature)
Importing data from research saved as PDF files (Send To feature)

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Attachments linked from Lexis Advance using the Send to CaseMap tool may be
compromised when web site data is updated or refreshed. Additionally, links to web sites
only reference the page you mark. The link does not return you to the excerpt of the
authority you located.

We strongly recommend that any authorities included in your case are first saved as
Adobe® Acrobat PDF files. You can store these files in network folders and attach the
source file to the research record in the Research Authorities spreadsheet. You can then
highlight extracts in the PDF file and send the data to the Research Extracts and
Authorities spreadsheet.

To manually enter research in the Authorities spreadsheet

1. On the Home ribbon, click the New Record button, and then click Authority.

A blank record displays at the bottom of the spreadsheet.

2. In the Name cell, type in the name of the authority.

3. In the Jurisdiction cell, type in the jurisdiction from which the precedent came.

4. In the Type cell, click on the authority type or type a new entry to add to the list.

5. In the Citation cell, type in the citation for the authority.

You can list multiple citations if needed.

6. In the Description cell, type in information defining the authority.

If you type using short names in the Description or Notes cells, you will link the authority
to an object (people, organizations, documents, etc.).

7. In the Notes cell, type in any additional information regarding the authority.

8. Click the New Record button on the Standard toolbar, and then click Research
Authority.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

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9. Continue entering research authority records as needed.

You can also press the Insert key on the keyboard to add a new blank record into a
spreadsheet.

For information on analyzing research data and using other fields in this spreadsheet, see
Analyzing and linking research.

To manually enter research in the Extracts from Authorities spreadsheet

1. In the Case Shortcuts pane, click Extracts from Authorities, under All Shortcuts.

2. In the Authority Name cell, select the name of the authority from which the extract is
being pulled by using the drop-down list.

3. In the Extract Text cell, type in the extract text from the authority.

You can also copy/paste extract text in this cell.

4. In the Description cell, type in information defining the authority extract.

If you type using short names in the Description or Notes cells, you will link the authority
to an object (people, organizations, documents, etc.).

5. In the Notes cell, type in any additional information regarding the authority.

6. Click the New Record button on the Standard toolbar and then click Research Authority
Extract.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

7. Continue entering research authority records as needed.

You can also press the Insert key to add a new blank record into a spreadsheet.

For information on analyzing research data and using other fields in this spreadsheet, see
Analyzing and linking research.

To import research from a LexisNexis case law web site

1. Log on to www.lexis Advance.com to perform the search(es) you need to run.

2. In Lexis Advance, select the case(s) you want and then on the Cases menu, click the

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Email button .

The Email dialog box displays.

3. Click the Basic Options tab after confirming the documents to be sent.

4. Under the What do you want to email? area, select the Selected documents radio
button.

5. In the To field, enter the recipient's email address.

6. In the Subject field, enter the subject/name of the email to be sent.

7. Under the Document Type area, select LexisNexis® CaseMap ® and then click the Email
button .

Lexis Advance generates a CaseMap Document Package (.cmdocpkg) and a 'Delivery

Complete' message when done.

The .cmdocpkg file contains document details (e.g., for case law: name, jurisdiction,
citation, case summary, core terms) and a PDF of each selected document.

An email from Lexis Advance containing the .cmdocpkg file will be provided to the email
recipient identified above.

8. Open the email received from Lexis Advance, and perform one of the following:
Select the LexisNexis CaseMap Document Package (.cmdocpkg file) and save it to a
secure folder/location on your system.
Double-click on the .cmdocpkg file.
The Bulk 'Send to CaseMap' Wizard displays.

The Bulk 'Send to CaseMap' Wizard is used to import research into the Research -
Authorities spreadsheet in your open case. CaseMap recognizes if a document already
exist to avoid duplicates in the spreadsheet.

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 Using CaseMap 203

9. When the Welcome to Bulk 'Send to CaseMap' Wizard opens, click Next to continue.

The Launch CaseMap dialog box displays.

10. Click the Launch CaseMap button to open the latest version of CaseMap installed on
your system.

Please verify your version of CaseMap before continuing.

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a. On the Getting Started page, click on the menu.

b. Under the Product Information area, click the About CaseMap button to display the About
LexisNexis CaseMap dialog box.

c. Click OK to close.

11. In the Open a CaseMap case dialog box, click the Switch to CaseMap button to bring
CaseMap to the forefront.

12. In CaseMap, open the case that will receive the records.

The Please Confirm the Destination CaseMap Case dialog box displays in the Bulk 'Send
to CaseMap' Wizard.

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 Using CaseMap 205

13. In the Please Confirm the Destination CaseMap Case dialog box, verify the case
receiving the records and then click Next to continue.

The Select a Destination Folder dialog box displays.

14. Click the Browse button to select a folder where the records will be saved and then click
Next to continue.

The View/Edit Field Mappings dialog box displays. It allows you to preview, edit, and/or
accept the preset default field mappings.

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15. Optional: Click the Preview button to display a data preview screen, and then click
Close to continue.

16. Optional: Click the Modify button if you want to edit the default field mappings provided
from Lexis Advance into CaseMap.

17. Click Next to accept default settings and to continue.

The 'You are about to send multiple records into CaseMap' dialog box displays.

18. Please verify the Data source and destination in CaseMap and Destination CaseMap

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 Using CaseMap 207

Case.

19. Optional: To select a different case, close this case in CaseMap and open the correct
one.

20. In the You are about to send multiple records into CaseMap dialog box, click Finish.

A Bulk Send to CaseMap message is displayed confirming the number of records that
was added to the Research - Authorities spreadsheet in your open case in CaseMap.

21. Click OK.

For information on analyzing research data and using other fields in this spreadsheet, see
Analyzing and linking research.

To import research saved as a PDF file

1. In the Case Shortcuts pane, click Extracts from Authorities in the All Shortcuts task
pane.

2. Next, locate the authority in your case documents by navigating to research folder on
your network.

3. Double-click on the PDF file to open it in Acrobat.

4. In Acrobat, click on the Select tool on the Standard toolbar and highlight the text you
want to send to the Extracts from Authorities spreadsheet.

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5. Right-click on the highlighted text and select Send Fact to CaseMap.

You can also click the Send Fact to CaseMap button.

6. In the Send to CaseMap – New Fact box, select the Research Authority option, then
click OK.

Notice that the PDF file name automatically displays in the Authority Name field.

You can edit the file name here, if you want, before importing it into the case.

7. In the Send to CaseMap – New Authority Extract box, click Extract Text in the Append
Text Selection to field.

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8. In the Text Selection field, review the extract you highlighted in the PDF file.

Notice that the text is now enclosed in brackets, indicating a link is set from the extract
record to the source file.

Notice that the file name is populated in the Authority Name field and the link’s file path
displays in the Linked File field.

9. Click on the Issue Linker bar at the bottom of the box and select check boxes for
applicable issues to link this extract.

10. When you are finished, click OK to initiate the import process.

11. In the message prompt, click Yes to view the extract in the Research – Extracts from
Authorities spreadsheet.

Notice that the new record is automatically highlighted and sorted in with case records.

12. In the All Shortcuts pane, click the Authorities spreadsheet icon.

13. Locate the new authority record and fill in additional field information for this record.

Click on To manually enter research in the Authorities spreadsheet and follow Steps 3-7
if needed.

14. Click on the paperclip icon to the left of the record to verify the attachment link to the
source file.

For information on analyzing research data and using other fields in this spreadsheet, see

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210 CaseMap

Analyzing and linking research.

Related Topics

About research
Analyzing and linking research
Changing research settings

Using the Intake Interview Form

About the Intake Interview Form

CaseMap's Intake Interview Form is the best means of gathering case information from a client
from the onset. The template already contains instructions and guidelines to reference while
you or a client fills in tables with details on people, organizations, rumors/facts/events related
to the case. Once the form is completed, the content can be imported directly into the case
automatically populating the All Objects and Facts spreadsheets. Use this template during client
interviews or email it to clients and have them complete the form using Microsoft® Word. You
can even customize it for your organization's needs.

Staff and clients must have Microsoft Word 2000 or later in order to use the form.

Use the Intake Interview Form to save time gathering client information

Once you or the client returns the form, you can import the information directly into
CaseMap. Tables within the template are hard-coded so data automatically populates the All
Objects spreadsheet (including sub-level) spreadsheets) and links related objects — saving
you data entry time.

Select five key parties for using the Intake Interview form

Five interview forms can be imported into each case. Be sure to identify key parties in your
case that information is best gathered by using the template. If you have more than five
parties identified, you may need to enter that information manually. Or, you can enter
additional information to one of the other templates by adding rows to the tables.

Use the Intake Form Checklist to help with data collection and import

Reference the following checklist to ensure you are not forgetting any steps or tips in
collecting data and modifying it before you import the content into the case.

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 Using CaseMap 211

Checklist: Intake Interview Form

Task

Did you customize the Intake Interview Form to accommodate your organization's
needs?

* This is optional, but you can edit text and add corporate logos and content to
adjust the template. Do not modify the tables or the data import won't work
properly. You and clients can add/delete rows in the table.

Did you identify five parties in the case for information gathering and importing
using the template?
* CaseMap allows only five intake forms to be imported into each case.

Did you email the template to the client and include any instructions needed to
complete the form so information is gathered for the case according to your
organization's needs?

When the client returns the template, did you review the content for adequacy and
accuracy?

Best Practice — Did you remember to search/replace full names of objects with
short names in the template before the import?

* For more information, see Replace full names with short names in the template,
before the import.

Did you review imported content in the case to ensure that the import was
successful?

Customize the Intake Interview Form for your organization's need

Customize the Intake Interview Form by editing content within the template and adding
additional information specific to your case or organization's needs. You can even rename
the form for your organization.

The Intake Interview Form includes basic instructions and guidelines for filling out the
template in a manner that imports data into the CaseMap case. The template also
addresses essential information that needs to be gathered for any case. You can customize
the guidelines to ask clients for specific information, while leaving the template instructions
as is.

What you cannot customize is the basic structure of the tables, which must be remain in tact
in order to be successfully imported back into a case in CaseMap. You cannot change the
number of tables, the order of tables, or add/remove columns from any table. The only
change that you or your clients can make to tables is to add/removes rows.

Replace full names with short names in the template, before the import

In order for linking to automatically generate for information imported from the Intake
Interview Jumpstart form, you should replace the full names with short names in the
Description of Persons, Description of Organizations, Description of Event columns in form

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tables before the import process. Otherwise, you will want to find/replace full names with
short names in Role in Case fields in both the Persons and Organizations spreadsheets, and
the Fact Text field of the Facts spreadsheet after the import.

We strongly recommend that you review and edit names in the template before you import
the information since it is faster to search/replace content there than searching individual
fields in each CaseMap spreadsheet.

Do not search/replace full names with short names in the Name of Persons or Name of
Organization columns in the Intake Interview Jumpstart form. CaseMap automatically
creates short names from these template entries.

Review the ReportBook after the import

When you import the Intake Interview Jumpstart form, CaseMap automatically creates a
ReportBook of the imported information for you. When you complete the import wizard, a
message box indicates that the ReportBook is created and available for to preview. The
ReportBook also contains additional fields, like Key and Potential Source(s) so clients can
provide more information or check the report for errors. You can save the ReportBook to a
Reports folder on your network for reference purposes.

For more information, see About creating ReportBooks, Printing pre-built ReportBooks.

Related Topics

Importing the Intake Interview Form

Emailing the Intake Interview Form

Emailing the Intake Interview form

After you've customized the Intake Interview form, you can simply email it to clients to complete
and then email it back to you. A CaseMap wizard is used to insert the template into a
Microsoft® Outlook email, which includes that attachment with default email content that you
can use or customize.

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 Using CaseMap 213

To email the Intake Interview form to clients

1. Click the File tab, and then click Getting Started.

2. Under the Jumpstart Guide section, click Intake Interview Wizard.

3. When the wizard launches, click Next.

4. In the What do you want to do? box, select Email Intake Interview Form to client,
then click Next.

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214 CaseMap

5. In the Email Document Attachment Name field, type in the name you want for the form.

6. Click Finish to generate the email.

7. Review the content in the email.

You can modify the default content in the Subject line and body of the email as needed
for your organization.

8. In the To field, type in the client's email address, then click Send.

Related Topics

About the Intake Interview Form

Importing the Intake Interview Form

Importing the Intake Interview Form

Once the Intake Interview Form is completed by you or the client, importing the content back
into the case is easily following the steps in the Intake Interview Jumpstart Wizard.

Remember to search/replace full names with short names in some of the templates table
columns before you import it into the case. For more information, see To search/replace full
names in the template before the import.

When you import the Intake Interview Jumpstart form, CaseMap automatically creates a
ReportBook of the imported information for you. When you complete the import wizard, a
message box indicates that the ReportBook is created and available for to preview. The
ReportBook also contains additional fields, like Key and Potential Source(s) so clients can
provide more information or check the report for errors. You can save the ReportBook to a
Reports folder on your network for reference purposes.

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 Using CaseMap 215

Importing Intake Interview Forms that have the same objects identified may cause
duplicate fact and object entries. Review intake forms before an import to isolate data
that can be manually entered in the case. Or review the Facts and objects spreadsheets
and delete or merge duplicate entries as needed. You will want to make note in the case
where the source of the information came from.

To search/replace full names in the template before the import

In order for linking to automatically generate for information imported from the Intake
Interview Jumpstart form, you should replace the full names with short names in the
Description of Persons, Description of Organizations, Description of Event columns in form
tables before the import process. Otherwise, you will want to find/replace full names with
short names in Role in Case fields in both the Persons and Organizations spreadsheets, and
the Fact Text field of the Facts spreadsheet after the import.

We strongly recommend that you review and edit names in the template before you import
the information since it is faster to search/replace content there than searching individual
fields in each CaseMap spreadsheet.

Do not search/replace full names with short names in the Name of Persons or Name of
Organization columns in the Intake Interview Jumpstart form. CaseMap automatically
creates short names from these template entries.

To import the Intake Interview Form

1. In Microsoft Word, open the Intake Interview Form.

The Intake Interview Form must be open in Word before the import can occur.

2. Minimize the Word window and return to the case in CaseMap.

3. On the File menu, click Intake Interview Wizard.

4. In the Which task woul dyou like to accomplish? box, select Import completed Intake
Interview Form, then click Next.

5. In the Prepare for Intake Interview import box, click Next.

6. In the Select the Intake Interview Form box, select the form name you want to import
in the Documents Open in Microsoft Word list, then click Next.

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216 CaseMap

7. In the Choose date format and start import box, click the date format you want to use
or keep the default date format of m/d/yy in the Date Format list.

If dates are not entered in the template correctly, a message box displays asking you to
fix them according to the format selected in the import wizard.

8. Click Finish to initiate the import process.

When the import is complete, a message box displays stating that the import was
successful and notes how many forms you can still import into the case.

9. Click OK to continue.

10. Another message box displays asking if you want to preview the ReportBook that
CaseMap created for this intake form, click Yes or No to preview the report.

The ReportBook is a copy of the intake form that you can print to a PDF file and save to
the network folder where you store reports so it can be referenced later.

11. Return to the case to review the imported data by clicking on the Facts, All Objects,
Persons, and Documents spreadsheets.

As you click on each spreadsheet, notice how the number count updates next to the
spreadsheet icon in the Case Shortcuts pane. The Source(s) field in the Facts
spreadsheet notes the Intake Interview Form as the origin for imported fact records.
Also notice that short names were automatically created in object spreadsheets and the
Role in Case description fields are populated with data that the client entered.

Verify that all data imported correctly into each spreadsheet in the case. A case user
may need to be assigned to this task and search/replace spreadsheet field data that
may not have imported correctly.

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 Using CaseMap 217

Related Topics

About the Intake Interview Form

Importing the Intake Interview Form

Importing Data
About importing data

CaseMap provides you with the tools you need to import various data into your case. Each
import method is designed to accommodate the import process needed for the type of work
you want to accomplish. Most of your import needs are accommodated using the Import Linked
Files Wizard, which allows you to bulk import documents and files into a case spreadsheet at
one time.

Most import options in CaseMap automatically create a new spreadsheet record for you and link
to the source file in a network folder or third-party product.

Im porting data options include the following:

Import Linked Files Wizard

The Import Linked Files Wizard allows you to import individual files or bulk import multiple
files into a case spreadsheet, like the Documents spreadsheet or any other. The list of
supported file types you can import is long and includes Microsoft® Office files, Adobe ® .PDF
files, and standard image files. You can choose to import a folder of files and files saved in
sub-folders.

The Import Linked Files Wizard also has an option to capture document metadata. This
simplifies and automates the process to import and map document information into a
CaseMap object spreadsheet.

The Import Documents Wizard is the quickest and easiest method of populating a case with
multiple documents at one time. CaseMap automatically creates new records for each file
while linking to the source file saved in a network folder. Additionally, CaseMap allows you to
specify the source of the files that are imported. For more information, see Importing linked
files.

Records from a Text File

Any Word, WordPerfect, Excel, or other similar file type can be converted to a comma or
(recommended) tab delimited text file before you import it into a spreadsheet. We
recommend you use the Import Linked Files Wizard to import most data into a case. Fore
more information, see Importing text files.

Emails from Outlook

Launches the Email to PDF Wizard, which allows you to import emails from Microsoft Outlook
or saved .pst files file stored in a computer/network folder or from a CD/DVD. The Email to
PDF Wizard is part of DocPreviewer. For more information, see Converting emails to PDFs.

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218 CaseMap

Importing emails involves some prior planning based on how you want to link to your emails
and access saved files. For more information, see About importing emails.
Send to CaseMap

Using the Send to CaseMap wizard, you can send selected document content (usually fact
text or research extracts) from other applications into a spreadsheet like the Facts
spreadsheet. You can also send Word documents and PDF files to an objects spreadsheet,
such as the Documents spreadsheet. You can send fact text or documents to CaseMap from
a variety of external applications, including Microsoft® Word and Outlook, Adobe ® Acrobat or
Reader, LexisNexis Concordance ®, TextMap ®, and www.lexis Advance.com. CaseMap
automatically links the spreadsheet record to the source file.

For more information, see About the Send to CaseMap tool and About PDFs and
DocPreviewer.

CaseMap builds the case index and performs OCR processing in the background after files
are imported into the case. For more information about these processes, see About the
case index and About OCR processing.

Related Topics

About PDFs and DocPreviewer

Sending facts from PDFs
About importing emails
Importing linked files
Importing text files
About the Send to CaseMap tool

Importing PDFs and using DocPreviewer

About PDFs and DocPreviewer

CaseMap's integration with Adobe ® Acrobat and Adobe ® Reader provides you with additional
tools and features that make the case analysis process easier.

Integration with CaseMap and Adobe PDF files is also part of the DocPreviewer feature.
CaseMap's DocPreviewer add-in program easily handles basic PDF tasks like importing PDFs
(requires Adobe Acrobat®). DocPreviewer also includes the Send to CaseMap tool, which allows
you to create new fact records from PDF content and perform premium tasks like Bates
Stamping and converting emails to PDF. Premium tasks require an additional subscription for
DocPreviewer.

When you purchase a DocPreviewer subscription, you can use all the DocPreviewer tools
accessible from CaseMap menus or from the DocPreviewer menus and toolbar that display in
Adobe Acrobat or Reader. The CaseMap DocPreviewer toolbar and drop-down menu are
automatically installed in Acrobat and Reader when you install CaseMap. If you have a
DocPreviewer subscription and are also interested in using CaseMap's DocManager near native

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 Using CaseMap 219

file viewer, please contact your CaseMap Sales Representative for upgrade pricing. For more
information, see DocManager.

We recommend you use the Import Linked Files Wizard to bulk import PDF files into your
case. Additionally, you can use DocManager to Bates stamp files and send emails to your
case without having to convert them to PDFs. To learn more about these features and
more, see Importing linked files and About DocManager.

You need CaseMap v8.0+ to use DocPreviewer, which can activate the add-in program for
use. Contact your CaseMap Sales Representative at 866-316-8525 if you would like to add
this feature.

If you are using CaseMap Server and have a SQL case open, you may not have
permissions granted for using all DocPreviewer features. If so, these features will be
disabled or grayed out in the DocPreviewer pane.

Learn why converting case records to PDFs offers numerous benefits

When you convert your case documents to Adobe® Acrobat® PDF files, you have the
advantage of using CaseMap tools and features that are exclusively integrated with Adobe
Acrobat and Reader.

Conv erting case docum ents to PDFs allows you to:

Send individual facts or text excerpts linked to documents to create/update case records
in spreadsheets.
Update individual fact records if you find additional text you want to include in the case
record.
Bulk import multiple PDF files to populate the case's Documents (or other) spreadsheets.
Bulk update multiple PDF files to populate case records (useful when dealing with
multiple Bates stamps).
Convert emails to PDFs so you can store them on the network in files accessible by other
users. Link to the email PDF files instead of Microsoft Outlook emails so hyperlinks are
not broken.
Review multiple documents in Acrobat without having to flip back and forth between
Acrobat and CaseMap, or use DocPreviewer's PDF Review feature to scan through linked
PDFs without having multiple document windows open in Acrobat or Reader.
Edit case document data directly from the open PDF file in Acrobat.
Locate the case document in CaseMap while working in the PDF document.
Use Acrobat's tools to mark document content.
Batch print PDF files linked to spreadsheet records.

We recommend you use the Import linked Files Wizard to bulk import files into your
case. Additionally, you can use DocManager to view files without having to convert them
to PDF. To learn more about these features and more, see Importing linked files and

© 2018 LexisNexis. All rights reserved.

220 CaseMap

About DocManager.

Review complete DocPreviewer descriptions

Reference the following table for in-depth descriptions of DocPreviewer features and where
to access them.

Adobe® Acrobat v6.0+ (Standard or Professional) is required unless Adobe® Reader is also
specified.

DocPreviewer Overview

Feature Description Adobe DocPrevi CaseMap

Acrobat or ewer Version
Reader Subscrip Required
Required tion
Required

Bates Stamp Bates stamp a PDF file or a folder Acrobat Yes CaseMap
PDFs of PDFs using Acrobat. CaseMap ONLY v6.0+
recognizes PDF files previously
Bates stamped with Acrobat v8.0
+. CaseMap imports the PDFs files
and fills in the Bates Begin, Bates
End, and Pages fields on the
Documents object spreadsheet.
CaseMap's default behavior is to
use the beginning Bates number
as the full name and to create the
short name. The Send to
CaseMap wizard does offer you
the option of retaining the
document name of imported
PDFs. See Bates stamping PDFs.

* Acrobat v8.0+ can apply more

than one Bates stamp number to
a PDF file. If your document
collection has multiple Bates
stamps applied in Acrobat v8.0+,
the Send to CaseMap wizard is
unable to import them into a
case.
** You can also use the Batch
Print Wizard to apply Bates
stamps. See Batch printing linked
documents.

Email to PDF Convert emails in selected Acrobat Yes CaseMap

Wizard Microsoft Outlook folders to PDF ONLY v8.0+
documents (any email
attachments are embedded in the

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 221

DocPreviewer Overview

Feature Description Adobe DocPrevi CaseMap

Acrobat or ewer Version
Reader Subscrip Required
Required tion
Required

PDF file) using a step-by-step

wizard. DocPreviewer offers an
option to populate the Persons
spreadsheet with senders and
recipients of the converted email.
CaseMap automatically links the
emails to senders and recipients.
See Converting emails to PDFs.

* We recommend that you use

DocManager to Send Email to
CaseMap. See Send email to
CaseMap.

Import PDFs Use to import one or multiple PDF Acrobat No CaseMap

documents into a case. This ONLY v6.0+
feature already exists in CaseMap
as part of the Send to CaseMap
tool. See Importing PDFs.
* You can also bulk import PDF
files into a case using the Import
Linked Files Wizard. See
Importing linked files.

Review PDFs Use the review mode to review a Acrobat or No CaseMap

set of linked PDFs in Adobe Reader v8.0+
Acrobat or Reader without
opening multiple documents and
switching back and forth from
CaseMap. The DocPreviewer
toolbar buttons in Acrobat and
Reader allow you to navigate the
linked documents. See Reviewing
PDFs.
* You can also use DocManager
to review linked files, including
PDFs. See About DocManager.

Batch Prints The batch print option allows you Acrobat No CaseMap
PDFs to print a set of PDFs linked to a ONLY v6.0+
spreadsheet. See Batch printing
linked PDFs.
* You can also use the Batch Print
Wizard, which also offers Bates
stamping options. See Batch

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222 CaseMap

DocPreviewer Overview

Feature Description Adobe DocPrevi CaseMap

Acrobat or ewer Version
Reader Subscrip Required
Required tion
Required

printing linked documents.

Send PDF Link a PDF document to an object Acrobat or No CaseMap

document to spreadsheet (like the Documents Reader v6.0+
CaseMap spreadsheet). You can select the
type of object and change the Full
Name and Short Name entries.
The import process automatically
links the case record to the PDF
source file for you. See Importing
PDFs.
* Accessible on the CaseMap
DocPreviewer menu and toolbar
in Acrobat or Reader.

Send Fact to Send selected text from a PDF file Acrobat or No CaseMap
CaseMap to the Facts spreadsheet to Reader v6.0+
create a new fact record. The
Send To CaseMap tool allows you
to enter additional field
information for the fact record
before sending the fact.
If CaseMap does not recognize
the document as an object, a Link
this PDF to CaseMap dialog box
opens for you to add the
documents to an object
spreadsheet. Once you complete
this step, the Send to CaseMap -
New Fact dialog box displays on-
screen. See Sending facts from
PDFs.
* Accessible on the CaseMap
DocPreviewer menu and toolbar
in Acrobat or Reader.

Edit CaseMap Allows you to edit case document Acrobat or No CaseMap

Document field data or link the document to Reader v6.0+
issues in the associated
spreadsheet, while still working in
Acrobat or Reader. See Importing
PDFs.

* Accessible on the CaseMap

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 223

DocPreviewer Overview

Feature Description Adobe DocPrevi CaseMap

Acrobat or ewer Version
Reader Subscrip Required
Required tion
Required

DocPreviewer menu and toolbar

in Acrobat or Reader.

Send Multiple Allows you to bulk import multiple Acrobat No CaseMap

PDFs to PDF files or individual PDFs into a ONLY v6.0+
CaseMap case using the Send PDFs to
CaseMap utility. Uses the same
import utility as Importing PDFs.
You can select an individual file or
group of files from a folder for
import.
* Accessible on the CaseMap
DocPreviewer menu and toolbar
in Acrobat.

Send PDF to Send updated data from a linked Acrobat or No CaseMap

CaseMap - PDF file to the case record in Reader v6.0+
Update CaseMap. Overwrites previous
field values in the spreadsheet
record. See Importing PDFs.
* Accessible on the CaseMap
DocPreviewer menu and toolbar
in Acrobat or Reader.

Send Fact to Send selected text and linked file Acrobat or No CaseMap
CaseMap - data from a PDF file to update the Reader v6.0+
Update case record in the spreadsheet.
The Facts spreadsheet must be
open in the case with the record
selected before you can import
the updated content. The Send
to CaseMap - Edit dialog box
opens with the updated text
displaying for that record, as well
as allowing you to enter
additional field information. See
Importing PDFs.
* Accessible on the CaseMap
DocPreviewer menu and toolbar
in Acrobat or Reader.

Go to Linked Opens the CaseMap spreadsheet Acrobat or No CaseMap

CaseMap and highlights the case record to Reader v6.0+
Document which this PDF file is linked as an

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224 CaseMap

DocPreviewer Overview

Feature Description Adobe DocPrevi CaseMap

Acrobat or ewer Version
Reader Subscrip Required
Required tion
Required

attachment.
* Accessible on the CaseMap
DocPreviewer menu and toolbar
in Acrobat or Reader.

Try DocPreviewer features for free

DocPreviewer's premium features of Bates stamping and converting Outlook emails are
available for a free 30-day trial period, the first time you click on a link in the pane. After the
trial period, the Bates stamping and email conversion features are no longer accessible until
you purchase a subscription to DocPreviewer. Each time you use the trial version, the utility
displays number of days left in your grace period and gives you an option to activate it. To
access DocPreviewer, click on the DocPreviewer bar in the Navigation pane.

To purchase a DocPreviewer subscription, contact your LexisNexis CaseMap account

representative at 866-316-8525 or email [email protected].

Read more about DocPreviewer activation/installation

Most DocPreviewer features are built into CaseMap and are automatically installed in Adobe
Acrobat or Reader when CaseMap is installed. The DocPreviewer add-in that enables Bates
stamping and email conversion to PDF is a companion product sold separately as a
subscription in addition to CaseMap licenses. If you've purchased a DocPreviewer
subscription, the add-in is installed in Acrobat during the installation of CaseMap and is
activated at the same time you activate your CaseMap license.

If you install and activate CaseMap and DocPreviewer, then purchase a full Acrobat license
(Standard or Professional), upgrade to a later version of Acrobat or Reader, or download
Adobe Reader, you can activate DocPreviewer in the Adobe products by clicking Detect and
Repair on the Help menu. Select the Modify option in the maintenance setup to complete the
installation process.

If the install package for CaseMap is not available on your computer, the Detect and Repair
option may not work. You can install DocPreviewer by reinstalling CaseMap at
www.lexisnexis.com/casemap.

To update DocPreviewer

To update DocPreviewer, click on the Help menu and then click Detect and Repair. This
maintenance utility will install the latest version of DocPreviewer and subsequently update
Adobe Acrobat and Adobe Reader, as needed.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 225

Related Topics

About importing data

About Bates stamping
Bates stamping PDFs
Batch printing PDFs
Reviewing PDFs
Converting emails to PDFs
About DocManager

About Bates stamping

Bates stamping is the process of applying a set of identifying numbers to a document collection
of PDFs to label and identify them.

You can use DocPreviewer to apply a Bates stamp to documents — even if you don't import
them into a case spreadsheet. DocPreviewer's CaseMap Bates Stamp Utility opens each PDF file
and then stamps each page of the document. You can apply Bates stamps to individual PDF
files or a set of PDF files. You can define Bates number sequences. DocPreviewer automatically
saves the sequences for future use.

The Bates stam p utility is accessible from the following locations:

Acrobat > CaseMap DocPreviewer menu > Bates Stamping > Bates Stamp PDFs
Case Tools ribbon > File Tasks > Bates Stamp Linked PDFs

CaseMap's DocManager add-in program allows you to Bates stamp files using the Batch
Print Wizard. See About DocManager and Batch printing linked documents.

We recommend that you create and store a backup copy of all your original PDF files
before making any changes to them. Even though you can restamp the documents, if
needed, it is always good to have an unaltered original stored in case something happens
to the stamped or marked up version.

Review Bates stamping features

Reference the following table for Bates stamping features and descriptions.

Bates Stamping Overview

There is no limit to the number of PDF files that can be Bates stamped using DocPreviewer.

The maximum Bates label length is 34 characters, including the prefix.

© 2018 LexisNexis. All rights reserved.

226 CaseMap

Bates Stamping Overview

Bates labels can be placed anywhere on a document page.

Bates stamp label sizes cannot be minimized. Experimenting with this image may damage
it.

You can create your own prefix style in the CaseMap Bates Stamp wizard when you select
the Create new case numbering format option. Prefixes are counted in the maximum
character length of 34.

You can choose the following options: font style and size, and the location of the Bates
label on the PDF file. You can also choose whether a white background (default) is used
behind the stamp. These options are available in the CaseMap Bates Stamp wizard in the
CaseMap Bates Stamp wizard when you select the Create new case numbering format
option.

* By default a white background in placed behind a Bates number so that it can be easily
seen in a PDF file. You can turn this option off by clicking the Edit button on the Review
Case Bates Numbering Format page of the wizard. Under Miscellaneous at the bottom of
the box, clear the Fill Bates Number background solid white selection or check box.

Manage Bates numbering formats in Acrobat by clicking CaseMap DocPreviewer button >
Bates Stamping > Manage Bates Numbering Formats. You must close all PDF files before
you can access this tool.

Additionally, you can edit Bates numbering formats in the CaseMap Bates Stamp wizard on
the Review case Bates Numbering format page and then click the Edit button.

During a bulk import of PDFs using the Import PDFs utility, DocPreviewer automatically
loads the Bates begin and end numbers, as well as the page count for each document into
the case record in the Documents spreadsheet.

* CaseMap can only identify Bates stamps created by DocPreviewer or Adobe® Acrobat,
not those created by other Bates stamp tools.

The Bates Stamps PDFs utility can only recognize CaseMap and Acrobat Bates stamps. And
it can only replace CaseMap Bates stamps.
The Bates Stamp PDFs utility recognizes PDFs already containing a CaseMap or Acrobat
Bates stamp and ignores these documents during Bates stamping by default. If you
choose to re-stamp PDFs containing CaseMap Bates stamps, the original stamps will be
deleted and replaced with the new stamps. To re-stamp PDFs, clear the Ignore PDFs
that are already Bates Stamped check box on the bottom of the Select the PDF file you
want to Bates stamp dialog box in the CaseMap Bates Stamp utility.
The Bates Stamps PDFs utility recognizes Acrobat Bates stamps but cannot remove or
replace them. If you choose to stamp PDFs containing Acrobat Bates stamps, the
original stamps will remain, resulting in multiple Bates stamps on the PDFs.

If a value is changed in either the Bates - End or Pages fields in the Documents
spreadsheet, the other field is then synchronized and adjusts its values accordingly.

Learn how to Bates stamp PDFs after they are linked into CaseMap

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 227

Bates stamping in CaseMap and DocPreviewer are slightly different processes although they
are part of the same add-in tool.

Please rev iew the following before Bates stam ping PDFs:

You can use the Send PDFs to CaseMap wizard to imports PDFs into a case to create
records in the case that are linked to the PDF source files — without Bates stamping the
files.
If you have already applied a Bates stamp to PDFs using DocPreviewer, you will have the
option to import the Bates numbers into CaseMap.
If you import PDFs into a case before applying a Bates stamp, then subsequently use
DocPreviewer to Bates stamp them, you can run the Send PDFs to CaseMap utility again
to update the existing document records with the Bates begin and end numbers.

The CaseMap Bates Stamp utility only modifies PDF files, it does not create a backup
copy of the files. If you want a backup copy, you must do this before Bates stamping.

Perform OCR processing for PDF files prior to Bates stamping

We recommend that you perform any Optical Character Recognition (OCR) processing prior
to Bates stamping PDF files.

Current versions of Adobe Acrobat misinterpret the Bates numbers applied by DocPreviewer,
as well as those applied by different products. Acrobat identifies the Bates stamp by all
these tools as added text and so assumes the PDF file has been OCR processed and will not
allow it to be OCR processed again. Because of this, we recommend that you always OCR
process PDF files before applying a Bates stamp in Acrobat or in CaseMap or DocPreviewer.
If a PDF file only contains images (no text), you will not be able to OCR process the files in
Acrobat once they have a CaseMap Bates stamp.

If you Bates stamp PDF files that you originally decided not to OCR process, and later change
your mind, you will need to remove and then re-apply the Bates stamps. This process can be
done, but it requires some time and effort. If you need to remove and replace Bates stamps,
contact CaseMap Support for assistance.

Address multiple Bates numbering issues before importing documents

If you have a set of documents that already have Bates numbers applied to them, you want
to follow certain steps so that you can track the original Bates numbers while applying your
own Bates stamp to the documents when the are imported into the case.

For example, when opposing counsel sends you its documents, the documents may already
have Bates stamp and production numbers applied to them. You will want to track the
original Bates numbers as well as stamp the documents with your own Bates numbering
format. And you will probably not know what tool was used to Bates stamp the produced
documents.

Bates stam ping scenarios:

If the documents are Bates stamped using a tool other than CaseMap, then CaseMap
cannot read the numbers and they will not be imported into the case. You may need to
manually enter the original Bates number for each document into each document record
in the case in order to track it. We recommend that you create two new fields to store
the documents' original Bates numbers.
If the documents are Bates stamped using CaseMap's Bates stamping tool in
DocPreviewer, then CaseMap will read the Bates stamp and import the numbers directly

© 2018 LexisNexis. All rights reserved.

228 CaseMap

into the Bates - Begin and Bates - End fields for these document records. However, this
numbering format will not match your organization's Bates numbering scheme and so
you will need to apply your own Bates stamp to this set of documents.
We recommend that you follow the steps outlined here to import a set of documents in
manner that retains the original Bates numbers and also lets you apply Bates stamp of your
own.

To track and import documents with multiple Bates numbers

1. First create two new spreadsheet fields to store the original Bates numbers of these
document records.

For example, you may want to add a prefix like "Opp" or "Org" to identify these Bates
numbers as being the originals applied by opposing counsel (Org Bates - Begin or Opp
Bates - Begin). See Creating custom fields.

2. Using the Import PDFs tool in DocPreviewer, bulk import the documents (PDF files)
into the case spreadsheet where you want to store them. See Importing PDFs.

Notice that by default the original Bates numbers automatically populate the Bates -
Begin and Bates - End fields after the bulk import.

3. Next use the Bulk Field Copy tool to copy the original Bates numbers from the Bates
- Begin and Bates - End fields to the new custom fields you created, like Opp Bates -
Begin and Opp Bates - End. See Making global replacements.

4. Now use the Bates Stamp PDFs tool in DocPreviewer to apply your Bates numbering
format to the same set of documents. See Bates stamping PDFs.

Clear the Ignore PDFs that are already Bates Stamped check box in the wizard to
ensure that you are not skipping any documents.

You will want to place your Bates stamp in a different location than the original to
reduce confusion between them.

5. Next bulk import the same set of documents into the case again, and be certain to
select the Overwrite existing destination CaseMap field values with PDF values
check box in the import wizard so the new Bates number metadata will overwrite the
original values. See Importing PDFs.

The document records are now updated with your organization's Bates numbering
scheme, which automatically populates the Bates - Begin and Bates - End fields for
those same document records.

The Import PDFs utility recognizes PDF files that are already imported into the case
and will not create duplicate record entries, but will update document record fields
with new metadata (like Bates numbers).

6. Return to the spreadsheet that contains these records to verify that both sets of
Bates numbers are populated in the appropriate fields.

Related Topics

About PDFs and DocPreviewer

Bates stamping PDFs

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 229

Bates stamping PDFs

When running the CaseMap Bates Stamp utility, you will be asked to make a backup copy of all
original PDF files that do not have any highlighting or Bates stamping applied to them. If you
have not made a backup, please do so at this time.

The Case Map Bates Stamp utility will recognize PDF files that already have a CaseMap Bates
stamp applied. By default, CaseMap ignores these files. If you choose to re-stamp PDF files that
already have a CaseMap Bates stamp, the original stamps will be deleted and replaced with
new stamps. This utility only recognizes Bates stamps created that it has created. If you have
documents that are Bates stamped by another program, CaseMap will not recognize them. To
track the original Bates numbers and then apply CaseMap Bates stamps, see Address multiple
Bates numbering issues before importing documents.

The CaseMap Bates Stamp Utility requires Adobe® Acrobat® v6.0+ (Professional or Standard).
It does not work with Adobe Reader®.

CaseMap's DocManager add-in program allows you to Bates stamp files using the Batch
Print Wizard. See About DocManager and Batch printing linked documents.

To apply a Bates stamp to PDFs

1. On the Case Tools ribbon, click File Tasks, and then click Bates Stamp Linked PDFs.

You can also open the CaseMap Bates Stamp utility in Adobe Acrobat by clicking on the
CaseMap DocPreviewer button and then clicking Bates Stamping. On the submenu, click
Bates Stamp PDFs and then click OK in the message box. If doing so, you can now skip
to Step 8.

2. In the message box, click OK to send all linked PDFs in the current spreadsheet to the
CaseMap Bates Stamp utility.

3. In the Batch Processing - Review Linked Files dialog box, review linked files and
remove any you do not want to Bates stamp.

© 2018 LexisNexis. All rights reserved.

230 CaseMap

4. Click OK to continue.

The CaseMap Bates Stamp Utility now launches.

5. On the submenu, click Bates Stamp PDFs.

6. In the message box, click OK.

Notice that Acrobat automatically launches behind the CaseMap Bates Stamp Utility.

7. In the CaseMap Bates Stamp Utility, click Next.

8. In the Select the PDF files you want to Bates Stamp dialog box, click the Add Folder
button to navigate to the folder where the PDF files are stored.

You can Bates stamp an individual PDF file by clicking the Add Files button.

9. Verify that the Ignore PDFs that are already Bates Stamped check box is selected.

10. In the Browse for Folder dialog box, select the folder where the PDF files are stored,
then click OK.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 231

If you need to delete a file from the list, select it and click the Remove File or Remove All
button.

11. Click Next to continue.

12. In the Select the case Bates Numbering format dialog box, select the Create a new
case Bates Numbering option, then click Next.

© 2018 LexisNexis. All rights reserved.

232 CaseMap

If you select the Use an existing case Bates Numbering format option, CaseMap will
continue using the format you have already been using.

13. In the New Case Bates Format box, select the page number option that is applicable to
the document collection you are processing, then click Next.

14. In the Start numbering at field, type the number you want to use for this set of
documents.

15. In the Prefix field, select Yes and type the prefix you want to use for the Bates stamp,
then click Next.

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 Using CaseMap 233

16. In the Case Name field, type in the name for the Bates numbering format, then click
Finish.

17. In the Review case Bates Numbering format box, verify the Bates numbering range
and prefix, as well as format settings.

18. Click the Edit button to modify these settings, then click OK.

19. Click Next to continue.

© 2018 LexisNexis. All rights reserved.

234 CaseMap

20. In the Choose the order the PDFs will be stamped dialog box, select a PDF file and click
the Move Up or Move Down button to modify the stamp order.

Click the Remove File button to delete a PDF file from the listing.

Click the View PDF to review the PDF file before applying a Bates stamp to it.

21. Click Next to continue.

22. In the Review and Begin Bates Stamping dialog box, verify the summary and then
select the I have read the above summary and I am ready to proceed check box.

23. Click Finish to initiate the process.

24. In the message box to confirm the number of PDF files successfully stamped with a Bates
number, verify that the Select the Send these PDFs to CaseMap after closing this
message check box is selected, then click Close.

If you do not select the Send these PDFs to CaseMap after closing the message check
box, the documents will be Bates stamp but will not be imported into the case until
select the PDF files for import using the Send to CaseMap utility.

25. Complete the steps in the Send PDFs to CaseMap wizard to import PDFs into the case.

26. In the message box displays the number of records successfully imported into the case,
click OK.

27. Return to the Documents spreadsheet in the case to verify the PDF file import.

Notice that the Send to CaseMap wizard automatically linked the document record to the
PDF source file stored in the network folder.

For more information on using the Send to CaseMap wizard, see Importing PDFs.

To locate documents with a Bates numbers

You can locate a case record with a Bates number on the Documents spreadsheet by using
the Find tool.

1. In the All Shortcuts pane, click on the Documents icon.

2. On the Home menu, click Find.

3. In the Find dialog box, click on the field you want to search in the Search Field listing.

4. In the Find What field, type in the Bates number you want to locate.

5. Click the Find First button.

The document record is now highlighted in the Documents spreadsheet.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 235

To locate a range of Bates numbered documents

You can also locate a specified range of Bates numbered documents using the Filter feature.

1. In the All Shortcuts pane, click on the Documents icon.

2. Right-click in the Bates - Begin or Bates - End fields.

3. On the shortcut menu, click Filter for Bates Range.

4. In the Search for Bates Range dialog box, type in the Bates numbers in the Begin and
End fields, then click OK.

The documents within the Bates numbering range specified are now filtered and display
in the spreadsheet.

You can save this search if you need it for future reference.

To modify Bates numbering settings

1. On the File menu, click Options.

2. In the Options box, click the Documents tab.

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236 CaseMap

3. In the Begin Bates Number and End Bates Number areas, select or clear check box
options.

4. Click OK to save your changes.

Case option settings are specific to each case.

To manage Bates numbering formats

You can manage Bates numbering formats in Adobe® Acrobat.

1. Launch Acrobat and close any open documents.

2. Click on the CaseMap DocPreviewer button and then click Bates Stamping > Manage
Bates Numbering Formats.

3. In the Manage Bates Numbering Formats dialog box, click the New button.

4. In the New Case Bates Format dialog box, select the maximum number of pages you
expect to Bates stamp with this case Bates format, then click Next.

5. In the Start Numbering field, type in the number you want to start with, then click Next.

6. Select whether to include a prefix in the numbering format, then click Next.

If you select Yes, type in the prefix in the Prefix field.

7. In the Case Name field, type in a name for the new case Bates format.

8. Click Finish.

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 Using CaseMap 237

The new Bates numbering format now displays in the Manage Bates Numbering Formats
dialog box.

You can modify, rename, and delete numbering formats as needed.

9. Click Close when you are finished.

To turn off Bates End/Pages Synchronization

CaseMap includes a feature to automatically synchronize Bates number pages for you. This
feature is turned on by default.

For example, if you adjust a document record's Bates End entry or the Pages value, then the
corresponding field automatically adjusts to remain in synch with this change.

As another example, if you have a document with a Bates - Begin value of P001232 and a
Bates - End value of P001234, then the Pages field displays a "3" as its value. The
information could have come in through bulk import or is the result of manual entry. When
you review the document, you notice that it's actually a four-page document. Changing the
value in the Pages field to "4" will automatically synch the Bates - End number to P001235.
And vice versa.

To turn off this feature

1. On the File menu, click Options.

2. In the Options dialog box, click the Documents tab.

3. Clear the Synchronize with Pages check box.

4. Click OK to save the setting change.

To run the Bates Analyzer

The Bates Analyzer tool allows you to review the Bates numbers in the Bates - Begin and
Bates - End fields to locate any inconsistencies, duplications, and anomalies on the
Documents spreadsheet.

1. On the Standard toolbar, click Case Tools, and then click Analyze.

2. On the sub-menu, click Bates Analyzer.

3. In the Bates Number Analyzer dialog box, click on the Summary tab to for a complete
summary of document processed.

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238 CaseMap

4. Click on the Invalid Documents tab to review the error messages for documents that do
not have a valid Bates number.

5. Click on the Duplicate Documents tab to review all duplicate documents.

6. Click on the Duplicate Pages tab to review any duplicate Bates numbers.

7. Click on the Gaps tab to review gaps in Bates numbering for documents, including the
number of pages skipped.

8. Click on the Valid Ranges tab to review all valid documents with Bates numbers,
including the document and page count.

9. Click on the Save a Report button to save any of the current data to a HTML file for
reference purposes.

10. Click Close when you are finished.

Related Topics

About PDFs and DocPreviewer

About Bates stamping
Importing PDFs

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 239

Importing PDFs

Bulk importing PDF files into CaseMap is a process that automatically attaches multiple PDF files
to case records in the Documents spreadsheet. During the import process, CaseMap also brings
in record data, including Bates begin/end numbers, the page count of the file, the date, and
document name. Body content from PDF files is not imported. Short names are automatically
created off the Full Name field entry you choose, whether it is a document file name or Bates
number.

With the bulk import utility, you do not have to import or link to individual files because the
Send PDFs to CaseMap tool bulk imports a folder of documents and sets the attachment links to
object records for you. Once you have run the utility and imported documents from a network
folder, you can still re-run it on the same folder. The import utility identifies previously imported
files within the selected folder and selects only new PDFs for processing. You can also import an
individual PDF file, if needed. You can access the Send PDFs to CaseMap utility from the Tools
menu, by clicking Linked Files and then clicking Bulk Import PDFs.

Bulk importing PDFs does not work with Adobe Reader. You must have Adobe Acrobat v6.0
+ (Standard or Professional) installed on the same computer as CaseMap in order to use
the Bulk Import PDFs utility.

We recommend you use the Import Linked Files Wizard to import PDF files into CaseMap.
For more information, see Importing linked files.

When documents are converted to Adobe Acrobat files for inclusion in a case, it is best to
convert individual documents to individual PDF files to ensure that Bates numbers can be
applied for tracking and that individual files can be attached to the associated fact or
issue. Smaller PDF files also import faster into a case.

In the event that you want to renumber documents, we recommend that you keep a
backup copy of all original PDF files that do not have any highlighting or Bates stamping
applied to them.

To bulk import PDFs into a case

1. Verify that you have the relevant case open in CaseMap.

2. On the File menu, click Import, and on the submenu, click Import Linked Files from a
Folder.

3. When the Import Linked Files Wizard opens, click Next.

4. In the Import Linked Files Wizard, click Add Files to add files, or click Add Folder to add
a folder.

5. In the Select Files to Import dialog box, select the files (PDFs) to import into the case.

6. In the Import Linked Files Wizard dialog box, review the files to be imported, and click
Next to continue.

7. In the Select Spreadsheet dialog box, select the CaseMap spreadsheet (e.g.,
Documents) where the files are to be imported and then click Next.

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8. In the Ready to Import dialog box, verify your selection and then click Next to start the
import process.

9. In the Completing the Import Linked Files Wizard completion box, click Finish.

10. In CaseMap, go to the Documents spreadsheet and review the new records you just
imported.

Notice that the records you bulk imported now have a paperclip icon to the far left of the
record, indicating that the attachment link to the source file is set.

11. Click on a Paperclip icon for one of the documents records to view the linked file from
within CaseMap.

12. Scroll to the far right of the Documents spreadsheet and notice that the Linked File
fields for these records include the folder path where the source files are located.

You can now analyze the records and organize them by type and status.

Remember to run the Short Name Assistant utility after performing a bulk import to
ensure that links were created for new objects in description fields for this import. For
more information, see the Using the Short Name Assistant help topic.

To import an individual PDF file

You can import a singe PDF document into a case as opposed to bulk importing a set of files.
Follow the steps above To bulk import PDFs into a case. When you reach Step 4, click the
Add Files button to select the PDF document. Then complete the remaining steps in the
procedure to import the file into the Documents spreadsheet. When you are finished the PDF
source file will be added to the Documents spreadsheet as an object record. A link to the
source file stored in a network directory is also automatically created so you can view the
document within CaseMap.

To import an updated PDF file

If you need to update a PDF document in CaseMap with new version of the PDF file, simply
open the updated source file and resend it to the case.

1. In the applicable spreadsheet, highlight and open the case record you want to update.

2. Optional: If the file opens in CaseMap DocManager, click the Open Native button to
continue.

3. In the Acrobat source file, click the CaseMap DocPreviewer button, and then click
Advanced > Send PDF to CaseMap - Update.

4. Optional: In the message box, click Yes to continue.

5. In the Acrobat source file, click CaseMap DocPreviewer, click the Send PDF to CaseMap
button to continue.

6. In the Send To CaseMap message box, click Yes to keep existing links, otherwise, click
No.

7. In CaseMap, view the applicable spreadsheet and verify that the information is now
updated in the file for this record.

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To edit a linked PDF document

You can edit a linked PDF file from within Acrobat to set field status or link to case issues for
the document record in CaseMap. You must have the relevant case open in CaseMap for this
process to work.

1. In the Acrobat source file, click the CaseMap DocPreviewer button, and then click Edit
CaseMap Document.

2. In the Send to CaseMap - Edit Document dialog box, set additional field status for this
record or click on the Issue Linker bar to link to case issues.

3. When you are finished, click OK to save your changes.

Related Topics

About importing data

About PDFs and DocPreviewer
Sending facts from PDFs
Reviewing PDFs
Importing documents

Reviewing PDFs

The Review PDFs feature allows you to review linked PDF files in a case spreadsheet in Adobe®
Acrobat or Adobe® Reader — without having to flip back and forth between the PDF file and
CaseMap.

The Review PDFs feature is available as part of CaseMap's DocPreviewer feature set. You must
have Adobe® Acrobat v6.0+ (Standard or Professional) or Adobe® Reader v6.0+ installed on
the same computer as CaseMap to use this tool.

If you are not using a document management system (like Concordance) or other image
viewer application, use Adobe Acrobat's tools to mark text or insert comments in your
document files that you need to reference later.

CaseMap's DocManager add-in program allows you to review and annotate PDF files. See
About DocManager.

To review PDF files

1. Launch Adobe Acrobat.

2. Click the CaseMap DocPreviewer button, click Review PDFs.

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3. On the submenu, click Start Reviewing PDFs.

If you already have a PDF document open for review, click the Start Reviewing PDFs
button on the CaseMap DocPreviewer toolbar.

4. In the DocPreviewer PDF Review Wizard, click Next.

5. In the Review Starting Point dialog box, select which PDF file in which you want to start
the review, then click Next.

If you choose Select a different PDF, then click on the spreadsheet where the file is
linked. You can review linked files on any object spreadsheet or the Research -
Authorities spreadsheet.

If you have already reviewed PDF files in your current CaseMap work session, the default
selection is the Last reviewed PDF.

6. In the Review Order dialog box, select the first PDF file you want to start the review,
then click Finish.

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The PDF file now displays in Adobe Acrobat or Adobe Reader.

7. In the PDF file, click on the navigation buttons to page through previous or
next linked PDF files in the spreadsheet.

8. Click the End Review button when you are finished.

During your review, if you find a text excerpt that should be included as a fact records in
the Facts spreadsheet, highlight the text and click the Send Fact to CaseMap button

to open the Send to CaseMap utility.

Related Topics

About PDFs and DocPreviewer

Importing PDFs
Batch printing PDFs

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244 CaseMap

Importing Emails
About importing emails

The easiest way to import emails into a case is to use the Send Email to CaseMap tool, which is
part of CaseMap's DocManager add-in program. CaseMap already provides a default field
mapping structure that imports source field data directly into your case spreadsheet fields.
During the import process, a new spreadsheet record is automatically created for you. The
email is saved as an .MSG file in a folder, and a link is created in CaseMap that opens the email
for viewing in DocManager. Once emails are imported into a case, you can begin searching the
content immediately after the indexing process completes.

You can convert emails (Microsoft® Outlook® .PST files) to individual Adobe® Acrobat .PDF files
(including attachments, and sender/recipient information) and then bulk import them into the
Documents spreadsheet in your case. Links to the PDF source files are automatically created
during the conversion and import process. Emails imported as PDFs include the date, full name,
short name, authors, and recipients, as well as any Bates numbers associated with the
document. See Converting emails to PDFs.

Related Topics

About importing data

About DocManager
Send email to CaseMap
About PDFs and DocPreviewer
Converting emails to PDFs

Send email to CaseMap

You can send emails from Microsoft® Outlook (2007 and above) CaseMap v10+ case.

During the import process, emails are saved as .msg files to a folder you select. CaseMap
provides a default list of fields mapped between Outlook and CaseMap spreadsheets. You can
edit the default field mappings as needed. See To map email fields. Once you map the fields,
CaseMap will remember your settings for the next time you or another case user sends emails
to the case.

You can also preview the email before importing to review field data contents, including an
attachment count and the name of attachments.

Once emails are imported into CaseMap, you can begin searching the new data as soon as the

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 Using CaseMap 245

indexing process completes. When you click the paperclip icon for the new record, the email
displays in CaseMap's DocManager.

You can only send emails to CaseMap v10+ cases. If you have a CaseMap v9.0 (or earlier)
case open, CaseMap will send a message stating that the previous version case is not
supported.

The Send Emails to CaseMap tool is part of the DocManager add-in program. If you have
not purchased DocManager, you cannot use this feature. Contact your CaseMap Sales
Representative to learn more information about this product.

To send an Outlook email to CaseMap

1. Open the CaseMap case that you want to import data into from Outlook.

You must have the CaseMap case open in order to send an email to it.

2. In Outlook, locate the email to be sent to the case and click the 'Send Email to CaseMap'
button on the toolbar.

You can also right-click on the emails and then click 'Send Email to CaseMap'.

If the selected email was previously linked to CaseMap, a Duplicate Records dialog
screen displays.

In the Send Email to CaseMap Duplicate Records dialog box, perform one of the
following:

Click Yes to overwrite the record.

Click No and continue.

1. In the Change file name dialog box, click OK.

The Send E-mail to CaseMap dialog box opens.

2. In the File Name box, change the file name and other pertinent
information, and click OK to continue.

If selected email was not previously linked to CaseMap, the Send Email to CaseMap
dialog box opens.

