Producing files with the Production Wizard

Learn how to use GoldFynch's Production Wizard to produce your files.

To begin the production process:

1. Navigate to the 'Productions' view by clicking on the Productions button in the left pane

2. Open the Production Wizard tab and click on the Start Production Wizard button

The 'Selected Production Options' image above is from the completed production we will make as an example for this help article

Steps of production

Step 1. Choose a name for the production

• Enter a name for the production into the box

• Click on the OK button.

Step 2. Select documents for the production

During your review process, you would have tagged your files or used a search to retrieve a set of documents. GoldFynch lets you use both these tags and saved searches to select documents that are to be included in the production.

• Select the tag or saved search whose documents you want to include in the production. GoldFynch lists each available tag and saved search.

• Click on the OK button

You may also want to make use of the 'Invert' function to omit files with a given tag or that is part of a saved search:

Excluding files using the Invert tag function

If your tags or saved search cover some files that you would like to omit from the production, you have two options:

• Select one of the lists in the final step of production (Step 10. Final Review and Submit production) which will open the list of files in the 'Search' view, then manually remove the tag for those files.
• Use the 'Invert' tag feature. This is helpful when you want to exclude files in bulk from your production.

To use the 'Invert' feature:

• Tag the files in the case you wish to exclude from your production that might otherwise be included by their other tags or create a saved search to retrieve them

• Select the tag or saved search along with the other tags you are going to include in the case

• Check the checkbox labeled 'Invert' that appears against the tag or saved search you wish to be excluded

The Document Selection section of the Selected Productions box will list out the tags and saved searches that are included in the production as well as those that have been excluded. In the image below, documents tagged with 'WILHELM', 'DOCUMENTATION', 'PRIMARY IN CASE' and those that are retrieved by the 'ACCIDENT POLICY' saved search will be produced, while documents having the tag 'TEST TAG' and 'SPECIAL TAG' will be omitted.

Step 3. Choose the production output

GoldFynch offers you a number of different output formats for your productions, both with and without load files.

• Choose the type of production output

  • Load file/ Database format
  • PDF only
  • Natives only

• If you have selected the Load file/Database format then you can choose to include natives of all files as part of your production output. Alternatively, select the 'Minimal or user-specified natives' if you want to include only the minimal necessary natives (i.e. errored and unsupported files in the dataset) or if you want to include only specific file types and/or tags as natives.

• Choose the type of image representation you would like

• Click on the OK button

NOTE: If you choose load file/database format as your production output, select a load file parameter profile from the drop-down menu before you click the OK button.

To learn more about productions with load files and how to customize their parameters, click here.

Note: For the PDF only option you will need to choose the PDF format and then click on the OK button. If you choose the Natives only option then just click on the Ok button.

Under the formats that generate load files, there are:

• Load file formats with minimal or user-specified natives:

  • TIFF G4
  • PDF Documents

• Load file formats with natives versions of all files included:

  • No Images
  • TIFF G4
  • PDF documents

Among the PDF only formats:

• One PDF per page
• One PDF per document
• One PDF per family
• Single, bulk PDF

Step 4. Choose file types to be produced natively

If you want to create a non-native production, but wish that specific files are produced in their native state, it is possible to do so. In Step 4 you will be provided with a list of all tags and quick tags in the case (that have been attached to at least 1 file), as well as the different file types. Typing a tag name or file type or extension at the top of the grid will filter the list based on the criteria entered.

• Check the checkboxes against tags, quick tags, or file types that you want to produce in their native formats.

Once you're done selecting file types to produce in their native formats, click on the OK button.

Note: If a partial value is entered in the filter field then the list is filtered to retrieve all the entries that have the value entered.

Step 5. Select sort order

You can sort files included in the production to reorder them, along with any sub-files they contain (like attachments and zipped files)

• Click on the drop-down list and select from one of the following sorting options:

  • Alphabetically by folder & file name
  • Alphabetically by file name
  • Date - Oldest first
  • Date - Newest first

• Click on the OK button

The page will immediately update the order of the files, and when you generate your production, the files will be arranged in this order.

