View and Manage Custodians in Project Data

Project Data > Custodians

Requires Custodians - View Permissions for viewing,
Custodians - Add/Edit Permissions for New Custodian or Edit, and
Custodians - Delete Permissions for Delete

The Custodians summary provides information about all defined Custodians in the Project and enables you to perform actions such as filtering the list of Custodians and manage Custodian assignment.

A document can only belong to one Custodian. Save operations to a selected Custodian enable you to specify or change the assignment of a document to a Custodian.

Your Project supports the following types of Custodian views:

Unassigned Custodian View— Documents that are not assigned to any Custodian in your Project are part of the Unassigned Custodian view. This view allows you to manage the pool of documents not currently assigned to any Custodian in the Project. You cannot delete this type of Custodian view. For example, you may decide to remove selected documents from an explicitly created Custodian view because those documents are really not associated with that Custodian. The documents remain in the Project; they are just moved to the Unassigned Custodian view.
Explicitly Created Custodian Views — These are named Custodians explicitly added to the Project. Once you have the Custodian views you want, you can save documents to a selected Custodian view to control the Custodian assignment. See Add Custodian for the Custodian naming rules.
Auto-generated Custodian Views — Each Custodian created automatically as part of the import process (if the Project Index Settings are set up to import staged Custodian data). Auto-generated Custodians use the staging to make the initial Custodian assignment, but you can change this by saving documents to another Custodian view or to the Unassigned Custodian.

Note: From a document list of any view, you can use the Add to option from the documents list toolbar to add documents to a Custodian. A given document can only belong to one Custodian.

For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.

Custodian Summary

This summary table provides key Custodian information, as follows:

Note: The Unassigned Custodian is always listed first, but you can sort other entries by Priority (default sort column), Custodian Name, Date Created, or Documents. The default sort column is initially highlighted for you. In addition, an arrow before the column name indicates whether the sort is in ascending or descending order. For the Custodian Summary, entries other than Unassigned observe the default sort column of Priority in ascending order and then alphabetical within a given priority. If all Custodians have a priority of None, they will appear in alphabetical order under the Unassigned Custodian (in the summary and in the Navigation Tree). If you change the sort column, the current sort column is highlighted for you with the appropriate ascending or descending order. The sort is maintained until you change the sort again or leave the Project.

Custodian Name — The name assigned to a Custodian. This is either Unassigned (identified by the icon), the name you assigned when you created a Custodian, or a name that was automatically assigned at import for an auto-generated Custodian (based on a Custodian Directory Location). Added or auto-generated Custodians are identified by the icon. See New Custodian for the Custodian naming rules. You can click a given Custodian name (shown in blue to indicate it is a hyperlink) to open that Custodian view. You can also double-click in the row to open that Custodian view.

Filter text box – You can use the Filter text box under the Custodian Name column. (The icon indicates that filtering is available.) Using the Filter box enables you to pinpoint the items you want to work with based on a Filter term search containing one or more characters you enter. You can explicitly apply a filter by typing one or more characters in the text box and clicking Enter (the return key). If you type one or more characters in the text box, the software will automatically apply the filter for you, and the text box changes to a yellow background color. For any applied filter, you can then clear the filter by removing the text in the box and clicking Enter, by removing the text from the box, or by clicking the that appears at the far right of the Filter box. Clearing a filter restores the list to its original state. (Note that any column with a Filter text box cannot be moved.) In this release, any filtering performed will retain the Unassigned Custodian entry, since that must always appear.
In this release, any filtering performed does not retain the Unassigned Custodian unless the filter itself includes matching characters.
Description — The description assigned to a Custodian. If this is an Custodian discovered at import using the Custodian Directory Location, the description field will say Auto created Custodian. For the Unassigned Custodian, the description is Unassigned Custodian created for the Project.
Priority (sort column after Unassigned entry and then by Custodian Name) — The Priority value set for a Custodian (None (the default), or a value in the range 1-999, 1 being the highest priority. Custodian Priority values can be used to influence export deduplication and reporting as long as the Project is set to use Global Deduplication (the default), and the Case does not have Survivorship Model queries that establish export dedupe priority using queries. If you establish Custodian Priority value, when performing deduplication, the Custodian with the highest priority in each duplicate group will serve as the master Custodian and have the master duplicate for export and reporting. Custodian Priority values do not have to be unique (that is, multiple Custodians can have the same Priority value). Note that the Priority value is not considered if the Project uses Custodial deduplication, or if the Project has Survivorship Model queries.
Documents — The number of documents currently assigned to a given Custodian or the Unassigned Custodian.
Date Created — The date (full timestamp) on which the Custodian was created (for example, 2018-09-05 10:13:13).