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246 CaseMap

a. Perform the following:

In the file name box, confirm the file name.

Click the Browse button, and in the 'Save Email as' dialog box, locate the folder
to save the email, and then click Save.

In the Folder box, confirm the folder location.

Emails are saved as .msg files, using the email subject as the file name.

All attachments will be stored in the Documents spreadsheet in CaseMap by

default.

b. Optional: Link attachments as separate records

If you remove the check mark in the Link attachments as separate records check
box the Spreadsheet box is enabled.

1) Use the drop-down to select a spreadsheet from the list.

2) Proceed to Step c.

c. Optional: Click the Field Mappings button to create/adjust field mappings.

See To map email fields for additional information.

3. Click OK to initiate the import process.

The email now displays in the Document spreadsheet with a link to the email in Outlook.

4. In CaseMap, go to the top of the Documents spreadsheet to see the new record created
for the email.

The storage location (Documents spreadsheet) in CaseMap will be different if you chose
a different spreadsheet above.

5. Click the paperclip icon for the record to display the linked file(s) information.

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Optional: Double-click on the paperclip to display the linked file in DocManager.

For more information, see About DocManager.

6. Optional: In Outlook, continue sending emails to CaseMap.

7. When you are finished, click the Cancel button in the Send Email to CaseMap dialog
box.

To bulk send Outlook emails to CaseMap

1. Open the CaseMap case that you want to import data into from Outlook.

You must have the CaseMap case open in order to send an email to it.

2. In Outlook, locate the emails to be sent to the case and click the 'Send Email to
CaseMap' button on the toolbar.

You can also right-click on the emails and then click 'Send Email to CaseMap'.

If selected email(s) were previously linked to CaseMap, a Duplicate Records dialog

screen displays.

a. In the Bulk Send Email to CaseMap Duplicate Records dialog box, place a check
mark beside the action (Skip Import or Overwrite Record) for each record listed.

b. Optional: Select the Overwrite all email records or the Skip all items from being
imported check box to perform that action for all listed items.

c. Click OK to continue.

Conditional: Errors were encountered during import

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248 CaseMap

1. Click Yes to save to error log.

2. In the Save As dialog box, choose a file storage location and click Save.

The Import Confirmation screen displays summarizing the number of records

imported and/or skipped.

d. Click OK to continue.

If selected emails were not previously linked to CaseMap, the Bulk Send Email to
CaseMap dialog box opens.

a. Perform the following:

In the Folder field, confirm the folder location.

Click the Browse button, and in the Save Email as dialog box, locate the folder
to save the email, and then click Save.

Emails are saved as .msg files, using the email subject as the filename.

All attachments will be stored in the Documents spreadsheet in CaseMap by

default.

b. Optional: Link attachments as separate records

If you remove the check mark in the Link attachments as separate records check
box the Spreadsheet box is enabled.

1) Use the drop-down to select a spreadsheet from the list.

2) Proceed to Step c.

c. Optional: Click the Field Mappings button to create/adjust field mappings.

See To map email fields for additional information.

d. Click OK to initiate the process.

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 Using CaseMap 249

The Import Confirmation box displays displays.

3. Click OK to continue.

4. In CaseMap, go to the top of the Documents spreadsheet to see the new record created
for the email.

The storage location (Documents spreadsheet) in CaseMap will be different if you chose
a different spreadsheet above.

5. Click the paperclip icon for this record to view the path and file attachments.

Double-click the paperclip to open the file in CaseMap DocManager.

6. Optional: In Outlook, continue sending emails to CaseMap.

7. When you are finished, click the Cancel button in the Send Email to CaseMap dialog
box.

To map email fields

1. In Outlook , click the Send Email to CaseMap button to open the Send Email to
CaseMap dialog box.

2. Click the Field Mappings button to display the Field Mappings dialog box.

CaseMap provides a list of existing fields that are already mapped for you in the Existing
field mappings box. You can modify the default list by clicking on the Remove button and
re-mapping fields.

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250 CaseMap

3. In the Unmapped Source fields box, select the Outlook email field that needs to be
mapped to a CaseMap field.

4. In the Unmapped CaseMap fields box, select the field you want to map to unmapped
field.

5. Click the Add button.

The mapped fields now display in the Existing field mappings box.

6. Click the Remove button to undo any existing field mappings.

The fields will display in their respective boxes and will remain unmapped until you map
them again.

To use advanced field mapping settings

Advanced field mapping settings allow you to add a source data field to field mappings
list, and apply formatting to mapped fields (static text and hard returns). Once you send
an email to CaseMap, the field mappings are share with other case users.

1. Click the Advanced button and then click Advanced Mappings.

2. In the Document Spreadsheet fields area, click your field mapping preference: All
fields, Mapped fields, or Unmapped fields.

This area defaults to displaying all mapped fields.

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3. Select the field mapping structure you want to modify.

4. In the Selected CaseMap Field area, click the Add, Modify, or Remove buttons to
review source field mapping types, apply formatting to fields, and to add/modify/
delete a source data field.

5. In the Display Options area, select check boxes to omit prior or next fields if the field
value is blank.

6. Select the Link Object short names check box to automatically link short names for
the selected field.

This option only works in Description fields.

7. Select the Always update field to enable this option for the selected field.

8. Click OK to save your changes.

9. In the Field Mappings dialog box, click OK when you are finished.

10. In the Send Email to CaseMap dialog box, click Cancel to exit the tool.

To reset field mappings to the default structure, click the Advanced button and click
Reset to Default Mappings.

To preview emails prior to sending

1.In Outlook, click the Send Email to CaseMap button.

2.In the Send Email to CaseMap dialog box, click the Field Mappings button.

3.In the Field Mappings dialog box, click the Preview button.

4.In the Bulk Send to CaseMap Data Preview dialog box, review a list of selected emails
you are including in the import and review the number of email attachments.

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252 CaseMap

5.Click Close when you are finished.

To load field mappings from a file

1. In Outlook, click the Send Email to CaseMap button.

2. In the Send Email to CaseMap dialog box, click the Field Mappings button.

3. In the Field Mappings dialog box, click the Advanced button and then click Load
Mappings from File.

4. In the Open dialog box, navigate to the folder and select the field mapping file you want
to load into the case.

Field mapping files have a .cmbulkmap extension.

5. Click Open.

The field mapping structure now displays in the Field Mappings dialog box for you to use
or modify as needed.

To save a list of field mappings

1. In Outlook, click the Send Email to CaseMap button.

1. In the Send Email to CaseMap dialog box, click the Field Mappings button.

2. In the Field Mappings dialog box, click the Advanced button and then click Save
Mappings to File.

3. In the Save As dialog box, navigate to the folder where you want to save the field
mapping file.

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Field mappings are saved as a .cmbulkmap file.

4. In the File name field, type a name for the field mappings.

5. Click Save.

6. In the Field Mappings dialog box, click Close.

7. In the Send Email to CaseMap dialog box, click OK to exit the utility.

Related Topics

About the Send to CaseMap tool

About DocManager

Receiving client emails

Clients may not know how to send you a copy of emails in their Microsoft Outlook folders. The
following instructions will help them with this process.

To help clients send you email files for the document collection

Clients may not know how to send you a copy of emails in their Microsoft Outlook folders.
The following instructions will help them with this process.

1. Open Microsoft Outlook.

2. On the File menu, click Options, and then click on the Advanced menu.

3. Click the Export button.

4. In the Import and Export Wizard, click Export to a file, then click Next.

5. In the Export to a File dialog box, click Outlook Data File (.pst), then click Next.

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254 CaseMap

6. In the Export Outlook Data File dialog box, select the folder that contains the emails
you want to export, then click Next.

Select the Include subfolders check box, if needed.

7. In the Export Personal Folders box, click the Browse button to navigate to the location
where you want the email folder saved.

8. In the Open Personal Folders box, type in a file name for the .pst file, then click OK.

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9. In the Save exported file as dialog box, select the applicable option for duplicate
handling, then click Finish.

10. In the Create Microsoft Personal Folders box, select an encryption setting and
password (if needed), then click OK.

It is not necessary for clients to set a password.

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The .pst file is now saved to the location specified.

11. Close the Microsoft Outlook application.

This step is very important, otherwise the .pst file will not save properly. It may also take
several minutes to save close Outlook.

12. Navigate to the folder location where the .pst file is stored.

13. Right-click on the file and select a Zip option, like WinZip.

14. Restart Microsoft Outlook.

15. Have the client attach the zipped .pst file in an email and send it to you.

The exported .pst file may also be burned to a CD or copied to a portable memory
storage device like a USB memory stick. If you receive the .pst file on a CD, you must
save it on your hard drive before importing the files into Outlook. You can import the file
directly from the memory stick.

To receive clients emails sent as attachments

If your client has numerous folders of emails, you may want them to be sent as separate
emails. Clients may send these emails as attachments.

1. Create folder(s) in Microsoft® Outlook where you can file the client emails.

2. When you receive all the emails, click on one of the attachments, then press CTRL + A to
select all attachments.

3. Click and drag them to the appropriate folder.

This process may take a few minutes, especially if you have a lot of emails to copy.

4. Once the selected emails are transferred, repeat these steps as necessary.

To receive client emails in a zipped .PST file

If your client sends you a zipped .PST file of emails, you will need to save this file to a
desktop folder because Microsoft does not recommend using .PST files across a network.

1. Save the .PST file attachment to a desktop folder that you can find later.

2. Open Microsoft Outlook.

3. On the File menu, select Import and Export, then click Next.

4. In the Import and Export Wizard, select Import from another program or file, then
click Next.

5. In the Import a File dialog box, select the Personal Folder File (.pst), then click Next.

6. In the Import Personal Folders dialog box, click Browse to find the .pst file you want to
import.

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 Using CaseMap 257

This should be the desktop folder you saved the zipped .PST files.

7. In the Options area, select the appropriate option for duplicate handling, then click Next.

8. Next select the folder to import from and choose whether to include subfolders.

9. Choose where to import the folder.

Personal Folders will make it part of your Inbox.

10. Click Finish to complete the process.

If you are working in a multi-user environment, we recommend that you do not put the
emails in Microsoft Outlook because other case staff will not be able to access the files.
We recommend that you use DocPreviewer's Converting emails to PDFs utility and
import the PDF version of the emails into the case.

Related Topics

About importing emails

Send emails to CaseMap

Converting emails to PDFs

The Emails to PDF wizard is part of the DocPreviewer premium feature set, which requires and
additional subscription. The Emails to PDF wizard allows you to convert Microsoft® Outlook
emails in one or more folders to Adobe® Acrobat PDF files. The conversion utility guides you to
choose an Outlook folder(s) to convert to PDF files, select a network folder in which to store the
saved PDF files, and then import the emails into CaseMap.

During the import process, CaseMap populates the Attachments field with a number of
attachments for an email. However, email attachments do not import automatically. To locate
imported emails with attachments, perform a search in CaseMap and then use the Review PDFs
tool (in DocPreviewer) to open the attachment in Adobe® Acrobat or Reader. Next use the
Send to CaseMap feature to link the document to the case record in CaseMap.

Once the conversion process completes, the wizard then imports the emails into CaseMap with
the option of populating the Persons spreadsheet with the sender and recipient names, as well
as Bates stamping the files. During this process, all emails are automatically linked to the case
records in the Documents spreadsheet. Email metadata is saved in a separate file with the
.metadata extension and the same name as the PDF file.

Em ail conv ersion options include:

Emails still stored in Microsoft Outlook
Emails stored as a .PST file on a CD or DVD
Emails stored as .PST files in a network folder

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The Em ails to PDF utility is accessible from the following locations:

File tab > Import > Emails from Outlook

Tools menu > Email to PDF Wizard

If you are using a document management system (DMS), please check with your Litigation
Support Manager or IT department before converting emails to PDFs. Since they are
already linked in the case to the DMS, you don't need to make a duplicate copy of them on
your server.

The Emails to PDFs wizard is part of DocPreviewer, a CaseMap add-in program that
requires an additional subscription. DocPreviewer is available for a free 30-day trial period
that starts the first time you use it. After the trial period, the feature is no longer
accessible until you purchase a subscription to DocPreviewer.
* We also recommend you use the Import Linked Files Wizard to import emails into your
case. See About importing data and Importing linked files.

We encourage you to use the Send Emails to CaseMap feature that is part of CaseMap's
DocManager add-in program. You can send emails from Microsoft Outlook 2007 and 2010
directly to your case file. You must have a subscription to DocManager to use this feature.
See About DocManager and Send emails to CaseMap.

To convert emails to PDFs

1. On the File menu, click Import, and then click Import Emails from Outlook.

You can also click on the Tools menu and then click E-mail to PDF Wizard.

2. In the DocPreviewer Email to PDF Wizard, click Next.

3. In the Outlook Folder File dialog box, select the location of the emails you want to
convert, then click Next.

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If the folder already contains PDF files, they will not be overwritten — even if they were
created from the same emails.

4. In the Outlook Folders dialog box, navigate to the folder that contains the emails to
convert, then click Next.

5. Review your selected conversion options, then click Next to initiate the process.

6. Select what you want to do with the converted PDFs and review the conversion
summary options:
Import the emails, senders, and recipients into the Document spreadsheet in your
case
Bates stamp the PDFs. After Bates stamping you will have the option to import the
emails, senders, and recipients.
Do nothing.

7. When the conversion process is complete, return to the Documents spreadsheet to

review the imported email records.

Related Topics

About PDFs and DocPreviewer

About importing emails
Importing emails

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260 CaseMap

Importing emails

CaseMap's Outlook Email Linker has been removed from the File tab's Import submenu. We
encourage you to use the new Import Linked Files Wizard to import your emails into your
CaseMap case. For more information, see Importing linked files. If you would still like to use this
tool, you will need to add the Outlook Email Linker menu to the File tab's Import Submenu.

If you have emails in your Microsoft® Outlook folder that need to be included as part of the
case, you can import the emails in the folder and link them into a case using the Outlook Email
Linker tool. The emails are imported into the Documents spreadsheet and retain links directly
back to the email file in Outlook. Each email record's Linked File cell displays the file path.
CaseMap also tracks emails already imported, so you can perform the import again on that
email folder without duplicating document records.

The Import Emails from Outlook utility guides you through the steps of selecting a folder of
emails in Outlook to import as well as the mapping process used between both Outlook and
the case document index. The utility will store the mappings for future use. To clear saved
settings, press the SHIFT key while launching the utility. CaseMap does not link to emails in
Outlook Express.

We highly recommend that you use the Import Linked Files Wizard to import emails into
your CaseMap case. See Importing linked files.

Emails stored in your local Microsoft Outlook folder and linked to case records in CaseMap
are not accessible to other case staff. CaseMap's DocPreviewer add-in program (Convert
E-mails to PDFs feature) can convert Outlook .PST emails into PDF files that can be stored
in a network folder and linked to case records, and viewable in DocPreviewer. CaseMap's
Send Emails to CaseMap tool saves Outlook emails as .MSG files that are saved in a
network folder and linked to case records viewable in the CaseMap Document Viewer.

To import emails in Outlook

1. Open Microsoft Outlook and navigate to the folder that is storing the emails you want
to import.

2. Open CaseMap, and on the File menu, click Import, and then click Import Emails from
Outlook.

3. When the DocPreviewer E-mail to PDF Wizard opens, select one of the following
options to locate the emails you want to process:
They are in my copy of Outlook
They are in a PST on a CD or DVD.
They are in a PST on my computer or network.

4. Click Next.

5. In the Choose one or more Outlook folders to convert dialog box, select the
appropriate check box to identify where the files are located, and then click Next.

7. In the Choose a folder to receive converted PDF files dialog box, browse to/identify

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 Using CaseMap 261

the folder to receive the files, and click OK.

8. Click Next to continue.

9. In the How do you want the emails sent time to appear in the PDF dialog box, select
an appropriate format regarding how you want the Date format to display, and then
click Next.

10. In the Please review your selections box, review your selections, and click Next to
continue.

11. In the Conversion Competed box, review the conversion summary, and then select the
appropriate check box to determine what you want to do next.

12. Click Next.

13. When the DocPreviewer E-mail to PDF wizard successful completion box displays, click
Finish.

14. In the Send PDFs to CaseMap Utility, click Next to continue.

15. Select the PDF files you want to send to CaseMap and then click Next.

16. In the Confirm CaseMap case and spreadsheet box, review/confirm the file(s), and then
click Next.

17. In the Choose Document field mappings box, select all that is appropriate, and then
click Next to continue.

18. In the PDF E-mail Preview box, review the summary, and then click No if you do not
want to customize field mappings, otherwise click Yes.

19. Click Next to continue.

20. In the Review and begin sending to CaseMap box, review the summary of actions, and
then click Finish to send the PDFs to CaseMap.

21. In the Acrobat message box, click OK to acknowledge the message.

22. Optional: In Adobe Acrobat, you may open each document for review.

23. Return to the CaseMap to verify the email import.

24. Notice there are no Bates numbers for these records since you are linking directly to
Outlook to access the file.

25. Click on a document record's paperclip icon to display the linked path to Outlook and to
view the document in Outlook.

To import emails saved as PDF files

CaseMap's DocPreviewer Adobe PDF integration features give you the ability to import one
or multiple emails into a case's Document spreadsheet. Imported document records are
automatically linked to the PDF file stored in a network folder. DocPreviewer uses the Send
to Multiple PDFs utility that checks for previously imported and linked PDF files and ignores

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262 CaseMap

them, so you can run the import wizard multiple times on the same folder without creating
duplicate document records in CaseMap.

You can also import PDF files using the Import Documents Wizard.

For more information, see the Importing PDFs help topic.

Related Topics

About importing emails

Importing linked files

The Import Linked Files Wizard guides you through the process of importing one or more
documents/files into your case. The wizard will create a new record for each file you select to
import. You can select one or more files, or a folder of files to import. If a folder contains sub-
folders, all files in each sub-folder will be selected for the import as well. CaseMap also allows
you to specify the source of the files that are imported.

CaseMap recognizes duplicate documents imported from the same folder. However, if you have
the same document stored in two folders, CaseMap will not recognize the duplicate and will
create a new record and link to it in the other folder location.

You can choose the option to capture document metadata during the import process. This
provides an automated process to extract metadata and map the information automatically into
an object spreadsheet. For any unmapped data, you have the option to create a load file,
import into a pre-existing field, or ignore.

CaseMap does not automatically create fields for metadata import.

You can choose to remove files during the import, particularly if a file seems too large. Large
files will slow the import process during a bulk import.

You can cancel the import at any time. CaseMap will send a message indicating how many files
were successfully imported before the process was canceled.

After the import, CaseMap indexes all new file content. You can begin searching the updated
case data as soon as the index process completes. For more information, see About the case
index.

You can im port the following file types:

Microsoft Office files (.doc, .docx, .xls, .xlsx, .ppt, .pptx, .eml)
PDF files (.pdf)
Image files (.tiff, .tif, .gif, .jpg, .jpeg, .bmp, .emf., and .wmf)

Once a file has been imported to the Documents spreadsheet, click the paperclip icon once

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to display the link/path to the object record. If you double-click on the paperclip icon, the
object record opens.

To bulk import documents

1. On the File menu, click Import and then click Import Linked Files from a Folder.

2. In the Import Linked Files dialog box, click one of the following:

Add Files to select one or more files to import

Add Folder to import all files within a folder

CaseMap identifies duplicate files based on directory paths. If a file in a folder has
already been added to the case, the document will be skipped during the import
process. If you have a file stored in two folders, CaseMap will not recognize the
duplicate and will create a new record and link to it in the other folder location.

4. In the Import Linked Files dialog box, navigate to the folder where the files are saved.

If you selected Add Folder, you will navigate to the folder when the Browse for Folder
dialog box displays.

If the folder contains subfolders, click Yes in the message box to import all files in each
subfolder.

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264 CaseMap

The files now display in the Selected files box.

6. Review the selected files to ensure that you want to import them.

If you want to delete one or more files selected for the import, click the Remove Files
button.

If you want to delete all files selected for the import, click the Remove All button.

7. Click Next.

8. In the Spreadsheet drop-down list, select the spreadsheet for which you want to import
the files.

9. In the Would you like to identify a source for the files? area of the dialog box, click Yes
to identify the source of the files, or click No if you do not want to identify the source of
the files.

10. In the Would you like to extract Metadata for the imported files? area of the dialog
box, click Extract to extract metadata, or click Do not extract if you do not want to
extract the metadata.

Any files in use or access denied will not have the metadata extracted when imported
into CaseMap. Close all files and grant permissions before import.

CaseMap supports file imports up to 1GB per file. If the file size is larger than 1GB, you

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might encounter system errors.

11. Perform one of the following:

If you clicked Yes to identify a source for the files, click Next to continue.

If you clicked No, proceed to Step 18.

12. In the Select a destination field box, use the drop-down arrow to select the destination
field.

13. In the Enter field value box, use the drop-down arrow to select/enter a source value up
to a maximum of 35 characters.

14. Optional: Select the Mark records to be reviewed? check box to identify records that
are to be reviewed.

If the Mark records to be reviewed check box is selected, the 'Select a destination field' is
displayed.

15. In the Select a destination field dialog box, Select Field has been entered as the
default value. Use the drop-down arrow to select the destination field.

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266 CaseMap

16. In the Enter field value box, enter/type in a field value.

17. Click Next to continue.

18. In the Verify your selections before importing the files dialog box, review the files and
spreadsheet you selected for the import.

If you have chosen to extract the metadata from the files to be imported, the metadata
will be extracted and added to the selected spreadsheet. Any metadata that has a data
type mismatch is not imported.

19. Click Next to initiate the import process.

20. If you have chosen to extract the metadata and there is unmapped data, the What do
you want to do with unmapped metadata? dialog box appears.

Perform one of the following options:

Create load file of all metadata for the unmapped metadata records

Import unmapped metadata into a pre-existing field

Ignore unmapped metadata from being imported

21. Click Next.

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 Using CaseMap 267

If you select the option to import unmapped metadata into a pre-existing field, you are
given the option to choose a field to map the metadata.

Any metadata extracted that exceeds the size of the field will be discarded.

If you select the option to create a load file, you are given the option to select a
location to save the load file of unmatched metadata.

Metadata extracted into fields with restrictions or revoked permissions is identified as

unmapped metadata.

22. Review the number of files imported, then click Finish.

The new records display in the selected spreadsheet.

23. In the appropriate spreadsheet (e.g., Documents), click the paperclip icon next to the
imported record once to display the link/path of the object record, or double-click on the
paperclip icon icon to open the object record and verify its content.

Related Topics

About importing data

Batch printing linked documents

Importing text files

You can import data from a Microsoft® Word table or Excel spreadsheet into CaseMap
spreadsheets. Save the document or spreadsheet in a tab delimited text file for best results.
Sometimes data clean-up prior to the import is necessary. We recommend that you try your
import on a copy of the case to ensure the import is satisfactory before imported the content in
the active case.

If the file you are importing contains full names, we recommend that you find/replace the
full names with short names in source file before importing the data into CaseMap.
Otherwise, you will need to find/replace all full names in every field, in each spreadsheet,
which can be a time-consuming process.

To import delimited text files

1. Before the import, make a backup copy of the case.

If the import does not produce the desired results, you restore the backup copy.

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268 CaseMap

2. Next verify whether any other users are logged into the case and ask them to exit it until
you have completed the process.

3. On the File menu, click Import and then click Import Records from a Text File.

4. In the message box to make a backup copy of the case, click Yes to open the Backup
and Restore wizard. Click No to continue if you have already backed up the case.

5. In the Select File to Import dialog box, navigate to and select the file you want to
import, then click Open.

6. In the Import Data box, select the delimiter that separates your fields: Comma, Tab,
Semicolon, or Other.

7. Select the First Row Contains Field Names box, if this applies to the text file, then click
Next.

8. In the Preview the data to import dialog box, review the selected data, then click Next.

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Click the Next 5 and Top buttons to navigate the import data.

9. In the Select the CaseMap spreadsheet dialog box, click on the spreadsheet for which
you want to import data, then click Next.

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270 CaseMap

10. In the CaseMap spreadsheet dialog box, select the spreadsheet in which you want to
import data, then click Next.

If you are importing objects, select the object type spreadsheet, then click Next.

11. In the Select field mappings dialog box, map the import fields from the text file to the
destination fields in the spreadsheet.

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 Using CaseMap 271

12. Select the field you want to map in the Import Field list.

13. In the Select Field Mappings drop-down list, select the CaseMap field (Destination field)
where you want to import the data.

14. Repeat Steps 14-15 for each import field, then click Next.

15. In the Review dialog box, preview the field mappings you specified, and then click Finish
to initiate the import.

16. In the message box to confirm the number of records to import, click Yes.

17. In the message box to confirm the number of records successfully imported, click OK.

If any errors occurred, review the error log to determine the issue.

18. Return to the case spreadsheet to verify the imported case records.

If you have any questions about importing text files, contact CaseMap Support for
assistance.

Related Topics

About importing data

Exporting spreadsheet data/reports

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272 CaseMap

Using the Send to CaseMap tool

About the Send to CaseMap tool

Many programs integrate with CaseMap incorporating a Send to CaseMap tool that allows you
to import data directly into a case spreadsheet. During this process, links are set directly to the
native source file or application record containing the information — whether it's in a document
management system, a web site, or a native source file stored in a network folder.

Send data to CaseMap the following ways:

Key facts from Concordance® or other document management systems
Transcript excerpts from TextMap® or other transcript software
Key facts from Adobe® Acrobat PDF files
Key facts from Microsoft® Outlook® emails
Key facts and documents from Microsoft® Word®
Case law research from Lexis Advance or other web sites

Sending data to CaseMap, regardless of the source, is nearly identical and a standardized
process. You simply highlight the text you want to import, right-click on it and click Send to
CaseMap.

CaseMap's entity recognition for fact entry simplifies and reduces time to add facts to your
case. Objects sent to CaseMap from PDFs and Word documents are automatically identified and
updated for Persons, Places and Organizations.

See About Objects Recognition for Fact Entry for more information.

Once you have sent the data to the case, you can immediately view it in the CaseMap
spreadsheet selected. You can also review the original source file by double-clicking on the
paperclip icon/linked file indicator associated with the case record. New data can be searched
as soon as the indexing process completes.

More than 35 litigation support programs have the Send to CaseMap feature. Contact
your CaseMap account representative for more information about product integrations for
this feature.

Related Topics

About importing data

Sending Word documents to CaseMap
Send emails to CaseMap
Sending data from Concordance
Sending transcripts to CaseMap
Sending research to CaseMap

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 Using CaseMap 273

Create new facts from annotations

Send to CaseMap product integration
About Objects Recognition for Fact Entry

About Objects Recognition for Fact Entry

When sending facts to CaseMap from PDFs and Word documents, the entity recognition feature
automatically identifies objects and adds them to your case.

Objects recognition simplifies and reduces the time it takes to create and link Objects for
Persons, Organizations and Places.

To use this feature, you simply highlight the text you want to import, right-click, and then click
Send to CaseMap. The options to link the document to CaseMap and to edit the CaseMap fact
appear, followed by the option to enable or disable the Objects recognition feature.

If the entity recognition engine is not installed, the option to recognize objects within the
selected text is not displayed.

When objects recognition is enabled, the selected text is in read-only mode. To make any
changes to the selected text, disable objects recognition.

Once enabled, CaseMap displays new and existing identified objects for Persons, Organizations
and Places in the right hand pane.

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Existing objects are objects already existing within CaseMap.

The color of each newly identified and existing objects in the selected text, matches the color
assigned for each object type.

Newly identified and existing objects can be removed. This allows you to avoid adding objects
that are incorrectly linked.

See Sending Word documents to CaseMap and Sending facts from PDFs for additional
information on Entity Recognition for Fact Entry.

Related Topics

About the Send to CaseMap tool

Sending Word documents to CaseMap
Sending facts from PDFs

Sending Word documents to CaseMap

With CaseMap, you can send fact text and documents from Microsoft® Word (2007 and later)
(32-bit versions). The Send to CaseMap features display on a CaseMap ribbon within Word. The
Word plug-in is optional during CaseMap installation.

We recommend that the Word document is completed and no longer needs editing before you
send fact text to CaseMap. This ensures that CaseMap will select the correct text of the
document to display in the case record.

If you have already sent a document to CaseMap, you will receive a message box indicating
that the document is already linked to a case record. CaseMap recognizes duplicates as long as
they are stored in the same folder and have the same file path. If you rename the file, move
the file, or save it to another folder, CaseMap will identify it as a new document.

If you are working in the Word document and want to quickly locate the document record in the
case, click the Go to CaseMap document button. See To view the Word document in CaseMap
below.

Once Word documents are sent to the case, you can still edit the document record in CaseMap
by clicking the Edit CaseMap Document button on the CaseMap ribbon. See To edit a Word

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 Using CaseMap 275

document sent to CaseMap below.

You can install Word 32-bit applications on a 64-bit machine. You cannot install the 64-bit
applications on a 32-bit machine.

To send fact information from Word

1. Open the CaseMap case that you want to import data into from Word.

2. Open the Word document that contains the text that you want to send to the case.

3. In the Word document, click the CaseMap tab.

4. Highlight the information you want to import into a case spreadsheet, then click Send to
CaseMap - Add Fact.

You can also right-click and then click Send to CaseMap - Add Fact.

If you have not saved the document to a file, then a message box displays stating that
you need to save the document and try again.

5. In the Send to CaseMap - New Fact box, click Document.

6. In the Enter a name for the new Document field, type in the full name of the document.

7. In the Enter the assigned short name field, type in a short name for the document, then
click OK.

8. Click OK.

9. In the Send to CaseMap – New Fact box, select Fact Text in the Append Text Selection

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to field so that the excerpt displays in the Facts spreadsheet.

Notice that the text you selected from the Word document displays in the Text Selection
field and is enclosed in brackets.

Do not delete the brackets from text excerpts imported using the Send to CaseMap
utility. Brackets prevent CaseMap's recognition of short names and designate actual
document text for the import.

10. In the Would you like to recognize objects within the selected text section, slide the
button to the right if you would like to enable Objects recognition. If you keep the option
disabled, skip to Step 12.

Once Objects recognition is enabled, new and existing objects appear. These are color
coded by the object type. (Person, Organization and Place.)

If there are no objects identified, the following message displays, "No Objects were
identified in the selected text."

11. If you want to delete a new or existing object, click the red X to remove.

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12. In the Date & Time field, type in the date of the fact.

13. In the Fact Text field, type in a fact summary/short description of the imported text.

14. This text description displays in the Fact Text field in the Facts spreadsheet and appears
as a Fact Card in the Fact Cards view.

15. Select the Key check box, if this fact is important to the case.

16. In the Status field, select whether the fact is disputed or not.

17. Click the Issue Linker bar to link the fact directly to issues, then click OK to initiate the
import process.

18. In the message prompt, click Yes to view the new fact record in the Facts spreadsheet.

19. Click in the Fact Text field for this fact record to view the highlighted text you sent from

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278 CaseMap

the Word document.

20. Click on the paperclip icon for the fact record to view the linked path to the source file in
Word.

21. Scroll to the right and notice that the Source(s) field displays the linked element to the
Word document and that the Linked Issue field displays any issues added for this
record.

22. Click All Objects in the Case Shortcuts pane to see newly identified objects (Persons,
Organizations and Places) added to the Object spreadsheets.

To send Word documents to CaseMap

1. Open the CaseMap case that you want to import data into from Word.

2. Open the Word document that you want to send to the case and click the CaseMap tab.

3. In the Word document, click the Send to CaseMap - Add Object button to open the
Send to CaseMap dialog box.

You can also right-click on the Word document and click Send to CaseMap - Add Object.

If you have not saved the document to a file, then a message box displays stating that
you need to save the document and try again.

4. In the Object Type list, click Document or another object type spreadsheet.

5. In the Full Name and Short Name fields, review or edit the default Word document title
and short name as needed.

6. Click the Save button to continue.

7. In the message box, click Yes to view the new document record in CaseMap.

Notice that the new record now displays in the selected object spreadsheet.

8. Click on the paperclip icon for the record to view the linked path to the source file in
Word.

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 Using CaseMap 279

The document is now an object record in the case with a link to the source file saved in a
folder.

To edit a Word document sent to CaseMap

1. Open the Word document that you have already sent to the case.

2. On the CaseMap ribbon, click the Edit CaseMap Document button.

3. In the Send to CaseMap - Edit dialog box, modify any of the record's Favorite Fields as
needed.

4. Click the Issue Linker bar to link the record directly to a case issue.

5. Click OK to save your edits.

The new record information is now saved in the case spreadsheet.

To view the Word document in CaseMap

1. Open the Word document that you have already sent to the case.

2. On the CaseMap ribbon, click the Go to CaseMap Document button.

CaseMap opens the spreadsheet where the record is saved and highlights the
applicable record.

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Related Topics

About the Send to CaseMap tool

Send emails to CaseMap
About Objects Recognition for Fact Entry

Send email to CaseMap

You can send emails from Microsoft® Outlook (2007 and above) CaseMap v10+ case.

During the import process, emails are saved as .msg files to a folder you select. CaseMap
provides a default list of fields mapped between Outlook and CaseMap spreadsheets. You can
edit the default field mappings as needed. See To map email fields. Once you map the fields,
CaseMap will remember your settings for the next time you or another case user sends emails
to the case.

You can also preview the email before importing to review field data contents, including an
attachment count and the name of attachments.

Once emails are imported into CaseMap, you can begin searching the new data as soon as the
indexing process completes. When you click the paperclip icon for the new record, the email
displays in CaseMap's DocManager.

You can only send emails to CaseMap v10+ cases. If you have a CaseMap v9.0 (or earlier)
case open, CaseMap will send a message stating that the previous version case is not
supported.

The Send Emails to CaseMap tool is part of the DocManager add-in program. If you have
not purchased DocManager, you cannot use this feature. Contact your CaseMap Sales
Representative to learn more information about this product.

To send an Outlook email to CaseMap

1. Open the CaseMap case that you want to import data into from Outlook.

You must have the CaseMap case open in order to send an email to it.

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2. In Outlook, locate the email to be sent to the case and click the 'Send Email to CaseMap'
button on the toolbar.

You can also right-click on the emails and then click 'Send Email to CaseMap'.

If the selected email was previously linked to CaseMap, a Duplicate Records dialog
screen displays.

In the Send Email to CaseMap Duplicate Records dialog box, perform one of the
following:

Click Yes to overwrite the record.

Click No and continue.

1. In the Change file name dialog box, click OK.

The Send E-mail to CaseMap dialog box opens.

2. In the File Name box, change the file name and other pertinent
information, and click OK to continue.

If selected email was not previously linked to CaseMap, the Send Email to CaseMap
dialog box opens.

a. Perform the following:

In the file name box, confirm the file name.

Click the Browse button, and in the 'Save Email as' dialog box, locate the folder
to save the email, and then click Save.

In the Folder box, confirm the folder location.

Emails are saved as .msg files, using the email subject as the file name.

All attachments will be stored in the Documents spreadsheet in CaseMap by

default.

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b. Optional: Link attachments as separate records

If you remove the check mark in the Link attachments as separate records check
box the Spreadsheet box is enabled.

1) Use the drop-down to select a spreadsheet from the list.

2) Proceed to Step c.

c. Optional: Click the Field Mappings button to create/adjust field mappings.

See To map email fields for additional information.

3. Click OK to initiate the import process.

The email now displays in the Document spreadsheet with a link to the email in Outlook.

4. In CaseMap, go to the top of the Documents spreadsheet to see the new record created
for the email.

The storage location (Documents spreadsheet) in CaseMap will be different if you chose
a different spreadsheet above.

5. Click the paperclip icon for the record to display the linked file(s) information.

Optional: Double-click on the paperclip to display the linked file in DocManager.

For more information, see About DocManager.

6. Optional: In Outlook, continue sending emails to CaseMap.

7. When you are finished, click the Cancel button in the Send Email to CaseMap dialog
box.

To bulk send Outlook emails to CaseMap

1. Open the CaseMap case that you want to import data into from Outlook.

You must have the CaseMap case open in order to send an email to it.

2. In Outlook, locate the emails to be sent to the case and click the 'Send Email to
CaseMap' button on the toolbar.

You can also right-click on the emails and then click 'Send Email to CaseMap'.

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If selected email(s) were previously linked to CaseMap, a Duplicate Records dialog

screen displays.

a. In the Bulk Send Email to CaseMap Duplicate Records dialog box, place a check
mark beside the action (Skip Import or Overwrite Record) for each record listed.

b. Optional: Select the Overwrite all email records or the Skip all items from being
imported check box to perform that action for all listed items.

c. Click OK to continue.

Conditional: Errors were encountered during import

1. Click Yes to save to error log.

2. In the Save As dialog box, choose a file storage location and click Save.

The Import Confirmation screen displays summarizing the number of records

imported and/or skipped.

d. Click OK to continue.

If selected emails were not previously linked to CaseMap, the Bulk Send Email to
CaseMap dialog box opens.

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284 CaseMap

a. Perform the following:

In the Folder field, confirm the folder location.

Click the Browse button, and in the Save Email as dialog box, locate the folder
to save the email, and then click Save.

Emails are saved as .msg files, using the email subject as the filename.

All attachments will be stored in the Documents spreadsheet in CaseMap by

default.

b. Optional: Link attachments as separate records

If you remove the check mark in the Link attachments as separate records check
box the Spreadsheet box is enabled.

1) Use the drop-down to select a spreadsheet from the list.

2) Proceed to Step c.

c. Optional: Click the Field Mappings button to create/adjust field mappings.

See To map email fields for additional information.

d. Click OK to initiate the process.

The Import Confirmation box displays displays.

3. Click OK to continue.

4. In CaseMap, go to the top of the Documents spreadsheet to see the new record created
for the email.

The storage location (Documents spreadsheet) in CaseMap will be different if you chose
a different spreadsheet above.

5. Click the paperclip icon for this record to view the path and file attachments.

Double-click the paperclip to open the file in CaseMap DocManager.

6. Optional: In Outlook, continue sending emails to CaseMap.

7. When you are finished, click the Cancel button in the Send Email to CaseMap dialog

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 Using CaseMap 285

box.

To map email fields

1. In Outlook , click the Send Email to CaseMap button to open the Send Email to
CaseMap dialog box.

2. Click the Field Mappings button to display the Field Mappings dialog box.

CaseMap provides a list of existing fields that are already mapped for you in the Existing
field mappings box. You can modify the default list by clicking on the Remove button and
re-mapping fields.

3. In the Unmapped Source fields box, select the Outlook email field that needs to be
mapped to a CaseMap field.

4. In the Unmapped CaseMap fields box, select the field you want to map to unmapped
field.

5. Click the Add button.

The mapped fields now display in the Existing field mappings box.

6. Click the Remove button to undo any existing field mappings.

The fields will display in their respective boxes and will remain unmapped until you map
them again.

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To use advanced field mapping settings

Advanced field mapping settings allow you to add a source data field to field mappings
list, and apply formatting to mapped fields (static text and hard returns). Once you send
an email to CaseMap, the field mappings are share with other case users.

1. Click the Advanced button and then click Advanced Mappings.

2. In the Document Spreadsheet fields area, click your field mapping preference: All
fields, Mapped fields, or Unmapped fields.

This area defaults to displaying all mapped fields.

3. Select the field mapping structure you want to modify.

4. In the Selected CaseMap Field area, click the Add, Modify, or Remove buttons to
review source field mapping types, apply formatting to fields, and to add/modify/
delete a source data field.

5. In the Display Options area, select check boxes to omit prior or next fields if the field
value is blank.

6. Select the Link Object short names check box to automatically link short names for
the selected field.

This option only works in Description fields.

7. Select the Always update field to enable this option for the selected field.

8. Click OK to save your changes.

9. In the Field Mappings dialog box, click OK when you are finished.

10. In the Send Email to CaseMap dialog box, click Cancel to exit the tool.

To reset field mappings to the default structure, click the Advanced button and click
Reset to Default Mappings.

To preview emails prior to sending

1.In Outlook, click the Send Email to CaseMap button.

2.In the Send Email to CaseMap dialog box, click the Field Mappings button.

3.In the Field Mappings dialog box, click the Preview button.

4.In the Bulk Send to CaseMap Data Preview dialog box, review a list of selected emails
you are including in the import and review the number of email attachments.

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 Using CaseMap 287

5.Click Close when you are finished.

To load field mappings from a file

1. In Outlook, click the Send Email to CaseMap button.

2. In the Send Email to CaseMap dialog box, click the Field Mappings button.

3. In the Field Mappings dialog box, click the Advanced button and then click Load
Mappings from File.

4. In the Open dialog box, navigate to the folder and select the field mapping file you want
to load into the case.

Field mapping files have a .cmbulkmap extension.

5. Click Open.

The field mapping structure now displays in the Field Mappings dialog box for you to use
or modify as needed.

To save a list of field mappings

1. In Outlook, click the Send Email to CaseMap button.

1. In the Send Email to CaseMap dialog box, click the Field Mappings button.

2. In the Field Mappings dialog box, click the Advanced button and then click Save
Mappings to File.

3. In the Save As dialog box, navigate to the folder where you want to save the field
mapping file.

© 2018 LexisNexis. All rights reserved.

288 CaseMap

Field mappings are saved as a .cmbulkmap file.

4. In the File name field, type a name for the field mappings.

5. Click Save.

6. In the Field Mappings dialog box, click Close.

7. In the Send Email to CaseMap dialog box, click OK to exit the utility.

Related Topics

About the Send to CaseMap tool

About DocManager

Sending facts from PDFs

When reviewing documents in Adobe® Acrobat or Reader and you find information that
warrants a record entry on the Facts spreadsheet, you can simply highlight the text and import
it into the case using the Send to CaseMap feature. The benefit is that during the import
process, you can enter fact details, link to case elements and issues, as well as mark the status
of the new fact — importing this data with the selected text. You can then continue to edit the
fact, as needed, once the new record has been saved in the Facts spreadsheet.

To send facts from a PDF file

1. Open the Adobe Acrobat file you are reviewing.

2. In Acrobat, click on the Select Tool button and highlight the text you want to import.

3. Right-click on the highlighted text and click Send Fact to CaseMap.

You can also click the Send Fact to CaseMap button under CaseMap DocPreviewer.

4. In the Send to CaseMap - New Fact box, select Document.

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 Using CaseMap 289

If CaseMap does not recognize the document as on object in the case, a Link this PDF
to CaseMap dialog box displays instead for you to add this record to the Documents
object spreadsheet. Once you complete this step, you see the Create New Fact dialog
box.

5. In the Enter a name for the new Document field, type in the full name of the document.

6. In the Enter the assigned short name field, type in a short name for the document, then
click OK.

7. In the Send to CaseMap – New Fact box, select Fact Text in the Append Text Selection
to field so that the excerpt displays in the Facts spreadsheet.

Notice that the text you selected from the PDF file displays in the Text Selection field and
is enclosed in brackets.

Do not delete the brackets from text excerpts imported using the Send to CaseMap
utility. Brackets prevent CaseMap's recognition of short names and designate actual
document text for the import.

8. In the Would you like to recognize objects within the selected text section, slide the
button to the right if you would like to enable Objects recognition. If you keep the option
disabled, skip to Step 10.

Once Objects recognition is enabled, new and existing objects appear. These are color
coded by the object type. (Person, Organization and Place.)

If there are no objects identified, the following message displays, "No Objects were

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290 CaseMap

identified in the selected text."

9. If you want to delete a new or existing object, click the red X to remove.

10. In the Date & Time field, type in the date of the fact.

11. In the Fact Text field, type in a fact summary/short description of the imported text.

12. This text description will display in the Fact Text field in the Facts spreadsheet and
appears as a Fact Card in the Fact Cards view.

13. Select the Key check box, if this fact record is important to the case.

14. In the Status field, select whether the fact is disputed or not.

15. Click the Issue Linker bar to link the fact directly to issues, then click OK to initiate the

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 Using CaseMap 291

import process.

16. In the message prompt, click Yes to view the new fact record in the Facts spreadsheet.

17. Click in the Fact Text field for this fact record to view the highlighted text you sent from
the Word document.

18. Click on the paperclip icon for the fact record to view the linked path to the source file in
Word.

19. Scroll to the right and notice that the Source(s) field displays the linked element to the
Word document and that the Linked Issue field displays any issues added for this
record.

20. Click All Objects in the Case Shortcuts pane to see newly identified objects (Persons,
Organizations and Places) added to the Object spreadsheets.

To update facts from a PDF file

If you need to update a fact record in CaseMap with new or additional text from the PDF
source file, simply select the highlighted text and resending it to the case.

1. In the Facts spreadsheet, click on the fact record you want to update.

2. In the Acrobat source file, highlight the text you want to add to the Fact Text field for
this record.

3. Click the CaseMap DocPreviewer button and then click Advanced > Send Fact to
CaseMap - Update.

4. In the Send to CaseMap - Edit Fact box, review the updated text in the Text Selection
field and make any other field updates.

5. When you are finished, click OK to save the updates in the fact record.

6. Return the fact record in the Facts spreadsheet to verify that the updated text was
added after any existing text in the Fact Text field.

You may want to review and edit the Fact Text field if there is duplicate information.

You must select the fact record you want to update before sending the new text to
CaseMap. Otherwise, the Send to CaseMap wizard opens the Add New CaseMap Object
box if the document is not recognized as part of the case. CaseMap then creates a new
fact record for the imported text with a link back to the document.

Related Topics

About importing data

About PDFs and DocPreviewer
About Objects Recognition for Fact Entry

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292 CaseMap

Sending research to CaseMap

When researching information on case web sites like Lexis Advance, you can import information
into one of the Research spreadsheets in the case so you can organize extracts and authorities
that affect your case strategy. However, attachments linked from www.lexis.com using the
Send to CaseMap tool may be compromised when web site data is updated or refreshed. We
strongly recommend that any authorities included in your case are first saved as Adobe®
Acrobat PDF files. You can store these files in network folders and attach the source file to the
research record in the Research Authorities spreadsheet. You can then highlight extracts in the
PDF file and send the data to the Research Extracts and Authorities spreadsheet. For more
information, see the Importing PDFs help topic.

Attachments linked from www.lexis.com using the Send to CaseMap tool may be
compromised when web site data is updated or refreshed. We strongly recommend that
any authorities included in your case are first saved as Adobe® Acrobat PDF files. You can
store these files in network folders and attach the source file to the research record in the
Research Authorities spreadsheet. You can then highlight extracts in the PDF file and send
the data to the Research Extracts and Authorities spreadsheet. For more information, see
the Importing PDFs help topic.

You can manually enter data in Research spreadsheets and then attach source files stored
in network folders directly to the corresponding spreadsheet record.

Related Topics

About the Send to CaseMap tool

Sending data from Concordance
Sending transcripts to CaseMap

Sending transcripts to CaseMap

Transcripts are often reviewed in transcription software, like TextMap®. During review, key
quotes are discovered that you’ll want to track in the Facts spreadsheet. By using CaseMap’s
Send To utility, you can quickly import this data and categorize it in your case and automatically
attach the Fact record to the transcript file stored in TextMap.

When you import content into the Facts spreadsheet, we recommend that quotes,
confidential, or lengthy information is directly imported into the Source Quote field to keep
this information from printing on reports. Use the Fact Text field to summarize the quote
for tracking purposes. It’s also best to insert the Source Quote field into the Facts
spreadsheet before users are added to the case. This ensures that all users can view this
field without having to manually insert it into their spreadsheet view.

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 Using CaseMap 293

To send transcript text to a case

1. Open TextMap and then open the transcript that contains information you want to send
to CaseMap.

2. In the transcript, highlight the text you want to import, then right-click and click Send
Fact to CaseMap.

3. When the Send to CaseMap utility launches, select Proceeding for the spreadsheet in
which you want to import a quote excerpt.

Depending on the settings you select in TextMap, you may receive an Annotation box
prior to the Send To CaseMap – New Fact box.

4. In the Edit the assigned short name field, you can accept the default entry or modify it
according to your internal guidelines, then click OK.

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294 CaseMap

5. In the message, click Yes to link the transcript to the existing proceeding in the case.

6. In the Send to CaseMap – New Fact box, select Source Quote in the Append Text
Selection to field so that the excerpt displays in the Facts spreadsheet.

Notice that the excerpt you selected from the transcript displays in the Text Selection
field and is enclosed in brackets.

7. In the Date & Time field, type in the date of the deposition.

8. In the Fact Text field, type in a fact summary of the imported text.

9. Select the Key check box, if this fact is important to the case.

10. Click on the Issue Linker bar to link the fact directly to issues, then click OK.

You may also type in issue short names in the Linked Issues field.

11. When you are finished, click OK to initiate the import process.

12. In the message, click Yes to view the transcript excerpt in the Facts spreadsheet.

13. Click in the Source Quote field for this fact record to view the highlighted excerpt you
sent from the transcript file.

Notice that the fact text you entered now displays in the Fact Text field.

14. Click on the Paperclip icon for the transcript record to view the linked path to the source
file in TextMap.

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 Using CaseMap 295

15. Scroll to the right and notice that the Source(s) field displays the linked element to the
deposition and that the Linked Issue field displays issues previously added for this
transcript.

Related Topics

About the Send to CaseMap tool

Sending data from Concordance
Sending research to CaseMap

Sending data from Concordance

When using a document management system, like LexisNexis® Concordance®, you can send
selected text from documents and send them to an object spreadsheet in your CaseMap case.
When you send a text excerpt to the Facts spreadsheet, a new fact record is created for you.
During the import process, a new document record is also created on the Documents
spreadsheet. Both the fact and document records will automatically have an attachment link set
back the to source document stored in Concordance (including the highlighted excerpt) to the
corresponding record in CaseMap.

You can also bulk import multiple records located in a Concordance search or tagged in a
document set into a CaseMap spreadsheet to include in your case records listing. Both
processes automatically set links back to the original source record in Concordance. To view the
source record, click on the paperclip icon for the associated case record.

Sending data from Concordance includes:

Sending individual facts per record into a case spreadsheet (Documents or Pleadings)
Bulk importing multiple records by field mapping data to the case spreadsheet (Documents)

To send fact information from Concordance

1. Open the CaseMap case that you want to import data into from Concordance.

CaseMap does not need to be open in order to send data to a case, but you must have
CaseMap installed on your computer.

2. Open Concordance and locate the document containing text that you want to send to
the case.

3. In Concordance's Browse view, highlight the text and then right-click on it and click Send
to > CaseMap > New fact.

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4. In the message box regarding Unicode, click OK.

5. In the Send to CaseMap - New Fact dialog box, select the spreadsheet in which you
want to import data.

Notice that the utility automatically inserts a full name and short name for the document,
which you can modify before the import as needed.

6. In the Enter a name for the new Document field, type in the full name of the document
or leave the default Concordance entry.

7. In the Edit the assigned short name field, type in the short name according to your
internal guidelines.

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 Using CaseMap 297

8. Click OK to continue.

9. In the Send To CaseMap – New Fact box, notice that the text you selected from the
Concordance document displays in the Text Selection field.

Do not delete the brackets from text excerpts imported using the Send to CaseMap
utility. Brackets prevent CaseMap's recognition of short names and designate actual
document text for the import.

10. In the Append Text to Selection field, select the spreadsheet field in which you want to
send the data.

11. In the Date & Time field, type the date of the document record or when the fact
occurred.

12. In the Fact Text field, type a summary of the fact content.

13. Check the Key box, if this is a key fact in the case.

14. Click in the Status field and select the appropriate type.

15. Click on the Issue Linker bar to link the fact directly to issues, then click OK.

You may also type in issue short names in the Linked Issues field.

16. In the message box to view the content in CaseMap, click Yes.

CaseMap launches and now displays the highlighted record in the spreadsheet you

© 2018 LexisNexis. All rights reserved.

298 CaseMap

selected.

Notice that any fields you populated in the Send to CaseMap utility now display this
information in spreadsheet fields.

17. Click on the paperclip icon for this record to verify that the link to the source document in
Concordance is set and note that the file path displays in the Linked File field for this
record.

To bulk import multiple records from Concordance

1. Open the CaseMap case that you want to import data into from Concordance.

CaseMap does not need to be open in order to send data to a case, but you must have
CaseMap installed on your computer.

2. Open Concordance and perform a search for documents you want to bulk import into the
case.

3. In Concordance’s Table view, right-click on the records and select Send to > CaseMap >
Send all documents in query.

4. In the message box regarding Unicode, click OK.

5. In the Concordance box, click the Continue button to initiate the import process.

6. When the Bulk Send to CaseMap wizard launches, click Yes to edit the field mappings,
then click Next.

7. In the Please Confirm the Destination CaseMap Case dialog box, verify the case and
destination for the selected documents, then click Next.

8. In the View/Edit Field Mappings box, click the Modify button to map the records in the
Source Data Field (from Concordance) to those in the CaseMap Field(s), which display
as <unmapped>.

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9. In the Field Mappings box, select a Concordance field in the Unmapped Source fields
list.

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300 CaseMap

10. Next select the field you want to map to in the Unmapped CaseMap fields list, then click
the Add button.

11. Continue mapping fields until you are finished, then click OK.

12. In the View/Edit Field Mappings box, click Next.

13. In the You are about to send multiple records into CaseMap dialog box, review the
number of files selected and the CaseMap destination, then click Finish.

14. In the message prompt, review the number of records successfully imported into the
case, then click OK.

15. Return to the Documents spreadsheet in CaseMap and review the new records to verify
that the data displays in each mapped field correctly.

Notice that the documents included in the bulk import are easily identifiable because the
Bates – Begin and Bates – End numbers imported into the Documents spreadsheet
fields.

Also notice that the short names for these documents defaults to the Bates number.

You can modify this according to your organization’s short name conventions.
16. Click on the paperclip icon for one of these records to verify that links to the source
documents in Concordance are set and note that the file path displays in the Linked File
field for this record.

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Related Topics

About the Send to CaseMap tool

Sending transcripts to CaseMap
Sending research to CaseMap

Create new facts/extracts from annotations

When reviewing documents in DocManager, you can create a new fact or research extract
record from an annotation using the Send to CaseMap tool. The annotated text and any notes
applied to the annotation will display in the Fact Text field on the Facts spreadsheet, or in the
Extract Text field in the Extracts from Authorities and Authorities and Extracts research
spreadsheets.

The document is linked to the case record and the page number for the annotation location
displays in the Source(s) field of the Facts spreadsheet, or the Linked File field for research
spreadsheets. When you click on the paperclip icon for the document record, it displays in
DocManager on the page where the annotation text is located.

If you want to view or modify record detail for the document you are reviewing, you can access
the record detail dialog box directly from DocManager by clicking Record Detail button.

To create a new fact from an annotation

1. Open a document in DocManager and click Annotate Text.

2. Drag your mouse pointer over the text you want to annotate to open the New
Annotation dialog box.

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302 CaseMap

The text you selected displays in the Document Text box.

3. In the Note tab area, type in information you want.

4. Click the Create New Fact button to open the Send to CaseMap - New Fact dialog box.

Notice that the excerpt you highlighted in the document now displays in the Text
Selection field and is enclosed in brackets.

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 Using CaseMap 303

Do not delete the brackets from text excerpts imported using the Send to CaseMap
utility. Brackets prevent CaseMap's recognition of short names and designate actual
document text for the import.

8. In the Date & Time field, type in the date of the fact.

9. In the Fact Text field, type in a short description of the fact, using short names to link
the fact automatically to people entered in the Persons spreadsheet.

This text description will display in the Fact Text field in the Facts spreadsheet.

10. Select the Key check box, if this fact record is important to the case.

11. In the Status field, select whether the fact is disputed or not.

12. In the Linked Issues field, type in the short name for any issues you want to link to this
fact.

13. You can click the Issue Linker bar to select check boxes for each issue you want to link
to the fact.

14. When you are finished, click OK to send the fact to CaseMap.

15. In the message box, click Yes to view the new fact in CaseMap.

Notice that the new fact now displays in the Facts spreadsheet and is sorted according
to the date.