You will also be provided with a list of the files that are about to be added to your production, along with relevant details from their:

• Primary date
• File path within the case
• File size
• Number of pages (for relevant documents)

Step 6. Select stamp placement for the production

GoldFynch lets you stamp non-native documents with Bates Numbers, stamps from tags, and custom stamps.

• You can select where each tag's stamp is positioned (one location across all documents per stamp)
• When two different stamps are assigned to the same position on a document there is a hierarchy that decides which stamp gets priority to be placed in that position
• Additional margins can be added to documents in case there was existing content in their margins when they were uploaded
• You can choose not to assign any stamps at all

NOTE: After you are done editing and placing stamps as described below, click on the OK button

Choosing the position of stamps

Click on the drop-down menu on the right side of the screen against Bates Stamp, or against the tags you wish to use as stamps, and select one of the available options:

• top-left
• top-center
• top-right
• bottom-left
• bottom-center
• bottom-right
• no-placement

Resolve conflicts, if any

If there are two or more tags assigned to the same position, you will get a chance to resolve the placement conflicts by doing one or both of the following:

• Change the priority of the tag you wish to be prioritized to a higher value by selecting a Priority in the drop-down menu that appears. If a file has multiple tags assigned, the tag with the highest priority will be applied
• Change the assigned position of the tag

Editing Stamp Text

By default, when applying tag stamps, the name of the tag is applied as the stamp. However, you can edit the text that is stamped on the documents.

To edit the text that is stamped on tagged documents, click on the edit button against a tag where it displays "Appears as (tag name)"

E.g., In the image of the "Select tag placement for production" step given above, documents with the GOLDFYNCH tag will have "GoldFynch Documents" stamped on them.

Adding Custom Stamps

You can assign custom tags to all non-native documents in the production (mimicking the behavior of Bates Stamps)

• To add a custom stamp, click on the + Add Custom Stamp button and enter the text you would like stamped on the documents.

• To delete a custom stamp, click on the X button that appears next to the edit button of an already-created custom stamp

Adding page margins

If your documents already have content in their margins, you can add additional margin space to prevent the overlap of the new tags that are applied.

To add extra margin space, check the Add page margins for stamps box

REMEMBER: Click on the OK button once you are done assigning stamps.

Step 7. Choose how redactions will behave in this production.

• Select a redaction mode for redactions in your production

• Select a color for the redaction boxes

• Click on the OK button

Redaction modes

The redaction mode you choose will affect how redaction areas you mark in your documents will appear in the final, produced files of the production.

• 'Final' mode: Regular redaction boxes will be placed on your non-native files. All information covered by the boxes will be completely removed from your files, making it unreadable and unsearchable.
• 'Preview' mode: Areas marked for redaction will have translucent, 'preview' redaction boxes placed on them. Information covered will be viewable and searchable for, in the final produced files.

Redaction box color

Select the color you want your redaction boxes to be when placed on your documents. This color choice will also affect the color of 'preview' redaction boxes.

NOTE:

• The term 'Preview' is used to denote that usually such 'preview' productions are created for internal review before 'final' productions (with regular redactions) are made to send to external counsel.

• Native files will not have any redactions placed on them.

• GoldFynch treats redaction boxes and full-page redactions the same way, and all options selected will apply to both.

Find more about redaction modes and redaction box colors here.

Step 8. Bates numbering options

• Enter the starting number of your Bates Numbering if you wish to assign one, along with a prefix if you want one added before the number.

• Click on the OK button.

Step 9. File naming options

If you selected the Native or Document-based PDFs output formats without load files, you will be able to select the naming of files in your production:

• Bates numbers (e.g. "ABC_001.pdf")
• Original file names (conflicts will be resolved by appending a count after the file like "file (1).pdf")
• Original file names prefixed with their bates numbers (e.g. "ABC_001 - file (1).pdf")

After selecting a file naming option (or if you are not given a choice depending on the output format you selected) click on the OK button.