New and Selected Custodian Options

To add a new Custodian, use the New Custodian option. You can select this option from the summary or by right-clicking on Custodians in the tree. When you create a Custodian, a view for that Custodian is added to the Project under Custodians and appears under Project Data.

For a selected Custodian in the Summary, right-click the Custodian or click the ellipses at the far right to see a menu with the following options, as long as you have permissions to perform those actions (actions that are not permitted will be grayed out, such as actions that do not apply to empty, 0 count, views):

Add Tags... – Launches the Tag dialog, from which you can select Tags to apply. You can also create a Tag and use it right away.
Remove Tags... – Launches the Tag dialog, from which you can select Tags to remove.
Add to... – Enables you to add documents to a selected Custodian, MediaID, Batch, or Folder view in Project Data based on permissions. For more information, see Add to or Remove Documents from Select Project Data Views. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.
Remove from... — Removes documents from the selected Custodian, MediaID, Batch, or Folder view in Project Data based on permissions. The documents are still available within the Project, they just no longer reside within that view. Removing documents from a given named Custodian (or MediaID or Batch) automatically reassigns the documents to the Unassigned view of that type. (Removing documents from an Unassigned view is not permitted; if you want to assign documents from Unassigned to another view such as a Custodian, perform an Add to operation to the appropriate view. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.)

Find Exact Duplicates – Enables you to search the view for Exact Duplicates. An exact duplicate would have the same file MD5 value.
Find Content Duplicates – Enables you to search the view for Content Duplicates. A content duplicate has the same content and content MD5 value.
Calculate Word List – Calculates the Word List for the view. You cannot issue this command while the Word List is being generated.
View Word List... – Enables you to view the calculated Word List for the view. As long as the Word List for this view has been generated, this option enables you to view the calculated Word List for the view. This option will be disabled until you calculate the Word List.
Create Manifest... – Launches the Create Manifest dialog, from which you can generate a CSV or XML manifest of a view, using either the current fields or all fields. From the Work Basket task for the manifest generation, you can then right-click and select Download to download the file to a destination local to your computer. Users with permissions can also save the manifest to a server location. For download of a large manifest file (over 200 MB), the software places the manifest in a ZIP file, which you can then unzip. Note that this process can take time.
Create Comparison... – Launches the Create Comparison dialog, from which you can set up a Comparison of two sets of data or views in the Navigation Tree so that you can see how much content is in both, or just in one of the sets versus the other.
Create Sample... – Launches the Create Sample dialog, from which you can set up a Sample view of data based on certain criteria.

Download All as PDFs — Enables you to download all documents in the view as PDFs to your local environment so that you can view the documents in PDF format. When you select this operation, you can select the Stamp Document Number option if you want to include a stamp with the document number (docnum) on the bottom right of each page in the PDF. Note that this operation will also show a Warning popup that states the following: You are attempting to download all documents in this list as PDFs. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the PDFs directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectname>_PDFs.zip. An information popup indicates that the PDFs are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that certain file types are ignored for PDF generation, including any selected directory folders not removed from your Project during setup by your administrator, disk images, file archives, mail archives, empty files, and files for which the native is not available. A WARNING_DETAILS_REPORT.csv file identifying the files that were skipped or failed PDF generation can be downloaded from the appropriate PDF-related Work Basket task. A See About Downloading Documents as PDFs and Natives for more information.
Download All Natives — Enables you to download all documents in the view to your local environment so that you can view the documents in their native format. You will see a Warning popup that states the following: You are attempting to download all natives in this list. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the natives directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectname>_Documents.zip. An information popup indicates that the documents are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that any directory folders are ignored for the download. A WARNING_DETAILS_REPORT.csv file identifies any native files that were not downloaded. See About Downloading Documents as PDFs and Natives for more information.
Add Family – Adds an missing family members to the view.
Edit... – Launches the Edit Custodian dialog, from which you can edit Custodian information for a selected Custodian you created (for example, the name of a Custodian you created). You cannot edit information for the Unassigned Custodian view.
Delete – Click this to remove an existing Custodian (other than the Unassigned Custodian) and all document associations to that Custodian from the Project. You are asked to verify the removal of the Custodian. Note that this does not remove the documents from the Project; just from the assignment to the Custodian. If the documents are not assigned to any other Custodian, they would then be considered Non-Custodial data and you can view them in the Unassigned Custodian view.

Page Controls

For multipage lists, you can select a page to display. By default, a given page will display 100 items.

The paging area shows a range and enables you to enter the page number in the box or use the appropriate arrows to navigate.

You can perform an immediate refresh by clicking the icon on the Page Control bar.