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304 CaseMap

To create a new extract from an annotation

1. From the Annotation mode list, click Annotate Text.

2. Drag your mouse pointer over the text you want to annotate to open the New
Annotation dialog box.

The text you selected displays in the Document Text box.

3. In the Note tab, type in information you want.

4. Click the Create New Extract button to open the Send to CaseMap - New Extract dialog
box.

Notice that the excerpt you highlighted in the document now displays in the Text
Selection field and is enclosed in brackets. The brackets indicate that a link is set from
the extract record to the source file.

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 Using CaseMap 305

Do not delete the brackets from text excerpts imported using the Send to CaseMap
utility. Brackets prevent CaseMap's recognition of short names and designate actual
document text for the import.

5. In the Text Selection field, review the extract you highlighted in the extract file.

6. Type in any additional field information you want to add to the extract record.

7. Click on the Issue Linker bar at the bottom of the box and select check boxes for
applicable issues to link this extract.

8. When you are finished, click OK.

9. In the Case Shortcuts pane, click on the Extracts and Authorities spreadsheet.

The new extract record displays with a link to the source file and the annotated text
displaying in the Extract Text field.

To view record detail

1. On the DocManager toolbar, click the Detail button.

You can also click the Home ribbon and then click Detail .

The Detail button is highlighted and the Detail sidebar is displayed to the right side of
the document in the DocManager.

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306 CaseMap

Once a document is closed and reopened, the Record Detail Sidebar no longer exist and
must be re-established.

2. In the Detail dialog box, review and/or modify content for the case record.

3. Click the Close button to save your changes.

Related Topics

About DocManager
Annotating documents
Editing annotations
Deleting annotations
Printing annotations
Docking and undocking the DocManager

Send to CaseMap product integration

Over 30 litigation support and EDD products now offer Send to CaseMap functionality and
others will soon. The Send to CaseMap features in these products provide a common way to
cull critical passages out of source material and to automatically create facts in CaseMap based
on these passages.

The Send to CaseMap implementation for all of these products is virtually identical, which
means that once you learn how to use Send to CaseMap with Adobe® Acrobat®, you know the
basics of doing so with Concordance, Summation, and so on.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 307

Reference the following table for a list of product that already offer Send to CaseMap
functionality.

Send to CaseMap Product Integration

Send to CaseMap Bulk Send to CaseMap

Acrobat® Acrobat®

ALCoder® Hummingbird DM5®**

Binder®* Interwoven FileSite®**

CaseLogistix® Interwoven Worksite®**

Discovery Radar® LexisNexis Concordance®

DocuMatrix® LexisNexis CourtLink®

FileSite® LexisNexis File and Serve®

Hummingbird DM5®** Relativity®

iCONECTnxt® Summation**

IPRO® WORLDOX®**

JFS Litigator's Notebook®

LexisNexis Applied Discovery®

LexisNexis Concordance®, Concordance

Image®, Concordance Native Viewer®

LexisNexis CourtLink®

LexisNexis File & Serve®

LexisNexis FYI Reviewer®

LexisNexis Lexis Advance.com®

LexisNexis TextMap®

LexisNexis TimeMap®

LexisNexis TimeMatters®

LexisNexis® Quicklaw™

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308 CaseMap

Send to CaseMap Product Integration

Send to CaseMap Bulk Send to CaseMap

LiveNote®

Nexidia®

PDF Converter Enterprise®

Prevail®

Primafact®

Relativity®

Ringtail Legal®

SmartDraw®

Summation LG®*

Trial Director®

WorkSite (iManage)®**

WORLDOX®**

ZyIMAGE®

* Requires a plug-in available at no charge. Click here to download.

** Requires a plug-in sold separately by LexisNexis CaseMap. For more information, call 800-
543-6862 (Option 2, then Option 4) or email [email protected].

Related Topics

About the Send to CaseMap tool

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 Using CaseMap 309

Analyzing and Linking Data

About linking

CaseMap links data in two manners: linking data together between spreadsheets using short
names or linking (attaching) a source file in a network folder to spreadsheet record.

The following diagram illustrates how CaseMap automatically creates data associations — or
links — between case elements by using short names. The bottom left of the diagram illustrates
how source files can be attached (linked) to case records in some object spreadsheets. Linking
to question and research records is also possible.

Link data together within the case

Links are data connections between two case elements, such as a the connection between
a witness (Objects > Persons spreadsheet) and a fact record in the case (Facts
spreadsheet) that mentions the witness.

Establishing links among case elements is a key step in organizing case information. Once

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310 CaseMap

case data is connected through links, you can search/filter, sort, and tag data to explore
case arguments and strategy in new ways. For example, once facts are linked to issues, you
can filter the Facts spreadsheet so that it displays only those fact related to a specific issue.

Create the following types of data links:

Fact and the objects (e.g. document) or objects that are the source(s) of the fact
Fact and the issue or issues on which the fact bears
Object and the issue or issues to which the objects relate
Question and the fact, issue, or object that the question is about

Use short names to automatically link data

Entering data using short names is the means in which CaseMap can link case elements
together. Most linking is done automatically when bulk import case data using short
names. If you are manually entering data, simply type using short names to link new
records to objects already entered in the case.

For more information, see About short names.

Link to multiple issues using the Issue Linking pane

Linking spreadsheet records to case issues is a primary feature in CaseMap. The Issue
Linking pane allows you to quickly link a record to multiple issues at a time. Use the arrow
buttons within the pane to quickly navigate while analyzing records and linking issues.

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 Using CaseMap 311

For more information, see the help topics on how to analyze and link facts, questions,
objects, and research.

Link to multiple issues using the Bulk Issue Linker

The Bulk Issue Linker tool allows you to link all records in a spreadsheet view to one or
more issues at one time, as opposed to linking individual case records to one or more
issues as you analyze records. This tool is useful when you sort a spreadsheet to view
only those records you want to link to a particular issue. Then you can run the utility to
link all spreadsheet records in view to one or more issues of your choosing.

We recommend that you make a backup copy of the case before making any global
changes, like linking multiple records at one time. Restoring a backup copy is the only
way to undo global changes to case data.

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312 CaseMap

For more information, see Using the Bulk Issue Linker.

Review linked record data in List dialog boxes

Linked elements for each record can easily be viewed in list dialog boxes accessible from
the # Field you want to analyze. Click on the Ellipsis button in a # Field cell. List dialog
boxes can be printed for reference.

For more information, see About fields.

Break links to remove the connection between case elements

You can break links within a case, if a link between a case record and an issue, or two
case elements (such as a fact and object) needs to be broken. For more information, see
How to break links.

Use caution before breaking a link between case elements. Once a link is broken, it is
permanently removed from the case. To re-establish the link, you must reset it
manually.

Link case records to source files

CaseMap allows you to attach source files from a wide variety of file types and programs to
case records. These source file paths are stored in a spreadsheet's Linked File field.

You can use CaseMap's DocManager near native file viewer to view linked files in your case.
If you do not have a DocManager subscription, you can still view linked files by installing the

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 Using CaseMap 313

native programs for each of these file types on your computer and including these programs
to the File Viewers dialog box in CaseMap.

We recommend that you use the Import Linked Files Wizard to bulk import files into
your case. Additionally, you can use CaseMap's DocManager add-in program to view
linked files. To learn more about these features and more, see Importing linked files and
About DocManager.

Learn the native applications that can be viewed from within CaseMap

Reference the following table for a list of external applications that have source files types
that can be linked to case records and opened for viewing from within CaseMap. You must
have a license of the application installed on your computer in order to view the source
files. All manufacturers and application names are registered trademarks.

If your organization does not use one of the file viewer applications listed in the table,
you still can configure the viewer to view documents from CaseMap. CaseMap supports
DDE (dynamic data exchange), ActiveX Scripting, or Command Line Parameters so you can
view documents. Contact your system administrator to assist you with this effort or see
What you need to know about file viewers and How to add/change file viewers.

External Applications

Acrobat File & Serve Primafact Word

ALCoder FYI Reviewer Ringtail Legal WordPerfect

Applied Discovery Hummingbird DM5 Sanction WorkSite

(iManage)

Binder iCONECTnxt Stratify WorlDoxGX

CaseLogistix IPRO Summation ZyIMAGE

LG

Concordance / JFS Litigator's Synthetix Others to come

Concordance Image Notebook

CourtLink Lexis.com TextMap

Discovery Radar LiveNote TimeMap

DocuMatrix PDF Converter Pro TimeMatters

Excel Prevail Trial Director

Set up file viewers to open linked files

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314 CaseMap

The default file viewer in CaseMap is Microsoft® Word. To find out if you have additional
file viewers set up in CaseMap, click on the Tools menu and click Linked Files, and then
click Manage File Viewers on the submenu. The File Viewers dialog box displays a listing of
all programs that have been added to your licensed copy of CaseMap. Here you can add,
remove, and edit file viewers, as well as change the default viewer being used. Other
users who want to view the same native source files need to ensure they have added
the applications to the File Viewers dialog box too.

For more information on file viewers, see About file viewers and Adding/changing file
viewers.

View the source file within CaseMap

Case records that have a link to a source file display a paperclip icon to the far left of the
record. 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 click on this link to view the source file in its
native program. The file path to linked documents also displays in either the Linked File or
the Related File fields.

If the paperclip icon doesn't automatically display, click Home ribbon > More > Refresh
Spreadsheet button, or click the New Record button and then click the spreadsheet
once again 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 from Case Tools > File
Viewers submenu.

Review the file types you can attach to case records

You can link case records to a variety of file types from external applications in the
objects, questions, and research spreadsheets. The file types include text and transcript
files, audio, video, digital photography and more. To view the source file within CaseMap,
you simply need to add the external application to the list of file viewers and have the
program installed on your machine.

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 Using CaseMap 315

Reference the following table for a listing of the types of files that can be attached to
object records, depending on the object type.

Source File Types to Link to Object Records

Object File Types and Use

Spreadsheets

Documents Native files, Adobe Acrobat PDFs, emails

Other Physical Source files that contain evidential information

Evidence

Pleadings Source files that are Complaints, Answers, Replies

Proceedings Depositions, transcripts, grand jury hearings

Other Discovery Any file types that need to be included in the case and do not
apply to other object spreadsheets

Demonstrative Charts, video, audio, digital photographs, blow-ups

Evidence

Other Objects Lexicon dictionaries, a document of key phrases used many

times in a case

Related Topics

About analyzing data

About file viewers
Adding/changing file viewers
Using the Bulk Issue Linker
Breaking links

About analyzing data

Analyzing case data tells you what you already know and points the way to important
information that you may need to know more about. Searching and sorting case information
from various angles may offer insights not otherwise noticed. This process helps stimulate
thinking among trial members and can reveal patterns that may be useful in achieving the best
results for clients.

Remember to review each spreadsheet's fields (including hidden fields) to plan how you

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want to organize and track data. Many fields are distinct to each spreadsheet and some
detail dialog boxes include additional fields that are not available in the spreadsheet view.

Analyze data using a variety of CaseMap tools

Reference the following table for the various tasks and tools that involve analyzing data in
CaseMap.

Analyzing Data Overview

Tasks Description

Linking Data Creating links from one spreadsheet field to another to show
relationships between people, events, and supporting evidence.

Searching/Filtering Reviewing subsets of information to locate specific information.

Data

Saving and Capturing data updates for particular criteria you need to track.
Rerunning Searches

Tagging Data Marking particular records so they stand out among others in a
spreadsheet view.

Sorting Data Finding subsets of information for printing reports.

Viewing Data Using CaseWide to analyze fact record trends in the case timeline.
Timelines

Evaluating Data Using Evaluation fields and tools to identify strengths and
weaknesses in case arguments and evidence.

Related Topics

About linking

Analyzing and linking documents

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

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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.

Prim ary fields used to track inform ation include: Bates - Begin and Bates - End, Date, Type,
Author, Recipient, Description, Attachments, Review Status, Reviewed By, Linked File, and other
similar field types.

Prim ary 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.

To analyze documents

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.

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.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

To link document records to case issues

1. In the Documents spreadsheet, click on the document record you want to link to an
issue in the Issues spreadsheet.

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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.

To link document records to source files

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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.

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.

For more information, see Adding/changing file viewers.

Related Topics

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About linking
About analyzing data
Objects spreadsheet field list

Analyzing and linking facts

As your Fact Chronology grows, you want to ensure that you differentiate between facts and
quotes, or confidential information. Fact Text entries should be concise statements of an event
that are linked to other case elements by typing with short names in this field. Longer text
excerpts or quotes should be organized in the Source Quote field or Privilege Notes field to
keep information from printing on reports and to preserve any confidential data. For fact
records that are entered manually or imported using the Intake Interview Form, you need to
manually create an attachment link to the corresponding source files store in your case network
folders.

When you are finished analyzing facts and linking to issues, you can sort and search these
records to print reports based on criteria needs. Print the Facts by Issues Report to track
disputed items, or print the Summary Judgment Report for undisputed facts.

Prim ary fields used to track inform ation include: Date & Time, Fact Text, Source Quote,
Source(s), and other similar field types.

Prim ary fields used to analyze/categorize include: Material, Status, Linked Issues, Key, #
Issues, # Questions, Privilege Notes, Attorney Notes, among others.

For more information on fact fields, see Facts spreadsheet field listing.

To analyze facts

1. In the Case Shortcuts pane, click on the Facts spreadsheet icon in the Favorites pane.

2. Click on the record you want to analyze.

3. In the Material cell, click Yes, No, or Unsure to mark facts as having material relevance.

4. In the Status cell, click the disputed status for the fact: Disputed by Opposition,
Disputed by Us, Prospective, Undisputed, or Unsure.

5. Continue setting the status for fields as needed.

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.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

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To links facts to objects

When you enter fact records, you should always type using short names so that you
automatically link the records with an object (people, organizations, documents, etc.) In the
following example, notice how the names in the Fact Text field display as short names
indicating a link to the object record for these people. If you clicked in the Source(s) field for
this record, DepoLang would also be underlined in blue indicating a link to the object in the
Proceeding spreadsheet.

For more information, see Entering facts.

To link facts to case issues

1. In the Facts spreadsheet, click on the fact record you want to link to an issue in the
Issues spreadsheet.

2. Click on the Issue Linking button on the Home ribbon to open the Linking Issues pane.

3. In the Linked Issues pane, select check boxes for each issue that applies to the
document record.

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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 fact to view all linked issues for this record.

5. Continue linking fact records to case issues as needed.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

Insert the # Issues field in the Facts spreadsheet so you can see the issues affecting
each fact record.

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Related Topics

About linking
About analyzing data
Facts spreadsheet field list

Analyzing and linking objects

The All Objects spreadsheet is where you can view all object records in the case in one view. Or
you can view case records in one of the many sub-level objects spreadsheets that categorize
objects by type (such as persons, organizations, documents, events, etc.).

You can analyze data in each of these spreadsheets as well as link records to source files
stored in a network folder. Most of the fields in the All Objects spreadsheet default view have
probably been populated with data when you first manually entered the case record, created
an initial Cast of Characters using the Case Jumpstart wizard, or imported the data into the
case.

However, you may want to double-check certain fields (such as the Key field) to ensure that
you've adequately categorized information according to your organization's internal guidelines.
The Key field is the primary field used to categorize information in each object spreadsheet.
Sub-level objects spreadsheets include fields distinct to each type and may have additional
status fields that you want to use to categorize information. For example, the Documents
spreadsheet includes the Source of Doc, Privilege, Review Status, Reviewed By that help you
further define a case record. The Pleadings spreadsheet includes a Type field specific to the
type of pleading entered (Answer, Complaint, Reply). Ensure that you are familiar with each
object sub-level spreadsheet fields and which ones case staff has agreed are important to
track and categorize case records.

For more information on fields, see Objects spreadsheet field list.

To analyze objects

1. In the Case Shortcuts pane, click on the All Objects spreadsheet icon in the Favorites
pane or a sub-level spreadsheet icon in the All Shortcuts pane.

2. Click on the record you want to analyze.

3. Double-click the Key check box if the record is particularly important to the case.

4. Continue entering information for any other fields as needed.

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.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

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For more information, see Entering objects.

To link objects to facts, questions, research

When you enter object records, CaseMap is creating short names based off the full name
entry for each object record. When you type using short names while entering fact,
question, and research records you are automatically linking the object record with the
current case record you are working in. As CaseMap recognizes a short name when it's
typed in another spreadsheet record, the object name is automatically underlined in blue
indicating a link to the object record.

For more information, see About short names, Entering facts, Entering questions, and
Entering research.

To link objects to case issues

1. In the Case Shortcuts pane, click on the All Objects spreadsheet icon in the Favorites
pane or a sub-level spreadsheet icon in the All Shortcuts pane.

2. Click on the Issue Linking button on the Home ribbon to open the Linking Issues pane.

3. In the Linked Issues pane, select check boxes for each issue that applies to the object
record.

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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 fact to view all linked issues for this record.

5. Continue linking object records to case issues as needed.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

To link object records to source files

1. In the Case Shortcuts pane, click on the All Objects spreadsheet icon in the Favorites
pane or a sub-level spreadsheet icon in the All Shortcuts pane.

2. Scroll to the far right of the spreadsheet to locate the Linked File field.

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3. Click on the Ellipsis button in the Linked File cell for this record.

4. In the Linked File Properties box under File Viewers, click on the file viewer 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.

The file's directory path now displays in the Linked File field for this document record.

7. Scroll to the far left of the spreadsheet and notice that a paperclip icon now displays
next the object record.

8. 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 click on this link to view the source file in its original
program.

If the paperclip icon doesn't automatically display, click the Refresh toolbar button or
click the New Record button. 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 Viewers dialog box accessible on the Case Tools > Linked
Files > File Viewers submenu.

Related Topics

About linking
About analyzing data
Objects spreadsheet field list

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 Using CaseMap 327

Showing all facts linked to a set of objects

CaseMap allows you to quickly review how many fact records are linked to a set of objects by
running a filter on selected fact records. The Facts Linked to Selected Objects utility lists fields
for you to select that are linked to objects in the current spreadsheet view.

For example, you can filter your document index down to a set of documents authored by a
particular person and then have CaseMap create a chronology of all of the facts sourced from
these documents.

To show all facts linked to a set of objects

1. On the Case Tools ribbon, under Analyze, click Facts Linked to Selected Objects on the
submenu.

2. In the message box, click OK.

3. In the Fact Link Options box, select the check box for the fields in the Facts
spreadsheet that you want to identify, then click OK.

A Fact List dialog box now displays all fact records linked to the type of object
spreadsheet currently in view (such as Persons).

You can print, save, or export information in the List dialog box, as needed.

Related Topics

Analyzing and linking objects

Analyzing and linking questions

The Questions spreadsheet is used to track both questions about the case or upcoming
depositions, as well as to enter and assign task items for staff to complete. To evaluate case
progress and ensure you are meeting targeted deadlines, mark questions or tasks with a
Criticality status and run searches to instantly review outstanding items. If you have a question
about a document, you can attach that source file to the question record and assign it to a
case user to research. You can also enter questions for witnesses and link the record to people
in the Questions For field so you can print a report for an upcoming deposition.

Discuss with case staff the variety of ways you can use this spreadsheet to benefit case

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research and progress. This spreadsheet can be updated throughout the life of the case.

Sort the Questions spreadsheet by Assigned To field status, then email a report of
questions assigned to a case user so he or she can start working on the tasks.

Prim ary fields used to track inform ation include: Question Text, Due Date, Assigned To,
Answer, Answer Status, Question For, Linked Elements, and other similar field types.

Prim ary fields used to analyze/categorize include: Criticality, Linked Issues, Category,
among others.

For more information on fields, see Questions spreadsheet field list.

To analyze questions

1. In the Case Shortcuts pane, click on the Questions spreadsheet icon in the All
Shortcuts pane.

2. Click on the record you want to analyze.

3. In the Criticality cell, click on the letter that best categorizes the importance of the
question.

4. In the Question For cell, type in the short name of the person you want to ask a
question.

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.

5. In the Linked Elements cell, review the spreadsheet information and objects to which
the question is linked.

The Linked Elements cell can help you make associations between the record the
questions are linked to without having to navigate back and forth between
spreadsheets.

6. In the Category cell, click on the type of case element the question is about.

7. Continue setting the status for fields as needed.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

To link questions to objects

When you enter questions records, you should always type using short names so that you
automatically link the records with an object (person, organization, etc.)

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 Using CaseMap 329

For more information, see Entering questions.

To link questions to issues

1. In the Questions spreadsheet, click on the question record you want to link to an issue
in the Issues spreadsheet.

2. Click on the Issue Linking button on the Home ribbon to open the Linking Issues pane.

3. In the Linked Issues pane, select check boxes for each issue that applies to the
question record.

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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 question to view all linked issues for this record.

5. Continue linking question records to case issues as needed.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

To link question records to source files

1. In the Questions spreadsheet, click on the question record you want to link to a source
file.

2. Click in the Answer field and type in the file's short name.

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The file is now linked to the question record by its short name.

Point to the short name link to view the file information, including the file's full name,
object type, description and file path.

To use the Question button to link to facts, documents, and people, etc.

If you are linking question records to other spreadsheet records frequently, you may want to
add the Question button to the CaseMap Quick Access Toolbar for easy access.

For example, clicking the Add Question button from the Facts spreadsheets displays the
Questions Detail dialog box where you can type in a new question record without having to
leave the Facts spreadsheet. If you also insert the # Questions field into the Facts
spreadsheet then the number of linked questions displays for that record.

In the # Questions cell, click the Ellipsis button to display a list box with all linked questions
for that record. You can also print the question list as a hard copy or save it as a PDF.

You can also click on the Insert menu and then click Add Question from the spreadsheet
where you want to link a record and enter a new question.

1. Click on the spreadsheet you want to use, such as the Facts, Documents, or Persons
spreadsheet.

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332 CaseMap

2. On the CaseMap toolbar, click on the down-arrow at the far right of the toolbar.

3. Click the Add/Remove Buttons menu.

4. Click Add Question so that a check mark displays next to the selection.

The Add Question button now displays on the toolbar to the left of the Filter button.

Related Topics

About linking
About analyzing data
Questions spreadsheet field list

Analyzing and linking research

Once you have added research to the case, you then need to set the status for record fields
and link records to issues.

Prim ary fields used to track inform ation include: Name, Description, Linked File, # Extracts,
Extract Text, Date Verified, and other similar field types.

Prim ary fields used to analyze/categorize include: Jurisdiction, Type, Criticality, Linked
Issues, among others.

For more information on fields, see Research spreadsheets field list.

You can analyze and link data from the Research - Authorities and Extracts spreadsheet
too. The procedures are similar to those noted below. Remember that not all fields may
display in spreadsheet view. Some may be hidden and can be inserted as needed.

To analyze research in the Research - Authorities spreadsheet

1. In the Case Shortcuts pane, click on the Research - Authorities spreadsheet icon in the
All Shortcuts pane.

2. Click on the record you want to analyze.

3. In the Jurisdiction cell, click or type the court from which the precedent came from.

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4. In the Type cell, click the type of authority for the record.

5. In the Criticality cell, click on the letter that best categorizes the importance of the
authority.

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.

6. Continue setting the status for fields as needed.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

To analyze research in the Research - Extracts from Authorities spreadsheet

1. In the Case Shortcuts pane, click on the Research - Extract from Authorities
spreadsheet icon in the All Shortcuts pane.

2. Click on the record you want to analyze.

3. In the Criticality cell, click on the letter that best categorizes the importance of the
authority.

4. Continue setting the status for fields as needed.

Remember that not all fields may display in spreadsheet view. Some may be hidden and
can be inserted as needed.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

To link research to objects

When you enter authority and extract records, you should type using short names in fields
(Notes field) where you want to automatically link the records with an object (person,
organization, etc.).

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334 CaseMap

For more information, see Entering research.

To link authorities and extracts to issues

1. In the Authorities or Extracts from Authorities spreadsheets, click on the authority or

extract record you want to link to an issue in the Issues spreadsheet.

2. Click on the Issue Linking button on the Home ribbon to open the Linking Issues pane.

3. In the Linked Issues pane, select check boxes for each issue that applies to the
authority or extract 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 authority or extract to view all linked issues for the

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 Using CaseMap 335

record.

5. Continue linking authority or extract records to case issues as needed.

Data entered in spreadsheet cells is automatically saved as you navigate to a new cell or
record.

To link to authority and extract records to source files

1. In the Authorities or Extracts from Authorities 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. Click on the Ellipsis button in the Linked File cell for this record.

4. In the Linked File Properties box under File Viewers, click on the file viewer 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.

The file's directory path now displays in the Linked File field for this authority or extract
record.

7. Scroll to the far left of the spreadsheet and notice that a paperclip icon now displays
next the authority or extract record.

8. 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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336 CaseMap

If the paperclip icon doesn't automatically display, click the Refresh button on the Quick
Access Toolbar or click the New Record button. 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 > Linked Files > File Viewers submenu.

For more information, see Adding/changing file viewers.

To locate a linked authority

1. In the Authorities spreadsheet, click on the research record for which you want to locate
the source file at Lexis Advance.

This feature does not locate source authorities that are saved to PDF files. To open a
linked native source file, click on the paperclip icon to the far left of the research record.

2. On the Home ribbon, click on the Research Authority button and then click Get this
document.

3. Sign in to Lexis Advance and the document should display.

If the document does not display, it's likely that the hyperlink to the authority has been
broken. We recommend that you save all case law research to an Adobe Acrobat PDF
file and then link to the source file stored in a Research folder on your network.

Related Topics

About linking
About analyzing data
Research spreadsheets field list
Changing research settings

About online research

CaseMap has convenient access to LexisNexis' integrated legal research tools built into case
spreadsheets and toolbars so you can access information you need for case discovery and
analysis. Access to LexisNexis online research depends on whether you have subscribed to
these services.

LexisNexis online research options include:

Lexis Advance
CourtLink
LexisNexis Analyzer
LexisNexis Dossier Suite

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 Using CaseMap 337

LexisNexis Expert Research On-Demand

Shepard's Citations Service
Martindale-Hubbell

In CaseMap, these features access Internet web sites. You must have access to the
Internet to use these features. Click on the links above to learn more about each product
or service, or contact your CaseMap account representative at 866-316-8525.

Access research tools from specific spreadsheets

Research m enus are av ailable on the following spreadsheets:

All Objects
Persons
Organizations
Issues
Research - Authorities
Research - Authorities and Extracts

Research m enus are accessible in two places for the sam e record:

Full Name field and clicking the drop-down menu

Home ribbon and clicking on the 'Research' button for the current spreadsheet (e.g.,

Research Authority button )

The same menu is accessed from both locations. Research menus differ depending on which
type of case record you are working on. For example, the Research menu options for the
Authorities spreadsheet are different than those for the Organizations spreadsheet.

On the Persons spreadsheet you have different Research menus and options
depending on the type of person your entry in the Type+ field and the case record
selection. For example, Type+ field entries may categorize the person as a Fact
Witness, Expert Witness, Attorney, Judge, Arbitrator, and Mediator.

The Type+ field entry will trigger CaseMap to offer the appropriate menu selections for
your online search — as long as you include the keywords "expert", "attorney",
"counsel", "lawyer", "judge", "arbitrator", or "mediator". For example, "Expert Witness"
and "Ballistics Expert" both indicate an expert type. "CoCounsel" and "Opposing
Counsel" both indicate an attorney type.

View the online research options

Reference the following table to learn what online research options you can perform.

© 2018 LexisNexis. All rights reserved.

338 CaseMap

Online Research Options

Button and Menu Description

Items

Research Persons
(Fact Witness)

Run a Public Records Search

Run a Litigation Profile Report

Search Dockets & Documents

Research Persons

(Expert Witness)

Run a Public Records Search

Request a Testimonial History Report

Run a Litigation Profile Report

Run an Expert Witness Analyzer Report

Search Dockets & Documents

Research Persons

(Opposing
Counsel)

Find on martindale.com

Run an Attorney Litigation Profile Report

Run an Attorney Analyzer Report

Search Dockets & Documents

Research Persons
(Judge)

Run a Judge Analyzer Report

Run a Judicial Litigation Profile Report

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 Using CaseMap 339

Online Research Options

Button and Menu Description

Items

Search Dockets & Documents

Research
Organizations

Run a Public Records Search

Run a Company Dossier Report

Run a Litigation Profile Report

Search Dockets & Documents

Research
Authority

Get this document

Shepardize

Contact support and sales

Support

LexisNexis provides toll-free 24/7 customer support centers for all LexisNexis online research
products and services. Please use the numbers and/or email addresses below for all
questions about online research.

If your question concerns CaseMap or the Send to CaseMap feature using Internet Explorer,
contact CaseMap Support at 800-833-3346, option 3) or [email protected].
Hours for live CaseMap Support are 9:00 AM to 7:00 PM, Eastern Time, Monday-Friday.

Online Research Support Contact Numbers

Product/Service Phone Number

Lexis Advance 1-800-543-6862

LexisNexis Analyzer 1-800-543-6862

LexisNexis Dossier 1-800-543-6862

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340 CaseMap

Online Research Support Contact Numbers

Product/Service Phone Number

CourtLink 1-888-311-1966

Shepard's Citations, Signals, 1-800-543-6862

and Alerts

LexisNexis Expert Research On- 1-800-521-5596

Demand

Martindale-Hubbell 1-800-526-4902

Related Topics

Using online research tools

Changing research settings
About Shepard's Signals
Using Shepard's Signals

Using online research tools

Integration with LexisNexis online content allows you to easily perform context-specific
searches for people, organizations, issues, and case law.

Research m enus are av ailable on the following spreadsheets:

All Objects — Research button
Persons — Research Persons button
Organizations — Research Organizations button
Research - Authorities — Research Authority button
Research - Authorities and Extracts — Research button

Research m enus are accessible in two places for the sam e record:

Full Name field by clicking the drop-down menu

Home ribbon and clicking on the 'Research' button for the current spreadsheet (e.g.,

Research Authority button )

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 Using CaseMap 341

The same menu is accessed from both locations. Research menus differ depending on which
type of case record you are working on. For example, the Research menu options for the
Authorities spreadsheet are different than those for the Organizations spreadsheet.

To research objects online

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

You must open the All Objects, Persons, Organizations, Research - Authorities, or
Research - Authorities and Extracts spreadsheet to use this feature.

2. On the Home ribbon, click New Record, and then select the applicable spreadsheet type
(e.g., Persons).

You can also select the applicable spreadsheet type from the Case Shortcuts pane.

3. On each of these menus, select the research item you want to perform.

Research options for Expert Witness

Run a Public Records Search

Request a Testimonial History Report

Run an Expert Witness Analyzer Report

Research options for Fact Witness

Run a Public Records Search

Research options for Judge

Run a Judge Analyzer Report

Research options for Opposing Counsel

Run an Attorney Analyzer Report

Research options for Organizations

Run a Public Records Search

Run a Company Dossier Report

4. In the message box, click OK.

5. Log on to your LexisNexis account for the program you are accessing.

6. Refer to your LexisNexis documentation for further instructions on completing these

steps.

To search Dockets & Documents

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342 CaseMap

1. In the Case Shortcuts pane, under All Shortcuts, click the icon for the Persons or the
Organizations spreadsheet.

Docket & Document searches can be performed from either the Persons or the
Organizations spreadsheets.

2. In the Persons or the Organizations spreadsheet, click in the Full Name field of the
selected record, and then click the drop-down menu button.

3. From the menu, select Search Dockets & Documents.

You can also select All Objects under Case Shortcuts, and then click Search Dockets &
Documents.

4. In the message box, click OK.

You will be prompted to enter your ID and password if you are not already logged in.

To run a Litigation Profile report

1. In the Case Shortcuts pane, under All Shortcuts, click the icon for the Persons or the
Organizations spreadsheet.

Litigation Profile reports can be run from either the Persons or the Organizations
spreadsheets.

2. In the Persons or the Organizations spreadsheet, click in the Full Name field of the
selected record, and then click the drop-down menu button.

3. From the menu, select Run a Litigation Profile Report.

You can also select All Objects under Case Shortcuts, and then click Run a Litigation
Profile Report.

Click Run a Judicial Litigation Profile Report for Judge or click Run an Attorney
Litigation Profile Report for Opposing Counsel.

4. In the message box, click OK.

5. In the Litigation Profile Report Assistant, Judicial Litigation Profile Report, or

Assistant Attorney Litigation Profile Report Assistant dialog box, verify the information,
and click OK.

You will be prompted to enter you ID and password if you are not already logged in.

To view linked research

1. In the Case Shortcuts pane, click the icon for the Authorities spreadsheet.

2. In the Authorities spreadsheet, click in the Name field of the appropriate record, and

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 Using CaseMap 343

then click the drop-down menu button.

3. From the drop-down menu, click Get this document.

You will be prompted to enter you ID and password if you are not already logged in.

The Get a Document - by Citation page displays.

To hide online research options

You can turn off or hide the research menus or drop-down options for records in your case.

For more information, see Changing research settings.

Related Topics

About online research

About research
Analyzing and linking objects
About Shepard's Signals
Using Shepard's Signals
Changing research settings

Using martindale.com

CaseMap integrates with the martindale.com Service, a service that provides a comprehensive
search for additional attorney insight.

The CaseMap integration with the Martindale Hubbell Lookup automates a web search from the
CaseMap's Persons spreadsheet and provides the option to research Opposing Counsel.

To find an attorney on martindale.com

1. In the Case Shortcuts pane, click the icon for the Persons spreadsheet.

2. In the Persons spreadsheet, click in the Name field of the appropriate record for
Opposing Counsel, and then click the drop-down menu button.

3. From the drop-down menu, click Find on martindale.com.

The search results appear for the Attorney on the Martindale.com web page.

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344 CaseMap

Using Shepard's Signals

About Shepard's Signals

CaseMap integrates with the Shepard's Citations Service, a LexisNexis service that provides a
comprehensive case citation and treatment history to verify the validity of case law, statutes,
agency opinions, and other legal documents.

CaseMap's Research - Authorities spreadsheets provide an automatic look-up for Shepard's

signals for case law citations when a case is opened. The Shepard's signal status displays for
each case law citation in the Authorities spreadsheet.

Learn more about Shepard's Citations Service

Shepardizing™ is the practice of using the Sherpard's Citations Service to validate a citation.

When you Shepardize ® a case, LexisNexis provides a report showing every opinion where
that case has been referenced, all treatments of the case, and whether the case is "good
law". If the case has been overruled, it is considered "bad law" and may no longer be cited
as a legal precedent.

To learn more about Shepard's Citations Service, visit www.lexisnexis.com or contact your
LexisNexis Sales Representative.

Learn the Shepard's Signal icons

Reference the following table for see an icon and description of each Shepard's Signal
indicating the status of your case or statute as treated by other cases (your Cited Case or
Cited Statute).

Shepard's Signals

Signal Description

Warning. Negative treatment indicated.

Includes the following analyses: Overruled by, Superceded by, Revoked,

Obsolete, Rescinded

Warning: Negative case treatment is indicated for statue.

Includes the following analysis: Unconstitutional, Void, Invalid

Questioned: Validity questioned by citing references.

Includes the analyses: Questioned by

Caution: Possible negative treatment indicated.

Includes the following analyses: Limited, Criticized by, Clarified, Modified,

Corrected

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 Using CaseMap 345

Shepard's Signals

Signal Description

Positive: Positive treatment indicated.

Includes the following analyses: Followed, Affirmed, Approved

Citing References with Analyses: Other cases cited the case and assigned
some analysis that is not considered positive or negative.

Citation Information: References have not applied any analysis to the

citation. For example, the case was cited by case law or law reviews that
do not warrant an analysis.

Includes the analyses: Cited by

Related Topics

About research
Entering research
Researching objects online
Using Shepard's Signals

Using Shepard's Signals

When using the Shepard's Citation Service, you first must set up Shepard's Alerts. Once they
are setup for the Citation field in the Authorities spreadsheet, you can then validate authority
records in the case. Settings for how the Shepard's signs display in the Citation field can be
adjusted to your user preference.

To set up a Shepard's Alert

1. In the Case Shortcuts pane, click on the Authorities spreadsheet icon in the All
Shortcuts pane.

2. On the Home ribbon, click the Research Authority button and then click Set up a
Shepard's Alert.

3. In the message box, click OK.

You will be prompted to enter you ID and password if you are not already logged in.

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346 CaseMap

To Shepardize authorities

1. In the Case Shortcuts pane, click on the Authorities spreadsheet in the All Shortcuts
pane.

2. Select the case record you want to validate.

3. On the Home ribbon, click the Research Authority button, and then click Shepardize.

You will be prompted to enter you ID and password if you are not already logged in.

The Shepard's report is generated from the research citation.

To update all Shepard's Signals

1. In the Case Shortcuts pane, click on the Authorities spreadsheet in the All Shortcuts
pane.

2. On the Case Tools ribbon, click Update Records, and then click Update Shepard's
Signals.

3. In the message box to confirm that all authorities are updated, click OK.

To change Shepard's Signals settings

1. On the File menu, click Options.

2. In the Options dialog box, click on the Research tab.

3. In the LexisNexis Shepard's Signals area, select or clear the Citation field settings you
want.

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 Using CaseMap 347

4. Click OK to save the settings.

Related Topics

About Shepard's Signals

About research
Entering research

Using the Bulk Issue Linker

The Bulk Issue Linker tool allows you to link all records in a spreadsheet view to one or more
issues at one time, as opposed to linking individual case records to one or more issues as you
analyze records. This tool is useful when you sort a spreadsheet to view only those records
you want to link to a particular issue. Then you can run the utility to link all spreadsheet records
in view to one or more issues of your choosing.

We recommend that you make a backup copy of the case before making any global
changes, like linking multiple records at one time. Restoring a backup copy is the only way

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348 CaseMap

to undo global changes to case data.

To use the Bulk Issue Linker

1. In the Case Shortcuts pane, click on the spreadsheet icon you need.

2. Perform search filters and/or sort the spreadsheet to contain only those records you
want to link to a set of issues.

3. On the Case Tools ribbon, click the Update Records button, and then click Bulk Issue
Linker on the submenu.

4. In the message box, click OK.

5. In the Bulk Issue Linker box, click on the check boxes for the issue(s) you want to link
to the records displayed in the spreadsheet.

6. Click OK to link the records to selected issues.

7. In the message box to confirm the linking, click Yes.

8. In the confirmation box, click OK.

All records in the spreadsheet should now display all selected links in the Linked Issues
cells for each record.

Notice that the # Issues cell also displays the number of links for each case record.

Related Topics

About linking

Linking related files

The Related File field is included on each spreadsheet and is only used in rare instances when

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 Using CaseMap 349

it's deemed absolutely necessary to have additional files linked to a record.

You can link to various file types: Adobe® Acrobat, Microsoft® Word and Excel, audio, video,
graphics, images, etc. You can link to files stored on your computer. However, other users
cannot view these files unless they are stored in a network folder. If clients or remote staff
need to view the files, you will need to send the files along with a replica copy of the case.

We strongly recommend you use the Linked File field in object and research spreadsheets
to link a source file to a case record. In the Questions spreadsheet, use the Answer field
to link a file to a case record. The Linked File field is most commonly used to link to
important sources files that you want included in searches and reports, and linked to other
spreadsheets by use of the file's short name.

Files added to this field through the Related Files dialog box have to be individually re-
linked if the files are moved. Files linked to this field will not be included in search results
or reports. Related files will not be linked to other spreadsheets.

When files are linked to a case record a paperclip icon displays to the far left of the record in
the spreadsheet. Click on the paperclip icon to view the source file in its native application. You
must have the native application installed on your computer to view the linked file.

To link to a related file

1. In the Case Shortcuts pane, click on the icon for the spreadsheet you want to use.

2. Click on the record you want to link to a file.

3. Insert the Related File field into the spreadsheet if it is hidden from view.

4. Click on the Ellipsis button in the Related Files field for this record.

5. In the Related Files box, click the Add button.

6. In the Select file to add box, navigate to the folder where the file is stored, then click
Open.

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350 CaseMap

The file now displays in the Related Files list.

7. Click Add to attach additional files.

8. Click OK to attach the files to the case record.

The Related File field now displays the number of records you attached to the case
record.

9. Click on the paperclip icon to the far left of the case record to view the file path and type
of files.

10. Click on a link to open the file in its native application.

Related Topics

About linking

Breaking links

If you need to break a link between two case elements, first determine whether you are
breaking an issue link or a link between one or more elements (such as facts and objects).

Use caution before breaking a link between case elements. Once a link is broken, it is
permanently removed from the case. To re-establish the link, you must reset it manually.

To break an issue link

It's easy to break an issue link using the Issue Linking pane. Open the Issue Linking pane,
select the record in the active spreadsheet and clear the check box for the issue you want to
remove. The link is automatically removed for this case record.

To break a link between facts and objects

To break a link between an object and a fact, select the record in the Facts spreadsheet and
delete the object short name from the Fact Text field or other description fields.

To break a link between questions and objects

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 Using CaseMap 351

To break a link between an object and a question, select the record in the Questions
spreadsheet and delete the object short name from the Question Text field or other
description fields.

To break a link between research extracts and objects

To break a link between a research extract and an object, select the record in the Research -
Extracts from Authorities spreadsheet and delete the object short name from the Extract
Text field or other description fields.

Related Topics

About linking

Using Evaluation Tools

About evaluation tools

Evaluation tools are used to capture opinions regarding the information in a case, and use
symbols, instead of text to denote record status.

Use these symbols to track and communicate the strengths and weaknesses of your case, and
even compare yours with other case staff to see how opinions line up.

Ev aluation fields are prov ided on the following spreadsheets:

Questions — Automatically generates the Criticality field when you start a new case, use to
track the ranking of questions and tasks
Facts — Insert the Evaluation field to track how facts affect the strengths/weaknesses of
the case.
Research — Insert the Criticality field to track the strengths/weaknesses of research in
supporting the case.

Ev aluation fields display in the following areas:

Spreadsheet views as fields
Detail dialog boxes as rows
Evaluation status in the Fact Cards view
Search, tag, and sort evaluation fields

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352 CaseMap

You can still run search filters, apply tags, and sort based on values in the Evaluation fields.
For example, you can filter the Facts spreadsheet to only those facts that are rated high or
those rated low. Filters based on Evaluation fields can also be combined with those based
on other aspects of the case to refine the data you display.

To sort an evaluation field

Right-click on the Evaluation field and select Sort Ascending or Sort Descending so that
the symbols or status group together by type. For example, you can sort the Questions
spreadsheet based on question criticality so that the most important questions in your
case are listed first.

Related Topics

Creating custom fields

Using CaseWide
About CaseWide

CaseWide is a graph that you can display across the top of the Facts spreadsheet providing
you with a visual timeline of the facts in your case so you can see the ebb and flow of case
activity. The CaseWide tool allows you to scroll, toggle, and drill-down for different perspectives
of your case timeline. CaseWide graphs facts being displayed by the earliest date of a fact in
the Facts spreadsheet to latest date displayed in the Facts spreadsheet. As the date range
span changes in the Facts spreadsheet, CaseWide changes in concert. You can also use
CaseWide to scroll the Facts spreadsheet so that the first facts appearing in it are those in the
selected CaseWide bar. The graph also recalculates each time the Facts spreadsheet is
refreshed so you can always quickly review current data in the timeline.

The CaseMap timeline is not available for printing at this time.

Review CaseWide's features

Reference the following table for an overview of how to use CaseWide.

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 Using CaseMap 353

CaseWide Overview

View case activity by Year/Month/Day by clicking one the Y/M/D buttons

Adjust your viewing pane height by dragging the split bar lower or higher within the
spreadsheet pane

Click on graph bars to view the number of facts calculated for a time period

Toggle the TN? button to open a sidebar graph tracking fuzzy dates

Click on the gridlines button to apply a standard or average line to the graph

Click on the Date Navigator button to enter a specific data value and immediately jump to
that period in the timeline

View fact records by year, month, or day

You can change the CaseWide timeline to view fact records by year, month, or day. In Year
view, you can view more than three decades of fact history without need for scrolling.

Learn how filtering and tagging affect CaseWide's timeline

Search filters and tags impact the CaseWide graph display. Filters reduce the numbers of
facts shown in the CaseWide graph. Tags turn CaseWide into a stacked bar chart divided
into two sections for tagged and untagged records. The height of the tagged section reflects
the percentage of the facts that have been tagged. Place your mouse pointer over the
tagged section of a bar to view a screen hint that displays the number of facts in the tagged
section and the percentage this number represents of the total facts in the bar.

Export facts into TimeMap timelines

If you want to create your own robust timeline chronology, you can use CaseMap's
companion product, TimeMap®. TimeMap is a timeline graphing tool that allows you to import
critical case facts so you can organize and chart them using facts boxes that float above or
on either side of a timeline. You can customize the timeline to best suit your needs.

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354 CaseMap

Use TimeMap timelines during meetings to keep clients and staff up to date on case
developments. Use TimeMap's presentation mode or enlarge and mount the timelines for
use in hearings and during trial so a jury or other large audience can view the facts
illustrated into key points.

To send facts to TimeMap

You can send facts to Tim eMap in two ways:

1. Group of Facts: Send a group of facts by filtering the Facts spreadsheet to display
only the facts you want to chart. On the Reports ribbon, click Send Current View To
and then click LexisNexis TimeMap.

2. Individual Facts: Right-click a fact record in the Facts spreadsheet and click Send To >
LexisNexis TimeMap > Current Record on the submenu.

You can also send record from the Documents and Events object spreadsheets to
TimeMap to make timeline graphs. Ensure you have the Date field dispplaying in
spreadsheet view, then follow the instructions for sending a group of facts (#1
above).

To learn more about TimeMap or download a trial version, contact your LexisNexis Sales
Representative.

Related Topics

Using CaseWide
Analyzing and linking facts

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 Using CaseMap 355

Using CaseWide

The CaseWide timeline has scales that display at both ends of the graph. These scales are
determined by finding the bar representing the greatest number of facts and then rounding up
to the next logical scale value. For example, if the tallest bar represents 93 facts, the top scale
value would round to 100.

For optimal viewing, CaseWide's fact bars have a minimum height, but that does not mean the
data calculated is the same for each bar. Two bars with the same height may represent
different numbers of facts. Be certain to click on each bar to display a popup of the number of
facts for each. Only time periods with a fact bar are included in the average calculation.

The CaseWide graph has a minimum display height of half an inch, but you can drag the split
bar down to increase viewing size.

CaseWide also includes a separate graph to track Fuzzy month and day calculations with a
status of To Be Determined, Not Applicable, and Unknown? for fact records. This graph displays
at the far right of the CaseWide timeline. These bars are labeled T, N, and ?, respectively. And
although the bars scale independently from the bars in the principal CaseWide timeline, they do
scale relative to each other. To open/close the graph display, click the T N ? button.

To view the CaseWide timeline

1. In the Case Shortcuts pane, click on the Facts spreadsheet icon in the Favorites pane.

2. On the View tab, select the View CaseWide check box .

The CaseWide timeline now displays at the top of the Facts spreadsheet.

3. On the far right of the graph, click the Y, M, or D buttons to view the graph
by year, month, or day.

4. Click on a fact bar to view the number of facts for that month or day.

The selected fact bar turns yellow and a popup displays the number of facts records for
the month or day.

5. Double-click on a fact bar to display fact records for that month or day in a list dialog box,
which you can print.

6. Click on the T N ? button to open/close the graph the date status of To Be Determined,
Not Applicable, and Unknown ?.

7. In the T N ? graph, click on a bar to view the number of facts for each status.

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356 CaseMap

Click on a fact bar to display a popup of the number of facts for each. Double-click on a
fact bar to display the records in a list dialog box that you can print.

8. Click on the Gridlines button to display a gray gridline across the timeline.

9. Click on the Average Timeline button to display a red gridline across the timeline.

10. Click on the Date Navigator button to open the Date Navigator box.

The Date Navigator box allows you to jump to a specific date in your case timeline by
selecting a particular day, month, and year.

You can also use the scroll bar below the timeline to navigate dates.

10. Click the View CaseWide button to hide the timeline from display when you
are finished.

Related Topics

About CaseWide
Analyzing and linking facts

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Sorting Data
About sorting

Sorting determines the order case elements display in a spreadsheet view, allowing you to
review information in various ways to determine what items need to be addressed first or
categorized based on the status of items. Sorting is distinct to each user ID and does not affect
the view that others see for this spreadsheet.

You can also sort multiple fields to change your spreadsheet view. For example, you can sort
the Questions spreadsheet first by persons to whom questions are assigned, and then by the
date an answer is due. You must use the Advanced Sort dialog box to create a multi-level sort.
For more information, see Sorting multiple fields.

You can sort spreadsheet data by:

Change a field's ascending or descending order
Change your spreadsheet view by inserting or hiding fields
Sorting multiple fields at a time (up to three fields)

Benefits of sorting spreadsheet fields include:

Creating/saving a spreadsheet view for printing reports
Viewing disputed vs. undisputed facts by date and time to analyze case strategy
Sorting the Questions spreadsheet before a trial date to evaluate outstanding issues
Sorting objects by type and then alphabetically to locate people, organizations, and
documents easier
Plus many more

Sorting is independent of any filter or tag function. If you filter the facts displayed in the
Facts spreadsheet from 2,000 to 100, the 100 facts that remain are still sorted as specified
by the view's sort order.

Review sortable vs. non-sortable fields

While you can sort of most all fields in a spreadsheet, some fields in CaseMap (such as
description fields) cannot be sorted. If you try to sort a field that cannot be sorted, you
receive a message prompt indicating what fields on the spreadsheet are available for
sorting.

Reference the following table to note what spreadsheet fields are sortable and which are
not.

Sorting Fields

Sortable Non-sortable

Date & Time Fact Text

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358 CaseMap

Sorting Fields

Sortable Non-sortable

Check box Source(s)

Evaluation Description fields

List Question Text

Numeric Linked Issues (Facts)

Text Linked Elements (Questions)

# (Number fields)

Sort to create custom views

Sort spreadsheets to create custom views that are distinct to your user ID. Once you sort a
spreadsheet it is automatically saved in this view. Each time you open a case, the
spreadsheet data display in this new view until you change the sort order again.

Not only can you save a sort order, you can also rearrange spreadsheet fields to display in
the order you prefer. For more information, see Creating spreadsheet views.

Clear a sorted view to reset a spreadsheet

Once you sort a spreadsheet it is automatically saved in this view. Each time you open a
case, the spreadsheet data display in this new view until you change the sort order again.

Related Topics

Changing the field sort order

Sorting multiple fields

Changing the field sort order

Sorting the field order determines how records in a spreadsheet visually display. For example,
when you create a new case the Facts spreadsheet defaults to a Date & Time sort order with
facts listed in chronological order. When you want to look at your spreadsheet from a
chronological or status type view, simply change the ascending/descending order of the field.

To change the field sort order

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 Using CaseMap 359

1. Open the spreadsheet you want to sort.

2. Right-click on the field column and select Sort Ascending or Sort Descending.

Sort Ascending displays data from A to Z, least to greatest.

Sort Descending displays data from Z to A, greatest to least.

Notice that when you change a field's sort order, an arrow displays in the column header
pointing up or down to show the current order.

To sort facts by status type

1. In the Case Shortcuts pane, click on the Facts spreadsheet icon.

Notice that by default your facts are sorted in ascending order.

2. Right-click on the Status field header and select Sort Descending.

Notice that all your fact records now sort according to Undisputed, Prospective, Disputed
by: Us. and Disputed by: Opposition, or other status types used by case staff.

Any facts that have not been given a status type automatically sort to the bottom of the
spreadsheet.

3. To apply a status type to an unmarked fact, click in the Status cell for a record and then
click the down arrow within it to select the type.

Related Topics

About sorting

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360 CaseMap

Sorting multiple fields

Sorting multiple fields

You can sort multiple fields (up to three levels) to change your spreadsheet view. For example,
you can sort the Questions spreadsheet first by persons to whom questions are assigned, and
then by the date an answer is due. You must use the Advanced Sort dialog box to create a
multi-level field sort.

In a multi-level sort, your primary sort is the first choice of the three select in the Advanced Sort
dialog box. When you use multiple fields to sort a view, the elements in it are grouped by the
values of your primary sort field. Then, the elements in each of these groups are further
organized using the values of your second and third sort selections.

Once a spreadsheet is sorted, it remains in this order for your personal view even when closing
the case. To change the spreadsheet view, you will need to perform a new sort. Your sort order
does not affect the view that others see for this spreadsheet.

To sort by multiple fields

1. In the Case Shortcuts pane, click on the Facts spreadsheet icon.

2. On the Home tab, click the Sort & Filter button, and then click Advanced Sort

You may need to add this button to the toolbar.

3. In the Advanced Sort dialog box, click on the primary sort option in the Sort By drop-
down listing.

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 Using CaseMap 361

4. Select Ascending or Descending for the sort order you want for the primary sort option.

5. In the Then By drop-down listing, click the secondary sort option.

6. Select Ascending or Descending for the sort order you want for the secondary sort
option.

7. In the next Then By drop-down listing, click on the third sort option.

8. Select Ascending or Descending for the sort order you want for the third sort option.

9. Click OK to sort the spreadsheet in the order selected.

10. Return to the spreadsheet to verify the new sorted view.

To sort facts by status type and date and time

A common fact sort includes sorting records in the Facts spreadsheet by disputed status and
then by date and time. Once records are sorted by selection, you can always reference the
order by checking the numeric indicators in the field headers.

1. In the Case Shortcuts pane, click on the Facts spreadsheet icon.

Notice that the default sort order of facts records is by date and time, with the To Be
Determined records sorting to the top.

Also notice the the field headers display a 1 in the Date & Time field and 2 in the Status
field to denote the current sort order.

2. On the Home ribbon, click the Sort & Filter button, and then click Advanced Sort

3. In the Advanced Sort dialog box, click on Status in the Sort By drop-down listing.

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362 CaseMap

4. Select Descending so that Undisputed records display first and all records with no
status sort to the bottom of the spreadsheet.

5. In the Then By drop-down listing, click Date & Time and select Ascending so that dates
filter from oldest to newest.

6. Click OK to sort the Facts spreadsheet.

Notice that the spreadsheet now sorts by disputed status first, and then by date and
time. Also notice that the numbers in the field headers changed once the sort was
performed.

To sort all objects in alphabetical order, then by type

The All Objects spreadsheet contains all people, organizations, documents, etc., in the case.
This spreadsheet is sorted by default for object type first, then by full name. If you sort the
spreadsheet by full names, you can view all objects in alphabetical order. If you then sort
the spreadsheet by object type, you can view the objects grouped in alphabetical order.

1. In the All Shortcuts pane, click on the All Objects spreadsheet icon.

2. Right-click on the Full Name header field and select Sort Ascending to first view all
objects by full name.

Notice the the spreadsheet now sorts by alphabetical order by the Full Name field and
the the Object Type values are not in any definitive sort order.

3. Right-click on the Object Type header field and select Ascending to view objects
grouped in alphabetical order.

Notice that the spreadsheet now sorts by the Object Type field, and the Full Name field
is no longer in alphabetical order.

4. To return to the original sort sequence for this spreadsheet, on the Home ribbon, click

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the Sort & Filter button, and then click Advanced Sort ..

5. In the Sort By drop-down listing, click Object Type and select Ascending.

6. In the Then By drop-down listing, click Full Name and select Ascending.

7. Click OK to resort the All Objects spreadsheet.

Notice that the spreadsheet now sorts by object type first, then by full name.

To sort questions by criticality status

Sorting the Questions spreadsheet is useful when trial dates approach and you want to
wrap up outstanding items sorted by due date, completion, and criticality.

1. In the All Shortcuts pane, click the Questions spreadsheet icon to view all tasks and
questions listed.

2. On the Home ribbon, click the Sort & Filter button, and then click Advanced Sort

3. In the Sort By drop-down listing, click Due Date so that all questions are sorted first by
the original due date.

4. Select Ascending for this option to keep the order of the dates organized by upcoming
deadlines first.

5. In the Then By drop-down listing, click Criticality for the secondary sort option and then
select Ascending to ensure the most crucial questions sort to the top of the list.