Selecting the right file naming option helps you to download files with their original names. Click here to see how

Step 10. Final review and submitting your production

GoldFynch gives you a summary of your production for you to review. It lists all the file types and tags in the production, the ones you have selected to be produced in the native format, and the ones that can only be produced in their native format (along with the reasons why)

Click on the magnifying glass next to any of the items on the lists to load all relevant items as a list in the 'Search' view. The files for which warning messages have been displayed can also be viewed by clicking on the magnifying glass against the warning message.

When you are done setting up your production, click on the Produce button

You will receive a notification that the production request has successfully been placed.

Warnings

Along with the production summary that GoldFynch displays, it also presents warnings for potential points of note in the production. Some of the common warnings/errors are:

• Archives: If there are any archives like zip files or zipped production files detected in the selected file set in their native form, you will be notified. You can quickly exclude such files by clicking on the Exclude Archives button that appears

• Email Collections: If there are any email collections (.PST and .MBOX) in the selected file set, you will be notified. You can quickly exclude such files by clicking on the Exclude Email Collections button that appears

• File not processed: In case there are any files in the selected file set that are still being processed you will be notified. If you go ahead with the production these files will be produced in their native form

• Malware threat mitigation: You will be informed if any files in the selected file set have some malware associated with it

• Privileged Tags: It is common for privileged files to be omitted from productions. Because of this, GoldFynch will inform you if it detects any files with tags that have a 'privileged' status

• Redactions on natives: It is common practice for documents with redactions to be produced either in TIFF or PDF format. In case, such documents are also be produced in their native form then you will be notified

Note: GoldFynch lets you produce your documents even if there are errors or warnings. A warning is also displayed in case the preview mode has been selected for redactions

Tracking production status and downloading completed productions

GoldFynch queues the production and gets to work on it. To track the process, or to view any completed productions, click on the Requested Productions tab of the 'Productions' view.

Click on the 'Completed' header text to sort by completion date. The completed status for your production will change from "in-progress" to the completion date once the production is completed.

A warning icon will be present next to the production name if the production was submitted despite having errors or warnings. If you mouse over the warning icon you will be able to view all the warnings or errors associated with the production.

Once the production has finished processing and becomes available, click on the ... button against the production's name and then click on the Download Production option in the popup menu to download the final production as a zip file.

You can also sort these productions by their names, dates submitted, Bates number ranges, and sizes. To sort productions by a category, click on the text of a header category that you want to sort by.

Other production features

Production Wizards in progress (saving and loading while producing)

While entering details for a production, you can save the current state by clicking on the Save and Close button at the bottom of the screen. This will allow you to pick up where you left off at any point in the future.

The Production Wizard tab of the 'Productions' view lists these productions that require additional inputs from you. The current step of production is also listed.

• To continue working on a production click on the play icon against it.
• To delete an in-progress production click on the trashcan icon against it.

Downloading Production Load Files

GoldFynch lets you download just the production load file without having to download the entire production. Click here to learn how.

Downloading Files and Productions with their Original File Names

Goldfynch gives you the ability to download files from your case in bulk along with their original file names. You can also prefix Bates numbers to the original file names before downloading them

Click here to learn how to download files and productions with their original file names

Sharing productions

GoldFynch allows you to share productions directly through its interface, making it extremely simple to hand them over to opposing counsel. Only the final ZIP file of the production is made available to the receiving parties.

Click here to learn how to share your productions

Delete production

You can easily delete productions when they are no longer needed from the Production view. Click here to learn how.

Production Parameter Summaries

Goldfynch lets you view the parameters used in the creation of your productions once you have submitted them.

Click here to learn how

Custom productions

If you need help to set up a custom production, make use of GoldFynch's Custom Production Help add-on service by clicking on the Request Help button

Production logs

With every production, GoldFynch generates a log of information about its files to help cross-reference them. The logs also contain information on which files are in their native state, whether they have any redactions, etc.

Click here for information about production logs

Setting up custom Control Parameter profiles for load files

It is possible to generate Concordance/Relativity-style load file formats with GoldFynch using preset or even custom parameters.

Click here to learn how