A guide to marking uploaded files with custodians and sources, and using them across GoldFynch's systems

GoldFynch allows you to assign ‘Custodian’ and ‘source’ labels to your files when you upload them. The system also provides a space to keep notes about each custodian or source. Read on to find out more about creating, assigning, and using them.

Creating Custodians and Sources

You can create custodians and sources either independently (in the ‘Manage Custodians/Sources’ tab of the ‘Settings’ view) or at the time of uploading files.

Creating Custodians and Sources independently

Step 1. Click on the ‘Settings’ view icon in the left panel.

Step 2. Click on the Manage Custodians/Sources tab.

Go to the manage custodians and sources tab to create new sources and custodians


Step 3. Click on the +New Custodian button to create a new custodian, or click on the + New Source to create a new source.

Step 4. Enter a name for your custodian or source, and add notes into the textbox provided if you wish to.

Enter a name and notes if you wish to, then click on Create


Step 5. Click on the Create button.

Creating Custodians and Sources while uploading files

Custodians and sources are assigned to files (only) at the time of uploading them. When doing so, you can choose to create new custodians and sources instead of using existing ones.

Step 1. Click on the ‘Files’ view button in the left panel.

Step 2. Upload your files by either drag-and-dropping them or selecting files with the Upload Files button (learn more about uploading files here.)

You will be shown an overlay:

Confirm the files you are uploading and their destination folder, and enter a custodian and source if you wish


It will display:

  • The number of files you are about to upload
  • The location to which they will be uploaded
  • Drop-down lists of existing custodians and sources

Step 4. Click on either the ‘Custodian’ or ‘Source’ drop-down lists. You can:

  • choose an existing custodian/source to assign it to all files being uploaded
  • type a name into the box and click on the ‘Create Custodian/Source’ option to create a new custodian or source and assign it to all files being uploaded

Step 5. Click on the Begin Upload button. Once the files upload and are processed, they will be labeled with the custodians and sources you assigned.

Managing Custodians and Sources

In the Manage Custodians/Sources tab (accessed from the ‘Settings’ view,) apart from creating new custodians and sources, you can:

  • Check how many files each source and custodian has been applied to
  • Click on the edit button (the pencil) to edit the name and notes for a custodian or source
  • Click on the delete button (the trashcan) to delete a custodian or source permanently (including from all files it is currently assigned to)
Edit or delete custodians or sources

Uses of Custodians and Sources

The custodians and sources you assign to files serve many purposes:

1) You can easily track where a document is sourced from or who the custodian is from the information panel on the right side of your screen in the ‘Docs’ view.

Custodians and sources in the docs view


2) In the ‘Search’ view, you can filter search results by individual sources and custodians.

filter results by sources and custodians


3) When performing Advanced Searches, you can search for files using the ‘Custodian’ and ‘Source’ parameters.

4) When generating case reports the ‘Custodian’ and ‘Source’ parameters are included as fields.

5) While setting up load file control parameters profiles you can include the ‘Custodian’ and ‘Source’ parameters, which can be applied to load files that are generated.

Tags: production