6. In the next Then By drop-down listing, click Answer Status as the third sort option and
then select Descending to sort items already addressed to the bottom.

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364 CaseMap

7. Click OK to sort the Questions spreadsheet.

8. Review how your questions resorted first by due date, then by critical and completion
statuses.

Notice that the column headers of each field display the numerical sort order you
selected. You can now tackle your outstanding items with a clear plan in place.

Related Topics

About sorting
Changing the field sort order

Filtering Data
About filtering

Filtering in CaseMap allows you to cull data to produce reports or save filters to rerun later
when additional information is added to the case. Records that meet the criterion of your filter
remain in view on the current spreadsheet; while other records are temporarily hidden from
view.

When you run a filter, a Filter status bar displays at the top of the spreadsheet pane, indicating
what filter(s) you have in place and the number of records filtered. The Cancel and Save
buttons are located here too.

There are three m ain types of filters:

Instant Filter — Use for simple filters like a key word or phrase, such as filtering the Facts
spreadsheet to only display undisputed fact records. Simply right-click on any field data and
click Filter by Selection.
Guided Filter — Use Filter menu options to run pre-built filter provided by CaseMap or
access your own saved filters.
Advanced Filter — Use the Advanced Filter pane to construct and save multi-level filters
using operators to narrow results as well as edit and save complex filters.

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Exam ples of filters include:

Key word (person or organization name, etc.)

Field status setting (Undisputed and/or Material relevance)
Multi-level filters (combining one or more criteria, even mixing key words with field status
settings)

Access filter tools from three locations

The Filter m enu is accessible from the Editing m enu:

From the Home ribbon, go to the Editing menu > Sort & Filter > Filter shortcut menu

The Adv anced Filter pane is accessible by selecting:

From the Home ribbon, go to the Editing menu > Sort & Filter > Advanced Filter

The Advanced Filter pane allows you to create multi-level filters and tag records produced in
the results.

For more information, see Performing advanced filters.

Use operators to narrow filter results

When performing multi-level instant filters or using the Advanced Filter pane, you will be
working with operators to help define criteria for locating specific information.

Adv anced Filtering uses two types of operators:

Boolean — Instant and Advanced Filter pane

Relational — Advanced Filter pane

Using Boolean operators

Using the Combining Two Filters box, you can select whether to use the AND and OR
operators. The Venn diagram in the dialog box updates to illustrate the impact your decision
will have in gathering data. If you run a filter on a spreadsheet that has already been
filtered, the dialog box asks you whether you want to ignore the previous filter or run the
previous filter with an additional layer of criteria using the AND or OR operators.

You can edit the filter criterion of a combined filter in the Advanced Filter pane by right-
clicking on the filter or clicking the Edit button, and then selecting new operator criteria.

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Boolean Search Operators

Operator Query Results

AND contains HawkinsP All documents with both the words: HawkinsP and LangW.
both words AND LangW A more stringent filter.

OR contains HawkinsP OR All documents with either HawkinsP or LangW, or both. A

either word LangW less stringent filter.

Using Relational operators

Relational operators are easy to use with symbols or short abbreviations with each
producing the same results. When performing a relational filter, you want to select the
field first, then type the data value you are searching.

Relational Filter Format: field name + OPERATOR data value

Combining operators for advanced filters

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You can use both Boolean and Relational operators to create advanced filters by selecting
a filtered Boolean search in the Advanced Filter pane and then further applying relational
operators to isolate the results. To do this, open the Advanced Filter pane and select a
filter in the Filter: (Active) listing. Next right-click and select the relational operator you
want to apply.

Related Topics

Performing basic filters

Performing guided filters
Performing advanced filters
Saving filters

Performing basic filters

CaseMap has two basic filtering types that allow you to quickly locate a key word or phrases in
a field or filter records by type in a spreadsheet.

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Basic filtering includes two types:

Key word filters in a field (up to 37 levels deep)

Filtering spreadsheet records by a selection

To filter by a key word in a field

You can run key word filters up to 37 levels deep, though any more than three is probably
unnecessary. If you type in a root word, your results will capture all instances of this entry.
For example, if you enter "sale", your results will also include all instances of "sales".

1. In the Case Shortcuts pane, click on the icon for the spreadsheet you want to use.

2. Right-click in a field you want to filter.

3. In the shortcut menu, type in the key words you want to locate in the Selection field,
then click Filter by Selection.

Notice that the records in your spreadsheet are now reduced to only those that contain
the key words you entered.

4. On the Filter status bar, click the Cancel button to refresh the spreadsheet and run a
new filter.

To filter by field value

1. In the Case Shortcuts pane, click on the icon for the spreadsheet you want to use.

2. Right-click in a field you want to filter.

3. In the shortcut menu, click on the field value you want to use as a filter, then click Filter
by Selection.

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Notice that the number of records displaying in your spreadsheet is now reduced to only
those with the field value selection you chose. Also notice that the current filter displays
on the spreadsheet title bar.

4. To add another filter to the previous one, right-click in another field and click on a new
status.

5. In the Combining Two Filters dialog box, select the Show me only the common
elements of both (AND) option, then click OK.

Notice that only records that contain both filter selections now display in the
spreadsheet view.

6. Click the Save button on the spreadsheet title bar if you want to save this filter to run
again in the future.

7. On the Filter status bar, click the Cancel button to refresh the spreadsheet.

Notice that when you refresh the spreadsheet to view all records, the records are still
sorted with the primary search selection. To adjust the spreadsheet, change the sort
order or run a new filter.

For more information, see Saving filters and Changing the field sort order.

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Related Topics

About filtering
Performing guided filters
Performing advanced filters
Saving filters

Performing guided filters

Guided filters are performed by using the pre-built options on the Sort & Filter menu. These
filter options are primarily the same for all spreadsheets. Whichever spreadsheet is active is
the basis of the filter. For example, if you are on the Facts spreadsheet, and select Linked to
Issues, the results include all facts linked to issues. If you are on the Questions spreadsheet
and select Linked to Issues, the results include all questions linked to issues.

To review the Filter menu options

Reference the following table for a description of Filter menu option.

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Filter Menu Options

Filter Description

Linked to People, Locates all records linked to objects.

Documents, etc.

Linked to Issues Locates all records linked to issues, including sub-level

issues.

Containing Text Locates selected text in all description fields or a

designated field of choice.

Added in the Last Locates all new information added to a spreadsheet in the
last day/week/month/three months.

My Saved Filters Re-runs filters that you save for personal use.

Cancel Filter Cancels the current filter you are running.

Save Filter Saves the filter to your My Saved Filters menu.

Advanced Filter Opens the Advanced Filter pane.

To filter records linked to people, documents, etc.

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. On the the Home tab, click Sort & Filter, and then click Linked to People, Documents,
etc.

3. In the Filter Links to People, Documents, etc. dialog box, click on a sub-level
spreadsheet in the Filter [records] linked to a list.

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4. In the Select an [object] to filter by box, click on the object you want and then click OK.

Notice that all spreadsheet records are reduced to only those linked to the object you
selected.

5. To add another layer to the filter, click on the Editing menu again, click Sort & Filter and
then click Linked to People, Documents, etc.

6. In the Filter Links to People, Documents, etc. dialog box, select another object
spreadsheet and another specific object, then click OK.

7. In the Combining Two Filters box, select a filter option, then click OK.

Notice that the spreadsheet records are now further reduced to only those than meet
the filter criteria specified.

To filter records linked to issues

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

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2. On the Home tab, click Sort & Filter, and then click Linked to Issues.

3. In the Filter Issue Links box, click on the issue you want to filter in the drop-down
listing, then click OK.

4. If the issue you selected includes sub-level issues, click Yes to include them in the filter.

Notice that the spreadsheet now displays only those records linked to the selected issue
and any corresponding sub-issues.

To filter fields that contain specific text/status

There are two options for filtering for text within a field: description or specific fields. You can
choose to keep your filter focused on all description text or you can specify a particular field
to narrow your results. For example, you may want to filter to locate a person in a specific
field. Or, perhaps you want to filter a field for a specific status.

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. On the Home tab, click Sort & Filter, and then click Containing Text.

3. In the Filter [object type here] Containing Text dialog box, select which field you want
to filter.

4. In the Filter by field, type the text you want to locate, then click OK.

Notice that all records are now reduced to only those containing the specified text in the
field selected.

5. To filter by field status, you would select I want to filter the specific field below, and then
click on the field in the Filter by list.

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6. In the Filter by field, click on the status you want to filter, then click OK.

To filter new records added in the last day/week/month

The filter for Added in the last options is a pre-built filter for locating case records updates.
You can also search What's New in the Advanced Filter pane.

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. On the Home tab, click Sort & Filter, and then click Added in the last.

3. In the shortcut menu, select Day, Week, Month, or Three Months.

Notice that the spreadsheet now contains only those records added during the
timeframe you selected.

Related Topics

About filtering
Performing basic filters
Performing advanced filters
Saving filters

Performing advanced filters

The Advanced Filter pane allows you to create filters and tags using all fields in a spreadsheet,
including those hidden from view. Most filters benefit from combining filter criteria. Multi-level
filters help you isolate information as you track and analyze case progress.

Example: (1) Linked Issue = Fraud AND (2) Status + = Undisputed.

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The above example shows how you can create a fact filter composed of two filters. The results
contain only undisputed fact records linked to the Fraud issue in the Facts spreadsheet.

In the New Filter pane, you will also find two additional filter selections that are bolded in the
Filter Field/Area drop-down listing. What's New provides the ability for precise record updates
filters that are limited to a day/week/month/three month timeframe. The All "Fact" Description
Fields option limits the filter to only description fields in the Facts spreadsheet.

We recommend you take time to experiment with the filtering and tagging options
available in the Advanced Filter pane to gain a deeper understanding of how to use these
features to analyze case data. Doing so will not change or delete any case data. As you
experiment, be sure to right-click on options to familiarize yourself with the shortcuts
available.

Closing the Advanced Filter pane does not cancel any active filters or tag operations.
Filters and tags remain active until you cancel them or close the case.

Learn the Advanced Filter buttons

Reference the following table for a description on the Advanced Filter buttons.

Advanced Filter Buttons

Button Name Use

Filter Use the Filter button to run a filter on selected data in a

spreadsheet. This button is available in the Advanced Filter and
Issue Linking panes.

Tag Use the Tag button to mark records that meet certain filter criteria.
This button is available in the Advanced Filter pane.

Edit Use the Edit button to modify the active filter.

Cancel Use this button to cancel current filters and refresh spreadsheet
data. This button is available in the Advanced Filter pane and the
Spreadsheet Title Bar.

Cancel Tag Use this button to remove tags from records in a spreadsheet. This
button is available in the Advanced Search pane.

Save Filter Use this button to save filter criteria to your My Saved Filters menu
listing. This button is available in the Advanced Filter pane and the
Spreadsheet Title Bar.

To filter case records for What's New

Run the What's New filter regularly to ensure you are not missing any case updates,
especially when case staff is entering and updating case records.

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1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. On the Editing menu of the Home tab, click Sort & Filter, and then click Advanced Filter.

3. In the New Filter pane, click What's New in the Filter Field/Area list.

4. In the Since field, type the date.

All case records entered since the date specified will be included in the results.

5. Select the Include Updated check box, if you want to include all records that have been
updated since the date specified.

6. Click the Filter button to initiate the filter.

You can combine the What's New filter with other filters. For example, you could create
a filter that identified new facts that are undisputed.

To filter fact records for a date

1. In the Case Shortcuts pane, click the Facts icon to open the spreadsheet.

2. On the Editing menu of the Home tab, click Sort & Filter, and then click Advanced Filter.

3. In the New Filter pane, scroll to select the Date & Time field in the Filter Field/Area
list.

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This field is the basis for your filter.

4. In the Date section of this pane, click Dated in the first drop-down listing.

5. In the next drop-down listing, click the = Equal operator.

6. In the third field, type the date you want to locate.

7. Click the Filter button .

Notice that only records that are equal to the date you entered now display in the Facts
spreadsheet.

8. To perform a new filter, click the Cancel Filter button .

9. Next search the Date & Time field with a Dated value of < Less/Equal and type in a
specific date to filter.

Notice that the fact records are filtered to only those dates that lead up to or are equal
to the date you entered.

10. To perform a new filter, click the Cancel Filter button .

11. Next search the Date & Time field for records that still need a date applied to them by
selecting To Be Determined in the first drop-down listing.

Filtering the Date & Time field by a given date allows you to review case events down to
the seconds, as long as you are entering facts with a time stamp. In the Date & Time
field, click on the Ellipsis button to open the Date Stamper. Select the Time tab and
adjust the stamp settings to mark an event.

If many events occur on one day, try using a number in the Date & Time field to help
sort facts in chronological order in the spreadsheet. This also helps if you don't have
times to enter and need an order applied to the events. It is also a method to use if
you don't want opposing counsel to know the time.

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To filter fact records with specific to/from dates

1. In the Case Shortcuts pane, click the Facts icon to open the spreadsheet.

2. On the Editing menu of the Home tab, click Sort & Filter, and then click Advanced Filter.

3. In the New Filter pane, scroll to select the Date & Time field in the Filter Field/Area
list.

4. In the Date section of this pane, click Dated in the first drop-down listing.

5. In the next drop-down listing, click the >= Greater/Equal operator.

6. In the third field, type the beginning date of the fact records you want to locate.

7. To initiate the search, click the Filter button .

Notice that only records that are equal to the date you entered now display in the Facts
spreadsheet.

8. With the first filter still running, change the operator to <= Less/Equal in the listing.

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9. In the third field, type the ending date of the fact records that you want to include in the
search.

10. Click the Filter button .

11. In the Combining Two Filters dialog box, select Show me only the common elements
(AND), then click OK.

Notice that only records within the date range specified now display in the Facts
spreadsheet and that the spreadsheet title bar is now updated with the combined
search criteria.

12. Click the Save button , if you need to rerun this filter again in the future.

13. Click the Cancel Filter button to refresh the spreadsheet and run a new filter.

To filter all documents with descriptions

1. In the Case Shortcuts pane, click on the Documents icon in the All Shortcuts pane.

2. Scroll to locate the Description field.

3. Right-click in a blank Description cell for a record and click Filter by Selection, leaving

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380 CaseMap

the Selection field blank.

4. On the Editing menu, click Sort & Filter, and then click Advanced Filter to open the
pane.

Notice that only document records with blank description fields now display in the
Documents spreadsheet.

5. In the Advanced Filter pane, click on the Description filter under Filter: (Active).

6. Click the Edit and then click Not Equal.

Notice that the Documents spreadsheet now displays only those document records that
have text in the Description field.

7. To return to viewing all documents without a description, click the Edit button and then
select Equal.

To edit an advanced filter

1. In the Advanced Filter pane, click on the filter under Filter: (Active).

2. Click the Edit button and then click the new operator you want to use.

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Notice that the spreadsheet now displays only those records that meet the new filter
criteria and that the spreadsheet title bar is updated.

Related Topics

About filtering
Performing basic filters
Performing guided filters
Saving filters

Saving filters

CaseMap provides a listing of pre-built filters for each spreadsheet that are most commonly
used to gather a subset of data at a moment's notice. You can also save your own filters to this
listing for those you intend to run often or those you have built that are complex. Rerunning
saved filters allows you to gather new information from specific angles and helps track
information updates throughout the life of the case. Any filters you save are added to your
personal My Saved Filters menu. Each set of filters is specific to each spreadsheet.

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Sav ed filters can be accessed from the following locations:

Home ribbon > Editing menu > Sort & Filter > My Saved Filters
Advanced Filter pane > Saved Filters pane (located at the bottom of the pane)

We recommend that you print copies or make reports of filter criteria essential for tracking
information regularly. This provides you and other case staff with a reference for these
filters.

To save filters

1. In the Case Shortcuts pane, click on the icon for the spreadsheet you want to use.

2. Filter data in the spreadsheet or using the Advanced Filter pane.

3. Click the Save button on the Filter status bar or in the Advanced Filter pane.

4. In the Save Filter As dialog box, type in the name you want to identify this filter, then
click OK.

The saved filter now displays on the My Saved Filters menu and in the Saved Filters pane
of the Advanced Filters pane.

To rerun saved filters

1. In the Case Shortcuts pane, click on the icon for the spreadsheet you want to use.

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2. On the Home tab, click Sort & Filter on the Editing menu.

You can also click on the Saved Filters bar in the Advanced Filters pane, and then click

the Filter button .

3. On the Sort & Filter submenu, click My Saved Filters, and then select the filter you want
to run.

Notice that the spreadsheet now contains only those records that meet the saved filter
criteria.

If you are rerunning this filter a week later, you may find that the fact records in the
results are more or less than when you first ran the initial filter due to updates or
changes in case records.

To rename or delete saved filters

Renaming or deleting of saved filters is done in the Saved Filters pane in the Advanced
Filters pane.

To rename a filter

1. In the Saved Filters pane, right-click on the filter and click the Rename Filter button
.

2. In the Rename Filter dialog box, type in the new filter name, then click OK.

To delete a filter

1. In the Saved Filters pane, right-click on the filter and click the Delete Filter button
.

2. In the message box to delete the filter, click Yes.

To cancel filters

A current or active filter can be canceled at any time so a new one can be applied.

To cancel a filter, click the Cancel button on the Filter status bar to immediately refresh all
case records for the spreadsheet.

You can also right-click anywhere in the filtered record and then click Cancel Filter.

Rerunning a saved filter automatically cancels any current filters before running the new
one.

Related Topics

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384 CaseMap

About searching/filtering
Performing basic searches
Performing guided searches
Performing advanced searches

Searching Data
About searching

CaseMap allows you to quickly search case data because it automatically creates a
comprehensive index during the import process. You can search and locate all instances or
"hits" of your search terms in spreadsheet records, linked files, and annotation notes.

Search terms can be more than one word. They can also be numbers, text phrases, or a
combined use of terms and search operators. A search term is typed into the Search field with
results displaying in the Search Results navigation pane and in the Search Results spreadsheet
pane.

You can click on each spreadsheet listed in the Results pane of the Search Results navigation
pane to view only those records and linked files that contain your search terms. Search hits
found in linked files can be viewed in CaseMap's DocManager file viewer. Search hits found in
annotation notes can be previewed in the Search Results spreadsheets pane and viewed in full
in DocManager. For more information, see Viewing search results.

There are two lev els of searching in CaseMap:

Basic Searching — performing single word searches and locating all instances of the term
in spreadsheet fields, linked files, and annotation notes.
For more information, see Running basic searches.
Advanced Full-Text Searching — performing searches with two or more search terms or
phrases that gain stronger, precise search results.
Advanced searches can be also be run in the Full Text Search dialog box, which also allows
you to restrict the spreadsheets you want to include in the search.
For more information, see About full-text searches, Using search operators, and Running
full-text searches.

In addition to Basic and Advanced Full-Text search capabilities, CaseMap also provides you with
the SmartAssist search assistant. SmartAssist aids you in performing various tasks in CaseMap
by allowing you to search for CaseMap user-driven functions using keyword searches to find
tasks based on the search parameter.

SmartAssist searches may be performed using:

single terms — (e.g., linked) to display a list of options and/or tasks that uses the search
term 'link'
phrases — (e.g., print PDF) to display a list of options and/or tasks that uses the search
phrase 'print PDF'
For additional information, see SmartAssist.

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 Using CaseMap 385

Learn why some words are skipped in searches

When running a search, CaseMap skips the most common words in the English language
(and, but, is, if, the). These words are referred to as noise words and are words you would
generally not try to locate in a search query.

CaseMap comes with a pre-defined list of noise words that it skips while indexing case
information after files are imported. Noise words are automatically excluded from a case
index. Eliminating these words from the index ensures that searches run faster and more
efficiently.

For more information, see About the case index.

Learn how CaseMap finds more links to objects and issues

The Search Link Assistant finds links to object and issue names matching words in a search
query. The Search Link Assistant is a new feature in CaseMap v10.1+.

On rare occasions, a search term may match too many object or issue names to allow
expanding the search. If this happens, you should modify the search term to be more
specific (such as eliminating wildcards) to limit the number of matches in your search results.
For example, a search for haw* may locate too many matching object and issue names. You
could then modify the search to hawkins to limit the number of search hits.

To disable the Search Link Assistant

1. On the File menu, click Options.

2. In the Options dialog box, click the Searching tab.

3. Clear the Enable Search Link Assistant for full-text searching check box.

4. Click OK to save your changes.

Related Topics

Running basic searches

Viewing search results
About full-text searches
Canceling search results
Printing search reports
SmartAssist

Running basic searches

Basic word searches are performed to locate all instances of a single word in spreadsheet

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386 CaseMap

fields, linked files, and annotation notes. A search term is typed into the Search field with
results displaying in the Search Results navigation pane and in the spreadsheet pane.

Search terms can be more than one word. They can also be numbers, text phrases, or a
combined use of terms and search operators. To learn how to write combined search queries,
see About full-text searches, Using search operators, and Writing full-text searches.

If you want to search only selected spreadsheets, you need to run a search in the Full Text
dialog box. For more information, see Running full-text searches.

To run a basic word search

1. In the Case Shortcuts pane, type in your search query in the Search field and then click
the Full Text Search button or press ENTER.

The Search Results pane now lists all spreadsheets that include files with search hits.
The number of search hits displays for each spreadsheet.

The Search Results window displays records for the first spreadsheet listed.

2. Click the Narrow Results bar to open this pane.

3. Select the check box for the search option you want to narrow your results:
Spreadsheet Field Hits — displays only those records that contain text hits in a field
Linked File Text Hits — displays only those records that have linked files containing
text hits
Annotation Note Hits — displays only those records that have linked files with
annotation notes containing text hits

The Search Results spreadsheet pane is immediately updated, displaying only those
records for the option selected.

For more information, see Viewing search results.

Related Topics

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 Using CaseMap 387

About searching
Viewing search results
About full-text searches

Viewing search results

After a search is run, search results display in two areas in CaseMap: the Search Results pane
and the spreadsheets pane. Search results include matches for field text located in
spreadsheet records, text in linked files, and text found in annotation notes for linked files.

Learn about the Search Results navigation pane

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 Using CaseMap 389

The Search Results pane has four parts:

Search field — Allows you to type in full-text search terms (displays in Case Shortcuts
pane too).
Narrow Results pane — Allows you to view only those search hits found in spreadsheet
fields, linked file text, or annotation note text. The number of search hits found for each
displays to the right of the results. Check or clear one or more check boxes to view
results for the updated selections.
Results pane — Displays all spreadsheets that contain records or linked files with search
hits. The number of search hits located for each displays to the right of the spreadsheet
name.
Resources pane — Provides access to three search results reports.

When you are finished viewing your search results, click on the Case Shortcuts button to
return to the spreadsheet you were last using. If you click on the Search Results button
again, you will see results for the last search query run.

For information about printing search results in reports, see Printing search reports.

Viewing records with spreadsheet hits

Once a search is run, the spreadsheets pane lists all records and linked files that contain
search hits. When you run a search, a status bar displays at the top of the spreadsheets
pane, indicating that a search query was run. The status bar displays the number of records
located for the spreadsheet you are currently viewing.

The spreadsheet pane displays the first 20,000 records located when a search is run. If a
search query locates more than 20,000 records, a message displays indicating which
spreadsheets have exceeded this total. This total does not reflect linked file hits, only the
spreadsheet record total.

Click on a spreadsheet in the Results pane of the Search Results navigation pane to view
only those records and linked files. You can also click the View ribbon and then click Search
Results to navigate spreadsheets.

Select check boxes in the Narrow Results pane to view only those search hits found in
spreadsheet fields, linked file text, or annotation note text.

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390 CaseMap

Review the following spreadsheet record icons to find where search hits are located and
how to access them. Icon columns for search hits only display when check boxes in the
Narrow Results pane are selected.

For each spreadsheet record, the following icons displays (if applicable):

Linked File Paperclip — Displays a paperclip icon next to any record that has linked
files. Click the paperclip icon to view the list of linked files. Double-click on the paperclip to
open the file.

Tag — Displays a maroon tag icon next to records that meet the tag criteria.

Linked File Text Hit — Displays a file icon next to records having linked file text
hits for the current search. Click on the file icon to open the linked file document.

Annotation Note Hit — Displays an annotation icon next to records having

annotation note hits for the current search. Place your mouse pointer over the icon to
view a pop-up box with a preview of the note, its starting page number, and the number
of hits located in the annotation. Click on the annotation note hit link to view the linked
file that contains the annotation and view the note in the Edit Annotation dialog box. The
linked file and annotation notes are viewed in DocManager.

Learn about viewing search hits in DocManager

CaseMap's DocManager near native file viewer allows you to annotate documents and
images linked to case records. DocManager also allows you to review and navigate
highlighted search hits located in the linked files.

To learn more about these features, see About DocManager and Viewing documents and
images.

Related Topics

Running basic searches

About full-text searches
Running full-text searches
Printing search reports

Full-Text Searching
About full-text searches

Full-text searching includes additional advanced search features that allow you to write longer
full-text queries. A Full Text Search dialog box features a larger Search Text box than the
Search field so you can easily preview and edit the search string before running it. The Link
Assistant is also automatically enabled in the Search Text box so you can type search queries
faster when you want to use short names.

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 Using CaseMap 391

With full- text searches you can also do the following:

Restrict searches to selected spreadsheets

View or run previous searches

When writing full-text search queries, you will want to learn how to use search operators that
help provide precise search results. For more information, see Using search operators.

If you want to eliminate short names from your searches, you can disable the Search Link
Assistant setting in File > Options > Searching. This setting is enabled by default to ensure
you are gathering all relevant data based on search terms in your case records and linked
files.

CaseMap's SmartAssist is a full-text search assistant that aids in performing various tasks in
CaseMap by allowing you to search for user-driven functions using phrases (e.g., print PDF) to
find tasks and/or other pertinent information based on the search parameter.

For additional information, see SmartAssist.

Related Topics

About searching
Using search operators
Writing full-text searches
Creating combined searches
Running full-text searches
Running recent searches
Using the Link Assistant
SmartAssist

Running full-text searches

When running a full-text search, you also have the option to restrict what spreadsheets you
want to include in the search or re-run a recent search. Search results display in the Search
Results pane and the spreadsheet window, just as they do when you run a basic word search.

For more information on how to formulate an advanced full-text search, see Using search
operators.

To run a full-text search

1. In the Search field, type in your search query and then click the Full Text Search button
.

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392 CaseMap

If the Search field is empty and you click the Full Text Search button, the Full Text Search
dialog box will open.

2. In the Full Text Search dialog box, click the Terms tab.

3. In the Search Text box, type in your search query.

Notice that the Link Assistant tool is automatically turned on when you are typing.

Select a short name from the list and press Enter to add the short name to your search
query.

4. Click the Spreadsheets tab to restrict your search to only include selected spreadsheets.

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 Using CaseMap 393

5. Clear the check boxes for any spreadsheets you want to omit from the search.

Clear the Select All check box to clear all spreadsheets and then select those that you
want to include in the search.

6. Click OK or press ENTER to initiate the search.

The Search Results pane now lists all spreadsheets that include files with search hits.
The number of search hits displays for each spreadsheet.

The Search Results window displays records for the first spreadsheet listed.

Related Topics

About full-text searches

Using search operators
Running previous searches
Viewing search results
Canceling search results

Using search operators

Search operators allow you to write your own advanced queries to garner precise search
results from your case records. Once you learn to use search operators, you can advance to
typing complex searches that will help you locate facts and details that might otherwise takes
hours of review to uncover.

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394 CaseMap

Searching in CaseMap is not case sensitive; you do not have to enter all caps when typing in
operators. You should type spaces between search terms and the operator (HawkinsP AND
LangW), except when searching with characters or using symbols and punctuation. For more
information, refer to the Search Operators table below.

Once you learn how to write your own basic queries, you can advance to creating combined
search queries.

Boolean

Boolean operators are based on the binary logic used in computers today, producing strict
true or false results. In CaseMap, Boolean operators search at the document and
spreadsheet/field level. Boolean operators used in CaseMap include AND, OR, and AND NOT.

Context

Context operators search at the field level. The search term you are trying to locate may still
exist elsewhere in your case data (in another field or spreadsheet), you are just narrowing
your search to one field.

CaseMap uses the search operator, CONTAINS, to locate text within a specified field. An
alternative to typing CONTAINS is typing double colons ::. When you use this option, you
must have a space before and after the double colons.

Field names must have quotes around them. For example, when you search the Fact Text
field, your query should by typed as: "Fact Text".

If you search a field name that is used in multiple spreadsheets, CaseMap displays results
across all spreadsheets if the word is located in that field. For example, Description fields are
included in all five spreadsheets.

Proximity

Proximity operators search at the word level and are useful when looking for content that
appears in records either in direct succession or adjacent order, or in close succession to
each other within a specified range. This number refers to the maximum number of
intervening indexed words.

Wildcards

Wildcard operators are symbols you can use as a substitute for characters or series of
characters in a search term, creating a broader search with stronger results.

Using wildcard characters helps you locate:

Variations on a root word
Possible misspellings of a name or word
Words or names that might include punctuation (apostrophes)

Use the search operators table for reference

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 Using CaseMap 395

Search Operators Table

Operator Query Results

DOCUMENT LEVEL

AND contains both words hawkins AND Finds all files and records with both the
lang words: hawkins and lang

OR contains either word hawkins OR Finds all files and records with either
lang hawkins or lang, or both

AND NOT contains first hawkins AND Finds all files and records with hawkins, but
word, but not second NOT lang not lang

"//text" "//text" Finds text in all linked files with hawkins;

CONTAINS excludes text in fields
hawkins
"//text" ::
hawkins

WORD LEVEL

BEFORE philip BEFORE Finds philip directly preceding hawkins

hawkins
Finds philip before five words of hawkins
philip BEFORE5
hawkins

NEAR hawkins NEAR5 Finds hawkins within five words of lang

lang

LIKE LIKE deposition Finds synonyms from the global thesaurus

for the search term specified; might locate
testimony

# performs a phonetic #Smith Finds words that sounds alike, such as

search Smith and Smythe

~ stemming at the end manage~ Finds manager

of a word finds
grammatical variations of apply~ Finds applies, applied, applying
a word

FIELD LEVEL

CONTAINS "Fact Text" Finds demoted in the Fact Text field

CONTAINS
demoted * Text before the CONTAINS operator must
be a field name and the field name must be
in quotes.
** The CONTAINS operator cannot be used

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396 CaseMap

Search Operators Table

Operator Query Results

with the NEAR or BEFORE operators.

*** If you search a field name that is used
in multiple spreadsheets, CaseMap displays
results across all spreadsheets if the word is
located in that field. For example,
Description fields are included in all five
spreadsheets.

:: "Description" :: Short form alternative for the CONTAINS

demoted operator. Returns the same results: Finds
demoted in the Fact Text field.

The field name must be in quotes.

CHARACTER LEVEL

? represents any wom?n Finds the following: woman, women

character in its place in
the character sequence

* matches multiple Phil* Finds Phil, Philip

characters

NUMERIC

< less than < 50 Finds numbers less than 50

Florida < 32803 Finds Florida followed by a number less than
32803

> greater > 50 Finds numbers greater than 50

than

<= less than <=50 Finds numbers less than or equal to 50

or equal to"Bates

>= greater >=50 Finds numbers greater than or equal to 50

than or equal to

= equal to =50 Finds the number 50

=12 Finds dates with the number 12, such as

12/01/2001 and 08/12/2005

<x and >x not equal <50 and >50 Finds all numbers except 50
to

~~ finds a numeric 10~~20 Finds any numbers between the two

range numbers, such as between 10 and 20

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 Using CaseMap 397

Search Operators Table

Operator Query Results

Do not use spaces before and after the

operator.

TO 10 TO 20 Finds numbers in text within the specified

range
* The TO operator requires numeric text and
spaces before and after the operator.

Operator order of precedence

Advanced queries can combine multiple operators and search terms. Like mathematics,
CaseMap uses a hierarchy to evaluate search queries and return results in a specific order.
When you combine search queries, you can use parentheses to enforce operator
precedence. Searches within parentheses are evaluated before they are combined with
other search operators. Parentheses have the highest precedence.

CaseMap searches term s in a query in the following operator precedence:

LIKE
Numeric operators
Implied BEFORE1 (phrase)
NOT
CONTAINS
OR
BEFORE, NEAR
AND

Exam ple of Im plied BEFORE1: "Fact Text" CONTAINS Philip Hawkins

In the above query, the phrase of Philip Hawkins is the Implied BEFORE1 operator. This
query is read by CaseMap as: "Fact Text" CONTAINS (Philip Hawkins), so the terms within
the parentheses take precedence over the CONTAINS operator.

Related Topics

About full-text searches

Writing full-text searches
Creating combined searches
Running recent searches

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398 CaseMap

Writing full-text searches

You can search for multiple terms (phrases) that occur in a specified sequence by entering the
words in the Full Text search text box. You can open the Full Text Search dialog box by clicking
the Full Text Search icon in the Case Shortcuts pane.

Any full-text query typed in the Full Text Search dialog box can also be typed in the Search
field in the Case Shortcuts or Search Results panes. Because the Full Text Search dialog
box is bigger, it allows you to view and edit longer queries easier.

Locating multiple words in any order

The following query finds documents that include the search terms or words, but not in any
specified order.

Exam ple: sales OR team OR staff OR managers

Finding a phrase or sequence of words

The following query finds a specific sequence of words.

Exam ple: sales manager

Finds documents or records that include sales and manager in sequential order, such as
"And I'm still upset by my demotion to Sales Manager." Does not find results for documents
that contain sales or manager as separate words.

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 Using CaseMap 399

Searching for dates

You can search for dates in both the Date and Date and Time fields. Searching the Date and
Date & Time field values also includes the Creation and Last Update Time Stamp fields. NA
and TBD date values can be searched and are indexed as "NA" and "TBD".

Only the date in the Date & Time field is indexed; the time is not indexed.

CaseMap indexes date fields in addition to number fields, and indexes a date as a
number too. For example, the date 11/12/2011 is indexed as a date and as three
separate numbers. If you search for the year 2011, the date 11/12/2011 will display in
your search results.

Additionally, a search query of >1 will return all records because of the date and time in
the Creation Time Stamp and Last Update Time Stamp fields.

To search for a dates in a text field

Dates are searched for using the following "date(<date here>)" syntax, but you can
choose the date format you want to use. We recommend you type using the date you
think is used in the document or file. Double quotes must be included in the query. The
date query format can be combined with other search operators like BEFORE, NEAR, and
CONTAINS.

Searching for dates in text fields can be done in a v ariety of form ats:

November 11, 2005

11 Nov 05
2005/11/11 (yyyy/mm/dd)
11/11/05 (mm/dd/yy)
11-11-05 (mm/dd/yy)

Exam ples: "date(nov 11 2005)" or "date(September 19, 2005)" or "date(9/19/05)"

To search for a date range

To search for any date before or after a particular date, type a date range with a
minimum and maximum date values. The minimum date value is 1000 and the maximum
date value is 2900.

Exam ple: "Date & Time" CONTAINS "date(01/01/2003 TO 01/01/2006)"

Searching Check Box fields

CaseMap indexes fields that contain check boxes, such as the Key field on the All Objects
spreadsheet. A selected check box is indexed as Yes. A cleared check box is indexed as No.

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400 CaseMap

Searching hyphenated words

CaseMap indexes hyphenated words as having spaces. This ensures that you can locate
results regardless of whether a hyphen was used properly in the text.

Exam ple: first-class

This query returns search results for the following: first-class, first, class, firstclass, first and
class.

Searching for numbers

In order to be searchable, CaseMap indexes numbers with the following restrictions:

Search numerically from zero (lower limit) to 2,147,483,648 (higher limit).
If a currency value is more than $2 billion, it may not be searchable.
All numbers are indexed as positive.

Exam ple: 1234 is indexed as 1234.

Real numbers and numbers with commas in text fields are indexed as separate numbers.

Exam ple: 1234,567.89 is indexed as three separate numbers: 1234 567 89.
Fractional values will be indexed as zero.

Exam ple: $0.75 will be indexed as 0.

Numeric operators can be used with other operators.

Exam ple: HawkinsP near5 12~~17 finds any document containing "HawkinsP" within
five words of a number between 12 and 17.

A search query of >1 will return all records because of the date and time in the Creation
Time Stamp and Last Update Time Stamp fields.

Searching emails

Valid Internet email addresses in any CaseMap text field are indexed specifically as email
addresses.

Exam ple: [email protected]

Email addresses can also be searched using the following special query format:
"mail([email protected])". The double quotes must be included in the
query.

The query text inside of the parentheses will also support the use of wildcard characters:
"mail(s*@casemap.com)". The special query format can be combined with other search
operators like BEFORE, NEAR, and CONTAINS.

Searching credit card numbers

You can search for credit card numbers using any sequence of numbers that appear to be
valid credit card numbers issues by major credit card issuers. Credit card numbers are
recognized regardless of the pattern of spaces or punctuation embedded in the numbers.

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 Using CaseMap 401

Exam ples of credit card num bers include:

1234-5678-1234-5678
1234567812345678
1234 5678 1234 5678

Credit card numbers can also be searched using the following special query format:
"creditcard(1234-5678-1234-5678)". The double quotes must be included in the query.

The query text inside of the parentheses will also support the use of wildcard characters:
"creditcard(*5678)". The special query format can be combined with other search operators
like BEFORE, NEAR, and CONTAINS.

Related Topics

About full-text searches

Writing full-text searches
Creating combined searches
Running recent searches

Creating combined searches

Advanced queries can combine multiple operators and search terms. Like mathematics,
CaseMap uses a hierarchy to evaluate search queries and return results in a specific order.
When you combine search queries, you can use parentheses to enforce operator precedence.
Searches within parentheses are evaluated before they are combined with other search
operators.

Use parentheses to enforce operator precedence

When formulating search queries with more than one search operator, we recommend you
use parentheses. By using parentheses, you can force CaseMap to search the terms you
type within the parentheses first, regardless of operator precedence. This allows you
flexibility in formulating your own searches and garnering stronger results.

Exam ple: hawkins NEAR12 (manage~ OR lang)

This query returns results where "hawkins" appears within 12 words of "manager",
"management", or "lang".

The OR operator carries precedence because the search results do not return instances
where "hawkins" may appear within a range of 12 words of "manager", "management", or
"lang".

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402 CaseMap

Learn how to formulate combined searches

Combined queries are searches that contain two or more operators and multiple search
terms. Using parentheses to offset search terms also helps you read your queries easier.

Exam ple: ("Description" CONTAINS hawkins) OR "Fact Text" CONTAINS lang

This query returns search results when the Description field contains the word "hawkins" or
when the Fact Text field contains the word "lang".

Exam ple: "Fact Text" CONTAINS (NOT hawkins)

This query returns search results for all records that do not contain the word "hawkins" in
the Fact Text field.

Exam ple: "Fact Text" CONTAINS (philip BEFORE5 hawkins)

This query returns search results for the Fact Text field where the word "Philip" occurs five
words before "Hawkins".

Exam ple: "Fact Text" CONTAINS (hawkins OR lang)

This query returns search results when the Fact Text field contains either full name: Hawkins
or Lang.

Related Topics

About full-text searches

Writing full-text searches
Creating combined searches
Running recent searches

Running recent searches

The Recent Searches list displays the last 15 searches you have run in the case. Searches
display from top to bottom with the last search displaying at the top of the list. The last search
displays in the Search field until you run a new search or close the case.

Recent search history is independent to each case user. Your search history is saved and
available to you the next time you log on to the case.

Search history clears as new searches are run. For example, when you run the 16th search, the
last search in the list is deleted. The Recent Searches list does not retain duplicate searches. If
you re-run a search that is already in the list, the search will not be deleted or duplicated but
will filter to the top of the list as the most recent search.

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 Using CaseMap 403

To view or run recent searches

1. In the Case Shortcuts pane, click the Full Text Search icon.

2. In the Full Text Search dialog box, click on the Recent Searches list to view the last 15
searches run.

3. Click the search you want to re-run.

The search query auto-fills in the Search Text box.

4. Click OK to initiate the search.

The Search Results pane opens and updated search results now display.

Related Topics

About full-text searches

Running full-text searches

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404 CaseMap

SmartAssist

The SmartAssist search assistant aids you in performing various tasks in CaseMap and Lexis
Advance. It allows you to search for CaseMap user-driven functions using keyword searches in
performing functions such as:
Navigation -- navigate to a spreadsheet
Search -- Perform full-text search using search parameters
Reports -- Launch the report wizard and/or print specific report(s)
Tasks -- Execute a specific function (e.g., for a record, you may copy/delete it; whereas
for a case, you may find/replace it)
Options -- Open the CaseMap application options dialog and navigate to a specific tab.
LexisNexis Research -- Access information you need for case discovery and analysis.

SmartAssist searches may be performed using:

a single term — (e.g., linked) to display a list of options and/or tasks that uses the search
term 'linked'. The search results returns a display that are grouped by category type
(e.g., Tasks).

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 Using CaseMap 405

phrases — (e.g., print PDF) to display a list of options and/or tasks that uses the search
phrase 'print PDF'. The search results returns a display that are grouped by category type
(e.g., Tasks).

Persons, Organizations (e.g., Anne Freeman) to display a list of options and/or tasks that
uses the search term related to the object type. The search results returns a display that
are grouped by category types for searching within the CaseMap case or to conduct
LexisNexis Research.

The example above is searching for the Expert Witness person type, which provides
options to access the information you need for case discovery and analysis.

To run a SmartAssist search

1. In the SmartAssist Search box, type in your search term/search phrase (e.g., print to

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406 CaseMap

pdf).

The SmartAssist Search results box displays.

You can click the ESC key on your keyboard to clear entries in the SmartAssist Search
box.

2. In the SmartAssist Search Results box, select/click the desired item in the Search
Results list to perform its specified function (i.e., Reports, Tasks, Options, LexisNexis
Research etc.).

Items in the Search Results list use hyperlinks to execute the specified function. Click on
the hyperlink to perform its associated action.

About SmartAssist LexisNexis Research options

CaseMap has an automated LexisNexis Research option that offers a more unified and
simplified approach to researching objects in a case file. This feature allows you to gather
information about Persons and Organizations in your case.

The following research options are available for each object type:

Fact Witness/Litigant/Other Person -- Run a Public Records Search, Run a Litigation

Profile Report, Search Dockets & Documents
Expert Witness -- Run a Public Records Search, Request a Testimonial History Report,

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 Using CaseMap 407

Run a Litigation Profile Report, Run an Expert Witness Analyzer Report, Search
Dockets & Documents
Judge -- Run a Judge Analyzer Report, Run a Judicial Litigation Profile Report, Search
Dockets & Documents
Opposing Counsel -- Find on martindale.com, Run an Attorney Litigation Profile Report,
Run an Attorney Analyzer Report, Search Dockets & Documents
Organization -- Run a Public Records Search, Run a Company Dossier Report, Run a
Litigation Profile Report, Search Dockets & Documents

To disable SmartAssist

1. On the File menu, click Options.

2. In the Options dialog box, click the SmartAssist tab.

3. Clear the Show SmartAssist search box when opening CaseMap check box.

4. Click OK to save your changes.

The SmartAssist element is removed from the CaseMap ribbons.

SmartAssist in accessibility mode

By default CaseMap use ribbons to provide access to the most commonly used tasks and
functions. To use SmartAssist while in the Accessibility mode:

1. On the File menu, click Options.

2. In the Options dialog box, click the Accessibility tab.

3. Under Accessibility Options, select the Use standard Windows menu in place of ribbon
check box.

4. In the dialog box, read for understanding, and then click OK to continue.

5. In the Options dialog box, click OK to save your changes.

6. Close and restart the CaseMap application.

7. When CaseMap re-opens, click the View tab.

The SmartAssist element is displayed in the listing.

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408 CaseMap

8. Optional: Exiting the accessibility mode

a. Click the Tools tab, and then click Options on the menu list.

b. In the Options dialog box, click the Accessibility tab.

c. Under Accessibility Options, clear the Use standard Windows menu in place of
ribbon check box.

d. In the dialog box, read for understanding, and then click OK to continue.

e. In the Options dialog box, click OK to save your changes.

f. Close and restart the CaseMap application.

Related Topics

About searching
Using search operators
Writing full-text searches
Creating combined searches
Running full-text searches
Running recent searches
Using the Link Assistant

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 Using CaseMap 409

Canceling searches

After running a search and reviewing the search results, you can easily cancel it and return to
the spreadsheet you were previously using. Once the search is canceled, the search query is
deleted from the Search field, the Search Results pane closes, and the Case Shortcuts pane
displays.

To cancel a search, click the Cancel Search button in the Search pane.

If a search is not currently running, the Cancel Search option will be disabled.

Related Topics

Running basic searches

Running full-text searches
Viewing search results

Viewing search reports

The Search Results pane includes three reports you view and/or print to save your search
results and linked file hits:
Search ReportBook
Linked File Text Hits Report
Review Linked File Hits

To learn more about each report, click on the links above.

The Linked File Text Hits and Review Linked File Hits reports are a part of the DocManager
add-in program. If you have not purchased DocManager, you cannot print these reports.
Contact your CaseMap account representative at 866-316-8525 or visit
www.lexisnexis.com to learn more information about this product.

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410 CaseMap

Related Topics

Printing a Search ReportBook

Printing a Linked File Text Hits Report
Viewing a Review Linked File Hits report

Using DocM anager

About DocManager

Content review of linked files can be done in CaseMap's DocManager near native image viewer.
DocManager allows you to review and annotate documents and images without having to open
the source file in its native application. You can add notes to annotations, edit annotations and
notes, and also search annotation notes. When a search is run, search hits are highlighted in
DocManager allowing you to review content and navigate between search hits. Once you have
reviewed and annotated the content, the annotations and notes are automatically saved.
When you print annotated files, you have the option of whether to print annotations.
Annotation notes can be printed when you print to PDF.

The DocManager also includes Redaction tools which allows you to hide/black out confidential
information [words, sentences, paragraphs/area of text, or an image(s)] in a document. The
Redaction tools are located on the Home ribbon of the DocManager and consists of the 'Redact',
'Select Redactions', and 'Find & Redact' buttons.

If you are using DocManager, document and images open in the near native window first when
selected for viewing. You can still choose to view the document in its native application from
within DocManager. When DocManager launches, it opens in a separate window from
CaseMap.

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 Using CaseMap 411

You can dock this window within CaseMap or move it to a secondary monitor if applicable.

Once the 'Dock in Spreadsheet' option to view documents has been selected in the
DocManager, all subsequent document viewings will be done via the DocManager being
docked within the CaseMap application as depicted in the following illustration. See
Docking and undocking the DocManager for additional information.

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412 CaseMap

DocManager features include:

Viewing documents or images in DocManager
Redaction capabilities to include the ability to perform find word/phrases to redact (Find and
Redact), printing redaction files with or without redacted content
Viewing search hits in documents or images
Display of the Bates stamp label indicating the document numbering scheme
Viewing document coding data (metadata)
Annotating documents or images
Adding searchable annotations
Creating new facts from an annotation
Printing annotated files with or without annotations and notes
Accessing the Linked Document Hits Report and the Review Linked Document Hits report in
the Search Results pane

Review complete DocManager descriptions

Reference the following table for in-depth descriptions of DocManager features and where to
access them.

Unlike the DocPreviewer plug-in, DocManager does not require Adobe Acrobat or Reader.

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 Using CaseMap 413

DocManager Overview

Feature Description DocManag CaseMap

er Version
Subscriptio Required
n Required

Navigate search hits Search hits are highlighted for easy Yes CaseMap
navigation using the Previous Hit v10.0+
and Next Hit buttons in
DocManager. The current search hit
is highlighted in blue. All other
search hits are highlighted in
yellow. See Navigating documents.

Annotate documents Annotate selected text in files that Yes CaseMap

or images are viewable by all case users. Add v10.0+
searchable notes to annotations.
Customize annotation color for
personal viewing preferences. Edit
and delete annotations as needed.
View and track annotation history.
See Annotating documents, Editing
annotations, and Deleting
annotations.

Print annotations Print annotations when you batch Yes CaseMap

print files from DocManager. Burn v10.0+
annotations to images when
printing to Printer, PDF, or TIFF.
See Printing annotations.

Create new facts Create a new fact or research Yes CaseMap

from an annotation extract record from an annotation v10.0+
using the Send to CaseMap - New
Fact tool. The annotated text and
any notes applied to the annotation
will display in the Fact Text field on
the Facts spreadsheet, or in the
Extract Text field in the Extracts
from Authorities and Authorities and
Extracts research spreadsheets.
See Creating new facts/extracts
from annotations.

Redact Select and highlight the confidential Yes CaseMap

text/information [words, sentences, v12.0+
paragraphs/area of text, or an
image(s)] to black out/hide in the
document. See Creating a new
redaction.

Select Redactions Select an existing redaction for edit. Yes CaseMap

From the Edit and Print ribbon v12.0+
located on the Home ribbon of the

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414 CaseMap

DocManager Overview

Feature Description DocManag CaseMap

er Version
Subscriptio Required
n Required

DocManager you can copy, access

the Redaction Properties and
Options sheets, Print, and/or Delete
a redaction. See Editing a redaction.

Linked Documents Print or view the Linked File Text Yes CaseMap
Text Hits report Hits to reference text excerpts of v10.0+
search hits found in linked files after
a full-text search is run. The report
displays in DocManager with 12
lines of text before and after each
search hit. Search hits print in bold
and are highlighted in yellow in the
file viewer. Each linked file's full
name is highlighted in a gray bar to
distinguish the transition of each
one in the report. See Printing a
Linked File Text Hits Report.

Linked Document Hits View the Review Linked Document Yes CaseMap
report Hits report to see a list of all linked v10.0+
files containing search hits after a
search is run. The report displays in
DocManager with an Attachments
pane listing the linked files. While
previewing the report in
DocManager, you can also navigate
search hits, open the file in its
native application, and access the
record detail associated with the
file. See Viewing a Review Linked
File Hits report.

Search ReportBook Print a Search ReportBook that No CaseMap

contains each spreadsheet record v10.0+
and all linked files located after a
search query is run. Linked files are
embedded in the PDF report for
document sharing outside of
CaseMap. See Printing a Search
ReportBook.

Try DocManager features for free

DocManager is available for a free 15-day trial period. To activate this trial period, contact
CaseMap Technical Support at 800-833-3346 (Option 3) or email
[email protected]. You can also activate DocManager from the Help menu by
clicking File > Help & Info > Activate CaseMap DocManager.

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 Using CaseMap 415

After the trial period, the batch print features are no longer accessible until you purchase a
subscription to DocManager. Documents will open in their native application. Each time you
use the trial version, the utility displays the number of days left in your grace period and
gives you an option to activate it. To access DocManager, click on a document in the Search
Results pane or on the paperclip icon for a document linked to a spreadsheet record.

If you have a DocPreviewer subscription and are also interested in using CaseMap's
DocManager near native file viewer, please contact your CaseMap Sales Representative at
[email protected] for upgrade pricing.

To inquire about purchasing a DocManager subscription, contact your CaseMap Sales

Representative at 866-316-8525 or email [email protected]. To
activate DocManager, click File > Help & Info > Activate CaseMap DocManager.

To purchase or learn more about DocManager

To learn more about DocManager, visit www.lexisnexis.com or contact your LexisNexis

CaseMap account representative.

To inquire about purchasing a DocManager subscription, contact your LexisNexis CaseMap

account representative at 866-316-8525 or email [email protected].

To install and activate DocManager

DocManager's features are built into CaseMap and are automatically installed. Activating
DocManager requires a subscription or perpetual license that is sold separately in addition to
your CaseMap licenses. If you have already purchased DocManager with CaseMap, the add-
in is installed with CaseMap and is activated at the same time you activate your CaseMap
license. If you are purchasing DocManager after your CaseMap upgrade or installation, you
can activate it from within CaseMap.

To activate DocManager, click File > Help & Info > Activate CaseMap DocManager. Follow the
steps to activate DocManager online or over the phone.

To review supported file types

DocManager works with the following files:

File Formats File Extension

General Document and Image Formats

Adobe Portable Document Format *.pdf

Adobe Pagemaker *.p65

ASCII text *.asc

Content Sealed Format *.csf

Corel Draw *.cdr

Corel Presentations *.shw

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File Formats File Extension

General Document and Image Formats

FAX CITT Group 3 Fax *.fax

Hyper Text Markup Language *.html, *.htm

LexisNexis TextMap *.ptf

Microsoft Excel *.xls, *.xlsx, *.xlt, *.xlw

Microsoft Outlook 2007 or 2010 *.msg

Microsoft PowerPoint *.ppt, *.pps, *.pptx, *.pptm

Microsoft Works *.wdb, *.wps, *.docx, *.xlsx

Microsoft Word *.doc, *.dot, *.docx

Quattro Pro *.wb1, *.wb2, *.wq1

Rich Text Format *.rtf

Samna Word *.sam

Windows Write *.wri

WordPerfect *.wp5, *.wp6, *.wpd, *.wpf

WordStar *.ws

Imaging Formats

CALS (Group IV) *.cal, *.cg4, *. gp4, *.mil

DCX (multipage) *.dcx

EDCARS *.edc

Encapsulated Postscript *.ps, *.eps

Formtek Raster *.ftk

GIF *.gif

ISO 8613/CALS *.iso, *.cal

JPEG Compressed Image *.jpg, *.jpeg

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 Using CaseMap 417

File Formats File Extension

General Document and Image Formats

PC Paintbrush bitmap *.pcx

Portable Network Graphic *.png

Raytheon G4 / Navy DIF *.dif

Tagged Image File *.tif, *.tiff

Windows Bitmap *.bmp

CAD Formats

000 HPGL Plot File *.000

906/907 Plot File *.906, *.907

AutoCAD Drawing (2D) *.dwg

(through version 2012)

AutoCAD DXF (through version 2012) *.dxf

AutoCAD Web Format *dwf

(through version 2012)

Auto-trol Raster *.dx

Auto-trol Vector *.dg

CADKEY *.prt

CAD Overlay *.rlc

Computer Graphics Metafile *.cgm

EDMICS *.edm

GTX Group III, IV *.g3, *.g4, *.cg4

GTX Runlength *.rnl

HP CAD ME10 (through version 13) *.cmi, *.mi

HPGL Plot File *.plt

IGES (2D) (version 5.2) *.igs, *iges

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418 CaseMap

File Formats File Extension

General Document and Image Formats

Inventor (2D) (versions 5.3 - 2012) *.idw

MicroStation Drawing *.dgn

(through version 8.1)

MicroStation Group IV *.cit

MicroStation Runlength *.rle

MYRIAD 3D View Sets *.mvs

OrCad (version 10) *.dsn

Solid Edge Drawings (2D) *.dft

(versions 8 - 18)

SolidWorks Drawings (2D) *.slddrw

(versions 97 - 2009)

Wavesoft *.mot

Related Topics

Viewing documents and images

Document review and coding
Creating a new redaction
Viewing a redaction reason
Finding and redacting text
Editing a redaction
Deleting a redaction
Navigating documents
Adjusting document size
Annotating documents
Creating new facts/extracts from annotations
Editing annotations
Deleting annotations
Printing annotations
Batch printing linked documents

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 Using CaseMap 419

Changing DocManager options

Send emails to CaseMap

Viewing documents and images

If you are using DocManager, document and images open in the near native window first when
selected for viewing. You can still choose to view the document in its native application from
within DocManager. When DocManager launches, it opens in a separate window from CaseMap.
You can dock this window within CaseMap or move it to a secondary monitor. See Docking and
undocking the DocManager for additional information.

If you have run a search, search hits will be highlighted in blue in the document with the
current hit highlighted in yellow. This allows you to locate and navigate the search hits easily.
You can also change the background color of the image, if you find this enhances the viewing
quality of particular file types.

If you want to view multiple documents at one time in DocManager, you can pin them so they
remain open when a another document is opened. If a document is unpinned, it will close when
you open a new document in DocManager. By default, documents and images display as
pinned.

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420 CaseMap

To view a document or image file

In a spreadsheet, click on the paperclip icon for the linked file you want to view.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

The document or file now displays in the DocManager window. Each document or file tab
displays the full name for the object, authority, or extract, and its folder location and file
type.

If multiple files are opened, multiple tabs will display for each. Click on the file tab you want
to view in the forefront.

If there is no associated image for this file, DocManager displays a message stating that the
image file is not found.

If a file contains 30+ pages, the search hit highlighting feature will be turned off (by default).
This allows larger documents to display faster in DocManager. When viewing a large
document that contains search hits, a message displays at the top of the file tab that allows
you to turn on hit highlighting. To modify this setting, see Changing DocManager options.

To pin a document or image

Documents opened in DocManager display as unpinned by default so that only one

document displays in the viewer at one time, preserving processing memory on your
computer. When a new document is opened, the current document will close before the new
one displays. To change the default pin setting, see Changing DocManager options.

You can display more than one document in the viewer too by clicking the Pin tab. Pinning
documents keeps them open in DocManager so that multiple documents can be displayed for
review. Each document displays in its own tab. Click on the document tab you want to view
to bring it to the forefront of others in the DocManager window. See the screen example at
the beginning of this topic for pinned document display.

1. In DocManager, click on the tab for the document or image you want to view.

2. Click the Pin button in the upper right corner of the document.

unpinned pinned

To open the file in its native application

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 Using CaseMap 421

1. Open a document or image in DocManager.

2. Click the Open Native button .

The source file now displays in its native application.

To create a toggle toolbar button for viewing files

If you intend to view files in their native applications frequently, you can add a toggle toolbar
button to the CaseMap toolbar. This allows you to quickly toggle between viewing files in the
native application or viewing them automatically in the DocManager viewer.

1. In CaseMap, click the File tab and then click Options.

2. Click the Spreadsheet tab.

3. On the Spreadsheet tab, clear the Open Linked Files in DocManager check box, and
then click OK.

Linked files will now open in their native application instead of the DocManager viewer.

To close documents and files in DocManager

On the DocManager Home ribbon, click the button.

If you have multiple documents or files displaying, they will remain open in DocManager until
you close each tab or you close DocManager.

To close the DocManager viewer

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422 CaseMap

If DocManager displays in a separate window (undocked), you can click the in the
upper right-hand corner to close it.

If DocManager is docked as a pane in CaseMap, you can click the in the upper right
corner to close the window.

To dock the DocManager viewer in CaseMap

You can dock or undock DocManager in CaseMap depending on your monitor size, monitor
setup, and viewing preference. We recommend you adjust the settings to best
accommodate your setup and working style. By default DocManager displays in a separate
window. If you have a dual monitor setup, the DocManager window automatically opens to
display on the secondary screen.

You can also resize the DocManager window to a size that works best for your viewing
needs. CaseMap will remember your DocManager window size the next time you open a
document.

If you dock DocManager within CaseMap, you can also adjust the size of the spreadsheet
and DocManager panes by dragging the split bar up or down. CaseMap will remember your
DocManager view preference for the next time you open a document.

If DocManager is docked as a pane in CaseMap, you will not have access to DocManager
menus. Undock the viewer to regain access to DocManager menus.

1. Open a document in DocManager.

2. On the Home tab, click the Dock in Spreadsheet button.

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 Using CaseMap 423

DocManager now displays in a docked window in CaseMap, directly under the

spreadsheet window.

Once the 'Dock in Spreadsheet' option to view documents is selected, all subsequent
document viewings will be done via the DocManager being docked within the CaseMap
application. See Docking and undocking the DocManager for additional information.

3. To undock DocManager, click the Dock in Spreadsheet button again.

4. Drag the split bar between the spreadsheet window and DocManager to adjust each to
your viewing preference.

To change the background color

For viewing purposes, you can change the background color of the document or image for
how it displays in Near Native view. Once a background color is selected, that color will
become the default color when like file types are being viewed. For example, if you set the
background type in a Word document to gray, then next Microsoft Office document file being
viewed will also display will a gray background.

Right-click on the document or image and click Background Colors, and then click: Black,
White, Gray, or Default.

The Default color is determined by the file type. For example, documents in Microsoft Office
formats will be white, but CAD file backgrounds will be black.

Related Topics

About DocManager
Document review and coding
Document production
Navigating documents
Adjusting document size
Docking and undocking the DocManager

Document review and coding

The CaseMap DocManager provides users with the ability to view linked files, documents, and images
without having to open the source file in its native application. The DocManager also allows you
to view document details and coding data (metadata) simultaneously while in the viewer. When
you click the Detail button on the Home ribbon of the DocManager, the Document Coding
Sidebar displays, allowing you to easily see the document and provides you with the ability to
change coding parameters for documents.

Multiple clicks of the button allows you to toggle between the display/non-display of
the Document Coding Sidebar.

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424 CaseMap

When you click the cogwheel icon in the View area of the Document
Coding Sidebar, the Define Views dialog box displays which provides you with the ability to
modify existing coding views, edit document metadata and the ability to add/remove fields to
and from the list.

Viewing document metadata

1. In the Documents spreadsheet, click on the paperclip icon for the linked file you want to
view.

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 Using CaseMap 425

2. Click on the linked file to open it.

The document or file now displays in the DocManager window.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

3. On the Home ribbon of the DocManager, click the button.

The Document Coding Sidebar displays on the right side of the review screen, and the
Detail button is highlighted.

Clicking the button allows you to toggle between the display/non-display of the
Document Coding Sidebar.

4. Click the in the upper right corner to close the window.

During a document review, the metadata for any object can be edited and/or changed.

Changing document metadata

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426 CaseMap

1. In the Documents spreadsheet, click on the paperclip icon for the linked file you want to
view.

2. Click on the linked file to open it.

The document or file now displays in the DocManager window.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

3. On the Home ribbon of the DocManager, click the button.

The Document Coding Sidebar displays on the right side of the review screen, and the
Detail button is highlighted.

Clicking the button allows you to toggle between the display/non-display of the
Document Coding Sidebar.

4. In the Document Coding Sidebar, click in the field(s) to be edited/changed and make
updates as needed.

5. Navigate to the previous/next document to save the changes/updates.

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 Using CaseMap 427

When you click the cogwheel icon in the View area of the Document
Coding Sidebar, the Define Views dialog box opens, displaying one of two standard/default
views (All Fields or the Default View).

Setting document standard views

1. In the Documents spreadsheet, click on the paperclip icon for the linked file you want to
view.

2. Click on the linked file to open it.

The document or file now displays in the DocManager window.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

3. On the Home ribbon of the DocManager, click the button.

The Document Coding Sidebar displays on the right side of the review screen, and the
Detail button is highlighted.

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428 CaseMap

Multiple clicks of the button allows you to toggle between the display/non-display
of the Document Coding Sidebar.

4. In the Document Coding Sidebar, click the cogwheel icon to

display the Define Views dialog box.

5. Optional: In the View area, select one of the following:

Extended View, where all applicable fields are listed

Basic View, where only selected fields are listed

A Customized View

6. Click Close to exit.

You can customize and adjust the coding fields displayed in the Document Coding Sidebar.

Customizing view options

1. In the Documents spreadsheet, click on the paperclip icon for the linked file you want to
view.

2. Click on the linked file to open it.

The document or file now displays in the DocManager window.

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 Using CaseMap 429

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

3. On the Home ribbon of the DocManager, click the button.

The Document Coding Sidebar displays on the right side of the review screen, and the
Detail button is highlighted.

Multiple clicks of the button allows you to toggle between the display/non-display
of the Document Coding Sidebar.

4. In the Document Coding Sidebar, click the cogwheel icon to

display the Define Views dialog box.

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430 CaseMap

5. Optional: Above the Hidden Fields area of the Define Views dialog box, click one of the
following icons:

New View

a. Click the New View icon .

b. In the Name field of the New View dialog box, enter the name of the view and click OK.

The Define View dialog box refreshes and displays the new view.

All Fields are hidden.

c. In the Hidden Fields area of the Define Views dialog box, select/double-click on a field
to move it to the Visible Fields portion of the dialog box.

d. Optional: In the Visible Fields column, click on the last field moved, and then click the
applicable Up or Down arrow to place the field in a desired location/order

e. Optional: In the Visible Fields area of the Define Views dialog box, select/double-click
on a field to move it to the Hidden Fields portion of the dialog box.

f. Repeat Step c and Step d until all applicable fields have been selected and are now in the
desired column(s) of the dialog box.

g. Click Close.

Copy View

a. Click the Copy View icon .

b. In the Name field of the Copy View dialog box, enter the name of the view, or accept the

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 Using CaseMap 431

name as indicated 'Copy of...' and click OK.

The Define View dialog box refreshes and displays the new view.

c. Optional: In the Hidden Fields area of the Define Views dialog box, select/double-click
on a field to move it to the Visible Fields portion of the dialog box, if applicable.

d. Optional: In the Visible Fields area of the Define Views dialog box, select/double-click
on a field to move it to the Hidden Fields portion of the dialog box, if applicable.

e. Repeat Step c and Step d until all applicable fields have been selected and are now in the
desired column(s) of the dialog box.

f. Click Close.

Rename View

a. Click the Rename View icon .

b. In the Name field of the Rename View dialog box, enter the new name of the view, and
click OK.

The Define View dialog box refreshes and displays the updated view.

c. Optional: In the Hidden Fields area of the Define Views dialog box, select/double-click
on a field to move it to the Visible Fields portion of the dialog box, if applicable.

d. Optional: In the Visible Fields area of the Define Views dialog box, select/double-click
on a field to move it to the Hidden Fields portion of the dialog box, if applicable.

e. Repeat Step c and Step d until all applicable fields have been selected and are now in the
desired column(s) of the dialog box.

f. Click Close.

Delete View

a. Click the Delete View icon .

b. In the confirmation dialog box, click Yes to confirm that you want to delete the view.

The view has been deleted and a new Define View dialog box displays.

c. Click Close.

You can also modify a selected view by hiding, displaying, and/or moving fields up or down
within the Document Coding Sidebar to change the display order.

Modifying the selected view

1. In the Documents spreadsheet, click on the paperclip icon for the linked file you want to

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432 CaseMap

view.

2. Click on the linked file to open it.

The document or file now displays in the DocManager window.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

3. On the Home ribbon of the DocManager, click the button.

The Document Coding Sidebar displays on the right side of the review screen, and the
Detail button is highlighted.

Clicking the button allows you to toggle between the display/non-display of the
Document Coding Sidebar.

4. In the Document Coding Sidebar, click the cogwheel icon to

display the Define Views dialog box.

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 Using CaseMap 433

5. In the View area of the Define Views dialog box, select a view from the menu list.

6. To modify a selected view, perform one of the following:

Hiding fields

a. In the Visible Fields column of the Define Views dialog box, select/double-click on a
selected field to move it to the Hidden Fields column.

b. Repeat Step a as desired.

c. Optional: In the Visible Fields column, select a field and then click the Up or the Down
arrow to locate the remaining fields as desired.

d. Click Close.

Making fields visible

a. In the Hidden Fields column of the Define Views dialog box, select/double-click on a
selected field to move it to the Visible Fields column.

b. Repeat Step a as desired.

c. Optional: In the Visible Fields column, select a field and then click the Up or the Down
arrow to place it in a desired location.

d. Repeat Step c as needed.

e. Click Close.

You can adjust the height of description fields displayed in the Document Coding Sidebar.

Adjusting the height of description fields

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434 CaseMap

1. In the Documents spreadsheet, click on the paperclip icon for the linked file you want to
view.

2. Click on the linked file to open it.

The document or file now displays in the DocManager window.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

3. On the Home ribbon of the DocManager, click the button.

The Document Coding Sidebar displays on the right side of the review screen, and the
Detail button is highlighted.

Multiple clicks of the button allows you to toggle between the display/non-display
of the Document Coding Sidebar.

4. In the Document Coding Sidebar, place (hover) the mouse over/between a description
fields until the pointer changes to a .

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 Using CaseMap 435

5. When the pointer changes to a , click on drag the pointer to a desired location to
increase/decrease the size of the field.

Fields can not be less than one line in height, and therefore, adjustments smaller than
a line are not allowed.

6. Repeat these steps as necessary.

You can drag and drop the field sort order as they are displayed in the Document Coding
Sidebar.

Adjusting the fields sort order

1. In the Documents spreadsheet, click on the paperclip icon for the linked file you want to
view.

2. Click on the linked file to open it.

The document or file now displays in the DocManager window.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

3. On the Home ribbon of the DocManager, click the button.

The Document Coding Sidebar displays on the right side of the review screen, and the
Detail button is highlighted.

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436 CaseMap

Multiple clicks of the button allows you to toggle between the display/non-display
of the Document Coding Sidebar.

4. In the Document Coding Sidebar, click in a field to capture the data.

5. When the content of the field has been captured, drag and drop the field to a new
location within the sidebar.

The field and its association data/field is moved in conjunction.

6. Repeat Step 4 and Step 5 as necessary.

7. In the Document Coding Sidebar, click the cogwheel icon to

display the Define Views dialog box.

8. Above the Hidden Fields area of the Define Views dialog box, define a view based on
the new field sort order using one of the Define Views icons. See Customizing View

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 Using CaseMap 437

Options for additional information.

Related Topics

About DocManager
Viewing documents and images
Navigating documents
Adjusting document size
Docking and undocking the DocManager

Navigating documents

Use the Page Control toolbar at the bottom left of DocManager to navigate documents or
images. You can easily identify what page of the document you are viewing in relation to the
total number of pages or jump to a particular page within the document that you want to view.
You can also navigate documents or images using menus, shortcut keys, and right-click options.

Search hits within a document or image can also be navigated by using the buttons in the
lower left corner of DocManager. Search hits are highlighted in blue so you can easily locate
them within a document. If a document has more than 30 pages, search hits will not display in
DocManager (by default). You can click on the document tab to turn on search hit highlighting
for large documents. Or you can modify this setting. For more information, see Changing
DocManager options.

To navigate search hits

Search hits are highlighted in documents so that you can locate and navigate them easily.
The current search hit is highlighted in blue. All other search hits are highlighted in yellow.

To navigate search hits, click on the Previous Hit and Next Hit buttons on
the Home ribbon. You can also click on or type in a number in the Page list to jump to that
page in the document.

To navigate pages

On the Home ribbon, click the following buttons to navigate document records:

Previous Page moves to the previous page

Next Page moves to the next page
Page List allows you to specify the page you want to view.

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438 CaseMap

You can type a page number and press ENTER, or click on the page number in the drop-
down list.

Related Topics

About DocManager
Viewing documents and images
Adjusting document size
Docking and undocking the DocManager

Adjusting document size

You can adjust the document or image size in DocManager to enhance personal viewing. This is
especially helpful depending on the document or particular content you are working with. For
instance, handwritten documents are harder to read online and perhaps illegible in some
instances. Choose the viewing tool that best allows you adjust the document so you can read
with ease. Resizing tools are located at the bottom of the DocManager window.

You can rotate images in 90 degree increments to easily view spreadsheets in landscape view.
The Placekeeper settings allow you to rotate the document left or right to landscape view and
keep it there while viewing the document.

To adjust the document or image size

1. Open the document you want to view.

The document displays in DocManager in the Fit Width setting by default.

2. Click the View ribbon, and then click Fit Entire Page icon to view the full document.

You can also right-click and click Fit All or press CTRL + E.

Or click the View ribbon and then click Zoom > Fit Page.

3. Click the Fit Page Width icon to return the document to its original view setting.

You can also right-click and click Fit Width or press CTRL + W.

Or click the View and then click Zoom > Fit Width.

4. For custom view magnification, use the sliding magnification scale

in the lower right corner.

Or click the View and then click the .

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 Using CaseMap 439

To rotate a document or image

1. Open the document you want to view.

2. Click the Rotate 90 button to rotate the document or image to the left in 90 degree
increments.

You can also use keyboard shortcuts:

Rotate Clockwise (CTRL + SPACE)
Rotate Counterclockwise (CTRL + SHIFT + SPACE)

The document will stay in this position as you scroll through all pages of the document.
When you navigate to a new document, it will be resized to the Fit Width size.

Related Topics

About DocManager
Viewing documents and images
Navigating documents

Annotating documents

You can easily annotate any document in DocManager. All annotations applied to a document
can be viewed by all case users. And any user can add notes to any annotation. When you
type a note, the spell checking tool is enabled to catch any misspellings that might occur.

All annotations display in yellow (by default), so you can easily locate them in a document. You
can change the color of the annotations for your personal viewing preferences. For example,
you can change the annotation color to green for your view and another user can change the
annotation color to blue for his or her view. When annotations are printed, the color setting can
also be changed for the printed output color — without affecting your personal view color.

DocManager has four different modes depending on the task you need to do. When a
document displays in DocManager, the Annotate Text mode is selected by default.

DocManager includes four annotation m odes:

Annotate Text — allows you to select highlight and annotate selected text (default mode).
Select Text — allows you to view annotation content already applied to the document or
image.
Annotate Area — allows you to highlight and annotate a region or graphic on the

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document.
Select Markups — allows you to select an annotation for editing.

When multiple annotations are applied to a document, you can navigate from one to the next
using the Next Annotation and Previous Annotation buttons in the Edit Annotation dialog box.
See Editing annotations.

Annotations applied to an image will not include any image text that displays underneath
the annotation. But once the image has been OCR processed, CaseMap will include the
underlying text when a new fact record is created for the annotation. See Creating new
facts/extracts from annotations.

For information on changing annotation default options or hit highlighting options, see
Changing DocManager options.

To select text

1. From the Annotation mode list, click Select Text.

2. Place your mouse pointer over an annotation to view the note in a pop-up window.

If there is not a note associated with the annotation, no text displays.

3. In the Note tab, type in information you want.

4. Click OK.

To select an annotation

You can only select one annotation at a time.

1. From the Annotation mode list, click Select Markups.

2. Click on the annotation you want to select for editing.

The selected annotation now displays outlined in a rectangle to distinguish it from other
annotations in the document.

For more information on editing, see Editing annotations.

To annotate text

1. From the Annotation mode list, click Annotate Text.

2. Drag your mouse pointer over the text you want to annotate to open the New
Annotation dialog box.

The text you selected displays in the Document Text box.

3. In the Note tab, type in information you want, then click OK.

4. Click on the Annotations button and then click Select Text.

5. Place your mouse pointer over the highlighted text in the image to view the note text.

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To annotate an area or graphic

CaseMap will only index text from a graphic if the document has been OCR-processed as an
image.

1. From the Annotation mode list, click Annotate Area.

You can resize or move area annotations in Select Annotations mode. Select the
annotation and adjust the annotation size as needed.

2. Drag your mouse pointer over the area or graphic you want to annotate to open the
New Annotation dialog box.

3. In the Note tab, type in information you want, then click OK.

4. Click on the Annotations button and then click Select Text.

5. Place your mouse pointer over the highlighted area or graphic in the image to view the
user's short name, the date/time it was applied, and the note text.

Related Topics

About DocManager
Create new facts/extracts from annotations
Editing annotations
Deleting annotations
Printing annotations
Docking and undocking the DocManager

Creating new facts/extracts from annotations

When reviewing documents in DocManager, you can create a new fact or research extract
record from an annotation using the Send to CaseMap tool. The annotated text and any notes
applied to the annotation will display in the Fact Text field on the Facts spreadsheet, or in the
Extract Text field in the Extracts from Authorities and Authorities and Extracts research
spreadsheets.

The document is linked to the case record and the page number for the annotation location
displays in the Source(s) field of the Facts spreadsheet, or the Linked File field for research
spreadsheets. When you click on the paperclip icon for the document record, it displays in
DocManager on the page where the annotation text is located.

If you want to view or modify record detail for the document you are reviewing, you can access
the record detail dialog box directly from DocManager by clicking Record Detail button.

To create a new fact from an annotation

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1. Open a document in DocManager and click Annotate Text.

2. Drag your mouse pointer over the text you want to annotate to open the New
Annotation dialog box.

The text you selected displays in the Document Text box.

3. In the Note tab area, type in information you want.

4. Click the Create New Fact button to open the Send to CaseMap - New Fact dialog box.

Notice that the excerpt you highlighted in the document now displays in the Text
Selection field and is enclosed in brackets.

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Do not delete the brackets from text excerpts imported using the Send to CaseMap
utility. Brackets prevent CaseMap's recognition of short names and designate actual
document text for the import.

8. In the Date & Time field, type in the date of the fact.

9. In the Fact Text field, type in a short description of the fact, using short names to link
the fact automatically to people entered in the Persons spreadsheet.

This text description will display in the Fact Text field in the Facts spreadsheet.

10. Select the Key check box, if this fact record is important to the case.

11. In the Status field, select whether the fact is disputed or not.

12. In the Linked Issues field, type in the short name for any issues you want to link to this
fact.

13. You can click the Issue Linker bar to select check boxes for each issue you want to link
to the fact.

14. When you are finished, click OK to send the fact to CaseMap.

15. In the message box, click Yes to view the new fact in CaseMap.

Notice that the new fact now displays in the Facts spreadsheet and is sorted according
to the date.

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To create a new extract from an annotation

1. From the Annotation mode list, click Annotate Text.

2. Drag your mouse pointer over the text you want to annotate to open the New
Annotation dialog box.

The text you selected displays in the Document Text box.

3. In the Note tab, type in information you want.

4. Click the Create New Extract button to open the Send to CaseMap - New Extract dialog
box.

Notice that the excerpt you highlighted in the document now displays in the Text
Selection field and is enclosed in brackets. The brackets indicate that a link is set from
the extract record to the source file.

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Do not delete the brackets from text excerpts imported using the Send to CaseMap
utility. Brackets prevent CaseMap's recognition of short names and designate actual
document text for the import.

5. In the Text Selection field, review the extract you highlighted in the extract file.

6. Type in any additional field information you want to add to the extract record.

7. Click on the Issue Linker bar at the bottom of the box and select check boxes for
applicable issues to link this extract.

8. When you are finished, click OK.

9. In the Case Shortcuts pane, click on the Extracts and Authorities spreadsheet.

The new extract record displays with a link to the source file and the annotated text
displaying in the Extract Text field.

To view record detail

1. On the DocManager toolbar, click the Detail button.

You can also click the Home ribbon and then click Detail .

The Detail button is highlighted and the Detail sidebar is displayed to the right side of
the document in the DocManager.

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Once a document is closed and reopened, the Record Detail Sidebar no longer exist and
must be re-established.

2. In the Detail dialog box, review and/or modify content for the case record.

3. Click the Close button to save your changes.

Related Topics

About DocManager
Annotating documents
Editing annotations
Deleting annotations
Printing annotations
Docking and undocking the DocManager

Creating a new redaction

When reviewing documents in DocManager, you can create a new redaction using the
Redaction tools located on the Home ribbon of the DocManager. The Redaction tools which
consists of the 'Redact', 'Select Redactions', and the Find & Redact buttons are enabled when
working with files that are linked with the object type (spreadsheet) of Documents.
Redact — allows you to select and highlight the confidential text/information [words,
sentences, paragraphs/area of text, or an image(s)] to black out/hide in the document.
Select Redactions — allows you to select the highlighted confidential text/information in the
document

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Find & Redact — allows you to find words or phrases to redact in the current document

Creating a new redaction

1. In the Case Shortcuts pane, click Documents to navigate to the Documents

spreadsheet.

2. In the Documents spreadsheet, click the linked document (paperclip icon) to be

redacted.

3. In the Linked File dialog box, click on the selected file to be opened.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

CaseMap DocManager opens displaying the selected linked file.

Once the 'Dock in Spreadsheet' option to view documents has been selected in the
DocManager, all subsequent document viewings will be done via the DocManager being
docked within the CaseMap application. See Docking and undocking the DocManager for
additional information.

4. In CaseMap DocManager, click the Home ribbon.

5. Click the Redact button.

6. In the linked document, select and highlight the information [word(s), sentence(s),
paragraph(s)/area of text, or image(s)] to hide/blacken out.

The New Redaction dialog box opens.

7. In the Document Text area of the New Redaction dialog box, review the redacted text
for accuracy.

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8. In the Redact Reason area of the New Redaction dialog box, select a reason for the
redaction using the drop-down menu.

9. Click OK to save the operation.

10. Review the redacted text for accuracy and close the document.

Related Topics

About DocManager
Viewing documents and images
Viewing a redaction reason
Finding and redacting text
Editing a redaction
Deleting a redaction
Changing DocManager options
Docking and undocking the DocManager

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Viewing a redaction reason

After creating a redaction, there may be times that you will want to view a redaction to see why the
contents of the document was redacted.

To view a redaction reason

1. In the Case Shortcuts pane, click Documents to navigate to the Documents

spreadsheet.

2. In the Documents spreadsheet, select and click on the linked document (paperclip icon)
to be viewed.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

CaseMap DocManager opens displaying the selected linked file.

If the 'Dock in Spreadsheet' option to view documents had been selected in the
DocManager for a previous document viewing, then all subsequent document viewings
will be done via the DocManager being docked within the CaseMap application. See
Docking and undocking the DocManager for additional information.

3. In the DocManager, click the Home ribbon.

4. On the Home tab, click the Select Text button, and then hover the mouse over the
created redaction.

The redaction reason is displayed for viewing.

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5. Click the Close button to end.

Related Topics

About DocManager
Viewing documents and images
Creating a new redaction
Editing a redaction
Finding and redacting text
Deleting a redaction
Docking and undocking the DocManager
Changing DocManager options

Finding and redacting text

A new Find & Redact button has been added to the DocManager that enables you to enter
search words or phrases to redact.

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Finding words or phrases and redacting the text

1. In the Case Shortcuts pane, click Documents to navigate to the Documents

spreadsheet.

2. In the Documents spreadsheet, double-click the linked document (paperclip icon) to

open the record to be searched.

The CaseMap DocManager opens.

3. Click the Find & Redact button to open the Find & Redact dialog box.

4. In the Redact Word/Phrase box, enter the search word or phrase.

5. Optional: Select the Find whole word only check box to search/find whole words only.

6. In the Redact Privacy Information area, select all applicable check boxes:

DOB -- Date of Birth

Phone Number

Social Security number

Email address

7. From the Redaction Reason drop-down list, select the redaction reason.

8. In the Find & Redact dialog box, click the Redact button to find and redact the searched
text.

A confirmation screen displays indicating the total number of redactions created.

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If there are no matches for the searched term, the following dialog box displays:

9. Click OK.

Related Topics

About DocManager
Creating a new redaction
Viewing a redaction reason
Editing a redaction
Deleting a redaction
Changing DocManager options
Docking and undocking the DocManager

Documents with redactions burned in

To produce documents that when redactions are present, the redacted content is burned in,
perform the following procedure:

Producing burned in redaction documents

1. Create a new redacted or locate the documents with the redacted contents.

2. Click the Reports tab and then click on the Document Production button to initiate the
wizard.

3. When the Document Production Wizard opens, click Next to continue.

4. Complete the steps outlined in the wizard to create the production set with the redacted

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documents.

5. Go to the selected output storage destination/location and select a redacted document

and verify that the document includes redacted content burned into the image.

Related Topics

Creating a new redaction

Editing a redaction
Viewing a redaction reason
Finding and redacting text
Deleting a redaction
Docking and undocking the DocManager

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Editing annotations

Editing annotations involves modifying note text, viewing update history, and deleting
annotations. You must be in the Select Annotations mode to perform these tasks.

The Edit Annotation dialog box displays update history if more than one edit has occurred for
an annotation or more than one note has been applied to the same highlighted text. The
Update History tab displays the user's short name who created the annotation, the date and
time it was created, the last user who updated it, and the date and time it was last updated.

To edit and navigate annotations

1. From the Annotation mode list, click Select Markups.

2. Double-click on the annotation you want to edit.

You can also click on the annotation and then click the Edit button.

The selected annotation displays outlined in a rectangle to distinguish it from other

annotations in the document.

3. In the Edit Annotation dialog box, click the Note tab to edit note text.

4. Optional: Click the Next Annotation button to view and edit additional annotations in the
document.

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As you navigate to the next annotation, your previous edits or note additions are
automatically saved.

As you navigate annotations, the current annotation is outlined in a rectangle in the

document so you can easily locate it.

The Next and Previous Annotations buttons only display when editing an existing
annotation.

5. Click OK to save your changes.

To view annotation history or properties

1. From the Annotation mode list, click Select Markups.

2. Double-click on the annotation you want to edit.

You can also click on it and then click the Edit button.

Or click the Edit menu and then click Annotation Properties.

3. In the Edit Annotation dialog box, click on the Update History tab to review the Creation
Author, Last Update Author, and Date/Time information for the annotation.

4. Click OK.

Related Topics

About DocManager
Annotating documents
Creating new facts/extracts from annotations
Printing annotations
Docking and undocking the DocManager

Editing a redaction
When editing a redaction, you have the ability to change/modify the redaction reason or the redaction
selection itself. Utilizing the redaction Edit capabilities also provides you with access to CaseMap
DocManager General, Printing, and Hit Highlighting options.

To edit a redaction reason

1. In the Case Shortcuts pane, click Documents to navigate to the Documents

spreadsheet.

2. In the Documents spreadsheet, select and click on the linked document (paperclip icon)

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to be opened/viewed.

CaseMap DocManager opens displaying the selected linked file.

If the 'Dock in Spreadsheet' option to view documents had been selected in the
DocManager for a previous document viewing, then all subsequent document viewings
will be done via the DocManager being docked within the CaseMap application. See
Docking and undocking the DocManager for additional information.

3. In the DocManager, click the Home ribbon, and then click Select Redactions.

4. In the document, select and click on a created redaction.

The Edit button is enabled.

5. On the Edit and Print tab, click Edit, and then click Redaction Properties.

The Edit Redaction dialog box displays.

6. In the Document Text area, verify that the correct redaction content is displayed.

7. In the Redact Reason area, use the drop-down arrow to select/change the redaction
reason.

8. Click OK to save the changes and to close the Edit Redaction dialog box.

9. View the updated redaction reason for accuracy.

To edit a redaction selection

1. In the Case Shortcuts pane, click Documents to navigate to the Documents

spreadsheet.

2. In the Documents spreadsheet, select and click on the linked document (paperclip icon)
to be opened/viewed.

CaseMap DocManager opens displaying the selected linked file.

If the 'Dock in Spreadsheet' option to view documents had been selected in the
DocManager for a previous document viewing, then all subsequent document viewings
will be done via the DocManager being docked within the CaseMap application. See
Docking and undocking the DocManager for additional information.

3. In the DocManager, click the Home ribbon, and then click Select Redactions.

4. Select and click on a redaction within the document.

The selected redaction displays with the ability to adjust its width/height.

5. Make width/height adjustments to the redacted area as applicable.

6. On the DocManager Home ribbon, click the Close button to save changes/updates to
the redaction selection.

To edit DocManager Options

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1. In the Case Shortcuts pane, click Documents to navigate to the Documents

spreadsheet.

2. In the Documents spreadsheet, select and click on the linked document (paperclip icon)
to be opened/viewed.

CaseMap DocManager opens displaying the selected linked file.

If the 'Dock in Spreadsheet' option to view documents had been selected in the
DocManager for a previous document viewing, then all subsequent document viewings
will be done via the DocManager being docked within the CaseMap application. See
Docking and undocking the DocManager for additional information.

4. In the DocManager, click the Home ribbon, and then click Select Redactions.

5. Select and click on a redaction within the document.

The selected redaction displays with the ability to adjust its width/height.

6. On the Home tab of the DocManager, click Edit, and then click Options.

The Options - CaseMap DocManager dialog box opens.

7. Optional: Click the General tab and make adjustments to the Default Tool and the
Animation Color areas as applicable.

8. Optional: Click the Printing tab and make changes/updates as applicable.

9. Optional: Click the Hit Highlighting tab, and make changes as applicable.

10. Click OK.

Related Topics

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About DocManager
Viewing documents and images
Creating a new redaction
Finding and redacting text
Deleting a redaction
Docking and undocking the DocManager
Changing DocManager options

Deleting annotations

When a user creates an annotations in a replica case, the annotations need to be

synchronized in the master case. When synchronization occurs, the replica case's annotated
text displays in the Edit Annotation dialog box with the short name of the user who added the
annotation or note. You must be in the Select Annotations mode to delete annotations.

To review deleting annotation considerations

Before deleting an annotation, please review the information in the following table.

Deleting Annotation Considerations

If you delete an annotation that is linked to a fact or research authority/extract, the

annotation will be deleted but the fact or authority/extract record remains on the
respective spreadsheet and retains a link to the document.

When deleting a spreadsheet or case records, CaseMap will also delete all annotations
associated with the records and spreadsheets.

If you delete an object, authority, or extract record that has annotated linked documents
attached to it, the annotations will be deleted with the record. CaseMap will display a
message when this occurs, displaying how many linked facts and annotations are attached
to the record and will prompt you to confirm the deletion.

You cannot delete an annotation in a replica case if the same annotation already exists or
was created in the master case. You can delete an annotation in a replica if it was created
in the replica.

You can you delete an annotation in the master case, if it was created in the master and
also exists in an outstanding replica. The replica annotation will not merge back into the
master.

You can delete an annotation in the master case, if it was created in a replica and
synchronized into the master case.

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Deleting Annotation Considerations

If you delete an annotation that is linked to a fact or research authority/extract, the

annotation will be deleted but the fact or authority/extract record remains on the
respective spreadsheet and retains a link to the document.

Annotations edits made in a replica are merged with the master whether or not edits
already exist in the master case.

To delete an annotation

1. From the Annotation mode list, click Select Markups.

You can also click the Tools menu, click on the first menu item, and then click Select
Markups.

2. Click on the annotation you want to delete.

3. Click the Delete button on the toolbar.

4. In the message box, click Yes to delete the annotation.

The highlighted text and its annotation are now permanently deleted from the document
or image.

Related Topics

About DocManager
Annotating documents
Creating new facts/extracts from annotations
Docking and undocking the DocManager
Printing annotations
About replicating/synchronizing cases

Deleting a redaction
CaseMap gives you the ability to create and to remove (delete) an individual redaction. When a redaction
is removed/deleted, the original text is restored (restricted/hidden text removed) to the document.

To delete an individual redaction

1. In the Case Shortcuts pane, click Documents to navigate to the Documents

spreadsheet.

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2. In the Documents spreadsheet, select and click on the linked document (paperclip icon)
to be opened/viewed.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

CaseMap DocManager opens displaying the selected linked file.

If the 'Dock in Spreadsheet' option to view documents had been selected in the
DocManager for a previous document viewing, then all subsequent document viewings
will be done via the DocManager being docked within the CaseMap application. See
Docking and undocking the DocManager for additional information.

3. In the DocManager, click the Home ribbon, and then click Select Redactions.

4. In the document, select and click on a created redaction.

The Delete button is enabled.

5. On the Edit and Print tab, click Delete.

A confirmation dialog box displays.

6. In the confirmation dialog box, click Yes to confirm the deletion/removal.

The redaction is deleted and the hidden/restricted information is displayed as in the

original document.

7. In the DocManager, click the Home ribbon, and then click Close to close the
DocManager.

Related Topics

About DocManager
Viewing documents and images
Viewing a redaction reason
Finding and redacting text

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Editing a redaction
Changing DocManager options
Docking and undocking the DocManager

Printing annotations

When printing annotated documents or images from DocManager, you have the following
options:
Print to Printer
Print to PDF
Print to TIFF

You can choose whether to print annotations and notes in the printed output. The default
setting is set to No. CaseMap will remember the setting you choose and default to it when you
next print annotations. Annotations applied to images will print when printing a single
document or batch printing (both before and after OCR processing).

When you print annotations to PDF the default color setting is yellow, but you can select the
color for which you want all annotations to print. When annotations are printed to PDF, the
note displays in a pop-up window that also states Created by CaseMap when you place your
mouse pointer over it. The note display feature occurs when you are batch printing, single
printing, or exporting content. When you print to a TIFF, the annotation text prints highlighted
but note text is not printed. When you print a hard copy, the annotation text prints shaded in
gray but note text is not printed. For information on modifying print options, see Changing
DocManager options.

To print annotations

1. In DocManager, on the Home Tab, click the Print button.

If DocManager is docked as a pane in CaseMap, you will not have access to

DocManager menus. Undock DocManager to regain menu access.

2. On the Print submenu, verify that the Include Annotations option is set to [Yes].

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To print the document or image without annotations, click [No] on the Include
Annotations submenu. The default setting is No.

3. Optional: On the Print submenu, verify that the Include Redactions option is set to
[Yes] to include redacted content. Otherwise, Click No and proceed to the next step.

4. On the Print submenu, click the print output option you want: To Printer, To PDF, or To
TIFF.

If you select To Print, in the Print dialog box select your print options and then click Print.

If you select To PDF, in the Print to PDF dialog box select the file name and then click
Save.

If you select To TIFF, in the Print to TIFF dialog box select the file name and then click
Save.

5. Click the in the upper right corner to close the window.

Related Topics

About DocManager
Annotating documents
Creating new facts/extracts from annotations
Editing annotations
Deleting annotations
Changing DocManager options
Docking and undocking the DocManager

Printing redactions

When printing documents from DocManager that contains redacted content, you have the

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following options:

Print to Printer
Print to PDF
Print to TIFF

To print redactions

1. Ensure that the CaseMap DocManager Print Options have been set to include
redactions when printing.

Open a document in the DocManager.

In DocManager, click Edit, and on the sub-menu, click Options.

In the Options -CaseMap DocManager dialog box, click the Printing tab.

Under the Redactions area of the screen, place a check mark in the 'Include redactions
when printing'.

Click OK to continue.

2. In DocManager, on the Home Tab, click the Print button.

If DocManager is docked as a pane in CaseMap, you will not have access to

DocManager menus. Undock DocManager to regain menu access.

3. Optional: On the Print submenu, verify that the Include Annotations option is set to
[Yes] to include annotated content.

To print the document or image without annotations, click [No] on the Include
Annotations submenu and proceed to the next step.

4. On the Print submenu, verify that the Include Redactions option is set to [Yes].

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To print the document or image without redactions, click [No] on the Include Redactions
submenu. The default setting is No.

5. On the Print submenu, click the print output option you want: To Printer, To PDF, or To
TIFF.

If you select To Print, in the Print dialog box, select your print options and then click Print.

If you select To PDF, in the Print to PDF dialog box, select the file name and then click
Save.

If you select To TIFF, in the Print to TIFF dialog box, select the file name and then click
Save.

6. Click the in the upper right corner to close the window.

Batch printing linked documents

The Batch Printing Wizard allows you to print documents linked to an objects spreadsheet,
research spreadsheets (Authorities and Extracts from Authorities spreadsheets), and the Facts
spreadsheet. You must be viewing the spreadsheet from which you want to print documents
before the batch printing options are enabled. You can only batch print from one spreadsheet
at a time. You must have permission to save files to a selected folder when printing to PDF or
TIFF.

Batch printing options include:

Wizard to Printer
Wizard to PDF
Wizard to TIFF

The Batch Print Wizard allows you to:

Review documents in the batch, and remove any you do not want to print
Select color and annotation options
Choose your printed output

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To review batch printing considerations

Review the Batch Printing Considerations table to learn more about using this feature.

Batch Printing Considerations

General

When printing from the Facts spreadsheets, CaseMap loads all documents for any object
linked to a fact record into the batch for printing.

When printing from an objects or research spreadsheet, CaseMap loads all documents in
the Linked File field into the batch for printing. If an object is linked to multiple facts, the
document is only selected once for printing.

If any filters or searches are currently running in a spreadsheet, CaseMap loads only
those documents linked to records in the current spreadsheet view.

Files print in the order they display on the selected spreadsheet (as opposed to file name
order). When printing from the Facts spreadsheet, files print in the order they first display.
If a document is linked to a fact record multiple times, it will only be selected once for
printing. If multiple documents are linked to a single fact, the documents will be listed in a
random order in the Batch Print Wizard.

Printer, PDF, or TIFF

Burning annotations as a permanent part of the image prints the annotations in color into
the Printer, PDF, or TIFF file.

Printing annotation notes in the Printer, PDF, or TIFF output allows users to view the
notes when the mouse pointer is placed over the annotation.

Select a custom print color for annotations. This color can be different than the color used
when the annotations were applied. The color selected for printing applies to all
annotations in the document batch. For example, if users apply annotations using green
and pink colors and yellow is selected as the annotation print color, then all annotations
will print highlighted in yellow.

Case staff must have permission to save files to a selected folder when printing to Printer,
PDF, or TIFF. If they do not have folder permissions, users should select another folder or
contact their system administrator for assistance.

To batch print to a printer

1. On the Reports ribbon, select Batch Print.

2. On the submenu, click To Printer.

3. In the Review the documents to print from the current spreadsheet dialog box, review
the documents you want to print from the current spreadsheet.

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If you want to remove a document from batch, select the document in the Documents to
print box, then click the Remove button.

4. Click Next to continue.

5. In the How do you want the printed output to look dialog box, select a document
content color option:
Use the original document content colors
Convert all of the document content colors to grayscale
Display text in the document in black

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6. Click Next to continue.

7. In the Do you want to include annotations in the printed output dialog box, select
whether you want to print annotations, and then click Next to continue.

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If Yes, click on the color for which you want annotations to print in the Color list.

8. Click Next to continue.

9. In the Which printer do you want to use dialog box, select the printer you want to use
in the Printer list.

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Do not select a printer that generates files. Otherwise, the printer will prompt you to
save a file for every document printed.

10. Click Next to continue.

11. Review your selected options and click Next.

Please wait while printing is completed.

12. Review the number of documents that printed successfully, and then click Finish.

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To batch print to PDF

1. On the Reports menu, select Batch Print, and then click To PDF.

2. In the Review Documents dialog box, review the documents you want to print from the
current spreadsheet.

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If you want to remove a document from batch, select the document in the Documents to
print box, then click the Remove button.

3. Click Next to continue.

4. In the Document Content Colors dialog box, select a document content color option:
Use the original document content colors
Convert all of the document content colors to grayscale
Display text in the document in black

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5. Click Next to continue.

6. In the Do you want to include annotations in the printed output dialog box, select
whether you want to print annotations, and then click Next to continue.

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If Yes, click on the color for which you want annotations to print in the Color list.

7. Optional: Select how you want to add annotations to the PDF files:
Create PDF comments that include annotation notes
Make the annotations a permanent part of the content

8. Click Next to continue.

9. In the Where do you want to save the output files dialog box, click the Browse button
to navigate to the network folder where you want the files saved, and then click OK.

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10. Click Next to continue.

11. In the Review your selected options dialog box, review your selected options, then
click Next.

Please wait while the printing is completed.

12. In the Complete box, review the number of documents that printed successfully.

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13. Optional: Click the link Click here to open the output folder to review the printed
output.

14. Click Finish to close the wizard.

To batch print to TIFF

1. On the Reports menu, select Batch Print Wizard.

2. On the submenu, click To TIFF.

3. In the Review Documents dialog box, review the documents you want to print from the
current spreadsheet.

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If you want to remove a document from batch, select the document in the Documents to
print box, then click the Remove button.

4. Click Next to continue.

5. In the How do you want the printed output to look dialog box, select a document
content color option:
Use the original document content colors
Convert all of the document content colors to grayscale
Display text in the document in black

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6. Click Next to continue.

7. In the Do you want to include annotations in the printed output dialog box, select
whether you want to print annotations, and then click Next to continue..

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If Yes, click on the color for which you want annotations to print in the Color list, and
then click Next to continue.

8. In the Where do you want to save the output files dialog box, click the Browse button
to navigate to the network folder where you want the files saved, and click OK.

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9. Click Next to continue.

10. In the Review your selected options and click Next to start printing dialog box, review
your selected options, then click Next.

Please wait while the printing is completed.

11. Review the number of documents that printed successfully.

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12. Optional: Click the link Click here to open the output folder to review the printed
output.

13. Click Finish to close the wizard.

Related Topics

About printing reports

Hiding documents when printing
Embedding linked documents in reports
Batch printing linked PDFs
Importing linked files
Docking and undocking the DocManager

Docking and undocking the DocManager

If you are using DocManager, document and images open in the near native window first when
selected for viewing. You can still choose to view the document in its native application from
within DocManager.

When DocManager launches, it opens in a separate window from CaseMap. You can dock this

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window within CaseMap or move it to a secondary monitor. It all depends on your monitor
setup and viewing preferences.

To dock or undock the DocManager

1. In CaseMap, select a spreadsheet (e.g., Documents) and open the linked file (document/
image) to be viewed.

If CaseMap DocManager is not activated, you will be prompted activate it at the time
you're attempting to view a document, or to obtain a trial copy. See Document
production processing for additional information.

The document/image is displayed in CaseMap DocManager.

If the Open Linked Files in DocManager option (File tab > Options > Spreadsheet) check
box has been cleared, any document/image opened, is opened using its native
application (e.g., Adobe Acrobat).

2. In CaseMap DocManager, click the Home tab, and then click Dock in Spreadsheet.

The Document is displayed in CaseMap.

3. Optional: On the Home tab of the DocManager, click Dock in Spreadsheet to undock the
document/image and view it in its native application.

The document/image is displayed in CaseMap DocManager.

To view documents/images in the DocManager or another application

When DocManager launches, it opens in a separate window from CaseMap or you may
elect for documents/images to be viewed in their native application (i.e., Adobe Acrobat).

a. In CaseMap, click the File tab, and then click Options.

b. When the Options dialog box opens, click the Spreadsheet tab.

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c. Optional: To view a document/image in the DocManager:

On the Spreadsheet tab, select/place a check mark in the Open Linked Files in
DocManager check box to view documents/images in CaseMap DocManager.
d. Optional: To view a document/image in its native application:

On the Spreadsheet tab, clear the Open Linked Files in DocManager check box to
view documents/images in their native application (i.e., Adobe Acrobat).

When the Open Linked Files in DocManager option (File tab > Options > General) check
box has been cleared, any document/image opened, is opened using its native
application (e.g., Adobe Acrobat).

e. In the Options dialog box, click OK.

Related Topics

Viewing documents and images

Document review and coding
Creating new facts/extracts from annotations
Annotating documents
Editing annotations
Deleting annotations
Printing annotations

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Changing DocManager options

DocManager allows you to modify many options to enhance your linked file review preference.

Changing DocManager options includes:

Changing the default Annotation mode setting (Annotate text is the default mode)
Selecting whether documents are automatically pinned or unpinned when opening in
DocManager (default is unpinned)
Changing the annotation color to your personal viewing preference
Changing the search hits highlighting color to your personal viewing preference (defaults to
blue)
Selecting the color in which all annotations will print (default is yellow)
Selecting whether to automatically include annotation comments when printing to PDF
(default is No)
Selecting whether to burn annotations in the printed output and/or hide annotation notes

To change the pin setting

1. Open a linked file in DocManager.

2. On the Home ribbon, click Edit and then select Options.

You can also click the Options icon in the lower right corner of the View ribbon.

3. On the General tab, clear or select the Pin Tabs On Open check box, depending on your

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preference.

The default setting is for the document tabs to be unpinned.

You can also click the View ribbon and then select the Pin Tabs on Open check box.

4. Click OK to save your changes.

To change annotation default options

1. Open a linked file in DocManager.

2. On the Home ribbon, click Edit and then select Options.

You can also click the Options icon in the lower right corner of the View ribbon.

3. In the Options dialog box, click the General tab.

4. In the Default Tool list, click the setting you want to use each time DocManager
launches: Select Text, Select Annotations, Annotate Text, or Annotate Area.

5. In the Annotation Color list, click on the color you want to use for your annotations.

The annotation default color is yellow. The annotation color you select here is for your
user view. Other case users may opt to use a different annotation color.

6. Clear or select the Pin Tabs On Open check box, depending on your preference.

The default setting is for the document tabs to be unpinned.

You can also click the View ribbon and then click Pin Tab.

7. Click OK to save your changes.

To change hit highlighting options

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1. Open a linked file in DocManager.

2. On the View ribbon, click the Options icon .

3. In the Options dialog box, click the Hit Highlighting tab.

4. In the Hit Highlight Color list, click the color you want to use for search hits.

The hit highlight default color is blue.

5. In the Maximum pages for automatic hit highlighting field, type in the maximum number
of pages in a document before CaseMap will no longer display highlighted search hits.

The setting defaults to 30 pages.

Use this feature to avoid unnecessary delays when viewing large documents in
DocManager.

6. Click OK to save your changes.

To change print options

1. Open a linked file in DocManager.

2. On the Home ribbon, click Edit and then select Options.

3. In the Options dialog box, click the Printing tab.

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4. Clear or select the Include annotations when printing check box, depending on your
preference.

The default setting is to not include annotations when printing (cleared).

5. In the Color list, select the color for which you want all annotations to print.

The default print color is yellow.

This settings does not affect the annotation color applied in the document. It is the
setting color for printing annotations.

6. In the When printing to PDF area, select the option you want for printing:

Create PDF comments that include the annotation notes

This option display notes in the printed output when the mouse pointer is placed over
the annotation.
Make the annotations a permanent part of the content

This option burns the annotation on the printed output, but notes do not display.

7. In the Redactions area, select the option(s) you want for printing:
Include reactions when printing

This option includes documents with redacted content when printing.

Display redaction reason on printed document

This option includes the redaction reason on the document when it's printed.

8. Click OK to save your changes.

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Related Topics

Viewing documents and images

Annotating documents
Editing annotations
Deleting annotations
Printing annotations
Docking and undocking the DocManager

Send emails to CaseMap

You can send emails from Microsoft® Outlook (2007 and above) CaseMap v10+ case.

During the import process, emails are saved as .msg files to a folder you select. CaseMap
provides a default list of fields mapped between Outlook and CaseMap spreadsheets. You can
edit the default field mappings as needed. See To map email fields. Once you map the fields,
CaseMap will remember your settings for the next time you or another case user sends emails
to the case.

You can also preview the email before importing to review field data contents, including an
attachment count and the name of attachments.

Once emails are imported into CaseMap, you can begin searching the new data as soon as the
indexing process completes. When you click the paperclip icon for the new record, the email
displays in CaseMap's DocManager.

You can only send emails to CaseMap v10+ cases. If you have a CaseMap v9.0 (or earlier)
case open, CaseMap will send a message stating that the previous version case is not
supported.

The Send Emails to CaseMap tool is part of the DocManager add-in program. If you have
not purchased DocManager, you cannot use this feature. Contact your CaseMap Sales
Representative to learn more information about this product.

To send an Outlook email to CaseMap

1. Open the CaseMap case that you want to import data into from Outlook.

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You must have the CaseMap case open in order to send an email to it.

2. In Outlook, locate the email to be sent to the case and click the 'Send Email to CaseMap'
button on the toolbar.

You can also right-click on the emails and then click 'Send Email to CaseMap'.

If the selected email was previously linked to CaseMap, a Duplicate Records dialog
screen displays.

In the Send Email to CaseMap Duplicate Records dialog box, perform one of the
following:

Click Yes to overwrite the record.

Click No and continue.

1. In the Change file name dialog box, click OK.

The Send E-mail to CaseMap dialog box opens.

2. In the File Name box, change the file name and other pertinent
information, and click OK to continue.

If selected email was not previously linked to CaseMap, the Send Email to CaseMap
dialog box opens.

a. Perform the following:

In the file name box, confirm the file name.

Click the Browse button, and in the 'Save Email as' dialog box, locate the folder
to save the email, and then click Save.

In the Folder box, confirm the folder location.

Emails are saved as .msg files, using the email subject as the file name.

All attachments will be stored in the Documents spreadsheet in CaseMap by

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default.

b. Optional: Link attachments as separate records

If you remove the check mark in the Link attachments as separate records check
box the Spreadsheet box is enabled.

1) Use the drop-down to select a spreadsheet from the list.

2) Proceed to Step c.

c. Optional: Click the Field Mappings button to create/adjust field mappings.

See To map email fields for additional information.

3. Click OK to initiate the import process.

The email now displays in the Document spreadsheet with a link to the email in Outlook.

4. In CaseMap, go to the top of the Documents spreadsheet to see the new record created
for the email.

The storage location (Documents spreadsheet) in CaseMap will be different if you chose
a different spreadsheet above.

5. Click the paperclip icon for the record to display the linked file(s) information.

Optional: Double-click on the paperclip to display the linked file in DocManager.

For more information, see About DocManager.

6. Optional: In Outlook, continue sending emails to CaseMap.

7. When you are finished, click the Cancel button in the Send Email to CaseMap dialog
box.

To bulk send Outlook emails to CaseMap

1. Open the CaseMap case that you want to import data into from Outlook.

You must have the CaseMap case open in order to send an email to it.

2. In Outlook, locate the emails to be sent to the case and click the 'Send Email to

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CaseMap' button on the toolbar.

You can also right-click on the emails and then click 'Send Email to CaseMap'.

If selected email(s) were previously linked to CaseMap, a Duplicate Records dialog

screen displays.

a. In the Bulk Send Email to CaseMap Duplicate Records dialog box, place a check
mark beside the action (Skip Import or Overwrite Record) for each record listed.

b. Optional: Select the Overwrite all email records or the Skip all items from being
imported check box to perform that action for all listed items.

c. Click OK to continue.

Conditional: Errors were encountered during import

1. Click Yes to save to error log.

2. In the Save As dialog box, choose a file storage location and click Save.

The Import Confirmation screen displays summarizing the number of records

imported and/or skipped.

d. Click OK to continue.

If selected emails were not previously linked to CaseMap, the Bulk Send Email to
CaseMap dialog box opens.

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a. Perform the following:

In the Folder field, confirm the folder location.

Click the Browse button, and in the Save Email as dialog box, locate the folder
to save the email, and then click Save.

Emails are saved as .msg files, using the email subject as the filename.

All attachments will be stored in the Documents spreadsheet in CaseMap by

default.

b. Optional: Link attachments as separate records

If you remove the check mark in the Link attachments as separate records check
box the Spreadsheet box is enabled.

1) Use the drop-down to select a spreadsheet from the list.

2) Proceed to Step c.

c. Optional: Click the Field Mappings button to create/adjust field mappings.

See To map email fields for additional information.

d. Click OK to initiate the process.

The Import Confirmation box displays displays.

3. Click OK to continue.

4. In CaseMap, go to the top of the Documents spreadsheet to see the new record created
for the email.

The storage location (Documents spreadsheet) in CaseMap will be different if you chose
a different spreadsheet above.

5. Click the paperclip icon for this record to view the path and file attachments.

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Double-click the paperclip to open the file in CaseMap DocManager.

6. Optional: In Outlook, continue sending emails to CaseMap.

7. When you are finished, click the Cancel button in the Send Email to CaseMap dialog
box.

To map email fields

1. In Outlook , click the Send Email to CaseMap button to open the Send Email to
CaseMap dialog box.

2. Click the Field Mappings button to display the Field Mappings dialog box.

CaseMap provides a list of existing fields that are already mapped for you in the Existing
field mappings box. You can modify the default list by clicking on the Remove button and
re-mapping fields.

3. In the Unmapped Source fields box, select the Outlook email field that needs to be
mapped to a CaseMap field.

4. In the Unmapped CaseMap fields box, select the field you want to map to unmapped
field.

5. Click the Add button.

The mapped fields now display in the Existing field mappings box.

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6. Click the Remove button to undo any existing field mappings.

The fields will display in their respective boxes and will remain unmapped until you map
them again.

To use advanced field mapping settings

Advanced field mapping settings allow you to add a source data field to field mappings
list, and apply formatting to mapped fields (static text and hard returns). Once you send
an email to CaseMap, the field mappings are share with other case users.

1. Click the Advanced button and then click Advanced Mappings.

2. In the Document Spreadsheet fields area, click your field mapping preference: All
fields, Mapped fields, or Unmapped fields.

This area defaults to displaying all mapped fields.

3. Select the field mapping structure you want to modify.

4. In the Selected CaseMap Field area, click the Add, Modify, or Remove buttons to
review source field mapping types, apply formatting to fields, and to add/modify/
delete a source data field.

5. In the Display Options area, select check boxes to omit prior or next fields if the field
value is blank.

6. Select the Link Object short names check box to automatically link short names for
the selected field.

This option only works in Description fields.

7. Select the Always update field to enable this option for the selected field.

8. Click OK to save your changes.

9. In the Field Mappings dialog box, click OK when you are finished.

10. In the Send Email to CaseMap dialog box, click Cancel to exit the tool.

To reset field mappings to the default structure, click the Advanced button and click
Reset to Default Mappings.

To preview emails prior to sending

1.In Outlook, click the Send Email to CaseMap button.

2.In the Send Email to CaseMap dialog box, click the Field Mappings button.

3.In the Field Mappings dialog box, click the Preview button.

4.In the Bulk Send to CaseMap Data Preview dialog box, review a list of selected emails
you are including in the import and review the number of email attachments.

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5.Click Close when you are finished.

To load field mappings from a file

1. In Outlook, click the Send Email to CaseMap button.

2. In the Send Email to CaseMap dialog box, click the Field Mappings button.

3. In the Field Mappings dialog box, click the Advanced button and then click Load
Mappings from File.

4. In the Open dialog box, navigate to the folder and select the field mapping file you want
to load into the case.

Field mapping files have a .cmbulkmap extension.

5. Click Open.

The field mapping structure now displays in the Field Mappings dialog box for you to use
or modify as needed.

To save a list of field mappings

1. In Outlook, click the Send Email to CaseMap button.

1. In the Send Email to CaseMap dialog box, click the Field Mappings button.

2. In the Field Mappings dialog box, click the Advanced button and then click Save
Mappings to File.

3. In the Save As dialog box, navigate to the folder where you want to save the field
mapping file.

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Field mappings are saved as a .cmbulkmap file.

4. In the File name field, type a name for the field mappings.

5. Click Save.

6. In the Field Mappings dialog box, click Close.

7. In the Send Email to CaseMap dialog box, click OK to exit the utility.

Related Topics

About the Send to CaseMap tool

About DocManager

Tagging Data
About tagging

Tagging data is essentially marking records in a spreadsheet that meet your filter criteria. You
are still filtering data, but instead of filtering records to display only those that meet the your
filter criteria, you are also marking them while they display with all other spreadsheet records.

For instance, you could tag data on the Facts spreadsheet to mark only facts entered in the
past month. All facts would remain in the spreadsheet, but recently entered facts would be
easy to spot because of the red tag to the left of the record.

Tags are distinct to your personal view and cannot be seen by other users of the case. Tags
remain active until you cancel them or close the case.

Clear tags before printing reports

Tagged records print with the red icon in reports. If you want to remove the tag before
printing reports, remember to click the Cancel Tag button in the Advanced Search pane
beforehand.

Related Topics

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Tagging case records

Tagging case records

There are two methods you can use to tag records. You can quickly tag records simply by right-
clicking on the spreadsheet field you want to search. You can also tag records by combined
with a search operator to include or limit the search parameters.

To tag case records from spreadsheet fields

1. In the Case Shortcuts pane, click the spreadsheet icon in which you want to tag records.

2. Right-click in the cell of a field you want to search.

3. In the shortcut menu, type in the text you want to locate in the Selection field.

4. Click Tag by Selection.

Notice that all records in the Facts spreadsheet that meet your search criteria now have
a red icon next to them and that the tag search displays in the top of the Advanced
Search pane to note the active tag.

To tag case records using search operators

1. In the Case Shortcuts pane, click the spreadsheet icon in which you want to tag records.

2. On the Home menu, click Sort & Filter, and then on the submenu, click Advanced Filter.

3. In the New Filter pane, click on the field you want to search in the Filter Field/Area list
box.

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4. In the Text Search area, type in the text you want to locate in the Text field.

5. In the Options drop-down listing, click the search delimiter in the Options field.

6. Click the Tag button to apply tags to the case records that match your search
criteria.

Notice that all records in the Facts spreadsheet that meet your search criteria now have
a red icon next to them and that the tag search displays in the top of the Advanced
Search pane to note the active tag.

To clear tags from case records

In the Case Shortcuts pane, click the spreadsheet icon in which you want to tag records.

1. Right-click and click Cancel Filter on the shortcut menu.

2. On the Home menu, click Sort & Filter, and then on the submenu, click Advanced Filter
to display the pane.
3. Click the Cancel Tag button in the top pane of the Advanced Filter pane.

Related Topics

About tagging

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Editing Data
About editing data

When editing or modifying data in a spreadsheet cell, you want to be careful that you do not
break links set between case elements. Once data is modified and you exit a cell, it is saved
and permanently changed in the case record.

Editing field data inv olv es:

Spell checking field text
Finding/replacing data
Copying/pasting data and records
Inserting and deleting data and records
Performing global edits/updates
Changing linked file paths

Typing data into a cell that already contains text does not overwrite previous text. New
data entered will start after the last period. If two people try to type in the same cell
simultaneously, an error message displays indicating the conflict.

Related Topics

Using spelling tools

Finding/replacing data
Copying/pasting data and records
Inserting/deleting data and records
Making global replacements
Changing accessibility options

Using spelling tools

CaseMap includes more than one spelling feature to ensure that spreadsheet field text is
correct, or corrected for you, as you type.

Spelling tools include:

Spelling — A spell-check tool that verifies the correct spelling of a word in a text and
description fields (except object short names).
Live Spell Checking — A spelling feature that automatically underlines text (red, wavy line)

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that is not recognized by one of the CaseMap dictionaries. Right-click on one of these words
to display a pop-up window with suggestions of possible corrections.
Autocorrect and Dual Initial Cap — A spelling feature that recognizes when two capital
letters are used consecutively or when common words are accidently misspelled. If you
accidently type "teh", the Autocorrect tool automatically changes the text to "the". If you
accidently type "THe", the Dual Initial Cap tool automatically shifts to second capital letter to
lowercase.
Dictionary — A standard English dictionary that also includes legal and medical term
dictionaries. The legal dictionary is on be default, the medical dictionary is not. You can turn
the medical dictionary on and make other changes to spelling and autocorrect settings by
selecting Spelling and Autocorrect Options on the Tools menu.

The red, wavy lines that appear below unrecognized terms (e.g. abcdefghijklm) only
display while you are working in a note. Once you leave a note, the red, wavy lines do not
display even if the term remains unrecognizable.

To spell check text in a field

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. On the Quick Access Toolbar menu, click Spelling.

The Spelling icon is added to the Quick Access toolbar.

3. On the Quick Access Toolbar, click the Spelling icon to open the Select Field to Spell
Check dialog box.

4. In the Select Field to Spell Check dialog box, select the field you want to spell check,
then click OK.

You can only spell check one spreadsheet field at a time, and only for text or description
fields.

5. In the Spelling dialog box, review the selected word in the Not in Dictionary field.

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Notice that CaseMap highlights the word in the case record.

The Spell Checker ignores all short names (linked objects) in the field.

6. Select from the following spelling options:

In the Change To field, type the new spelling you want.

In the Suggestions field, select a new spelling from the list provided.
Click the appropriate button to the right to ignore, change, add, autocorrect, etc., the
word.
7. In the message box notifying you that all records have been checked, click Yes.

8. Click OK to return to your spreadsheet.

To adjust spelling options

1. On the File menu, click Options.

2. In the Options dialog box, click the Spelling and AutoCorrect button.

3. In the Spelling Options dialog box, click the check box under Options for each feature
you want turned on.

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4. In the Dictionaries box, select the check box for each dictionary you want turned on.

5. Click OK to save your changes.

6. Optional: Click the Reset Defaults button to reactivate spelling default settings.

To add a new dictionary

CaseMap is automatically configured to use a dictionary as well as a legal dictionary. You can
also add additional dictionaries, like a medical dictionary, as needed.

1. On the File menu, click Options.

2. In the Options dialog box, click the Spelling and AutoCorrect button, and then click the
Dictionaries button.

3. In the Dictionaries box, select the check box for dictionaries you want turned on.

Select Locate Dictionaries to add a dictionary that is saved to your desktop or in a

network folder.

4. Click the Dictionaries button to add a custom dictionary that is stored on your desktop
or in a network folder.

5. Click OK to save the dictionary in CaseMap.

To add new or updated dictionaries, visit www.addictivesoftware.com.

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502 CaseMap

Related Topics

About editing data

Finding/replacing data
Copying/pasting data and records
Inserting/deleting data and records
Making global replacements

Finding and replacing data

When you need to locate records containing a specific word or phrase, use the Find feature to
search case content. You can also replace text if you need to change the spelling of a word in
your case.

You also have the option to search for text that is case sensitive or is a particular groups of
words. Selecting case sensitive provides matches of the text when certain characters are
capitalized. Selecting the Whole Words Only option allows you to search for a particular word or
phrase. For example, if you want to find every occurrence of the whole word "John" in a field,
CaseMap locates all instances of both "John" and "Johnson".

When searching for data using the Find feature, you are limited to searching one field at a time.
If you need to replace data, you can only do so in fields listed in the Search Field listing. You
cannot replace data in the following fields: read-only, fixed lists, open-ended lists, evaluation
fields, and check boxes.

CaseMap retains the text which you have used in the Find and Replace dialog boxes
during for one user session, regardless of the field or spreadsheet being used. You can
still make new selections and complete the find/replace process. When you close CaseMap
and reopen it, these dialog boxes will be empty.

To find/replace data in a field

1. In the Case Shortcuts pane, click on the icon for the spreadsheet you want to use.

2. On the Home tab, click Find on the Editing menu.

3. In the Find box, click on the field you want to search in the Search Field.

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 Using CaseMap 503

4. In the Find What field, type in the text you want to locate.

5. Click either the Find First or Find Next buttons.

Click the Find First button if you want to start searching from the first record in the
spreadsheet.
Click the Find Next button if you want to start searching from the record you selected
in the spreadsheet. This option will continue the search until it reaches the original
record you started with.

6. Click the Replace button if you want to replace the text found with new text.

7. In the Replace With field, type in the new text you want to use.

8. Select the Case-Sensitive check box to locate matches of the word(s) and also when
those words are capitalized.

9. Select the Whole Words Only check box to locate a particular word or phrase.

10. Click the Replace All button to replace all instances of the text you want to replace.

If the Replace button is grayed out, you have selected a field in which you cannot
replace text.

When the find/replace process is complete, a message box details the the number of
replacements made for this field.

10. Click OK to continue.

If there are other fields in this spreadsheet that contain the original text you want to

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replace, you can now continue finding/replacing the text by changing the field selection.

If there are other spreadsheets that include fields in which you want to replace text,
then you need to close out of the Find/Replace box and open that spreadsheet before
continuing.

11. Click Close when you are finished.

Related Topics

About editing data

Using spelling tools
Copying/pasting data and records
Inserting/deleting data and records
Making global replacements

Copying/pasting data and records

Copying and pasting data in spreadsheet fields requires some forethought and care so that
you do not break links already set within the text of a field. If you have text from one field that
should be added to another, be careful to paste it after the period of the last sentence. If you
right-click in a cell and paste the text in it, the new text will be inserted wherever your mouse
pointer is placed.

You can also copy and paste a record in a spreadsheet. Doing so gathers all field data for a
record and pastes it into a new record. The copy process also retains record links for short
names and issues, as well as links to attached source files. However, you now have a duplicate
record in the spreadsheet of your case. You should carefully edit the new copied record to
differentiate it from the previous one in your case so that there is no confusion among staff
when analyzing the document and its linked case elements.

To copy the Date & Time entry from one cell to the next, use the key command CTRL + '.

To copy/paste data

1. In the Case Shortcuts pane, click the icon for the spreadsheet (e.g., Persons) you want
to use.

2. In the case record cell, highlight the text you want to copy, and right-click to click Copy.

You can also click the Home ribbon, and then click Copy.

3. Click in the cell where you want to paste the text, then right-click, and click Paste.

You can also click the Home ribbon, and then click Paste.

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 Using CaseMap 505

4. Navigate to another cell or record to save your changes.

To copy/paste records

1. In the Case Shortcuts pane, click the icon for the spreadsheet (e.g., Documents) you
want to use.

2. Highlight the case record you want to copy.

3. On the Home tab, click the More submenu, and then click Create Copy.

An exact copy of the record is added to the spreadsheet, including links to short names
and issues.

4. Optional: If the original record is linked to a source file in a network folder, then you
must reset the link to that file, if necessary.

Related Topics

About editing data

Using spelling tools
Finding/replacing data and records
Inserting/deleting data and records
Making global replacements

Inserting/deleting data and records

Inserting records and deleting both data and records are simple procedures that can be done
at any time. Be certain that you want to remove data or a record before doing so because once
a it is permanently deleted, it can't be retrieved without restoring a backup copy of the case or
manually re-entering it. Also use caution as data or records deleted from a case may affect
linking between case elements and/or attached source files.

We recommend you make a backup copy of the case before deleting data or records. Once
records are deleted, you cannot retrieve the data or records without restoring a backup
copy of the case. You can use the Undo feature to restore deleted data before you
navigate from the cell it was removed from.

To insert a record into a spreadsheet

New records can be added to a spreadsheet at any time by clicking on the New button
located on the Home ribbon or pressing the Insert key on your keyboard. New records
display at the bottom of a spreadsheet. Records are saved automatically as you navigate
from record to record. To resort the spreadsheet in accordance with the sort order, click
Refresh Spreadsheet located under the More button on the Home ribbon.

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506 CaseMap

To insert a symbol into a record cell

1. Locate the record and cell area where the symbol will be placed.

2. On the Home ribbon, click Symbol to open the Insert Symbol dialog box.

3. In the Insert Symbol dialog box, select the symbol you want to use, then click the
Insert button.

4. Click Close to return to your spreadsheet record.

To save a record

To save data in a field, press tab to move to the next field in a record. The new record is
automatically saved.

To sav e a record, choose one of the following options:

Click in another spreadsheet record.
Under New Record, on the Home ribbon, in the Record group, select another record type
from the list.
Click F5.
Under More, on the Home ribbon, in the Record group, click Refresh Spreadsheet.
Press the Insert key on the keyboard.
Press the Down Arrow key.
Press Tab repeatedly until you tab through all spreadsheet fields for that record and a
new record row displays.

To delete data from a record cell

Delete text within a cell by simply selecting it and pressing the Delete key.

To use the Undo feature to restore deleted data, you must do so before you leave the cell.
Once data is deleted and you have selected a new cell or record, it is permanently removed
from the case.

To delete a record from a spreadsheet

You can delete a record two ways:

Under More, on the Home ribbon, in the Record group, click Revert to delete the last
record entered in the spreadsheet.
Select the record in the spreadsheet and click Delete on the Home ribbon, in the Record
group.

If you delete an object, authority, or extract record that has annotated linked
documents attached to it, the annotations will be deleted with the record. CaseMap will
display a message when this occurs, displaying how many linked facts and annotations
are attached to the record and will prompt you to confirm the deletion.

To delete all records in view

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If necessary, you can delete all records in a spreadsheet. If you want to delete multiple
records in a spreadsheet, first filter the spreadsheet to display only those records you want
to delete, then use the Delete feature.

We recommend you use extreme caution when using this feature as records are
immediately deleted from the case and cannot be retrieved without restoring a back-
copy copy of the case.

1. On the Case Tools ribbon, click Update Records, and then click Delete All Records in
View.

2. In the message box to confirm the number of records being deleted, click OK.

3. In the message box to confirm the removal again, click Yes.

All records in the current spreadsheet view are now permanently removed from the case.

4. Click OK in the message box that displays the number of records deleted.

Records not selected in the filter for removal remain in the spreadsheet.

Related Topics

About editing data

Using spelling tools
Finding/replacing data and records
Copying/pasting data and records
Making global replacements

Making global replacements

Global field replacements involve copying data into multiple field cells at one time or updating/
editing data in multiple field cells at one time.

CaseMap offers the following utilities:

Bulk Field Copy
The Bulk Field Copy utility copies data from one field to another field for all visible records in
a spreadsheet view. Any existing data in the destination field is overwritten with the new
text. You must have the case open exclusively to run this utility. Be certain to notify other
users to exit the case before starting.
For example, perhaps you created a custom, numeric field to track Social Security numbers
and later realized that a numeric field does not allow hyphens. In this instance, you could
create another custom field with a text type (alpha-numeric) to copy the SSN data from one
field to another and then enter the hyphens. In this scenario, you would also add a
preceding zero to the SSN for sorting purposes.

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508 CaseMap

Bulk Field Updates

The Bulk Field Update utility updates a field with a specified value for all visible records in a
spreadsheet. Any existing data values in the destination field are overwritten with the new
value. You must have the case open exclusively to run this utility. Be certain to notify other
users to exit the case before starting.

We recommend you make a backup copy of the case before making any global changes,
like copying data into multiple fields. Once the process is completed, you cannot undo the
changes without restoring a backup copy of the case.

To make global replacements

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. On the Case Tools ribbon, click Update Records, and then click Bulk Field Copy.

3. In the message box, click OK if you have made a backup of the case.

4. Optional: Click Yes to open the case exclusively and you have already notified other
users to exit the case.

5. Optional: Click OK to continue.

6. In the Select the source field dialog box, select the field that data will be copied from,
then click OK.

7. In the Select the destination field, select the field that data will be copied into, the click
OK.

8. In the message box, review the fields and records, then click Yes.

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 Using CaseMap 509

When the process completes, you receive a message indicating the number of successful
records updated.

9. Click OK to continue.

10. Return to the spreadsheet to verify the data transfer for the selected fields.

To make global updates

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. On the Case Tools ribbon, click Update Records, and then click Bulk Field Update.

3. In the message box, click OK if you have made a backup of the case.

4. Click Yes to open the case exclusively and you have already notified other users to exit
the case.

5. Click OK to continue.

6. In the Select the destination field dialog box, select the field you want to update, then
click OK.

7. In the Bulk Field Update dialog box, select an update mode, then click OK.

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510 CaseMap

8. In the message box, verify your selections, then click Yes.

Notice that all fields now contain the updated value, inserted/appended/replaced text,
etc., as you selected.

Related Topics

About editing data

Using spelling tools
Finding/replacing data and records
Copying/pasting data and records
Inserting/deleting data and records
About Case Tools

Creating and Printing Reports

About creating reports

Case spreadsheets are the raw material that makes up your CaseMap reports — many of which
are required by the court. With a few mouse clicks, you can create professional reports
instantly in Adobe® Acrobat, Microsoft® Word, or just printing them on paper.

Using the Facts spreadsheet you can easily turn your fact chronology into Motions for Summary
Judgment and produce the list of facts that you're willing to stipulate for pre-trial motions.

CaseMap reports use the What-You-See-is-What-You-Get (WYSIWYG) principle, so what is

displayed in your spreadsheet view is the same as what you see in your report. By clicking
More, and then clicking the Print Preview button on the Reports ribbon, you can instantly see
how your spreadsheet data will look in report form.

With CaseMap, you hav e three prim ary m eans of creating reports:
Standard Reports — Basic spreadsheet reports are what you get when you click the Print
button on any spreadsheet. What appears in the report is data from the fields and records
in your current spreadsheet view.
Pre-built Reports — CaseMap includes four pre-built reports that you can easily produce
using a wizard: Privilege Log, By Issue Report, By Object Report, and a Summary Judgment.
Access these reports from the Reports ribbon. See Save time by printing a pre-built report.
ReportBooks — ReportBooks are compilations of case analysis spreadsheets rolled
together in a polished package that includes a title page, table of contents, introduction
page, and spreadsheet reports (each with their own title page). CaseMap has several pre-
built ReportBooks that are part of every new case on you can build your own custom
templates by copying or modifying a re-built ReportBook.
For more information, see About ReportBooks.

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 Using CaseMap 511

Save time by printing a pre-built report

CaseMap offers four pre-built reports that you can easily produce using a wizard. Reports
can be printed to Microsoft® Word, Corel® WordPerfect, or HTML.

CaseMap Pre-built Reports

Report Wizards Description

Privilege Log Facilitates the production of a report listing documents you have
marked as privileged under attorney-client, attorney work product, or
any privilege type you determine.

By Issue Report Creates a comprehensive report of all the records on any spreadsheet
(except Issues) linked to a select issue or set of issues. The data
output for the report can be sent to Word, WordPerfect, or HTML.

By Object Creates an organized report by object groups: facts grouped by

Report document, facts grouped by person, documents grouped by persons,
etc.

Summary Helps you prepare Motions for Summary Judgment, Statements of

Judgment Disputed Material Facts, and Memoranda In Opposition court filings.

Add title pages for polished reports

CaseMap reports all print with a default title page to produce a polished work product. You
can decide whether to include a title page for your reports. And you can customize the
content and look of title pages to suit the needs of your organization.

For more information, see Adding/editing report title pages.

Embed linked documents in reports

Embedding linked documents in reports and ReportBooks printed to PDF files allows you to
share the report and supporting files with others who do not have access to CaseMap or the
case. Once the report or ReportBook is printed to a PDF file, spreadsheet records with linked
documents or files will display with paperclip icons next to them. Clicking the paperclip icon
opens the linked document in a new window and in its native application.

Fore more information, see Embedding linked documents in reports.

Import reports to reuse spreadsheet views and custom fields

You can import a saved report that contains spreadsheet views or custom fields that you
want to use in another CaseMap case. Doing so save you time in rebuilding a spreadsheet
view or recreating a custom field in a new case.

For more information, see Importing text files.

Save exported reports in network folders

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512 CaseMap

We recommend that you save exported copies of reports and ReportBooks in a Reports
folder on your network. This allows other case users to access these reports for reference
and tracking purposes. Reports saved to your computer are not accessible by other users.

For more information, see Exporting spreadsheet data, Exporting/importing ReportBooks.

Related Topics

About printing reports

Creating a filtered report

About printing reports

In CaseMap, the spreadsheets you view on the screen are reports-in-waiting. Within moments,
any spreadsheet you are viewing can be printed to paper, PDF, or another application that
integrates with CaseMap. CaseMap offers a variety of report output options for you to choose
from. Numerous print options and considerations are available for you to make the right
adjustments and add any final style touches before you print.

Adjust spreadsheet views to design reports

As you customize your spreadsheet view, you are essentially customizing a report at the
same time. The choices you make are integral to the design of your final report layout.

Adjusting a spreadsheet v iew sim ultaneously adjusts your printed report structure:
Adding or removing fields in your spreadsheet = adding or removing fields in your report.
Filtering case records in your spreadsheet = filtering records that print in reports.
Sorting data, tagging records, and altering the row height all affect your spreadsheet
and report layout.

Use Print Preview to review reports before printing

The Print Preview window is a great tool to use to review your report before printing it on
paper or emailing an electronic file of it out for staff or client review. Because reports print in
the What-You-See-is-What-You-Get (WYSIWYG) mode, you will see if you need to hide fields
or make formatting adjustments before finalizing the report. Once in Print Preview mode, you
can select your print options from the toolbar there as well as from the Print and Batch Print
buttons on the File tab.

For more information, see Changing report print options.

Select from a variety of reporting output options

When printing reports, CaseMap offers a variety of output options that you can produce for

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 Using CaseMap 513

the best work product. Reference the following table to determine the output you want.

Reporting Output Options

Output Description

Adobe Acrobat Print to an Acrobat PDF file from any spreadsheet, and choose whether
to embed any linked documents in the report. On the Reports ribbon,
click Print or PDF Current View and then click either Print PDF or Print
PDF (Email). On the File tab, click Print to PDF and then click Print to PDF
on the submenu, or click Batch Print Documents and click To PDF.

Microsoft Excel Export any spreadsheet to a Microsoft Excel spreadsheet. On the

Reports ribbon, click Send Current View To and then click Microsoft
Excel.

TimeMap Produce TimeMap timelines from the Facts or Documents spreadsheet.

Timelines On the Reports ribbon, clicking Send Current View to and then click
LexisNexis TimeMap.

Web Page Use the Web Browser option to create an HTML report. This option
(HTML) creates a series of HTML pages with a first page, prior page, next page,
and last page navigation bar that makes it easy to browse through the
report. On the Reports ribbon, click Send Current View To and then click
Web Browser (HTML).

When you select the HTML option, you can then choose: As Web
Pages, Zip as Web Pages, Zip and Email as Web Pages. The first two
choices prompt you to save the output to a specified location on your
computer. CaseMap creates two web pages for you. The email option
attaches a zipped file of the web pages in an email with explanatory
text.

Word Processor Use CaseMap data to create motions or briefs by preparing a

Output spreadsheet with data you want in your word processor document. On
the Reports ribbon, click Send Current View To and then select either
Microsoft Word or Corel WordPerfect.

Report printing options are also accessible on the File tab by clicking Send To.

Review report options and considerations

Reference the following table to learn about different print options and considerations that
affect report output.

Reporting Options and Considerations

Options Description

Data Overflow When the data from the last row of a report page overflows to the next

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514 CaseMap

Reporting Options and Considerations

Options Description

page, asterisks print in those cells where the data did not overflow.
The asterisks let you know that the data displayed for that top row is a
continuation from the previous page.

Embedded Links For more information, see Embedding linked documents in reports.

Field Widths Adjust the scaling of your report by shrinking the field widths so the
report is forced to fit on a fixed number of page widths. Set this option
by selecting Reports ribbon > ...More > Page Setup > Page > Shrink
field widths to fit report one page wide. This option adjusts the widths
of large text and description fields to force the report to fit on one
page.

Field Wrapping CaseMap automatically wraps fields that overflow onto the following
page(s) of the printed report. When the pages needed for the first set
of records have printed, the next set of records begins printing on a
new page.

* If your spreadsheet has more fields than will fit on one page width,
use the Repeat Fields feature to ensure printing important fields. Set
this option in the Print dialog box accessible from the File tab and then
clicking Print.

Font Size Adjust the scaling of a report by shrinking the font size so the report is
forced to fit on the specified number of pages wide. Set this option by
selecting Reports ribbon > ...More > Page Setup > Page > Shrink font
size to fit report on one page(s).

Other Print You can print the list dialog boxes that display when you double-click
Options the numbers in the cells of # fields, the Evaluation Comparison box,
and CaseWide fact bars. You can also print the Authorities & Extracts
pane in the Research area of CaseMap.

Repeat Fields When your spreadsheet has more fields than will fit in one page width,
you can use the Repeat Fields feature to print important fields on every
report page. Set this option by selecting Reports ribbon > ...More >
Page Setup > Page > Repeat Fields.

Row Height To print reports with the same row height, clear the Auto-Fit check box
on the Report Options tab in the Page Setup box.
* If you print a report without the Auto-Fit option, the current row
height may not allow for all of the text in each cell to print.

Tags Spreadsheets with tagged records print the red icon in the Tag fields
on reports. Cancel the tag filter if you do not want tag icons printing at
the left margin of every report.

Title Pages By default, CaseMap generates a title page for each report. You can
edit the look and contents of the title page and determine whether it

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 Using CaseMap 515

Reporting Options and Considerations

Options Description

prints for a specific report by selecting Reports ribbon > ...More > Page
Setup.

WYSIWYG CaseMap offers What-You-See-Is-What-You-Get printing. If you filter

Printing the data in your Facts spreadsheet down to 25 facts, then your printed
report contains only 25 facts. The fields that are in view in a
spreadsheet are also included in the printed report. Filter data and
hide fields that you do not want to include in a report.

Review common report questions

Common report questions are related to the print options in the Page Setup dialog box. For
more information, see Changing report print options.

How to print spreadsheet rows same height in reports

By default, CaseMap automatically adjusts the size of the font being used to print reports
so that all the fields in a spreadsheet fit neatly into the number of page widths you
specify. Shrinking a report to fit on a fixed number of page widths typically results in a
report that is easier to work with.

Clear the Auto-fit check box if you want the same row height for spreadsheet rows on
printed reports. However, the row height may not allow for all text in a cell to print on the
report.

How to print field(s) on every report

Use the Repeat Fields feature to print important fields on every report page, including
those pages containing fields that could not fit in the first page width.

Select grid or record view

When you print reports to Word, WordPerfect, or HTML, you have the option of either Grid
View (horizontal) or Record View (vertical) record display. This selection is accessible on a
shortcut menu from the Reports ribbon when you click on these report output options.

Change the grid font color:

On the View ribbon, click Grid Font. In the Font box, adjust the font style, size, and script.

Change the gridline and shade color:

On the File tab, click Options and then click the the Printing tab. In the Printing area, select
the gridline and shade color you want use. The default color is gray.

If a printed report does not include visible grid lines, and the grid lines are visible in
print preview mode, change the grid line and shading color option to black. This option
is accessible from the Tools menu by clicking Options and then click on the Printing tab
in the Options dialog box.

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Related Topics

About creating reports

Creating a filtered report
Changing report print options
Adding/editing report title pages

Changing report print options

Printing spreadsheet data or reports is as simple as selecting the printer destination or the
export file type/program you want to use. In addition, CaseMap provides a variety of print
options that include adjusting the paper size/source, orientation, report scaling options, font
type and size, gridlines, row breaks, inclusion of important fields, and more. Changes to these
settings apply to all reports in the case.

Print options include:

Printer destination
Print Preview mode
Print to PDF (save or email)

Access Page Setup options from :

Reports ribbon > ...More > Page Setup button
File tab > Print > Page Setup
Print Preview window > Page Setup

Access Print options from by clicking the File tab > Print > Print Options.

To change standard report print options

1. On the Reports menu, click ...More and on the sub-menu, click Page Setup.

2. In the Page Setup dialog box, click on the Page tab to adjust paper size, orientation,
printer source and report scaling options.

3. In the Scaling area, select from the following:

Normal
Shrink field widths to fit report on one page wide — The default setting, which
automatically adjusts the font size in reports so all fields in a spreadsheet will print in
the number of page widths specified.
Shrink font size to fit report on [X] page(s) wide — Then type in the number of
pages you want.

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 Using CaseMap 517

4. Click on the Report Options tab to adjust the font type and size for both the report title
and body text.

5. In the Miscellaneous area, select check boxes to include the following options:

Gridlines — Select to have gridlines print in reports. Clear to remove the gridlines from
printing.
Auto-Fit — Select Auto-Fit for the row height to automatically adjust to the amount of
text entered, row heights may vary. Clear Auto-fit to ensure the same spreadsheet
row height, however the row height may not allow for all text in a cell to print.
Break Rows — Select to ensure that each spreadsheet row prints on the same page.
Clear to have text in a spreadsheet row to break and continue printing on the next
page.
Repeat Fields — The Repeat Fields feature allows you to select the number of
important fields to print on every report page, including those pages that could not fit
in the first page width.

We recommend that you keep the Miscellaneous settings checked for a cleaner report
output. If you clear the Gridlines check box, the lines are removed from the printed
report. If you clear the Break Rows check box, information from one record row may
break and print on the following page. If you clear the Auto-fit check box, information
will truncate onto the next page.

6. Click OK to save changes.

To change PDF print options

Within CaseMap, you can convert spreadsheet views, reports, and ReportBooks into PDF
files — even if you don't have a license for Adobe ® Acrobat (Standard or Professional) on

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518 CaseMap

your computer.

For more information, see Batch printing PDFs.

Access PDF print options from :

File tab > Print > Yes > Print Options
Reports ribbon > ReportBooks > a selected ReportBook > Print menu

If you are selecting print options within Acrobat, refer to the Adobe Acrobat
documentation for details.

To save or email a PDF report

On the Case Tools ribbon, click the PDF button , click Print to PDF or Print to PDF
(Email), and then select Yes in the message box to continue.
Your current spreadsheet view will be printed in report form to an Adobe Acrobat PDF file
or included as an attachment in a Microsoft Outlook email.

Related Topics

About printings reports

Adding/editing report title pages
Hiding documents when printing

Adding/editing report title pages

You can add a title page to any report you print or convert to Adobe® Acrobat. Rather than
creating a title page each time you generate a report, you can edit the default title page format
that works for all reports. You can also decide whether to include a title page or remove it from
the report. The title page feature is turned on by default when you create a new case.
Changes to the report title page affect all reports in the case. These settings are accessible in
the Page Setup dialog box on the File tab.

Title page settings include the following:

Report titles and subtitles
Text orientation and alignment
Border styles and colors
Graphics
Date and time
Page Number

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 Using CaseMap 519

Organization and case name

Author/scribe short names
Confidentiality statement

To add/edit report title pages

1. On the Reports menu, click ...More and on the sub-menu, click Page Setup.

2. In the Page Setup dialog box, click the Title Page tab.

3. Click on the Report Options page to modify the report title and subtitle.

4. In the Titles area, type in the name you want for the Report Title and Subtitle fields,
then click OK.

5. Click on the Title Page tab to modify most title page content.

6. In the Report Settings area, select the Include Title Page in this Report check box to
include a title page for reports.

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Clear this check box to disable the title page from printing with a report.

7. Click the Preview button to review the current title page before printing.

8. In the Case Settings (apply to all reports in the case) area:

In the Orientation listing, click whether you want Portrait, Landscape, or Same as
Report.
In the Vertical Alignment listing, click on the alignment option you want: Top, Top
Third, Middle, Bottom Third, Bottom.
In the Border Style listing, click the point size for the border width.
In the Border Color listing, click the color scale you want to use.
Select check boxes to include these options: Print Date and Time, Print Page
Number, and Include Graphics.
Click the Edit Content button to modify the content that prints on each page, including
typing or pasting text, modifying the font size and color, adjusting text alignment,
inserting symbols or specific fields.
Click the Edit Graphics button to preview current graphics, and modify the header and
footer graphic settings (like your organization's logo). You can also remove, load, and
save graphics for title pages.
6. Click the Preview button to review your changes.

7. Click the Title Page Info tab to customize title page text.

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8. Next to the Staff Name field, click the Edit button to change the name that print on the
report.

The staff name that displays by default is the same as the staff member name in the
Case Logon dialog box. If you change the name here, it will be changed in the case staff
member list.

9. In the Org. Name field, type in the name of your organization.

10. In the Case Name field, verify the case name or type in the name you want to print on
title pages.

The case name entered may appear in all report title pages for this case.

11. Click on the Case Options tab to adjust whether to print titles, subtitles, the date and
time, confidentiality statement, author/scribe short names, and page number on reports.

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These settings apply to all reports in the case.

12. In the Confidentiality Statement box, type in the text you want to use.

13. Click OK to save the settings.

Related Topics

About printing reports

Changing report print options

Creating a filtered report

Creating a filtered report in CaseMap simply involves filtering data and modifying spreadsheet
views to capture key case information. Once filters are applied and the spreadsheet contains
the records and field view you want, you can preserve that data by printing a hard copy,
printing to a PDF file to store in a Reports folder along with network directory cases, or export it
to another application, if needed. You may also save the filtered report criteria to re-run later
when the case is populated with more data.

To create a filtered report

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1. In the Case Shortcuts panel, click on the icon for the spreadsheet you want to use.

2. Right-click in a record cell to access the filter tools.

3. In the Selection field type in the text you want to use or select a field status from the
drop-down listing.

4. Click Filter by Selection to run the search.

The spreadsheet now displays only those records that meet the selected search criteria.

Notice that this filter status displays in the spreadsheet title bar and at the bottom left of
the screen.

5. To access another filter to the spreadsheet, right-click in another record cell and type in
the text you want to use or select a field status from the drop-down listing.

6. In the Combining Two Searches box, select either of the following options, then click
OK.

Add them together (OR) so I see all answers to include all records that contain one
or both of the search criteria.
Show me only the common elements of both (AND) to include only those records
that contain both search criteria.
Ignore the prior filter and just show me the new results to display only the results
based on the latest filter implemented.

The spreadsheet now displays only those records that meet your search criteria.

Notice that the filter status in the spreadsheet title bar (and bottom left of the screen) is
updated to reflect the combined search criteria.

To save the filtered search status

1. In the spreadsheet title bar, click the Save button to save this report.

2. In the Save Search As box, type a name for the filter, then click OK.

3. Click the Cancel Search button on the spreadsheet title bar to refresh the spreadsheet.

The saved search now displays under My Saved Searches on the Search menu.

To print the filtered report

1. Before you print this report, you may first want to hide any fields that might keep the
content within page margins.

Right-click on field headers such as Attorney Notes or Linked Issues and select Hide
Field.

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2. To print a copy of the report, on the Home ribbon, click Sort & Filter, and then click My
Saved Searches on the sub-menu.

3. On the shortcut menu, click on the filtered report you saved to re-run the filter.

4. On the Reports menu, click More, and then click Print Preview to review the report.

5. In the message box, click Yes to continue.

6. In Print Preview mode, click on the Prior Page and/or the Next Page button(s) to
page through the report.

7. To print this report:

In Print Preview mode, click the Print, Print To PDF, or Print To PDF (Email) buttons to
use these options. Otherwise, click Close.
On the Reports ribbon > ...More menu, click Page Setup to select the print option(s) you
want for your report output.

Related Topics

About creating reports

About printing reports
Saving searches

Emailing a report of questions

When the Questions spreadsheet begins to fill with tasks assigned to case staff, you can
simply sort the records by person or another status and instantly produce a Microsoft® Outlook
email that includes an Adobe® Acrobat PDF file attachment of the report based on data in the
current spreadsheet view. Each email automatically includes text that you can customize or
modify, and includes a link where the recipient can download a copy of Adobe® Reader, if
needed.

This reporting ability is available for all CaseMap spreadsheets by clicking on the Reports
ribbon and then clicking Print or PDF Current View > Print to PDF (Email). Use this feature
to quickly update clients, senior staff, or other case staff of any changes or the current
state of essential case information.

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To email a report of questions

1. In the Case Shortcuts pane, click on the Questions icon.

2. In the Assigned To field, run a filter on the staff you want to include for questions
records.

3. Next hide two fields, so that the primary fields will print on one page.
Right-click on the Answer field header and click Hide Field
Right-click on the Linked Elements field header and click Hide Field.

4. On the Reports menu, click PDF, and then click Print to PDF (Email).

In the message box, click Yes to continue.

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When the printing process is complete, a Microsoft Outlook email displays on-screen with
the Questions report automatically included as a PDF file attachment.

Notice the the email also includes pre-written content identifying that a report is
attached in Acrobat and was created by CaseMap. It also includes a link to download the
free Adobe Reader software, if the recipient needs to view the report. The email content
can be modified to include any information and instructions you wish to add or delete
from the template.

6. You can now modify the email contents and send it to the appropriate staff members or
your client.

Related Topics

About creating reports

Analyzing and linking questions
Performing basic searches

Printing Pre-built Reports

Printing a By Issue report

Any time you need to produce a report to show what records are linked to issues on any
spreadsheet (except the Issues spreadsheet), you can use the By Issue Report Wizard. This
pre-built Report menu option uses a wizard to help you quickly create a report that lists
selected issues in distinct sections with associated records under each issue.

By Issue reports m ay include:

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Facts grouped by issue

Documents grouped by issue
Witnesses grouped by issue
Research grouped by issue
And more

You can use the default settings or customize the content of the report to suit your needs.
Setting changes are automatically saved for the next time you run the report.

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To print a By Issue report

1. On the Reports menu, click By Issue.

2. In the Choose a CaseMap spreadsheet for the report dialog box, click the icon for the
spreadsheet you want, then click Next.

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3. In the Do you want to customize the report dialog box, click Yes, I want to customize
the report, then click Next.

4. In the Choose the Issues to include in the report dialog box, notice that all issues are
selected by default.

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5. Select or clear check boxes for issues, then click Next.

6. In the Do you want to include any additional fields dialog box, select whether or not
you want to include additional fields.

Click the Customize button to add fields to the Visible Field listing, then click OK.

Click the Show Field or Hide Field buttons to add or remove fields in the Visible
Fields listing.

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Use the Move Up and Move Down buttons to organize the viewing order for the
report.

7. Click Next to continue.

8. In the What Fact fields do you want to show in the report dialog box, select whether
to print fields in the current spreadsheet view or only those displayed in the Selected
fields box.

Click Customize to add or organize the fields to suit your needs, then click OK.

9. In the What format do you want to use for this report dialog box, select output format,
then click Next.

10. Click Finish to print the report.

Notice that all records linked to an issue are displayed in separate tables for each issue.

You can now save the report as a Word file or PDF file, and save the it in the network
folder where you store reports.

Related Topics

About creating reports

About printing reports

Printing a Summary Judgment report

Using the pre-built Report menu option of Summary Judgment Report, you can quickly print all
your undisputed material facts with selected case issues in a Microsoft® Word document. This
report lists selected issues in distinct sections with the associated disputed or undisputed facts
under each issue. You can use the default setting or customize the content of the report to suit
your needs. Setting changes are automatically saved for the next time you run the report.

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To print a Summary Judgment Report

1. On the Reports menu, click Summary Judgment.

2. In the Do you want to customize the report dialog box, select one of the following:
No, I want the report to use CaseMap's default options.
Yes, I want to customize the report.

3. Perform one of the following:

If you clicked No, click Next, and then select output format. Click Next and then click
Finish to print the report.

If you clicked Yes, click Next to continue.

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4. In the Check the Issues below to include in the report dialog box, notice that all issues
are selected by default.

5. Select or clear check boxes for issues, then click Next.

6. In the Fact Type dialog box, click on the disputed status in the By Status filter listing.

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The default setting is Undisputed. If you are filing a statement of fact other than a
Motion for Filing Summary Judgment, click the appropriate status filter in the listing.
7. In the Material filter listing, click on the material relevance status, then click Next.

8. In the How do you want to arrange the Facts in the report dialog box, select the table
or list format, and then click Next.

9. In the What format do you want to use for this report dialog box, select output format,
then click Next.

10. Click Finish to print the report.

Notice that all facts with the disputed and material statuses you selected, as well as
those linked to selected issues, are included in the report.

You can now save the report as a Word file or PDF file, and save the it in the network
folder where you store reports.

Related Topics

About creating reports

About printing

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 Using CaseMap 535

Printing a Privilege Log

Creating a Privilege Log allows you to quickly print a report listing the document you have
marked as privileged under attorney-client, attorney work product, or any privilege type you
determine. You may also print a report listing those documents that are marked as not
privileged.

The Privilege Log Wizard is a pre-built report option on the Reports ribbon and is also available
in DocPreviewer. The wizard guides you through selecting the privilege types and document
fields to include in the log, as well as choosing the order the documents display in the log. You
can use the default settings or customize the content of the report to suit your needs. Setting
changes are automatically saved for the next time you run the report. When you are finished,
the log is printed as a table in Microsoft® Word.

If you have a subscription to DocPreviewer, the pre-built Privilege Log is also accessible in
the Manage Documents pane.

To print a Privilege Log

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1. On the Reports menu, click Privilege Log.

2. In the Select privilege types to include in the log dialog box, select the check box for
the privilege types you want to include in the log: Atty Work Product, or Atty-Client.

3. Click Next to continue.

4. In the dialog box, notice the default fields that are automatically included for use in the
report.

5. Click the Customize button to select additional fields and/or hide any pre-selected fields
for the log, then click OK.

Click the Show Field or Hide Field buttons to add or remove fields in the Visible
Fields listing.

Use the Move Up and Move Down buttons to organize the viewing order for the
report.

6. Click Next to continue.

7. Click the Modify button to adjust the field sort order.

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8. In the Sort By listing, select the primary sort field for the log order and then select its
Ascending/Descending order.

9. In the Then By listing, select the secondary sort field and its Ascending/Descending
order.

You have the option to add a third field sort option, if needed.

10. Click OK to save the settings.

11. Click Next to continue.

12. Click Finish to print the report in Microsoft Word.

Notice that all fields selected in the wizard print in the log and in the sort order you
determined.

You can now save the report as a Word file or PDF file, and save it in the network folder
where you store reports.

Related Topics

About creating reports

About printing

Printing a By Object report

The By Objects Report Wizard allows you the opportunity to create reports based on object

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groupings. The wizard comes from four pre-set report options, or you can create your own
custom report. The wizard allows you to choose which fields to show for the objects and the
linked facts.

By Object Report Wizard pre- built options include:

Facts grouped by Document

Facts grouped by Person
Facts grouped by Proceeding
Documents grouped by Person
Custom

To create a By Objects Report

1. On the Reports menu, click By Object.

2. In the Select a Report dialog box, select a report type, and then click Next.

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 Using CaseMap 539

If you select Custom, you can then select the object spreadsheet you want to use and
whether to include objects with or without links.

3. In the Do you want to customize the fields shown in the report dialog box, select one
of the following:
No, I want the report to use CaseMap's default options
Yes, I want to customize the report fields

4. Perform one of the following:

If you clicked No, click Next and then select output format. Click Next and then click
Finish to print the report.

If you clicked Yes, click Next to continue.

5. In the Do you want to include any additional Object fields dialog box, select whether
or not you want to include additional fields.

Click the Customize button to add fields to the Visible Field listing, then click OK.

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Click the Show Field or Hide Field buttons to add or remove fields in the Visible
Fields listing.

Use the Move Up and Move Down buttons to organize the viewing order for the
report.

6. Click Next to continue.

7. In the What fields do you want to show in the report page dialog box, select whether
to show the fields in the current spreadsheet view or only those displayed in the
Selected fields box.

Click Customize to add or organize the fields to suit your needs, then click OK.

8. In the What format do you want to use for this report dialog box, select output format,
then click Next.

9. Click Finish to print the report.

Notice that all facts or documents are grouped by the objects selection specified, and are
displayed in separate tables for each object.

You can now save the report as a Word file or PDF file, and save the it in the network
folder where you store reports.

Related Topics

About creating reports

About printing

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 Using CaseMap 541

Printing Search Results reports

Printing a Search ReportBook

The Search ReportBook allows you to create a report for each spreadsheet record and all linked
files located after a search query is run. The Search ReportBook embeds the linked files in the
PDF report, allowing you and others to view the documents without having to open the case in
CaseMap. The search query run before generating the report prints at the top left of each
report page.

Once the report is printed to PDF, spreadsheet records with linked documents or files display a
paperclip icon. Clicking the paperclip icon in the lower left corner of the PDF report opens an
Attachments pane listing all linked documents. Double-clicking on a file opens the document in a
new window, in its native application.

The Search ReportBook is organized by spreadsheet. CaseMap will only embed files that are in
the Linked Files field in object spreadsheets or the Authority and Extracts spreadsheet or
Source(s) field for the Facts spreadsheet.

The Search ReportBook includes only those spreadsheet fields in the current view. If you have

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modified the spreadsheet field display order, the Search ReportBook will print the fields in your
current view. However, the next time you print the Search ReportBook it will return to using a
spreadsheet's default fields. You may need to modify your current spreadsheet views before
printing the report again.

For more information about printing a Search ReportBook, see Embedding linked documents in
reports.

To print a Search ReportBook

1. In the Search field, type in a search and click the Full Text Search button.

2. In the Search Results pane, click the Search ReportBooks link in the Resources pane.

3. In the Search ReportBook dialog box, modify the ReportBook contents as needed.

To modify the title page

1. In the Customize ReportBook dialog box, click on the Title Page button to modify
content, graphics, and settings.

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2. In the Settings area:

Select the Enabled check box to use CaseMap's default title page layouts.
In the Orientation listing, click whether you want Portrait or Landscape.
In the Vertical Alignment listing, click on the alignment option you want: Top, Top
Third, Middle, Bottom Third, Bottom.
In the Border Style listing, click the point size for the border width.
In the Border Color listing, click the color scale you want to use.
Select check boxes to include Print Date and Time, Print Page Number, and
Include Graphics.
3. Click the Edit Content button to modify the content that prints on each page,
including typing or pasting text, modifying the font size and color, adjusting text
alignment, inserting symbols or specific fields.

4. Click the Edit Graphics button to preview current graphics, and modify the header
and footer graphic settings. You can also remove, load, and save graphics for title
pages.

5. Click the Preview button to review changes you make before saving and printing the
report.

6. Click the Options button to save settings as your default or to load CaseMap's
default settings.

Changes to graphics affect all users and all reports in the case.

To modify the confidentiality statement

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1. In the Customize ReportBook dialog box, click the Conf. Statement button.

2. In the Edit ReportBook Confidentiality Statement dialog box, select the Enabled
check box under the Settings heading.

3. In the Edit ReportBook Confidentiality Statement dialog box, click the Edit Content
button.

4. In the Edit ReportBook Confidentiality Statement Content window, modify text as

well as font size and style, symbols, and fields using the toolbar buttons.

5. Click OK to save the changes.

6. In the Edit ReportBook Confidentiality Statement dialog box, modify additional

preferences in the Settings area that you want applied to the confidentiality
statement page.

Settings made here only affect the confidentiality statement and not changes made
to the same settings when you click the Title Page or Introduction buttons.

7. Click the Preview button to review your changes.

8. Click Close to close the preview screen.

9. Click OK to save the changes.

10. In the Search ReportBook dialog box, click Close.

To modify the table of contents

1. In the Customize ReportBook dialog box, click the Table of Contents button.

2. In the Edit ReportBook Table of Contents dialog box, click the Edit Content button.

3. In the Edit ReportBook Table of Contents Content window, modify text as well as
font size and style, symbols, and fields using the toolbar buttons.

4. Click OK to save the changes.

5. In the Edit ReportBook Table of Contents dialog box, modify additional preferences
in the Settings area that you want applied to the table of contents page.

Settings made here only affect the table of contents page and not changes made to
the same settings when you click the Title Page or Conf. Statement buttons.

6. Click the Preview button to review your changes.

7. Click OK to save the changes.

To modify the introduction

1. In the Customize ReportBook dialog box, click the Introduction button.

2. In the Edit ReportBook Confidentiality Introduction dialog box, select the Enabled
check box under the Settings heading.

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3. In the Edit ReportBook Introduction dialog box, click the Edit Content button.

4. In the Edit ReportBook Introduction Content window, modify text as well as font
size and style, symbols, and fields using the toolbar buttons.

5. Click OK to save the changes.

6. In the Edit ReportBook Introduction dialog box, modify additional preferences in

the Settings area that you want applied to the introduction page.

Settings made here only affect the introduction page and not changes made to the
same settings when you click the Title Page or Conf. Statement buttons.

7. Click the Preview button to review your changes.

8. Click OK to save the changes.

To modify reports

1. In the Customize ReportBook dialog box, click the Reports button.

2. In the ReportBooks Reports dialog box, select or clear check boxes for the reports
you want to include in the ReportBook.

To modify or edit a report within a ReportBook, click the Modify button to change
fields, sort order, filters, groups, and print options for the report. Click the Rename

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button to change the report name within the ReportBook.

3. Click OK to save the changes.

To modify options

1. In the Customize ReportBook dialog box, click the Options button.

2. In the ReportBook Options dialog box, review the name in the ReportBook Name
area.

3. In the Contents area, click the Fonts button to modify the font type and size for the
title page and body content, then click OK.

4. Click the Paper Settings button to select the paper size and printer tray, then click
OK.

5. Click the Report Settings button to review the report confidentiality statement and
select or clear check boxes to include a report title, subtitle, date and time,
confidentiality statement, author/scribe short names, and page numbers.

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6. Click OK to save the changes.

7. Click the Report Title Pages button to modify settings for the ReportBook title page,
then click OK.

8. In the ReportBook Options dialog box, click OK to continue.

9. In the Customize ReportBook dialog box, click OK to save changes to all reports
within the ReportBook.

10. In the Manage ReportBooks dialog box, click Close when you are finished modifying
this ReportBook.

4. Click Print to select your print options, then click OK.

If you print to a network printer or HTML file, linked documents will not print.

To print with embedded linked files

1. In the Search ReportBook dialog box, click the Print button.

2. In the Print dialog box, click PDF in the Destination box.

3. In the Adobe PDF box, click Save As PDF.

4. Click OK to continue.

5. In the Save As PDF dialog box, navigate to the folder where you want to save the
report, then click Save.

6. In the message box, click Yes to embed copies of linked documents within the PDF
report.

If you select No, the linked documents are not embedded in the report and no
paperclip icons display next to spreadsheet records.

6. In the Documents to Embed in Report dialog box, review the list of documents
linked to the current spreadsheet's records.

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Documents are sorted by file name.

7. Clear the check box next to any document or file you want to remove from the list.

8. Click OK to continue.

A message displays if the total file size exceeds 5 MB, allowing you the option to
remove some files before printing.

9. In the message box asking to view the file now, click Yes.

10. When the report opens in Adobe Acrobat or Reader, navigate to a report page that
contains spreadsheet records.

When a ReportBook is printed to PDF, the table of contents is hyperlinked to the

relevant content section of the report.

11. Click on the paperclip icon next to a spreadsheet record to open the linked
document.

12. In the message box asking if you would like to open the file or web site, click OK or
Allow.

The document or file opens in a new window and in its native source file application.

13. Click the paperclip icon in the lower, left corner of Adobe Acrobat or Reader.

An Attachments pane displays in the bottom of the window.

14. In the Attachments pane, double-click on the linked document or file you want to
view.

The document opens in a new window in its native application.

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5. Click Close when you are finished.

Related Topics

About ReportBooks
About printing reports
Embedding linked documents in reports
About searching
Viewing search results

Printing a Linked File Text Hits Report

The Linked File Text Hits report contains text excerpts of the search hits found in linked files
after a full-text search is run. CaseMap will locate search hits in the file's text and the file's
properties, such as the file name of a PDF or Word document.

The report displays in DocManager, where you can scroll to review each text excerpt in context
with 12 lines of text before and after the search hit. Search hits print in bold and are
highlighted when they display in DocManager. Each linked file's full name is highlighted in a gray
bar so you can easily distinguish the transition of each linked file included in the report.

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While previewing the report in DocManager, you can also navigate search hits, open the file in
its native application, and access the record detail associated with the file. You can also select
text in the report window and copy it to the Windows Clipboard Viewer. Simply select the
report text you want to copy, right-click and then click Copy. Or click the Edit menu and then
click Copy.

Before printing the report, you can preview it to ensure you are only printing the file content
you want to include. Print options include standard network printers. In the printed output,
search hits print with a rectangle around them. Annotations do not print in the Linked File Text
Hits report.

The Linked File Text Hits report is part of the DocManager add-in program. If you have not
purchased DocManager, you cannot use this feature. Contact your CaseMap account
representative at 866-316-8525 or visit www.lexisnexis.com to learn more information
about this product.

When using the NOT operator in a search, documents may be included in the search
results that do not contain search hits.

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 Using CaseMap 551

To print a Linked File Text Hits Report

1. In the Search field, type in a search and click the Full Text Search button.

2. In the Search Results pane, click the Linked File Text Hits Report link in the Resources
pane.

The report now displays in the CaseMap DocManager window with search hits
highlighted.

3. In the DocManager window, scroll to view all linked documents printed in the Hits
Report tab.

Notice that linked documents are separated with gray title bars displaying the full name
of the file.

4. Click the Open File button to view the file in its native application.

5. Click the Record Detail button to view or edit case record detail for the linked file.

6. On the Reports ribbon click More, and then click the Print Preview button to review the
report before printing it.

Notice that search hits are now outlined in a rectangle as they will appear in the printed
output.

7. In the Print Preview window, click the to close it and return to DocManager.

8. Click the Print button and then click Print to select your printer.

9. In the Print dialog box, click Print.

10. Click the in the DocManager window when you are finished.

Related Topics

About DocManager
Printing a Review Linked File Hits report
Printing a Search ReportBook
About printing reports

Viewing a Review Linked File Hits report

The Review Linked File Hits report contains a list of all linked files that contain search hits after
a full-text search is run.

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552 CaseMap

The report displays in DocManager with an Attachments pane listing the linked files. For each
linked file listed an icon indicates its file type and the number of search hits displays to the right
of the file name. Each linked file's folder path displays at the top of each file tab. The search
query run before the report was generated displays at the bottom of the Linked Files pane.

The first linked file in the list automatically displays in DocManager. Search hits are highlighted
in blue with the current search hit displaying in yellow. Scroll or use the navigation buttons at
top of the file tab to review each file. When you navigate to the end of a linked file, a message
box displays asking if you want to view the next document. You can also double-click on any
linked file to open it in the DocManager window.

While previewing the report in DocManager, you can also navigate search hits, open the file in
its native application, and access the record detail associated with the file. You can also select
text in the report window and copy it to the Windows Clipboard Viewer. Simply select the
report text you want to copy, right-click and then click Copy. Or click the Edit menu and then

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click Copy.

The Review Linked File Hits report is part of the DocManager add-in program. If you have
not purchased DocManager, you cannot use this feature. Contact your CaseMap account
representative at 866-316-8525 or visit www.lexisnexis.com to learn more information
about this product.

To view a Review Linked File Hits report

1. In the Search field, type in a search term and click the Full Text Search button.

2. In the Search Results pane, click the Review Linked File Hits link in the Resources
pane.

All linked files for the search query now display in the CaseMap DocManager in the
Documents pane with the number of search hits to the right of each file name. The first
file is automatically opened in DocManager.

Notice that your search query displays at the bottom of the Linked Documents pane.

3. Navigate the search hits by clicking the Next Hit or Previous Hit buttons.

Search hits display highlighted in blue with the current hit highlighted in yellow.

4. Click on the Next Document or Previous Document buttons to view files in

report.

You can also double-click on a file in the pane to open it in the DocManager window.

5. When you are finished click the to close the DocManager window.

Related Topics

About DocManager
Navigating documents
About printing reports

Hiding documents when printing

When starting a new case, you may want to print out a listing of all object short names for staff
to reference when they begin working with case data. However, if you have hundreds or even
thousands of documents included in the All Objects spreadsheet, you may want to omit them
from printing.

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To hide document records from printing

1. On the Case Shortcuts pane, click the All Objects icon in the All Shortcuts pane to open
this spreadsheet.

2. On the File menu, click Options.

3. In the Options dialog box, click the Documents tab.

4. In the All Objects Spreadsheet area, select Hide documents in the All Objects
Spreadsheet.

5. In the once the number of documents exceeds field, type in the number of documents
that can print before the remaining records are omitted.

You may want to leave the default setting as zero to ensure that all documents are
hidden.

6. Click OK to continue.

7. In the message box to to close the case, click OK.

8. Close and re-open the case for the document setting to take effect.

9. Return to the All Objects spreadsheet and notice that all documents are now hidden
from the spreadsheet.

On the far right of the spreadsheet title bar, notice that the number of document records
hidden is displayed.

10. Print the All Objects spreadsheet, as needed.

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11. When you are finished, remember to reset the the All Objects Spreadsheet settings in
the File > Options > Documents tab, and then close and re-open the case for the
change to take effect.

Related Topics

About printing reports

Changing report print options
About short names

Embedding linked documents in reports

Embedding linked documents in reports and ReportBooks printed to PDF files, allows you to
share the report and supporting files with others who do not have access to CaseMap or the
case. CaseMap will only embed files that are in the Linked Files field in object spreadsheets and
the Authority and Extracts spreadsheet, or in the Source(s) field for the Facts spreadsheet.

Once the report is printed to PDF, spreadsheet records with linked documents or files will
display a paperclip icon. Clicking the paperclip icon opens the linked document in a new
window, in its native application.

You have the option to include redacted or original documents, and you can remove documents
you do not want embedded, such as confidential documents or large files. Large files may slow
the printing process and bloat the size of the report. CaseMap will display a message if the
total file size exceeds 5 MB, allowing you the option to remove some files before printing.
CaseMap remembers what documents you remove from the list of documents to embed in the
report, so the next time you create a report those files will remain unchecked when you review
the list.

To review report considerations with linked documents

Review the Report Considerations with Linked Documents table to learn more about using
this feature.

Report Considerations with Linked Documents

CaseMap must have read access to any embedded files saved locally or in a network
folder.

Linked documents are embedded in their native file format; they are not converted to a
PDF when the PDF report is printed.

If multiple spreadsheet records link to the same file, then the document will be embedded
only once in the PDF report. Each spreadsheet record in the report will have a paperclip
icon that links to the embedded file.

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Report Considerations with Linked Documents

If a fact record has multiple documents linked to it, CaseMap will embed all linked
documents and display multiple paperclips in the Facts spreadsheet. All other
spreadsheets display one paperclip for linked files.

CaseMap will only embed files that are in the Linked Files field in object and research
(authorities and extracts) spreadsheets or Source(s) field for the Facts spreadsheet.

CaseMap will toggle between display/non-display of the redaction reason on the printed
output for embedded PDF reports and/or produced documents when the 'Display
redaction reason' option is check/unchecked in the DocManager print option dialog box.

CaseMap will try to embed documents linked to document management system plug-ins,
but does not support Concordance and TextMap.

CaseMap will stop displaying multiple paperclips for a report's spreadsheet record when
the margin can no longer display any more. All documents will still be embedded in the
report.

Paperclip icons do not correspond to the order that files are displayed in a spreadsheet
field; paperclips display in a random order.

Paperclip display is dependent on the font size selected for print options. If the font size is
too big, all paperclips may not display in the margin.

Images that CaseMap converts to OCR will be embedded as PDF files.

To embed linked documents in reports

1. Navigate to the Documents spreadsheet and click on/highlight the document that you
want to print as a report.

2. Ensure that spreadsheet records are filtered and fields sorted to display the content you
want in the report.

Report content is What-You-See-Is-What-You-Get (WYSIWYG) based on your current

spreadsheet view.

3. On the Reports menu, click PDF, and on the submenu, click Print to PDF.

4. In the Save As PDF dialog box, navigate to the folder where you want to save the
report, type in a new file name, and then click Save.

If the file already exist, click Yes to replace it, or click No, and repeat the step above.

5. In the message box, click Yes to continue without shrinking the field widths.

6. In the next message box, click Yes to embed copies of linked documents within the PDF
report.

If you select No, the linked documents are not embedded in the report and no paperclip
icons display next to spreadsheet records.

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7. In the Documents to Embed in Report dialog box, review the list of documents linked to
the current spreadsheet's records.

Documents are sorted by file name.

8. Optional: Clear the check box next to any document or file you want to remove from the
list.

9. Click OK to continue.

10. In the redaction message box, click Yes to include redactions in the documents.

11. In the message box, click Yes to open the document now, or click No to view it later.

12. In the message box asking to view the file now, click Yes.

13. When the report opens in Adobe Acrobat or Reader, navigate to a report page that
contains spreadsheet records.

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14. Click on the paperclip icon next to a spreadsheet record to open the linked document.

An attachments pane displays on the left side of the window.

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15. In the Attachments pane, double-click on the linked document or file you want to review.

The document opens in a new window in its native application.

To embed linked documents in ReportBooks

1. On the Reports menu, click ReportBooks.

2. On the submenu, click the ReportBook you want to print, and then click Save as PDF.

3. In the Save As PDF dialog box, navigate to the folder where you want to save the
report, type in a new file name, and then click Save.

If the file already exist, click Yes to replace it, or click No, and repeat the step above.

4. In the message box, click Yes to embed copies of linked documents within the PDF
report.

If you select No, the linked documents are not embedded in the report and no paperclip
icons display next to spreadsheet records.

5. In the Documents to Embed in Report dialog box, review the list of documents linked to
the current spreadsheet's records.

Documents are sorted by file name.

6. Optional: Clear the check box next to any document or file you want to remove from the
list.

7. In the redaction message box, click Yes to include redactions in the documents.

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8. In the message box, click Yes to open the document now, or click No to view it later.

9. When the report opens in Adobe Acrobat or Reader, navigate to a report page that
contains spreadsheet records.

When a ReportBook is printed to PDF, the table of contents is hyperlinked to the relevant
content section of the report.

10. Click on the paperclip icon next to a spreadsheet record to open the linked document.

11. In the message box asking if you would like to open the file or web site, click OK or
Allow.

The document or file opens in a new window and in its native source file application.

12. Click on the paperclip icon next to a spreadsheet record to open the linked document.

An attachments pane displays on the left side of the window.

13. In the Attachments pane, double-click on the linked document or file you want to view.

The document opens in a new window in its native application.

Related Topics

About creating reports

About printing reports
About ReportBooks

Batch printing linked documents

The Batch Printing Wizard allows you to print documents linked to an objects spreadsheet,
research spreadsheets (Authorities and Extracts from Authorities spreadsheets), and the Facts
spreadsheet. You must be viewing the spreadsheet from which you want to print documents
before the batch printing options are enabled. You can only batch print from one spreadsheet
at a time. You must have permission to save files to a selected folder when printing to PDF or
TIFF.

Batch printing options include:

Wizard to Printer
Wizard to PDF
Wizard to TIFF

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The Batch Print Wizard allows you to:

Review documents in the batch, and remove any you do not want to print
Select color and annotation options
Choose your printed output

To review batch printing considerations

Review the Batch Printing Considerations table to learn more about using this feature.

Batch Printing Considerations

General

When printing from the Facts spreadsheets, CaseMap loads all documents for any object
linked to a fact record into the batch for printing.

When printing from an objects or research spreadsheet, CaseMap loads all documents in
the Linked File field into the batch for printing. If an object is linked to multiple facts, the
document is only selected once for printing.

If any filters or searches are currently running in a spreadsheet, CaseMap loads only
those documents linked to records in the current spreadsheet view.

Files print in the order they display on the selected spreadsheet (as opposed to file name
order). When printing from the Facts spreadsheet, files print in the order they first display.
If a document is linked to a fact record multiple times, it will only be selected once for
printing. If multiple documents are linked to a single fact, the documents will be listed in a
random order in the Batch Print Wizard.

Printer, PDF, or TIFF

Burning annotations as a permanent part of the image prints the annotations in color into
the Printer, PDF, or TIFF file.

Printing annotation notes in the Printer, PDF, or TIFF output allows users to view the
notes when the mouse pointer is placed over the annotation.

Select a custom print color for annotations. This color can be different than the color used
when the annotations were applied. The color selected for printing applies to all
annotations in the document batch. For example, if users apply annotations using green
and pink colors and yellow is selected as the annotation print color, then all annotations
will print highlighted in yellow.

Case staff must have permission to save files to a selected folder when printing to Printer,
PDF, or TIFF. If they do not have folder permissions, users should select another folder or
contact their system administrator for assistance.

To batch print to a printer

1. On the Reports ribbon, select Batch Print.

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562 CaseMap

2. On the submenu, click To Printer.

3. In the Review the documents to print from the current spreadsheet dialog box, review
the documents you want to print from the current spreadsheet.

If you want to remove a document from batch, select the document in the Documents to
print box, then click the Remove button.

4. Click Next to continue.

5. In the How do you want the printed output to look dialog box, select a document
content color option:
Use the original document content colors
Convert all of the document content colors to grayscale
Display text in the document in black

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6. Click Next to continue.

7. In the Do you want to include annotations in the printed output dialog box, select
whether you want to print annotations, and then click Next to continue.

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564 CaseMap

If Yes, click on the color for which you want annotations to print in the Color list.

8. Click Next to continue.

9. In the Which printer do you want to use dialog box, select the printer you want to use
in the Printer list.

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Do not select a printer that generates files. Otherwise, the printer will prompt you to
save a file for every document printed.

10. Click Next to continue.

11. Review your selected options and click Next.

Please wait while printing is completed.

12. Review the number of documents that printed successfully, and then click Finish.

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To batch print to PDF

1. On the Reports menu, select Batch Print, and then click To PDF.

2. In the Review Documents dialog box, review the documents you want to print from the
current spreadsheet.

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If you want to remove a document from batch, select the document in the Documents to
print box, then click the Remove button.

3. Click Next to continue.

4. In the Document Content Colors dialog box, select a document content color option:
Use the original document content colors
Convert all of the document content colors to grayscale
Display text in the document in black

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5. Click Next to continue.

6. In the Do you want to include annotations in the printed output dialog box, select
whether you want to print annotations, and then click Next to continue.

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If Yes, click on the color for which you want annotations to print in the Color list.

7. Optional: Select how you want to add annotations to the PDF files:
Create PDF comments that include annotation notes
Make the annotations a permanent part of the content

8. Click Next to continue.

9. In the Where do you want to save the output files dialog box, click the Browse button
to navigate to the network folder where you want the files saved, and then click OK.

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570 CaseMap

10. Click Next to continue.

11. In the Review your selected options dialog box, review your selected options, then
click Next.

Please wait while the printing is completed.

12. In the Complete box, review the number of documents that printed successfully.

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13. Optional: Click the link Click here to open the output folder to review the printed
output.

14. Click Finish to close the wizard.

To batch print to TIFF

1. On the Reports menu, select Batch Print Wizard.

2. On the submenu, click To TIFF.

3. In the Review Documents dialog box, review the documents you want to print from the
current spreadsheet.

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572 CaseMap

If you want to remove a document from batch, select the document in the Documents to
print box, then click the Remove button.

4. Click Next to continue.

5. In the How do you want the printed output to look dialog box, select a document
content color option:
Use the original document content colors
Convert all of the document content colors to grayscale
Display text in the document in black

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6. Click Next to continue.

7. In the Do you want to include annotations in the printed output dialog box, select
whether you want to print annotations, and then click Next to continue..

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574 CaseMap

If Yes, click on the color for which you want annotations to print in the Color list, and
then click Next to continue.

8. In the Where do you want to save the output files dialog box, click the Browse button
to navigate to the network folder where you want the files saved, and click OK.

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9. Click Next to continue.

10. In the Review your selected options and click Next to start printing dialog box, review
your selected options, then click Next.

Please wait while the printing is completed.

11. Review the number of documents that printed successfully.

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12. Optional: Click the link Click here to open the output folder to review the printed
output.

13. Click Finish to close the wizard.

Related Topics

About printing reports

Hiding documents when printing
Embedding linked documents in reports
Batch printing linked PDFs
Importing linked files
Docking and undocking the DocManager

Batch printing linked PDFs

The Batch Print PDFs tool allows you to print a set of PDFs in a spreadsheet that were linked
using the Send to CaseMap utility in CaseMap. Documents that were manually linked to records
in a spreadsheet will not be included. Only spreadsheets with linked documents (e.g.,
Documents) will be printed. The Batch Print PDFs feature can be accessed from Reports ribbon
> Batch Print.

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 Using CaseMap 577

The Batch Print Wizard allows you to select which files you want to print and includes color
and annotation print options. See About DocManager and Batch printing linked documents.

You must have Adobe ® Acrobat v6.0+ (Standard or Professional) installed on the same
computer as CaseMap to use this tool. This feature is not available to use with Adobe ® Reader.

We recommend you use this feature only when you really need to print all selected
documents at one time. The printer selected may be tied up printing hundreds of pages
and other staff may not have access to it for some time. Be certain your printer has
adequate paper and ink to accommodate the number of pages being printed. And alert
other staff prior to printing. For an alternative print option, see Embedding linked
documents in reports.

The Batch Print Wizard allows you to select which files you want to print and includes color
and annotation print options. See About DocManager and Batch printing linked documents.

To batch print in CaseMap

1. In the Case Shortcuts pane, click on the Documents spreadsheet in the All Shortcuts
task pane.

2. On the Reports ribbon, click Batch Print, and then select one the following options:

To Printer

a. When the Batch Print Wizard launches, click Next.

b. In the Review Documents dialog box, review the documents you want to print
from the current spreadsheet.

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If you want to remove a document from batch, select the document in the
Documents to print box, then click the Remove button.

c. Click Next to continue.

d. In the Document Content Colors dialog box, select a document content color
option:

Use the original document content colors

Convert all of the document content colors to grayscale
Display text in the document in black

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 Using CaseMap 579

e. Click Next to continue.

f. In the Annotations dialog box, select whether you want to print annotations, and
then click Next to continue.

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580 CaseMap

If Yes, click on the color for which you want annotations to print in the Color list,
and then click Next to continue.

g. In the Output Destination dialog box, select the printer you want to use in the
Printer list.

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 Using CaseMap 581

Do not select a printer that generates files. Otherwise, the printer will prompt you
to save a file for every document printed.

h. Click Next to continue.

i. In the Review Options and Start dialog box, review your selected options, then
click Next.

Please wait.

j. In the Complete dialog box, review the number of documents that printed
successfully, then click Finish.

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To PDF

a. When the Batch Print Wizard launches, click Next.

b. In the Review Documents dialog box, review the documents you want to print
from the current spreadsheet.

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 Using CaseMap 583

If you want to remove a document from batch, select the document in the
Documents to print box, then click the Remove button.

c. Click Next to continue.

d. In the Document Content Colors dialog box, select a document content color
option:

Use the original document content colors

Convert all of the document content colors to grayscale
Display text in the document in black

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584 CaseMap

e. Click Next to continue.

f. In the Annotations dialog box, select whether you want to print annotations, and
then click Next to continue.

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 Using CaseMap 585

If Yes, click on the color for which you want annotations to print in the Color list.

Select how you want to add annotations to the PDF files:

Create PDF comments that include annotation notes

Make the annotations a permanent part of the content

g. Click Next to continue.

h. In the Output Destination dialog box, click the Browse button to navigate to the
network folder where you want the files saved, and then click OK.

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586 CaseMap

i. Click Next to continue.

j. In the Review Options and Start dialog box, review your selected options, then
click Next.

k. In the Complete box, review the number of documents that printed successfully.

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 Using CaseMap 587

l. Optional: Click the link Click here to open the output folder to review the printed
output.

m. Click Finish to close the wizard.

To TIFF

a. On the Batch Print submenu menu, click To TIFF.

b. When the Batch Print Wizard launches, click Next.

c. In the Review Documents dialog box, review the documents you want to print
from the current spreadsheet.

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588 CaseMap

If you want to remove a document from batch, select the document in the
Documents to print box, then click the Remove button.

d. Click Next to continue.

e. In the Document Content Colors dialog box, select a document content color
option:

Use the original document content colors

Convert all of the document content colors to grayscale

Display text in the document in black

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 Using CaseMap 589

f. Click Next to continue.

g. In the Annotations dialog box, select whether you want to print annotations, and
then click Next to continue.

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590 CaseMap

If Yes, click on the color for which you want annotations to print in the Color list.

h. Click Next to continue.

i. In the Output Destination dialog box, click the Browse button to navigate to the
network folder where you want the files saved, and then click OK.

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 Using CaseMap 591

j. Click Next to continue.

k. In the Review Options and Start dialog box, review your selected options, then
click Next.

l. In the Complete box, review the number of documents that printed successfully.

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592 CaseMap

m. Optional: Click the link Click here to open the output folder to review the printed
output.

n. Click Finish to close the wizard.

Related Topics

Batch printing linked documents

Importing PDFs
Reviewing PDFs
About printing reports

Document production

The Document Production wizard is accessed from File > Document Production, or from Reports
> Document Production. It assists you in creating documents that are ready to be shared in
legal proceedings. It provides you with the ability to:
review the list of documents selected for production
apply Bates stamp to documents when creating an embedded PDF report or performing
batch print operations

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 Using CaseMap 593

create a PDF copy of each document

produce and include documents that are not privileged or have redacted portions, and/or
redacted documents in the embedded PDF report
remove/exclude documents from the list of documents selected for production
adjust the order of the documents to be Bates stamped
select file naming conventions
detail the document content colors
identify the output options, to include specifying file types and the destination/output
folder(s)
add header and footer content containing information such as confidentiality statements/
other to be added to a document.

The Document Production wizard functionality is enabled only if you have a license that has
been activated for the DocManager, or if you are currently evaluating a trial license of
DocManager.

Bates stamping parameters, to include the ability to customize Bates stamp options, including
the Bates prefix, starting number, number of digits, font options, and stamp location are
available options in the Document Production Wizard. The Bates stamp label which identifies
the Bates number to include prefix and digits are displayed in the upper right-hand corner of
the DocManager screen.

When documents are included in the production set that have not been OCR'd, the 'OCR
PDF' and 'Image-based PDF with OCR text file' options located in the Document Production
Wizard will be disabled.

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When the 'OCR PDF' and 'Image-based PDF with OCR text file' options are disabled, a
warning message displays in the dialog as indicating that documents have been included
in the production set that have not been OCR'd. When this is the case, only the 'Image
Based PDF' option can be used when selecting the output format.

Document production processing

1. Open a case.

2. On the Reports ribbon, click the Document Production icon .

If DocManager is not activated on your system, the DocManager Activation dialog

box displays

a. In the DocManager Activation dialog box, click one of the following:

Yes, I've already purchased CaseMap DocManager and want to activate it now.

i. Click OK to continue.

ii. When the DocManager Software Activation wizard opens, complete each step
as applicable to activate the CaseMap DocManager software.

No, but I'd like to request a trial evaluation for CaseMap DocManager.

i. In the DocManager Software Activation dialog box, click OK to open the

DocManager Trial Activation dialog box.

ii. Follow the instructions as listed in the DocManager Trial Activation dialog box,
and then click OK to continue.

No, but I'd like to learn more at www.casemap.com.

i. In the DocManager Software Activation dialog box, click OK to open the link to a
CaseMap DocManager overview.

ii. Optional: Repeat Step 2 of this procedure to activate CaseMap DocManager.

3. In the What documents do you want to include dialog box, select the documents to be
used in the production set using one of the following options:

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All Documents

If you selected All Documents, click Next to continue to the Review Documents screen.

Saved Filter

If you selected Saved Filter, use the Select a Filter drop-down to select a saved filter from
the menu, and then click Next to continue.

Saved filters are limited to the Document object type.

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596 CaseMap

4. In the Review the documents to be produced dialog box, review the list for to ensure
that all documents based on the count are present, and then click Next.

The Review Documents dialog box displays.

5. Conditional: In the Review Documents dialog box, if there were no documents returned,
click the Back button, select another option, and then click the Next button to continue.

Optional: To remove a document from the production list

a. In the Review Documents dialog box, highlight the document(s) to be removed, and click
the Remove button.

The document(s) is/are removed, and the number of documents listed in the

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Count area is decreased.

b. Click Next.

6. In the What bates stamp options do you want to apply dialog box, select the Bates
stamp options to be applied to the documents.

Applying Bates stamping to a document

a. In the Bates Stamp Options dialog box, select and apply the Bates stamp options
for the document.

Bates stamps previously applied with DocPreviewer will be replaced with Bates
stamps applied during production to avoid duplication.

b. Optional: In the Prefix field, type in a prefix that will be used to assist in
identifying the files.

The prefix precedes each Bates stamp number and can be any combination of
letters, numbers, or punctuation.

c. In the Start At field, type in the start number for the Bates numbering.

The starting Bates number must be greater or equal to the number one.

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d. In the Digits list, click on the number of digits you want for preceding zeros.

This number defaults to six.

e. Review the updated Bates stamp numbering scheme in the Starting Bates stamp
area.

f. In the Font list, click on the font type you want to use.

g. In the Size list, click on the font size you want to use.

h. For the Style check boxes, click if you want Bold or Italic.

i. In the Location list, click the location where you want the Bates stamp to print.

j. Optional: Click the Shrink document to fit the Bates stamp check box, if you need
this option.

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

k. Click Next to continue.

7. In the What order do you want to bates stamp your documents dialog box, review the
order of the documents to be Bates stamped, and if as desired, click Next to continue.

Optional: Adjusting/changing the order of documents to be Bates stamped

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a. Under the Order to Bates Stamp Documents area, review the order of the
documents in the list.

b. Select/highlight the document in the list to change the order/location.

c. In the Options area, click the Move Up or Move Down button to move the
document up or down in the list.

d. Repeat the previous steps as necessary until all documents to be Bates stamped
are in the desired order.

e. Click Next to continue.

8. In the Documents to Exclude dialog box, identify the documents to be excluded from the
output by selecting one of the following options:

Withheld documents - privileged with no redactions

a. In the Documents to Exclude dialog box, select the Withheld documents -

privileged with no redactions option to continue.

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If no documents are returned, a warning and information message is displayed at

the bottom of the dialog box.

b. In the Documents to Exclude dialog box, click Next and proceed to Step 10.

Saved Filter

a. In the Documents to Exclude dialog box, select the Saved Filter option to continue.

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b. Use the Saved Filter box to select a filter.

If no documents are returned, a warning message is displayed.

c. Conditional: Based on the displayed warning message, use the Saved Filter box to
select another filter.

d. Click Next to continue.

The Placeholders for Excluded Documents dialog box displays.

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e. In the Placeholders for Excluded Documents dialog box, select one of the following:

Yes

i. The Select Document fields to include on the placeholder options are

activated.

ii. In the Placeholders for Excluded Documents dialog box, select each applicable
Document field to be included on the placeholder.

iii. Click Next to continue.

No

No other options are available, therefore, click Next to continue.

Do not exclude documents in the production set

a. In the Documents to Exclude dialog box, select the Do not exclude documents in
the production set option to continue.

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 Using CaseMap 603

If Do not exclude documents in the production set is selected, then the Documents
to Exclude dialog box and other excluded document actions are omitted. Proceed
to Step 10.

b. Click Next to continue.

The Header and Footer dialog box displays.

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9. In the Header and Footer dialog box, click Yes or No to continue:

Click Yes to include the header or footer content to the document.

The Header and Footer dialog box displays.

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a. In the Header Text box, click the drop-down arrow and select the appropriate header text.

b. In the Location box adjacent to the Header Text box, click the drop-down arrow and
select the location in the document where the header text will be placed.

The text string for header content is always placed directly above the header, no
matter the location.

c. In the Footer Text box, click the drop-down arrow and select the appropriate footer text.

d. In the Location box adjacent to the Footer Text box, click the drop-down arrow and
select the location in the document where the footer text will be placed.

The text string for footer content is always placed directly beneath the footer, no
matter the location.

e. In the Apply to area, select one of the following:

Select the 'All Documents' radio button to apply the header/footer content to all
documents.

Select the 'Saved Filter' radio button to apply the header/footer content only to

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documents that are utilizing saved filters.

Optional: If you selected "Saved Filter' above, then In the Saved Filter box, click the drop-
down arrow and select the appropriate filter.

f. In the Header and Footer dialog box, click Next to continue.

Click No if you do not want header and footer content for produced documents.

a. Click Next to continue.

10. In the Choose a document content color option dialog box, select a color option to be
used:

Use the original document content colors: the colors inside the document(s) remain as
they are.

Convert all of the document content color to grayscale: all document content is
converted to grayscale.

Display text in the document in black: all text is in black.

11. Click Next to continue.

The Output Format dialog box opens.

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12. In the Output Format dialog box, select the format of the file(s) to be output:

OCR PDF

Image-based PDF

Imaged-based PDF with OCR text file

TIFF Image

When the 'OCR PDF' and 'Image-based PDF with OCR text file' options are disabled, a
warning message displays in the dialog as indicating that documents have been
included in the production set that have not been OCR'd. When this is the case, only
the 'Image Based PDF' option can be used when selecting the output format..

13. Click Next to continue.

14. In the Choose file name and location dialog box, click the Browse button to select the
output destination/folder location.

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15. In the Choose a file naming convention area, select the naming convention format:

Use beginning bates: the number associated with 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.

Use original file name: the name currently used for the file

16. Click Next to continue.

The Review Options and Start dialog box opens.

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17. In the Review Options and Start dialog box, review your selected options and click Next
to continue.

The Producing documents dialog box displays.

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18. Please wait while the selected documents are processed.

The Completing the Document Production Wizard Completion screen displays. dialog box
displays.

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19. Perform one of the following:

Optional: In the Completing the Document Production Wizard Completion dialog box,
click Finish.

-or-

Optional: In the Completing the Document Production Wizard Completion dialog box,
click the Click here to open the output folder link to view the list of documents.

Related Topics

Batch printing linked documents

Changing report print options
Viewing documents and images

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Creating and Printing ReportBooks

About ReportBooks

ReportBooks are living documents that can be used throughout the life of the trial that are
essential for ensuring that clients and case staff stay abreast of case developments and can
readily collaborate in the case analysis process.

A ReportBook is a compilation of any number of CaseMap reports packaged with optional

elements such as a cover page, table of contents, confidentiality statement, introduction, and
report-specific title pages. The layout of a ReportBook is similar to that of the standard reports
generated when you print one of CaseMap's spreadsheet views. It's composed of field data
based on the pre-built template or criteria that you specify. ReportBook reports differ from
standard reports in that they are saved layouts that work independently from your
spreadsheet views. This ensures that changes made in spreadsheets will not affect ReportBook
formats.

A ReportBook can contain an unlimited number of reports. Each ReportBook report is composed
of one or more columns of case data arranged in a desired sequence. The rows that appear in
the report are listed based on your sort criteria. You can also filter data to permanently limit the
number of rows displaying in the report to only those that meet your specifications.

For example, one ReporBook might include an Issue Outline, a Cast of Characters, a
Chronology of Key Facts, and a Document Index. A ReportBook can also contain multiple reports
based on one CaseMap spreadsheet, such as five reports based on different views of case
objects.

Another ReportBook could include a report format for case facts that contains the Date & Time,
Fact Text, and Source(s) fields; is sorted by the Date & Time field; and is filtered so that it
displays only Key facts.

On the Reports ribbon, you can access ReportBook tools and features, as well as several pre-
built ReportBooks that are included for use in every case. You can also customize your own
ReportBook and save it to the ReportBooks menu to print later as case information develops.
Once you are finished creating a ReportBook, you can send it to a printer or print to a PDF file.

All pre-built and saved ReportBooks are shared for all users in the case and available on
the Reports ribbon by selecting ReportBooks. All custom ReportBooks are tracked in the
Manage ReportBooks dialog box with the creation author's name and date noted.

Review the benefits of using ReportBooks

Reference the following table for reasons why using ReportBooks make compiled multiple
reports a must for your organization.

Benefits of Using ReportBooks

Use pre-built templates to print commonly compiled ReportBooks

Customize your own ReportBooks by combining a series of select reports

Print, preview, save, convert to PDF, and attach in an email

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Benefits of Using ReportBooks

Customize text and graphics on ReportBook templates

Share ReportBooks among staff using the case

Retain ReportBook data with confidence because they are compiled independent from
spreadsheet views

Use ReportBooks during staff meetings to update them on case progress

Use ReportBooks to provide clients with a polished review of your case analysis

Practice using ReportBooks on example case data

One of the best ways to learn how to use ReportBooks included in CaseMap or to
experiment with customizing your own, is to practice and experiment using the features with
demo data. We recommend that you print and compile ReportBooks using the Hawkins
example case provided with each installation of CaseMap. You can refresh the case to reset
data and settings as you become more adept at compiling a ReportBook layout that best
meets your case needs.
Print each ReportBook — By printing each pre-built ReportBook offered using the
Hawkins example case so you can study the resulting work product. Doing so helps
familiarize yourself with each ReportBook's components, learn about the pre-built
template offerings, and gain an understanding of the default style settings that are
applied automatically when you create ReportBooks from scratch.
Open the Manage ReportBooks tool — The Manage ReportBooks tool allows you to
modify or customize a new ReportBook. Here you will see the ReportBook descriptions.
Clicking the Modify button grants you access to the components included in each
ReportBook. Click each of these buttons to review the editing options available. This
feature is accessible on the Reports ribbon by clicking ReportBooks > Manage
ReportBooks.
Practice creating custom ReportBooks — Practice using the New ReportBook Wizard to
create your own from scratch. Don't worry about creating a polished masterpiece. You
can always delete the ReportBook you created as part of this experiment.

Use pre-built templates to save valuable time

CaseMap provides you with eight pre-built ReportBooks to save you time in compiling
multiple, polished reports that include case analysis data you need to review to monitor case
progress efficiently. You can access them on the Reports ribbon and clicking ReportBooks
and then clicking the prebuilt option from the pop-menu.

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When you use the Intake Interview Jumpstart form, CaseMap automatically creates a
ReportBook of the imported information for you. When you complete the import wizard, a
message box indicates that the ReportBook is created and available for to preview. You can
save the ReportBook to a Reports folder on your network for reference purposes.

For more information, see Printing pre-built ReportBooks, Importing the Intake Interview
Form.

Adjust spreadsheet views before creating/printing ReportBooks

Before creating a custom ReportBook, first arrange your spreadsheet fields in the order you
want them to display in the report and insert/hide any fields, as needed. You may also want
to run a filter on a spreadsheet to remove records or data that you do not want to include.

For more information, see Creating custom ReportBooks.

Once your spreadsheet view is adjusted for the ReportBook layout, use the Create Report
from Current View template. By using this utility, the new ReportBook is generated off the
spreadsheet view you organized so you can customize it.

When creating a report from the Create Report from Current View utility, CaseMap is
making a one-time snapshot of the spreadsheet view to create the report. Any changes
made to the spreadsheet after using this tool do not impact the ReportBook report you
just created.

Embed linked files to share case information

Embedding linked documents in report and ReportBooks printed to PDF files allows you to
share the report and supporting files with others who do no have access to CaseMap or the
case. Once a ReportBook in printed to PDF, spreadsheet records with attached files are
embedded in the PDF file for viewers to access. Click the paperclip icon in the lower left
corner of Adobe Acrobat or Reader opens the linked documents in an Attachments pane.
Double-clicking on the file in the Attachments pane opens it in a new window in its native
application.

For more information, see Embedding linked documents in reports.

Customize ReportBooks for your organization

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ReportBooks are easily customized to meet the needs of your organization or case staff.
Customize title pages for your case or organization

Each ReportBook title page can be customized with graphics and content that reflects
your organization and/or case staff needs.
Customize reports within a ReportBook

There are a variety of methods you can use to create custom ReportBooks. You can copy
and modify existing ReportBooks, add reports to pre-existing ReportBooks, or create a
ReportBook entirely from scratch. Learn more about each option to find results that
quickly meet your reporting needs.

For more information, see Creating custom ReportBooks.

Related Topics

About creating ReportBooks

Printing pre-built ReportBooks
Creating custom ReportBooks
Embedding linked documents in reports
Managing ReportBooks
Exporting/importing ReportBooks

Creating custom ReportBooks

Given the pre-built selections available, you may find there is no need to create your own
ReportBook. If you do want to define you own ReportBook layouts, you can simply create one
from scratch or by copying an existing ReportBook template and modifying it to suit your needs.
Both options are available on the Reports ribbon by clicking ReportBooks and then clicking
Manage ReportBooks.

Each custom ReportBook must contain at least one report. Once the ReportBook is created you
can add more reports, delete, rename, modify, copy, and adjust the order of the reports
included in it. All ReportBooks created in the case display in the Manage ReportBooks dialog box
with the date and user name who created them. All ReportBooks are available for use by all
users in the case.

Custom ReportBooks can be created in following ways:

Copy and modify a pre-existing ReportBook
Add a report from a pre-existing ReportBook to another ReportBook
Add a custom report to a pre-existing ReportBook
Create a custom ReportBook

If you have a custom ReportBook template you want to add to another case, you can

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export a copy of it and then import it into the other case.

To copy a pre-existing ReportBook

1. On the Reports menu, click ReportBooks and then click Manage ReportBooks.

2. In the Manage ReportBooks dialog box, click the ReportBook you want to copy in the
Available ReportBooks box.

3. Click the Copy button.

Notice that a copy of the selected ReportBook now displays in the Available ReportBooks
box with "Copy of" in the title.

You can now rename the ReportBook and modify it, as needed, to create a customized
ReportBook.

To modify a pre-existing ReportBook

1. On the Reports menu, click ReportBooks and then click Manage ReportBooks.

2. In the Manage ReportBooks dialog box, click on the ReportBook you want to modify in
the Available ReportBooks box.

3. Click the Modify button.

4. To modify the title page

1. In the Customize ReportBook dialog box, click on the Title Page button to modify
content, graphics, and settings.

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2. In the Settings area:

Select the Enabled check box to use CaseMap's default title page layouts.
In the Orientation listing, click whether you want Portrait or Landscape.
In the Vertical Alignment listing, click on the alignment option you want: Top, Top
Third, Middle, Bottom Third, Bottom.
In the Border Style listing, click the point size for the border width.
In the Border Color listing, click the color scale you want to use.
Select check boxes to include Print Date and Time, Print Page Number, and
Include Graphics.
3. Click the Edit Content button to modify the content that prints on each page,
including typing or pasting text, modifying the font size and color, adjusting text
alignment, inserting symbols or specific fields.

4. Click the Edit Graphics button to preview current graphics, and modify the header
and footer graphic settings. You can also remove, load, and save graphics for title
pages.

5. Click the Preview button to review changes you make before saving and printing the
report.

6. Click the Options button to save settings as your default or to load CaseMap's
default settings.

Changes to graphics affect all users and all reports in the case.

5. To modify the confidentiality statement

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1. In the Customize ReportBook dialog box, click the Conf. Statement button.

2. In the Edit ReportBook Confidentiality Statement dialog box, click the Edit Content
button.

3. In the Edit ReportBook Confidentiality Statement Content window, modify text as

well as font size and style, symbols, and fields using the toolbar buttons.

4. Click OK to save the changes.

5. In the Edit ReportBook Confidentiality Statement dialog box, modify additional

preferences in the Settings area that you want applied to the confidentiality
statement page.

Settings made here only affect the confidentiality statement and not changes made
to the same settings when you click the Title Page or Introduction buttons.

For more information on each setting, see Step 4.

6. Click the Preview button to review your changes.

7. Click OK to save the changes.

6. To modify the table of contents

1. In the Customize ReportBook dialog box, click the Table of Contents button.

2. In the Edit ReportBook Table of Contents dialog box, click the Edit Content button.

3. In the Edit ReportBook Table of Contents Content window, modify text as well as
font size and style, symbols, and fields using the toolbar buttons.

4. Click OK to save the changes.

5. In the Edit ReportBook Table of Contents dialog box, modify additional preferences
in the Settings area that you want applied to the table of contents page.

Settings made here only affect the table of contents page and not changes made to
the same settings when you click the Title Page or Conf. Statement buttons.

For more information on each setting, see Step 4.

6. Click the Preview button to review your changes.

7. Click OK to save the changes.

7. To modify the introduction

1. In the Customize ReportBook dialog box, click the Introduction button.

2. In the Edit ReportBook Introduction dialog box, click the Edit Content button.

3. In the Edit ReportBook Introduction Content window, modify text as well as font
size and style, symbols, and fields using the toolbar buttons.

4. Click OK to save the changes.

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5. In the Edit ReportBook Introduction dialog box, modify additional preferences in

the Settings area that you want applied to the introduction page.

Settings made here only affect the introduction page and not changes made to the
same settings when you click the Title Page or Conf. Statement buttons.

For more information on each setting, see Step 4.

6. Click the Preview button to review your changes.

7. Click OK to save the changes.

8. To modify reports

1. In the Customize ReportBook dialog box, click the Reports button.

2. In the ReportBooks Reports dialog box, select or clear check boxes for the reports
you want to include in the ReportBook.

To modify or edit a report within a ReportBook, click the Modify button to change
fields, sort order, filters, groups, and print options for the report. Click the Rename
button to change the report name within the ReportBook.

3. Click OK to save the changes.

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9. To modify options

1. In the Customize ReportBook dialog box, click the Options button.

2. In the ReportBook Options dialog box, review the name in the ReportBook Name
area.

3. In the Contents area, click the Fonts button to modify the font type and size for the
title page and body content, then click OK.

4. Click the Paper Settings button to select the paper size and printer tray, then click
OK.

5. Click the Report Settings button to review the report confidentiality statement and
select or clear check boxes to include a report title, subtitle, date and time,
confidentiality statement, author/scribe short names, and page numbers.

6. Click OK to save the changes.

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7. Click the Report Title Pages button to modify settings for the ReportBook title page,
then click OK.

For more information on these settings, see Step 4.

8. In the ReportBook Options dialog box, click OK to continue.

9. In the Customize ReportBook dialog box, click OK to save changes to all reports
within the ReportBook.

10. In the Manage ReportBooks dialog box, click Close when you are finished modifying
this ReportBook.

To add a report from a pre-existing ReportBook to another ReportBook

1. On the Reports menu, click Tools, and then click Create Report from Existing
ReportBook.

2. In the message box, click OK to continue.

3. In the Select a ReportBook dialog box, select the ReportBook that contains the report
you want to copy, then click OK.

5. In the Select a ReportBook Report dialog box, select the report you want, then click OK.

6. In the Select a ReportBook dialog box, select the ReportBook you want to copy the
report into, then click OK.

7. In the New ReportBook Report dialog box, use the Move Up and Move Down buttons
to organize the new report in the ReportBook, then click OK.

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8. In the message box confirming the new report addition, click OK.

To add a custom report to a pre-existing ReportBook

Before creating a custom report to add to a pre-existing ReportBook, first arrange your
spreadsheet fields in the order you want them to display in the report and insert/hide any
fields, as needed. You may also want to run a filter on a spreadsheet to remove records or
data that you do not want to include.

Once your spreadsheet view is adjusted for the report layout, use the Create Report from
Current View template. By using this utility, the ReportBook is generated with the new
report added in your selected order. When other case staff print this ReportBook, the new
report is automatically included in it for their use too.

When creating a report from the Create Report from Current View utility, CaseMap is
making a one-time snapshot of the spreadsheet view to create the report. Any changes
made to the spreadsheet after using this tool do not impact the ReportBook report you
just created.

1. In the Case Shortcuts pane, click on the icon for the spreadsheet you want to use.

2. Arrange the spreadsheet in the view you want and filter any records as needed.

3. On the Reports menu, click Tools, and then click Create ReportBook from Current View.

4. In the message box, click OK.

5. In the Select a ReportBook dialog box, click on the ReportBook you want to use and
click OK.

7. In the New ReportBook Report dialog box, type in a title for the new report, then click
OK.

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 Using CaseMap 623

8. Click the Move Up or Move Down buttons to arrange the print order for this report
within the ReportBook, then click OK.

9. In the message box indicating that the ReportBook is saved, click OK.

10. To preview the ReportBook, click the Reports menu and then click ReportBooks.

11. Click the ReportBook you selected in the utility and then click Preview.

12. When the new report is generated, navigate to the ReportBook Contents page to locate
the new report that you added.

You can now print the report using the method that suits your needs.

For more information, see Printing pre-built ReportBooks.

To create a new custom ReportBook

1. On the Reports menu, click ReportBooks and then click Manage ReportBooks.

2. In the Manage ReportBooks dialog box, click the New button to open the ReportBook
utility.

3. In the Add Report(s) to the ReportBook dialog box, click the Click here to Add a Report
button.

4. In the New ReportBook Report dialog box, select the case data type for this report,
then click Next.

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5. In the New ReportBook Report dialog box, select the template you want to use and
expand the listing by clicking the right-arrow .

6. Click the to expand the template listing and make additional specifications, such as
filtering aspects of this report, selecting specific fields, adjusting the sort order, and
more, then click Next.

7. In the New ReportBook Report dialog box, expand the selections as appropriate, select
a template, and click Next to continue.

8. Type in a name for the report.

9. Select Open "Customize Report" after the report is created to preview the report later.

10. Click Finish to continue.

11. In the Edit Report dialog box, click the Fields button to add/remove fields.

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12. In the Customize Report Fields dialog box, add or remove fields from in the Visible
Fields box and organize the field order by clicking the Move Up and Move Down buttons
, as needed.

13. Click Close to continue.

14. To adjust the sort order of fields

In the Edit Report dialog box, click on the Sort Order button to sort the spreadsheet
data in a specific order, then click OK.

For more information, see Sorting multiple fields.

15. To add a filter

In the Edit Report dialog box, click the Filter button to add/remove a spreadsheet filter,
then click OK.

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Click the Current Filter bar to display active filters for the selected spreadsheet.
Select the filter and click the Remove Current Filter button to delete the active filter.
Click the Saved Searches bar to use a filter that is already created.
Click the Linked Object bar to only include records that are linked to selected
objects, and additionally that are in selected fields.
Click the Linked Issue bar to select an issue to use an a filter for the report. Select
the Include sub-issues check box, if you want this option.

16. To group case records

In the Edit Report dialog box, click the Group button to select whether to group
spreadsheet records by issue or object, then click OK.

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 Using CaseMap 627

If you select Group by Object links, click on an object spreadsheet to group the
records by object type.
In the Options area, select check boxes to indicate whether you are skipping empty
detail fields and records with no links. In the Max Lines Per Field, type or click on the
number of maximum lines to include in the report.
In the Contents area, click the Fields button to add any hidden fields to the report. If
you are grouping records by issue links, click the Filter button to select which issues
to use as a filter. If you are grouping records by object, the Filter button is
unavailable.

17. To select print options

In the Edit Report dialog box, click the Options button to select report print options,
then click OK.

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In the Scaling area, select whether you want normal scaling, to shrink field widths,
or to shrink the font size.
In the Orientation area, select whether you want portrait or landscape.
In the Misc. area, select whether to include gridlines, page breaks by rows, and
enter the number of repeat fields you want to allow.
Click the Options button to save these settings as your default print options or to
load CaseMap's default settings.

18. In the Edit Report dialog box, click the Preview button to review the ReportBook before
printing, then click Close.

You may also print the report directly from the Print Preview window.

19. Click the Print button to select the printer destination and additional print settings, then
click OK.

20. Click OK to close the ReportBook utility when you are finished.

21. Click OK to return to the ReportBook utility.

22. In the Add report(s) to the ReportBook dialog box, continue creating additional custom
reports (following the steps outlined above) to add to your custom ReportBook, then
click Next.

23. In the Choose pages and modify report options dialog box, select the check boxes for
the title pages you want to include in the ReportBook.

24. To customize the title pages

Click the Click here to Modify Report Options button to open the Edit ReportBook Title
Page dialog box.

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 Using CaseMap 629

In the Settings area:

Select the Enabled check box to use CaseMap's default title page layouts.
In the Orientation listing, click whether you want Portrait or Landscape.
In the Vertical Alignment listing, click on the alignment option you want: Top, Top
Third, Middle, Bottom Third, Bottom.
In the Border Style listing, click the point size for the border width.
In the Border Color listing, click the color scale you want to use.
Select/clear check boxes to include Print Date and Time, Print Page Number, and
Include Graphics.
Click the Edit Content button to modify the content that prints on each page,
including typing or pasting text, modifying the font size and color, adjusting text
alignment, inserting symbols or specific fields.
Click the Edit Graphics button to preview current graphics, and modify the header
and footer graphic settings. You can also remove, load, and save graphics for title
pages.
Click the Preview button to review changes you make before saving and printing the
report.
Click the Options button to save settings as your default or to load CaseMap's
default settings.

Changes to graphics affect all users and all reports in the case.

25. Click Next to continue.

26. In the Enter a name for the ReportBook dialog box, type in a unique name for the
custom ReportBook.

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630 CaseMap

27. Click the Finish button to generate the ReportBook.

The new ReportBook now displays in the Available ReportBooks box in the Manage
ReportBooks dialog box.

Notice that the number of reports within the ReportBook and who it was created by are
also displayed.

28. In the Manage ReportBooks dialog box, click Close when you are finished.

Related Topics

About creating ReportBooks

Printing pre-built ReportBooks
Managing ReportBooks
Exporting/importing ReportBooks

Creating a By Issue report from a current view

The Create By Issue Report from Current View ReportBook tool allows you to create a new By
Issue report from a current spreadsheet view and add it to a pre-existing ReportBook.
CaseMap creates the By Issue report with the same fields, sort order, and filter as the current
spreadsheet view. The report is then grouped by issue with default group options.

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 Using CaseMap 631

To create a By Issue report from a current view

1. On the Reports tab, click Tools.

2. On the shortcut menu, click Create By Issue Report from Current View.

3. In the message box, click OK to continue.

4. In the Select a ReportBook dialog box, select the ReportBook you want to add the
report to, then click OK.

5. In the New ReportBook Report dialog box, type in a name for the new report, then click
OK.

6. In the New ReportBook Report dialog box, use the Move Up and Move Down buttons
to organize the reports within the ReportBook, then click OK.

7. In the message box confirming the new report addition, click OK.
The new By Issue report is now included in the selected ReportBook.

Related Topics

About creating ReportBooks

Printing pre-built ReportBooks
Creating custom ReportBooks

Printing a Search ReportBook

The Search ReportBook allows you to create a report for each spreadsheet record and all linked
files located after a search query is run. The Search ReportBook embeds the linked files in the
PDF report, allowing you and others to view the documents without having to open the case in
CaseMap. The search query run before generating the report prints at the top left of each
report page.

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Once the report is printed to PDF, spreadsheet records with linked documents or files display a
paperclip icon. Clicking the paperclip icon in the lower left corner of the PDF report opens an
Attachments pane listing all linked documents. Double-clicking on a file opens the document in a
new window, in its native application.

The Search ReportBook is organized by spreadsheet. CaseMap will only embed files that are in
the Linked Files field in object spreadsheets or the Authority and Extracts spreadsheet or
Source(s) field for the Facts spreadsheet.

The Search ReportBook includes only those spreadsheet fields in the current view. If you have
modified the spreadsheet field display order, the Search ReportBook will print the fields in your
current view. However, the next time you print the Search ReportBook it will return to using a
spreadsheet's default fields. You may need to modify your current spreadsheet views before
printing the report again.

For more information about printing a Search ReportBook, see Embedding linked documents in
reports.

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To print a Search ReportBook

1. In the Search field, type in a search and click the Full Text Search button.

2. In the Search Results pane, click the Search ReportBooks link in the Resources pane.

3. In the Search ReportBook dialog box, modify the ReportBook contents as needed.

To modify the title page

1. In the Customize ReportBook dialog box, click on the Title Page button to modify
content, graphics, and settings.

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2. In the Settings area:

Select the Enabled check box to use CaseMap's default title page layouts.
In the Orientation listing, click whether you want Portrait or Landscape.
In the Vertical Alignment listing, click on the alignment option you want: Top, Top
Third, Middle, Bottom Third, Bottom.
In the Border Style listing, click the point size for the border width.
In the Border Color listing, click the color scale you want to use.
Select check boxes to include Print Date and Time, Print Page Number, and
Include Graphics.
3. Click the Edit Content button to modify the content that prints on each page,
including typing or pasting text, modifying the font size and color, adjusting text
alignment, inserting symbols or specific fields.

4. Click the Edit Graphics button to preview current graphics, and modify the header
and footer graphic settings. You can also remove, load, and save graphics for title
pages.

5. Click the Preview button to review changes you make before saving and printing the
report.

6. Click the Options button to save settings as your default or to load CaseMap's
default settings.

Changes to graphics affect all users and all reports in the case.

To modify the confidentiality statement

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1. In the Customize ReportBook dialog box, click the Conf. Statement button.

2. In the Edit ReportBook Confidentiality Statement dialog box, select the Enabled
check box under the Settings heading.

3. In the Edit ReportBook Confidentiality Statement dialog box, click the Edit Content
button.

4. In the Edit ReportBook Confidentiality Statement Content window, modify text as

well as font size and style, symbols, and fields using the toolbar buttons.

5. Click OK to save the changes.

6. In the Edit ReportBook Confidentiality Statement dialog box, modify additional

preferences in the Settings area that you want applied to the confidentiality
statement page.

Settings made here only affect the confidentiality statement and not changes made
to the same settings when you click the Title Page or Introduction buttons.

7. Click the Preview button to review your changes.

8. Click Close to close the preview screen.

9. Click OK to save the changes.

10. In the Search ReportBook dialog box, click Close.

To modify the table of contents

1. In the Customize ReportBook dialog box, click the Table of Contents button.

2. In the Edit ReportBook Table of Contents dialog box, click the Edit Content button.

3. In the Edit ReportBook Table of Contents Content window, modify text as well as
font size and style, symbols, and fields using the toolbar buttons.

4. Click OK to save the changes.

5. In the Edit ReportBook Table of Contents dialog box, modify additional preferences
in the Settings area that you want applied to the table of contents page.

Settings made here only affect the table of contents page and not changes made to
the same settings when you click the Title Page or Conf. Statement buttons.

6. Click the Preview button to review your changes.

7. Click OK to save the changes.

To modify the introduction

1. In the Customize ReportBook dialog box, click the Introduction button.

2. In the Edit ReportBook Confidentiality Introduction dialog box, select the Enabled
check box under the Settings heading.

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3. In the Edit ReportBook Introduction dialog box, click the Edit Content button.

4. In the Edit ReportBook Introduction Content window, modify text as well as font
size and style, symbols, and fields using the toolbar buttons.

5. Click OK to save the changes.

6. In the Edit ReportBook Introduction dialog box, modify additional preferences in

the Settings area that you want applied to the introduction page.

Settings made here only affect the introduction page and not changes made to the
same settings when you click the Title Page or Conf. Statement buttons.

7. Click the Preview button to review your changes.

8. Click OK to save the changes.

To modify reports

1. In the Customize ReportBook dialog box, click the Reports button.

2. In the ReportBooks Reports dialog box, select or clear check boxes for the reports
you want to include in the ReportBook.

To modify or edit a report within a ReportBook, click the Modify button to change
fields, sort order, filters, groups, and print options for the report. Click the Rename

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button to change the report name within the ReportBook.

3. Click OK to save the changes.

To modify options

1. In the Customize ReportBook dialog box, click the Options button.

2. In the ReportBook Options dialog box, review the name in the ReportBook Name
area.

3. In the Contents area, click the Fonts button to modify the font type and size for the
title page and body content, then click OK.

4. Click the Paper Settings button to select the paper size and printer tray, then click
OK.

5. Click the Report Settings button to review the report confidentiality statement and
select or clear check boxes to include a report title, subtitle, date and time,
confidentiality statement, author/scribe short names, and page numbers.

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6. Click OK to save the changes.

7. Click the Report Title Pages button to modify settings for the ReportBook title page,
then click OK.

8. In the ReportBook Options dialog box, click OK to continue.

9. In the Customize ReportBook dialog box, click OK to save changes to all reports
within the ReportBook.

10. In the Manage ReportBooks dialog box, click Close when you are finished modifying
this ReportBook.

4. Click Print to select your print options, then click OK.

If you print to a network printer or HTML file, linked documents will not print.

To print with embedded linked files

1. In the Search ReportBook dialog box, click the Print button.

2. In the Print dialog box, click PDF in the Destination box.

3. In the Adobe PDF box, click Save As PDF.

4. Click OK to continue.

5. In the Save As PDF dialog box, navigate to the folder where you want to save the
report, then click Save.

6. In the message box, click Yes to embed copies of linked documents within the PDF
report.

If you select No, the linked documents are not embedded in the report and no
paperclip icons display next to spreadsheet records.

6. In the Documents to Embed in Report dialog box, review the list of documents
linked to the current spreadsheet's records.

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Documents are sorted by file name.

7. Clear the check box next to any document or file you want to remove from the list.

8. Click OK to continue.

A message displays if the total file size exceeds 5 MB, allowing you the option to
remove some files before printing.

9. In the message box asking to view the file now, click Yes.

10. When the report opens in Adobe Acrobat or Reader, navigate to a report page that
contains spreadsheet records.

When a ReportBook is printed to PDF, the table of contents is hyperlinked to the

relevant content section of the report.

11. Click on the paperclip icon next to a spreadsheet record to open the linked
document.

12. In the message box asking if you would like to open the file or web site, click OK or
Allow.

The document or file opens in a new window and in its native source file application.

13. Click the paperclip icon in the lower, left corner of Adobe Acrobat or Reader.

An Attachments pane displays in the bottom of the window.

14. In the Attachments pane, double-click on the linked document or file you want to
view.

The document opens in a new window in its native application.

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5. Click Close when you are finished.

Related Topics

About ReportBooks
About printing reports
Embedding linked documents in reports
About searching
Viewing search results

Adding a custom spreadsheet to a ReportBook

Using the Create Report from Current View tool, you can create a report from a custom
spreadsheet view and add it to a pre-existing ReportBook. CaseMap creates the custom report
with the same fields, sort order, and filter as the current spreadsheet view.

To add a custom spreadsheet report to a ReportBook

1. On the Reports menu, click ReportBooks.

2. On the shortcut menu, click ReportBook Tools and then click Create Report from
Current View.

3. In the message box, click OK to continue.

4. In the Select a ReportBook dialog box, select the ReportBook you want to add the
report to, then click OK.

5. In the New ReportBook Report dialog box, type in a name for the new report, then click
OK.

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6. In the New ReportBook Report dialog box, use the Move Up and Move Down buttons
to organize the reports within the ReportBook, then click OK.

7. In the message box confirming the new report addition, click OK.

The new custom report is now included in the selected ReportBook.

Related Topics

About ReportBooks
Adding custom spreadsheets
Creating a By Issue report from a current view

Printing pre-built ReportBooks

When you click the Reports ribbon and then click ReportBooks, you will see a shortcut menu
listing the eight pre-built templates that you can use immediately. You can copy and customize
each pre-built template to use as a starting point for additional ReportBook templates.

Each of the eight ReportBooks include a cover page, confidentiality statement, table of
contents, introduction, and report-specific title pages. Data in each ReportBook will change
substantially over time as case data grows and changes. These reports are designed for case

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staff to use as picks and shovels during case analysis. They are intended to be refined and
updated as the case evolves.

If CaseMap cannot find data for a ReportBook, it will skip the report and display a message
indicating which of the reports within the ReportBook is empty. This can occur when a case
is in its initial stages or when you run a filter tied to a report and no data is located. If you
are using the Table of Contents, the report is automatically adjusted so that it references
only those reports generated with content.

To review pre-built ReportBook descriptions

Reference the following table for a complete listing and description of the pre-built
ReportBooks available.

CaseMap Pre-built ReportsBooks

ReportBooks Description

Case Summary Use to produce an overview report for case staff meetings or share
with clients to keep them apprised of case progress. Contains a
summary report for each primary spreadsheet. The default report order
is: Issues, Cast of Characters - Persons, Cast of Characters -
Organizations, Fact Chronology, Document Index, Open Questions,
Research - Authorities, and Research - Authority Extracts.

Facts & Docs Includes a Statement of Confidentiality, Table of Contents,

Grouped by Introduction, Cast of Characters - Persons, Facts by Person (all facts
Person associated with everyone in the case of characters with linked facts),
and Documents by Person (documents linked to players in the case as
authors/recipients, etc.).

Facts Grouped Includes a Statement of Confidentiality, Table of Contents,

by Docs & Introduction, Facts Grouped by Document (all of the facts sourced from
Proceedings case documents), and Facts Grouped by Proceedings (all of the facts
sourced from case proceedings).

Facts, Docs & Contains reports for Fact by Issue, Documents by Issue, and Research
Law Grouped by - Authorities by Issue.
Issue

Issues, Cast of Contains the four reports identified in the name: Issues, Cast of
Characters, Characters, Facts, and Key Documents.
Facts, Key
Documents

Key Players, Contains three reports: Key Persons and Organizations, Key Facts, and
Facts and Key Documents.
Documents

Mark Me Up Use to get your case analysis started after meeting with a new client.
Use your notes to create an initial Cast of Characters, Document Index,
and Fact Chronology for the case. Print the Mark Me Up report for your

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CaseMap Pre-built ReportsBooks

ReportBooks Description

client to review for errors and complete with additional field information
for potential sources and document descriptions.

What's New in Includes all new records (not updated records) entered in the case in
the Last 14 the two weeks prior to when the ReportBook is run.
Days

When you import the Intake Interview Form into a case, CaseMap automatically creates
a ReportBook of the client information. A message box alerts you to review the report
after the utility has completed the data import. We recommend that you save a copy of
the report along with other casereports for reference purposes.

To print pre-built ReportBooks

The steps for printing a ReportBook are the same for each. Simply choose the ReportBook
you want and then click the print option on the shortcut menu or using print options
available within the Print Preview window.

1. On the Reports menu, click ReportBooks.

2. On the shortcut menu, click the report you want and then click Preview.

3. In the Print Preview window, click the Prior Page or Next Page buttons to
navigate the ReportBook.

4. Review the ReportBook reports to verify the content that prints in each.

5. Also review the ReportBook's Title Page, Confidentiality Statement, and Introduction to
think of how you might customize the content for your organization.

6. To print the ReportBook, choose from the following methods:

In the Print Prev iew window:

Click the Print button to print a hard copy report.
Click the PDF button and then click Print to PDF or Print to PDF (Email).
Click the HTML button to Print to Web Pages, Print to Web Pages (Zip), or Print to Web
Pages (Zip and Email).
On the ReportBooks shortcut m enu:

Click on the report you want and then click one of the following: Print, Preview, Save
as PDF, Email as PDF.
For more information, see Changing report print options.

Related Topics

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644 CaseMap

About creating ReportBooks

Creating custom ReportBooks
About printing reports
Changing report print options

Embedding linked documents in reports

Embedding linked documents in reports and ReportBooks printed to PDF files, allows you to
share the report and supporting files with others who do not have access to CaseMap or the
case. CaseMap will only embed files that are in the Linked Files field in object spreadsheets and
the Authority and Extracts spreadsheet, or in the Source(s) field for the Facts spreadsheet.

Once the report is printed to PDF, spreadsheet records with linked documents or files will
display a paperclip icon. Clicking the paperclip icon opens the linked document in a new
window, in its native application.

You have the option to include redacted or original documents, and you can remove documents
you do not want embedded, such as confidential documents or large files. Large files may slow
the printing process and bloat the size of the report. CaseMap will display a message if the
total file size exceeds 5 MB, allowing you the option to remove some files before printing.
CaseMap remembers what documents you remove from the list of documents to embed in the
report, so the next time you create a report those files will remain unchecked when you review
the list.

To review report considerations with linked documents

Review the Report Considerations with Linked Documents table to learn more about using
this feature.

Report Considerations with Linked Documents

CaseMap must have read access to any embedded files saved locally or in a network
folder.

Linked documents are embedded in their native file format; they are not converted to a
PDF when the PDF report is printed.

If multiple spreadsheet records link to the same file, then the document will be embedded
only once in the PDF report. Each spreadsheet record in the report will have a paperclip
icon that links to the embedded file.

If a fact record has multiple documents linked to it, CaseMap will embed all linked
documents and display multiple paperclips in the Facts spreadsheet. All other
spreadsheets display one paperclip for linked files.

CaseMap will only embed files that are in the Linked Files field in object and research
(authorities and extracts) spreadsheets or Source(s) field for the Facts spreadsheet.

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Report Considerations with Linked Documents

CaseMap will toggle between display/non-display of the redaction reason on the printed
output for embedded PDF reports and/or produced documents when the 'Display
redaction reason' option is check/unchecked in the DocManager print option dialog box.

CaseMap will try to embed documents linked to document management system plug-ins,
but does not support Concordance and TextMap.

CaseMap will stop displaying multiple paperclips for a report's spreadsheet record when
the margin can no longer display any more. All documents will still be embedded in the
report.

Paperclip icons do not correspond to the order that files are displayed in a spreadsheet
field; paperclips display in a random order.

Paperclip display is dependent on the font size selected for print options. If the font size is
too big, all paperclips may not display in the margin.

Images that CaseMap converts to OCR will be embedded as PDF files.

To embed linked documents in reports

1. Navigate to the Documents spreadsheet and click on/highlight the document that you
want to print as a report.

2. Ensure that spreadsheet records are filtered and fields sorted to display the content you
want in the report.

Report content is What-You-See-Is-What-You-Get (WYSIWYG) based on your current

spreadsheet view.

3. On the Reports menu, click PDF, and on the submenu, click Print to PDF.

4. In the Save As PDF dialog box, navigate to the folder where you want to save the
report, type in a new file name, and then click Save.

If the file already exist, click Yes to replace it, or click No, and repeat the step above.

5. In the message box, click Yes to continue without shrinking the field widths.

6. In the next message box, click Yes to embed copies of linked documents within the PDF
report.

If you select No, the linked documents are not embedded in the report and no paperclip
icons display next to spreadsheet records.

7. In the Documents to Embed in Report dialog box, review the list of documents linked to
the current spreadsheet's records.

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Documents are sorted by file name.

8. Optional: Clear the check box next to any document or file you want to remove from the
list.

9. Click OK to continue.

10. In the redaction message box, click Yes to include redactions in the documents.

11. In the message box, click Yes to open the document now, or click No to view it later.

12. In the message box asking to view the file now, click Yes.

13. When the report opens in Adobe Acrobat or Reader, navigate to a report page that
contains spreadsheet records.

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14. Click on the paperclip icon next to a spreadsheet record to open the linked document.

An attachments pane displays on the left side of the window.

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15. In the Attachments pane, double-click on the linked document or file you want to review.

The document opens in a new window in its native application.

To embed linked documents in ReportBooks

1. On the Reports menu, click ReportBooks.

2. On the submenu, click the ReportBook you want to print, and then click Save as PDF.

3. In the Save As PDF dialog box, navigate to the folder where you want to save the
report, type in a new file name, and then click Save.

If the file already exist, click Yes to replace it, or click No, and repeat the step above.

4. In the message box, click Yes to embed copies of linked documents within the PDF
report.

If you select No, the linked documents are not embedded in the report and no paperclip
icons display next to spreadsheet records.

5. In the Documents to Embed in Report dialog box, review the list of documents linked to
the current spreadsheet's records.

Documents are sorted by file name.

6. Optional: Clear the check box next to any document or file you want to remove from the
list.

7. In the redaction message box, click Yes to include redactions in the documents.

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8. In the message box, click Yes to open the document now, or click No to view it later.

9. When the report opens in Adobe Acrobat or Reader, navigate to a report page that
contains spreadsheet records.

When a ReportBook is printed to PDF, the table of contents is hyperlinked to the relevant
content section of the report.

10. Click on the paperclip icon next to a spreadsheet record to open the linked document.

11. In the message box asking if you would like to open the file or web site, click OK or
Allow.

The document or file opens in a new window and in its native source file application.

12. Click on the paperclip icon next to a spreadsheet record to open the linked document.

An attachments pane displays on the left side of the window.

13. In the Attachments pane, double-click on the linked document or file you want to view.

The document opens in a new window in its native application.

Related Topics

About creating reports

About printing reports
About ReportBooks

Managing ReportBooks

ReportBook management is centrally located in the Manage ReportBooks dialog box, where you
can create and print ReportBooks as well as copy, modify, and delete reports included in
ReportBooks.

Managing ReportBooks inv olv es the following:

Renaming ReportBooks
Copying ReportBooks
Editing ReportBooks
Deleting ReportBooks
Deleting reports from a pre-existing ReportBooks

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Choosing to show/hide other users ReportBooks

For information on creating or modify ReportBooks, see Creating custom ReportBooks.

To rename a ReportBook

1. On the Reports tab, click ReportBooks and then click Manage ReportBooks.

2. In the Manage ReportBooks dialog box, select the ReportBook you want to rename in
the Available ReportBooks box.

3. Click the Rename button.

4. In the Rename ReportBook dialog box, type in the new name for the ReportBook, then
click OK.

Notice that the new ReportBook name displays in alphabetical order in the Available
ReportBooks box.

ReportBook name changes are visible by all users of the case. If you change the name
of a pre-existing or widely used custom ReportBook, be certain to notify staff of the
new ReportBook name.

To copy a ReportBook

1. On the Reports tab, click ReportBooks and then click Manage ReportBooks.

1. In the Manage ReportBooks dialog box, click on the ReportBook you want to copy in the
Available ReportBooks box.

2. Click the Copy button.

Notice that a copy of the selected ReportBook now displays in the Available ReportBooks
box with "Copy of" in the title.

You can now rename the ReportBook and modify it, as needed, to create a customized
ReportBook.

To edit or modify a report or ReportBook

You can easily edit or modify a ReportBook or a report within a ReportBook.

For more information, see Creating custom ReportBooks.

To delete a ReportBook

1. On the Reports tab, click ReportBooks and then click Manage ReportBooks.

2. In the Manage ReportBooks dialog box, click on the ReportBook you want to copy in the
Available ReportBooks box.

3. Click the Delete button.

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4. In the message box to confirm the deletion, click Yes.

Notice that the ReportBook no longer displays in the Available ReportBooks box and is
permanently removed from the case.

Before deleting a ReportBook from a case, you may want to export a copy and archive
it with other case records. The only way to retrieve a deleted ReportBook is to restore
it from a backup copy of the case.

To delete a report from a pre-existing ReportBook

1. On the Reports tab, click ReportBooks and then click Manage ReportBooks.

2. In the Manage ReportBooks dialog box, click on the ReportBook you want to modify in
the Available ReportBooks box.

3. Click the Modify button.

4. In the Customizing ReportBook dialog box, click the Reports button.

5. In the ReportBook Reports dialog box, select the report you want to remove from the
ReporBook and then click the Delete button.

6. In the message box to confirm the deletion, click Yes.

All selected reports are deleted from the ReportBook.

7. Click OK to save the changes.

8. Click OK to continue.

9. Click Close when you are finished.

Before deleting a report(s) from a ReportBook, you may want to export a copy of the
report(s) and archive it with other case records. The only way to retrieve a deleted
report included in a ReportBook is to restore it from a backup copy of the case.

To hide other user's ReportBooks

When users in a case create, copy, rename or edit a ReportBook, the new ReportBooks are
listed in the Manage ReportBooks dialog box for all users to view and use.

If you want to scale the listing down to view only pre-built ReportBooks and those created
by you, select the Hide ReportBooks from other users check box.

Related Topics

About creating ReportBooks

Printing pre-built ReportBooks
Creating custom ReportBooks
Exporting/importing ReportBooks

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Exporting Data
About exporting data

CaseMap allows you to extract case data to save in a variety of file formats, export directly to
another application like Microsoft® Excel or Adobe® Acrobat, or into a companion product like
TimeMap®, Sanction®, or NoteMap®. In order to view the exported data, you must have a
license of the native application installed on your computer.

When you export data, only the current spreadsheet view is exported. If you have run a search
filter on a spreadsheet prior to the export, then only the filtered data is included. You can
export data just to preserve a backup copy of a filtered search or all records in a spreadsheet.

You can export CaseMap data from :

Spreadsheets — On the File tab, click Export to save the current spreadsheet view to a file
on your computer or in a network folder.
List dialog boxes — Access list dialog boxes by double-clicking in a spreadsheet's # field, a
CaseWide bar, or Evaluation Comparison cell for which you want to view data and then click
Export.

Export data to the following program s and form ats:

CaseMap portable file format
CaseMap ReportBook definition file
Corel WordPerfect
HTML Web Browser
LexisNexis TimeMap, Sanction, and NoteMap
Microsoft Word and Excel
Text file (including comma or tab delimited)

For information about exporting ReportBooks, see Exporting/importing ReportBooks.

Review file format options

Reference the following table to understand the file format options that you can export
CaseMap data into.

Export File Format Options

File Format Description

.CMRBK A CaseMap ReportBook definition file that contains the layout for the

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Export File Format Options

File Format Description

ReportBook. You can import this format into another CaseMap case
(version 5.0+).

.CSV A comma delimited text format that allows you to automatically open
the file in Microsoft Excel without having to modify the format. This
format is recommended when using Excel.

.CPF A CaseMap portable file format that allows you to import the data into
another CaseMap case.

Delimited Text A delimited text format where each field value is separated by either a
comma or tab character.

HTML A text file format that can be opened in a Web browser.

Text A non-delimited text format where each field value is displayed on a

separate line.

Text files cannot display graphic images. Tagged field data and icons as well as data
from check boxes and Evaluation fields are not loaded into an export text file.

Related Topics

Sending data to TimeMap

Sending data to Sanction
Exporting data to Word, WordPerfect, HTML
Exporting data to Excel
Exporting spreadsheet data/reports

Exporting spreadsheet data/reports

You can save data from spreadsheet and list dialog boxes by exporting it to a file. By exporting
spreadsheet data and views to a file, you have a backup copy of a report to reference later or
import into another case. This is especially helpful if you have organized fields into a
spreadsheet view that also include custom fields.

When you export data, CaseMap creates a text file and loads the data from the spreadsheet or
list dialog box into it. The format of the data in the text file is based on the file type you select
during the export.

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Export data to the following text file form ats:

Delimited text files — A text file where each field value is separated by a comma or tab
character.
There are two comma delimited text file types: .csv and .txt. The .csv file type allows you to
open the file using Microsoft® Excel without having to modify the format of the file. The .txt
files requires you to format the file prior to viewing it in Excel.
Non-delimited text files — A text file where each field value is displayed on a separate
line.

Data export considerations:

If spreadsheet data has been filtered, then only the filtered data or current spreadsheet
view will be exported.
The tag field and any tag icons for case records are not loaded into the export text file.
Data from check boxes and Evaluation fields displays as text instead of icons. Text files
cannot display graphic images.

To export spreadsheet data or views

1. Organize and/or sort the spreadsheet to include only the fields and records you want to
export.

2. On the File tab, click Export.

3. In the Save As dialog box, navigate to the network folder where you store reports and
other case information.

4. In the File Name field, type in a name for the spreadsheet view or report.

5. In the Save as type field, click on the file type you want to use.

6. Click Save to continue.

7. In the message box to confirm the export, click Yes to open the exported file and review
it or click No to skip this option.

You can now import the file into another CaseMap case, if needed.

To export list dialog box data

1. In the List dialog box, click the Export button.

Access list dialog boxes by double-clicking in a spreadsheet's # field, a CaseWide bar, or

Evaluation Comparison cell for which you want to view data.

2. In the Save As dialog box, navigate to the network folder where you store reports and
other case information.

3. In the File Name field, type in a name for the spreadsheet view or report.

4. In the Save as type field, click on the file type you want to use.

5. Click Save to continue.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 655

6. In the message box to confirm the export, click Yes to open the exported file and review
it or click No to skip this option.

You can now import the file into another CaseMap case, if needed.

Related Topics

About exporting data

About creating reports
Creating spreadsheet views
Changing spreadsheet views
Importing text files

Exporting/importing ReportBooks

You can export a ReportBook by saving it to a definition file that can be read by CaseMap. A
ReportBook definition file contains the layout of a CaseMap ReportBook. The file does not
contain any case data or reports. CaseMap ReportBooks files have a .cmrbk extension. When
you import this file into CaseMap, CaseMap will create a new ReportBook from the definition file.

Before deleting or modifying a ReportBook from a case, you may want to save a backup
copy in the network folder where you store reports and other case information. Once you
delete a ReportBook, the only way to restore it is to retrieve it from a backup of the case.

To export a ReportBook definition to a file

1. On the Reports tab, click Tools, and then click Export and Import.

2. On the submenu, click Save a ReportBook Definition to a File.

3. In the Select a ReportBook dialog box, click on the ReportBook you want to export to a
file, then click OK.

4. In the Save As dialog box, navigate to the folder where you want to store the output
file, then click Save.

5. In the message box to confirm the export, click OK.

The ReportBook file is now saved in the folder you selected.

To email a ReportBook definition

1. On the Reports tab, click Tools.

2. On the shortcut menu, click Export and Import, and then click Email a ReportBook
Definition.

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656 CaseMap

3. In the Select a ReportBook dialog box, click on the ReportBook you want to email, then
click OK.

A Microsoft® Outlook email automatically launches with the ReportBook file included as
an attachment. The email also includes an explanation of the ReportBook file and how to
import it into a CaseMap case.

You can now email the ReportBook to recipients who want to import this layout and use
it in another case.

To import a ReportBook definition from a file

1. In CaseMap, open the case for which you want to import a ReportBook file.

2. On the Reports tab, click Tools.

3. On the shortcut menu, click Export and Import, and then click Import a ReportBook
Definition from a File.

4. In the Select a ReportBook Definition file to Import dialog box, navigate the folder
where the file is stored and select it, then click Open.

5. In the message box to confirm the import, click OK.

The imported ReportBook file is now listed in the Availabe ReportBooks box in the
Manage ReportBooks dialog box.

You can now generate this ReportBook to gather date for this case.

To import a ReportBook .cmrbk file, you must have CaseMap v5.0 or higher installed on
your computer.

Related Topics

About creating ReportBooks

Printing pre-built ReportBooks
Creating custom ReportBooks
Managing ReportBooks

Sending data to TimeMap

TimeMap® is a timeline graphing tool that allows you to import critical case facts from a
CaseMap case so you can build a timeline to organize and chart them in a visual chronology.

Use TimeMap timelines during meetings to keep clients and staff up-to-date on case
developments. Use TimeMap's presentation mode or enlarge and mount timelines for use in
hearings and during trial so a jury or other large audience can view the facts illustrated into key
points.

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 Using CaseMap 657

To learn more about TimeMap®, download a free 30-day trial version at www.lexisnexis.com or
contact your LexisNexis CaseMap account representative at 866-316-8525.

To send a group of facts to TimeMap

1. In the Case Shortcuts pane, click the Facts icon to open the spreadsheet.

2. Run a filter on case records to include only those fact you want charted in the timeline.

3. On the File tab, click Send to, and then click LexisNexis TimeMap.

4. Under the LexisNexis TimeMap header, click the Spreadsheet button.

Or use the keyboard shortcut: SHIFT + CTRL + T.

5. In the message box, click OK to continue.

TimeMap automatically launches with the exported data charted in a new timeline.

6. In TimeMap, review the timeline to ensure that imported facts display properly and note
any areas that need to be edited or filled in.

7. In TimeMap, click the File menu, and then click Save or Save As to name and save the
new timeline.

To send all spreadsheet records to a TimeMap timeline, right-click on a spreadsheet cell

and select Send To > LexisNexis TimeMap > Spreadsheet. Or use the keyboard shortcut
SHIFT + CTRL + T.

To send individual facts to TimeMap

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658 CaseMap

1. In the Case Shortcuts pane, click the Facts icon to open the spreadsheet.

2. Right-click on the fact record you want to export and click Send To > LexisNexis
TimeMap > Current Record.

Or use the keyboard shortcut CTRL + T.

The fact record now displays in your TimeMap timeline.

To send all spreadsheet records to a TimeMap timeline, right-click on a spreadsheet and

select Send To > LexisNexis TimeMap > Spreadsheet. Or use the keyboard shortcut
SHIFT + CTRL + T.

To send documents or event records to TimeMap

To make a timeline graph of records from the Documents or Events spreadsheets, ensure
you have the Date field visible in your spreadsheet and then send the group of records to
TimeMap. For sub-object spreadsheets, you will need to add a new field and select Date as
the field type.

Related Topics

About exporting data

Sending data to Sanction 3.5 or later

To assist in organizing presentations of key evidence for trial, you can connect to and send
documents from CaseMap to a case in LexisNexis ® Sanction ®.

To send a document from CaseMap to Sanction

1. Open a case in Sanction 3.5 or later.

It is necessary to have a case open in Sanction for the Send To LexisNexis Sanction
option to be successful.

2. In the Case Shortcuts pane, click any Objects or Authorities spreadsheet (e.g.
Documents) to open it.

3. In the Objects - Documents list, select the record with a linked file that you want to
send to Sanction.

4. On the File tab, under the Send To option, click LexisNexis Sanction.

From the Objects - Documents list, you can also right-click on the record being sent to

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 659

Sanction, and then click the Send To > LexisNexis Sanction > Current Record.

If the document was previously sent to Sanction

If the document was previously sent to Sanction, the following dialog message is
displayed.

Perform one of the following to continue:

Click Yes to continue and duplicate the document in Sanction.

Click No if you do not want to duplicate the document and to cancel the Send To command.

5. On the LexisNexis Sanction submenu, click Current Record to send the selected record
to the Exhibits subfolder in Sanction called, From CaseMap.

To send multiple documents to Sanction

1. Open a case in Sanction 3.5 or later.

It is necessary to have a case open in Sanction for the Send To LexisNexis Sanction
option to be successful.

2. In the Case Shortcuts pane, click any Objects or Authorities spreadsheet (e.g.

© 2018 LexisNexis. All rights reserved.

660 CaseMap

Documents) to open it.

3. Optional: In the Objects - Documents list, filter down to the records that you want to
send to Sanction.

You can control what is sent to Sanction by filtering the spreadsheet.

4. On the File menu, under the Send To option, click LexisNexis Sanction.

From the Objects - Documents list, you can also right-click on the record being sent to
Sanction, click the Send To option and then click LexisNexis Sanction.

5. On the LexisNexis Sanction submenu, click Spreadsheet to send the entire

spreadsheet to the Exhibits subfolder called 'From CaseMap' in Sanction.

Related Topics

About exporting data

Exporting data to Word, WordPerfect, HTML

In CaseMap, you can send all data in two clicks from a spreadsheet to Microsoft® Word, Corel
WordPerfect, or an HTML file where it displays in a grid view as a horizontal table of columns
and rows. You can also export data into a record view, where the fields from a spreadsheet
row are listed vertically, one below the other.

When exporting to HTML, CaseMap creates a series of HTML pages and also builds in a first
page, prior page, next page, last page navigation bar that makes it easy to browse through
the report. You can export to the following options: Web pages, Zip as Web Pages, or Zip and
Email as Web Pages.

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 Using CaseMap 661

To export spreadsheet data

1. In the Case Shortcuts pane, click the icon for the spreadsheet you want to use.

2. On the File tab, under the Send To option, click one of the following (e.g., Microsoft
Word):

Microsoft Word

Corel WordPerfect

Web Browser (HTML)

From the Objects - Documents list, you can also right-click on the record being sent, and
then click the Send To > [Microsoft Word, Corel WordPerfect, or Web Browser (HTML] >
Spreadsheet [Grid View or Record View].

3. Under the Microsoft Word header, click the Spreadsheet Record View or Spreadsheet
Grid View button.

Or use the keyboard shortcut: SHIFT + CTRL + T.

The native application automatically launches and displays the spreadsheet data you
exported.

Related Topics

About exporting data

Exporting data to Excel
Printing reports

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662 CaseMap

Exporting data to Excel

CaseMap spreadsheet data exports cleanly into a Microsoft® Excel spreadsheet, where fields
and columns, and cells and fields, automatically synchronize between the two applications.

To export data to Excel

1. In the Case Shortcuts pane, click any Objects or Authorities spreadsheet (e.g.,
Documents) to open it.

2. In the Objects - Documents (example used) list, select the record with a linked file that
you want to send to Sanction.

3. On the File tab, under the Send To option, click Microsoft Excel.

From the Objects - Documents list, you can also right-click on the record being sent to
Microsoft Excel, and then click the Send To > Microsoft Excel > Spreadsheet.

4. Under the Microsoft Excel header, click the Spreadsheet button.

Or use the keyboard shortcut: SHIFT + CTRL + T.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 663

Microsoft Excel automatically launches and displays the spreadsheet data you exported.

Related Topics

About exporting data

Exporting data to Word, WordPerfect, HTML
About printing reportsl

Keyboard Shortcuts
About keyboard shortcuts

CaseMap offers numerous keyboard shortcuts for the application, spreadsheet views, dialog
boxes, and Bates numbering in the Documents spreadsheet. You can also create your own
keyboard shortcut and edit existing ones.

Related Topics

Application keyboard shortcuts

Spreadsheet view keyboard shortcuts
Dialog box keyboard shortcuts
Bates numbering keyboard shortcuts
Customizing keyboard shortcuts
Fact Cards keyboard shortcuts

Application keyboard shortcuts

The following list includes the default keyboard shortcuts you can use in CaseMap for the
software application. You can also customize keyboard shortcuts.

© 2018 LexisNexis. All rights reserved.

664 CaseMap

Keyboard Shortcuts: Application

Shortcut Use
Keys

F10 Activates the File tab.

Alt + Displays the system menu with choices to restore, move, or resize the
Spacebar window.

Esc Cancels out of message boxes.

Alt + F4 Closes the CaseMap application (without an open dialog box).

Ctrl + O Opens the Connect to CaseMap Server dialog box to open a SQL case.

Related Topics

Dialog box keyboard shortcuts

Spreadsheet view keyboard shortcuts
Customizing keyboard shortcuts
Fact Cards keyboard shortcuts

Spreadsheet view keyboard shortcuts

The following list includes the default keyboard shortcuts you can use in CaseMap for
spreadsheet views. You can also customize keyboard shortcuts.

Keyboard Shortcuts: Spreadsheet Views

Shortcut Keys Use

Insert Adds a new record to any spreadsheet.

Ctrl + Insert Inserts a copy of the selected record.

Ctrl + ' Copy the contents of the above field.

Esc Undo changes made to a record prior to refreshing.

Delete Deletes characters or contents of a selected field.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 665

Keyboard Shortcuts: Spreadsheet Views

Shortcut Keys Use

Ctrl + Delete Deletes a record.

F1 Opens online help.

F2 Accesses Edit mode within a cell.

Ctrl + F2 Opens the Object Detail box.

F5 Refreshes the spreadsheet view.

F7 Launches the Spell Check tool.

Shift + F10 Displays the shortcut (right-click) menu that includes cut, copy, and
paste functions.

Ctrl + 1 Opens the Facts spreadsheet.

Ctrl + 2 Open the Objects–Documents spreadsheet.

Ctrl + 3 Opens the Issues spreadsheet.

Ctrl + 4 Opens the Questions spreadsheet.

Ctrl + 5 Opens the Research Authorities spreadsheet.

Ctrl + 6 Opens the Research – Extracts from Authorities spreadsheet.

Ctrl + 7 Opens the Research – Authorities and Extracts spreadsheet.

Ctrl + A Opens the Add Object dialog box when you are in any of the
description fields, such as Fact Text, Source(s), Author(s), and
Recipient(s) that have the link icon in the field header.

Ctrl + C Copies selected text to clipboard.

Ctrl + D Opens the Object Detail dialog box for the highlighted object short
name in the Fact Text, Source(s), or Question Text fields.

Ctrl + E Posts changes to a record when editing an existing record or adding

a record.

Ctrl + F Opens the Find dialog box.

Ctrl + G Runs an instant tag.

Ctrl + H Opens the Replace dialog box.

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666 CaseMap

Keyboard Shortcuts: Spreadsheet Views

Shortcut Keys Use

Ctrl + O Opens the Connect to CaseMap Server dialog box to open a SQL
case.

Ctrl + P Opens the Print dialog box.

Ctrl+ R Runs an instant filter on any value that you select in any
spreadsheet cell.

Ctrl + V Cuts selected text to the clipboard.

Ctrl + X Cuts selected text to the clipboard.

Ctrl + Z Undo changes made to a text or description field prior to refreshing.

Ctrl + Shift + Z Redo changes made to a text or description field prior to refreshing.

Ctrl + Spacebar Opens the Link Assistant when you are working in one of the
description fields, such as Fact Text, Source(s), Author(s), and
Recipient(s).

Spacebar Toggles the state of check boxes or option buttons.

Home Moves cursor to the beginning of a line within a cell.

Moves cursor to the first cell in a spreadsheet record.

End Moves cursor to the end of a line within a cell.

Moves cursor to the first cell in a spreadsheet record.

Ctrl + Home Moves the cursor to the beginning of text within a cell.

Moves cursor to the beginning of the transcript.

Moves the selected cell to the first record of a column when a cell is
selected (highlighted).

Ctrl + End Moves the cursor to the end of the text within a cell.

Moves cursor to the end of the transcript.

Moves the selected cell to the last record of a column when a cell is
selected (highlighted).

Tab Moves selection to the next cell to the right in a spreadsheet row
(excluding read-only fields).

Shift + Tab Moves selection back one cell to the left in a spreadsheet row.

Left or Right Arrow Moves selection left or right across cells in a single record.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 667

Keyboard Shortcuts: Spreadsheet Views

Shortcut Keys Use

Up or Down Arrow Moves selection up or down across cells in a single field.

Ctrl + Up or Down Moves the selected cell to the first or last record in a column.
Arrow

Ctrl + Shift + Left Selects the entire word to the left of the cursor position.
Arrow

Ctrl + Shift + Right Selects the entire work to the right of the cursor position.
Arrow

Alt + Down Arrow Opens the dialog box associated with clicking the Ellipsis button (...)
in a cell.
Opens a list of options associated with a cell, such an open-ended
lists.

Ctrl + Left or Right Moves the cursor one word at a time left or right from the current
Arrow position within a cell.
Moves the selected cell to the first or last cell in the spreadsheet
record.

Related Topics

Application keyboard shortcuts

Spreadsheet view keyboard shortcuts
Customizing keyboard shortcuts
Fact Cards keyboard shortcuts

Fact Cards view keyboard shortcuts

The following list includes the default keyboard shortcuts you can use in CaseMap for the Fact
Cards view. You can also customize keyboard shortcuts.

The selected item is indicated by a dotted border when navigating using the arrows. This
is valid for the list of issues and the fact cards.

© 2018 LexisNexis. All rights reserved.

668 CaseMap

Keyboard Shortcuts: Fact Cards

Shortcut Keys - Issues Use

Tab Moves cursor around to the Issues pane, Fact Cards, and
SmartAssist.

Arrow keys Navigates between the issues in the issues pane. Navigates
between the fact cards.

Shift + Tab Move cursor backwards within a dialog box.

Spacebar Selects the highlighted fact card and displays the assigned issues.

Spacebar Assigns and unassigns issues to the selected fact card.

Ctrl + F2 Opens the Fact Detail.

Shortcut Keys - Use

Evaluation

Tab Moves cursor around to the Evaluation pane, Fact Cards, and
SmartAssist.

Arrow keys Navigates between the evaluation statuses. Navigates between the
fact cards.

Spacebar Selects the highlighted fact card and displays the assigned
evaluation status.

Spacebar Reassigns evaluation status to the selected fact card.

Ctrl + F2 Opens the Fact Detail.

Shortcut Keys - Use

Uncategorized Facts

Alt + U Expands/collapses the Uncategorized Facts section.

Shortcut Keys - Use

Unevaluated Facts

Alt + U Expands/collapses the Unevaluated Facts section.

© 2018 LexisNexis. All rights reserved.

 Using CaseMap 669

Keyboard Shortcuts: Fact Cards

Shortcut Keys - Issues Use

Related Topics

Application keyboard shortcuts

Spreadsheet view keyboard shortcuts
Customizing keyboard shortcuts

Dialog box keyboard shortcuts

The following list includes the default keyboard shortcuts you can use in CaseMap for dialog
boxes. You can also customize keyboard shortcuts.

Keyboard Shortcuts: Dialog Boxes

Shortcut Keys Use

Tab Moves cursor around a dialog box (top to bottom, left to right).

Shift + Tab Move cursor backwards within a dialog box.

Ctrl + Z Undo changes made to a text or description field prior to refreshing.

Ctrl + C Copies selected text to clipboard.

Ctrl + X Cuts selected text to the clipboard.

Ctrl + V Pastes selected text to the clipboard.

Right or Left Arrow Moves selection left or right across cells in a single record.

Up or Down Arrow Moves selection up or down across cells in a single field.

Shift + Up or Down Select an entire line of text to the left or the right of the cursor.
Arrow

Ctrl + Left or Right Moves the cursor one word at a time left or right from the current
Arrow position (in Edit mode).

Home Moves cursor to the beginning of a line of text.

© 2018 LexisNexis. All rights reserved.

670 CaseMap

Keyboard Shortcuts: Dialog Boxes

Shortcut Keys Use

End Moves cursor to the end of a line of text.

Shift + F10 Displays the Edit menu to cut, copy, and paste.

Esc Cancels out of message boxes.

ALT + F4 Closes dialog boxes.

ALT + E Extract metadata when importing linked files.

ALT + D Do not extract metadata when importing linked files.

ALT + U Use Beginning Bates number in the document production wizard.

ALT + T Location radio button in the document production wizard.

Related Topics

Application keyboard shortcuts

Spreadsheet keyboard shortcuts
Customizing keyboard shortcuts
Fact Cards keyboard shortcuts

Bates numbering keyboard shortcuts

The following list includes the keyboard shortcuts you can use in Documents spreadsheet's
Bates–Begin and Bates–End cells. These keyboard shortcuts are only applicable when
populating cells for a new record or adjusting Bates numbers. Editing the Bates numbering cell
values does not alter the Bates stamp on the physical document.

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 Using CaseMap 671

Keyboard Shortcuts: Bates numbering

Shortcut Use
Keys

Ctrl + Right Copies the value of the last record's Bates-End cell and increments it by one
Arrow in the Bates–Begin cell

Ctrl + Up Increases the value of the Bates-Begin and Bates–End cells by one
Arrow

Ctrl + Down Decreases the value of the Bates-Begin and Bates–End cells by one
Arrow

Related Topics

Application keyboard shortcuts

Spreadsheet view keyboard shortcuts
Dialog box keyboard shortcuts
Customizing keyboard shortcuts
Fact Cards keyboard shortcuts

Customizing keyboard shortcuts

CaseMap offers numerous keyboard shortcuts to address most all of your needs. You can add
or edit a shortcut key, if the need arises.

To customize keyboard shortcuts

1. Click the Quick Access Toolbar icon, and then select Customize Keyboard Shortcuts.

You can also right-click on any ribbon and then select Customize Keyboard Shortcuts.

© 2018 LexisNexis. All rights reserved.

672 CaseMap

2. In the Categories list, select the menu (e.g., Reports ribbon) for which you want to
assign a command.

4. In the Commands list, select the command (or action) you want to use.

If there is already a keyboard shortcut for this category or command, it will display in the
Current keys box with a description below indicating its current use.

5. In the Press new shortcut key box, type in the shortcut key you want to use (ex: Ctrl
+S).

6. Click the Assign button to save the custom shortcut key.

7. Click Close twice to return to CaseMap.

To unassign an existing keyboard shortcut

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 Using CaseMap 673

1. On the Quick Access Toolbar, select Customize Keyboard Shortcuts.

You can also right-click on any ribbon or the Quick Access Toolbar.

2. Locate the category (e.g., Home ribbon) and command (e.g., EditCopy) for the keyboard
shortcut.

3. In the Current keys box, highlight the keyboard combination and click the Remove
button.

4. Click Close twice to return to CaseMap.

If you click the Reset All button, all key commands return to their original default
settings.

Related Topics

Application keyboard shortcuts

Dialog box keyboard shortcuts
Spreadsheet view keyboard shortcuts
Fact Cards view keyboard shortcuts

© 2018 LexisNexis. All rights reserved.

674 CaseMap

© 2018 LexisNexis. All rights reserved.

 Index 675

Index -B-
Batch Print PDFs 576
-#- batch printing linked documents
Bates Number Analyzer 229
464, 560

# fields Bates numbering

about 105 keyboard shortcuts 670
basic vs filtered 105 Bates Stamp PDFs
link case elements 105 about 225, 229
list dialog box, open 105 Bates stamping PDFs 225, 229
where # fields display 105 features and descriptions 225, 229
multiple Bates numbers 225, 229
OCR processing 225, 229
-A- Bates stamping
about 225
adding
features and descriptions 225
spreadsheets, custom 101
locate a range of Bates numbers 229
users, CaseMap (local) 81
locate documents with Bates numbers 229
analyzing
manage Bates numbering formats 229
about, data 315
modify Bates number settings 229
documents 316
multiple Bates numbers 225
Extracts from Authorities spreadsheet 332
OCR processing 225
facts 320
PDFs 229
objects 323
run the Bates Number Analyzer 229
research, Authorities spreadsheet 332
turn off Bates number synchronization 229
show all facts linked to a set of objects 327
breaking
annotations
links 350
about DocManager 410
Bulk Field Copy 507
annotating an area or graphic 439
Bulk Field Updates 507
annotating text 439
Bulk Issue Linker
changing print options 483
about 188
creating new extracts 301, 441
link multiple issues 309
creating new facts 301, 441
using 347
deleting 458
By Issue Report 526
editing 454
By Object Report 537
printing 461
selecting annotations 439
selecting text 439
viewing annotation update history 454
-C-
authorities Case Jumpstart Wizard
Shepardize 345 using 73
Authorities and Extracts spreadsheet case templates
about 198 about creating 75
Authorities spreadsheet creating 76
about 198 CaseMap
entering data manually 199 about 10
auto-numbering records 154 menus, about 38

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676 CaseMap

CaseMap case templates 76

toolbar buttons 31 cases, CaseMap 68
toolbar buttons, changing 35 custom fields 115
what's new 12 custom fields checklist 115
cases
about 67
about adding, CaseMap (local) 81 -D-
adding users, CaseMap (local) 83
data
before creating 63
entering, about 150
copying 78
importing 217
creating, CaseMap (local) 68
Date Stamper
deleting, CaseMap (local) 80
using 184
entering case properties 71
dates
moving 79
adjusting the time zone 184
opening 59
Date Stamper, using 184
CaseWide dates ranges, sorting 184
about 352
specifying time 184
features 352
deactivating
filtering and tagging affects 352
users, CaseMap 86
using 355
deleting
view timeline 355
all records in view 152, 505
chain link fields 105 facts 183
changing fields 123
field values 121
objects 170
font format, fields 90
records 152, 505
font type, spreadsheets 90
ReportBooks 649
gridline and shade color for PDFs 90
reports from ReportBooks 649
row height, spreadsheets 90
spreadsheets 104
short name display options 164
users, CaseMap 86
short names 163
description fields 105
spreadsheet display order 97
detail dialog boxes
Changing report print options 592 about 111
Concordance fields 105
send data to CaseMap 295
DocManager
Convert Emails to PDFs about 410
about 244
adjusting document or image size 438
converting annotating an area or graphic 439
emails to PDFs 257
annotating text 439
copy/paste data and records 504 batch printing linked documents 464, 560
copying changing annotation options 483
cases 78
changing hit highlighting options 483
data 504
changing print options 483
records 504
creating new extracts from annotations 301,
ReportBooks 649 441
creating creating new facts from annotations 301, 441
about cases, CaseMap 67 deleting annotations 458
about, case templates 75 editing annotations 454
case files, before creating 63 navigating documents 437

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 Index 677

DocManager importing 244, 260

printing annotations 461 load field mappings from a file 244, 280, 487
selecting annotations 439 map email fields 244, 280, 487
selecting text 439 preview before importing 244, 280, 487
send emails to CaseMap 244, 280, 487 save a list of field mappings 244, 280, 487
viewing annotation update history 454 send to CaseMap 244, 280, 487
viewing documents and images 419 entering
DocPreviewer data, about 150
about, PDFs and DocPreviewer 218 facts 183
activation 218 objects 170
Batch Print PDFs 576 questions 197
benefits 218 research 199
convert emails to PDFs 244 evaluation fields
converting emails to PDFs 257 about 105
importing emails 244 display 105
installation 218 scales to use 105
pane 22 sort, filter, tag 105
review PDFs 241 Evaluation tools
tool descriptions 218 about 351
trial period 218 search, tag, and sort 351
update 218 Excel
Document review and coding 12 exporting data to Excel 662
documents exporting
hiding documents when printing 553 about, data 652
linking records to case issues 316 email a ReportBook definition 655
linking records to source files 316 facts to TimeMap 352
send documents or event records to TimeMap file formats 653
656 list dialog box data 653
viewing in DocManager 419 ReportBook definitions to a file 655
send data to TimeMap 656

-E- spreadsheet data

spreadsheet views
653
653
editing to Excel 662
about, data 498 to Word, WordPerfect, HTML 660
add a new dictionary 498 Extracts from Authorities spreadsheet
adjust spelling options 498 about 198
advanced filters 374 entering data manually 199
copying/pasting data and records 504
finding/replacing data in a field
making global replacements
502
507
-F-
making global updates 507 facts
spell check text in a field 498 about 182
using spelling tools 498 analyzing 320
emailing deleting 183
a report of questions 524 entering 183
Intake Interview Jumpstart Form 212 sending from a PDF file 288
emails sending from a Word document 274
converting to PDFs 257 setting the date and time for facts 184
© 2018 LexisNexis. All rights reserved.
678 CaseMap

facts native applications you can view in CaseMap

show all facts linked to a set of objects 327 309
updating facts from a PDF file 288 set up file viewers 309
view by year, month, day 352 filtered report
Facts spreadsheet creating 522
field listing 130 printing 522
Favorites panel saving the search status 522
changing shortcuts 29, 96 filtering 364
fields about filtering 364
# (number) 105 advanced 374
about 105 all documents with descriptions 374
applying field security 117 basic keyword search 367
chain link 105 cancel filters 381
changing field values 121 case records for What's New 374
changing font format 90 delete filters 381
changing sort order 358 edit an advanced filter 374
converting open-ended lists to fixed lists 119 fact records for a date 374
creating custom 115 fact records with specific to/from dates 374
deleting 123 fields that contain specific text/status 370
description 105 filter buttons 374
evaluation 105 filter options 370
Facts spreadsheet field listing 130 guided filter 370
Field Considerations table 105 instant search for a field type 367
fixed lists 105 new records added in the last day/week/month
gray fields 105 370
hiding 113 records linked to issues 370
inserting 113 rename filters 381
Issues spreadsheet field listing 126 rerun saved filters 381
moving 114 save filters 381
Objects spreadsheet field listing 134 search for records linked to people, documents
370
open-ended lists 105
Questions spreadsheet field listing 142 find/replace data 502
renaming 122 fixed lists
fields 105
Research spreadsheet field listing 145
sort all objects alphabetically, then by type 360 fuzzy dates
using 184
sort facts by status type 358
sort facts by status type and date and time 360
sort multiple 360
sort questions by criticality status 360
-G-
sortable vs. non-sortable fields 357 Getting Started task pane
text 105 about 44
trait 105 Getting Started tips
Update History 105 using 43
Use History spreadsheet 125 global replacements
verifying use and history 123 Bulk Field Copy 507
file viewers Bulk Field Updates 507
file types you can view in CaseMap 309 making global replacements 507
making global updates 507

© 2018 LexisNexis. All rights reserved.

 Index 679

gridline and shade color

changing 90
-K-
-H- keyboard shortcuts
application 663
Hawkins vs Anstar Bates numbering 670
practicing with sample data 45 creating or editing 671
HTML dialog box 669
exporting data to HTML 660 spreadsheet view 664

-I- -L-
Import Documents Wizard 262 Lexis.com
Import PDFs 239 import research 199
Import Wizard send data to CaseMap 292
about 217 Shepard's Citation Service 198
importing Link Assistant
bulk import documents 262 setting options 161
bulk import PDFs 239 using 161
data 217 Linked File Text Hits report 549
emails 244, 260 linking
external files 217 about 309
individual PDF files 239 authorities and extracts to issues 332
Intake Interview Jumpstart Form 214 authority and extracts records to source files
PDFs and DocPreviewer 218 332
ReportBook definitions from a file 655 break links 350
table 217 breaking links 309
text files 267 Bulk Issue Linker 347
updated PDF files 239 document records to case issues 316
inserting document records to source files 316
records 152, 505 facts to case issues 320
Intake Interview Jumpstart Form facts to objects 320
about 210 link case records to source files 309
checklist 210 link data with short names 309
customizing 210 link multiple issues 309
emailing 212 locate a linked authority 332
importing 214 object records to source files 323
replacing full names with short names 210 objects to facts, questions, research 323
ReportBook 210 objects to issues 323
Issue Linker pane 188 question records to source files 327
issues questions to issues 327
# fields 188 questions to objects 327
about 188 related files 348
Issue Linker pane 188 research to objects 332
link multiple issues 309 review linked record data 309
Issues spreadsheet list dialog boxes
field listing 126 about 111

© 2018 LexisNexis. All rights reserved.

680 CaseMap

list dialog boxes field listing 134

fields 105 online research
Locate a Bates Range 229 about 336
case law, conducting 198
hide tools 340
-M- using 340
open-ended lists 105
menus
description 105
CaseMap 38
merging
short names
moving
165
-P-
cases 79 passwords
changing 62
protect cases 67
-N- PDFs
about, PDFs and DocPreviewer 218
navigating
batch printing linked PDFs 576
about 15
bulk import PDFs 239
about the navigation pane 22
changing gridline and shade color 90
about title and status bars 30
changing print options 516
changing toolbar buttons 35
edit linked PDF documents 239
DocPreviewer pane 22
importing emails 260
documents in DocManager 437
importing individual files 239
modifying the navigation pane 27
importing updated PDF files 239
toolbar buttons, about 31
PDF tool descriptions 218
Total Litgator pane 22
reviewing 241
number fields
save or email a PDF report 516
# fields 105
sending facts from a PDF file 288
currency 105
updating facts from a PDF file 288
integer 105
printing
annotations 461
-O- batch printing linked documents
changing annotation options 483
464, 560

objects printing ReportBooks

about 167 about 612
analyzing 323 add a custom report to an existing ReportBook
create a Cast of Characters 167 615
create short names for terms or groups 167 add a report from an existing ReportBook to
deleting 170 another 615
entering in sub-level object spreasheets 170 adjust spreadsheet views before printing 612
entering in the All Objects spreadsheet 170 benefits 612
entering objects on-the-fly 170 copy a pre-existing ReportBook 615
entering using the Case Jumpstart Wizard 170 create a By Issue report from a current view
linking 323 630
research online 340 create a new custom ReportBook 615
show all facts linked to a set of objects 327 customize 612
tips for using object spreadsheets 167 managing 649
Objects spreadsheet modify a pre-existing ReportBook 615

© 2018 LexisNexis. All rights reserved.

 Index 681

printing ReportBooks
practice using sample data 612
pre-built ReportBook descriptions 641 -R-
pre-built ReportBooks 641
records
use pre-built templates 612
auto-numbering 154
printing reports coppying/pasting 504
about, reports 512
delete data from a cell 152, 505
adding/editing report title pages 518
deleting 152, 505
adjust spreadsheet views 512
deleting all records in view 152, 505
batch printing linked PDFs 576
insert a symbol into a cell 152, 505
By Issue Report 526
inserting 152, 505
By Object 537
send documents or event records to TimeMap
changing print options, PDF 516 656
changing print options, standard 516 related files
common report questions 512 linking 348
emailing a report of questions 524 renaming
filtered report 522 fields 122
grid or record view 512 ReportBooks 649
hiding documents when printing 553 spreadsheets 98
options and considerations table 512 ReportBooks
output options 512 about 612
preview reports 512 add a custom report to an existing ReportBook
Privilege Log 535 615
save or email a PDF report 516 add a report from an existing ReportBook to
saving the filtered search status 522 another 615
Summary Judgment 531 adding a custom spreadsheet 640
Privilege Log 535 adjust spreadsheet views before printing 612
benefits 612
copy a pre-existing ReportBook 615
-Q- copying 649
create a By Issue report from a current view
questions
630
about 195
create a new custom ReportBook 615
analyzing 327
customize 612
emailing a report of questions 524
deleting a report from a ReportBook 649
entering from the Facts spreadsheet 197
deleting a ReportBook 649
entering in the Questions spreadsheet 197
email a ReportBook definition 655
linking 327
embedding linked documents 555, 644
sorts fields by criticality status 360
exporting definitions to a file 655
Questions spreadsheet
hiding other user's ReportBooks 649
field listing 142
importing 655
Quickstart tutorial
modify a pre-existing ReportBook 615
about 45
practice using sample data 612
introduction 46
pre-built ReportBook descriptions 641
Lesson One - Organize 47
printing a Search ReportBook 541, 631
Lesson Two - Analyze 54
printing pre-built ReportBooks 641
Lesson Two - Report 57
renaming 649
use pre-built templates 612

© 2018 LexisNexis. All rights reserved.

682 CaseMap

reports online tools, research options 336

about 510 online tools, using 340
about, printing 512 send data to CaseMap 292
add title pages 510 Research spreadsheet
adding/editing report title pages 518 field listing 145
adjust spreadsheet views 512 Review Linked File Hits report 551
batch printing linked documents 464, 560 Review PDFs 241
batch printing linked PDFs 576
By Issue Report 526
By Object 537 -S-
changing print options, PDF 516
sample data
changing print options, standard 516
Hawkins vs Anstar 45
common report questions 512
practicing with sample data 45
creating a filtered report 522
saving
emailing a report of questions 524
records 152, 505
embedding linked documents 555, 644
spreadsheet views 87
grid or record view 512
Search ReportBook 541, 631
hiding documents when printing 553
searching
import reports 510
about full-text searching 390
Linked File Text Hits report 549
about indexing 384
options and considerations table 512
about searching 384
output options 512
canceling search results 409
pre-built reports table 510
changing search hits highlight options 483
preview reports 512
printing search results reports 409
Privilege Log 535
running basic searches 385
Review Linked File Hits report 551
running full-text searches 391
save exported reports 510
running recent searches 391, 402
save or email a PDF report 516
using search operators 393
saving the filtered search status 522
viewing search history 402
Summary Judgment 531
viewing search results 387
research
security
about 198
applying for fields 117
about, online 336
Send to CaseMap
analyzing 332
creating new extracts from annotations 301,
Authorities and Extracts spreadsheet 198 441
Authorities spreadsheet 198 creating new facts from annotations 301, 441
contact sales and support 336 Send to CaseMap
entering manually in the Authorities spreadsheet about 272
199 about importing 217
entering manually in the Extracts from Authorities
emails 244, 280, 487
spreadsheet 199
facts from Word 274
Extracts from Authorities spreadsheet 198
from Concordance 295
hide online tools 340
research 292
importing, LexisNexis web site 199
sending facts from a PDF file 288
importing, saved as a PDF file 199
transcripts 292
linking 332
updating facts from a PDF file 288
objects, online 340
Word documents 274
online tools, access 336
setting

© 2018 LexisNexis. All rights reserved.

 Index 683

setting spell check text in a field 498

date and time, facts 184 using spelling tools 498
Link Assistant options 161 spreadsheets 105
setting the time zone, cases 68 about 87
Shepard's Citation Service 198 accessing detail and list dialog boxes 111
Shepard's Signals add custom 101
about 344 applying fields security 117
change settings 345 changing display order 97
icons 344 changing field values 121
set up a Shepard's Alert 345 changing font type 90
Shepardize authorities 345 changing row height 90
update all Shepard's Signals 345 changing views 93
using 345 converting open-ended lists to fixed lists 119
Short Name Assistant copying views 94
using 166 creating custom fields 115
short names creating views 91
about 156 delete records 152, 505
analyzing and linking data 150 deleting 104
automatically link data 309 deleting all records in view 152, 505
changing 163 deleting fields 123
changing display options 164 deleting views 95
checklist 156 exporting data/views 653
create short names for terms or groups 167 field Use History spreadsheet 125
creating reports 150 hiding fields 113
examples of short name changes 163 insert records 152, 505
examples of short names 156 inserting fields 113
linking case information 156 moving fields 114
merging 165 rename 98
rules and conventions 156 renaming fields 122
Short Name Assistant 166 saving records 152, 505
tips for changing short names 163 saving spreadsheet views 87
shortcuts terminology 87
changing 29, 96 standard reports
sorting about 510
about 357 add title pages 510
all objects alphabetically, then by type 360 changing print options 516
changing sort order 358 import reports 510
clear a sorted view 357 pre-built reports table 510
custom views 357 save exported reports 510
dates 184 status bar
facts by status type 358 about 30
facts by status type and date and time 360 Summary Judgment Report 531
multiple fields 360
questions by criticality status 360
sortable vs. non-sortable fields 357 -T-
spelling tools
tagging
add a new dictionary 498
about 495
adjust spelling options 498
case records from spreadsheet fields 496
© 2018 LexisNexis. All rights reserved.
684 CaseMap

tagging about adding, CaseMap (local) 81

case records using search operators 496 adding to cases, CaseMap (local) 83
clear tags from case records before printing 496 user history 85
templates using
about creating 75 Link Assistant 161
creating 76 spelling tools 498
text fields
about fields 105
text files -V-
importing 267
verifying
TextMap field use and history 123
send data to CaseMap 292
views
time changing spreadsheet views 93
adjusting the time zone, facts 184
clear a sorted view 357
specifying time, facts 184
copying spreadsheet views 94
time zone, cases 68
creating spreadsheet views 91
TimeMap deleting spreadsheet views 95
exporting facts 352
saving spreadsheet views 87
send documents or event records to TimeMap
sort to create custom views 357
656
send group of facts to TimeMap 656
send individual facts to TimeMap
title bar
656 -W-
about 30 Word
toolbar buttons edit documents send to CaseMap 274
about 31 exporting data to Word 660
changing 35 send documents to CaseMap 274
Total Litgator send facts to CaseMap 274
pane 22 view a document in CaseMap 274
tracking user history 85 WordPerfect
trait fields 105 exporting data to WordPerfect 660
transcripts
send data to CaseMap 292
tutorial
Quickstart, about 45
Quickstart, introduction 46
Quickstart, Lesson One - Organize 47
Quickstart, Lesson Three - Report 57
Quickstart, Lesson Two - Analyze 54

-U-
Update History fields 105
updating
Shepard's Signals 345
Use History spreadsheet, fields 125
user history 85
users 86

© 2018 LexisNexis. All rights reserved.