Docs - Uploader and Collections Workflow

Docs - Uploader and Collections Workflow

Overview

Safari simplifies the workflow when gathering documents or categories of documents in response to subpoenas or document requests (called "collections").  The system initially stores documents in the Collections folder.  Once there, you can review them, and then if appropriate, move them into the Response folder for delivery.

What's more, Safari makes it easy for you to work with individuals within companies who are responsible for gathering documents or a certain collection of documents.  You must create these individuals as a user in Safari with a system permission of Uploader, which gives them a simplified interface for uploading documents into the Collections folder for a matter as part of the collections workflow.  

Uploader Role

Uploader Resources

  1. Uploader Quick Reference Guide -- see Getting Started Guides and Videos
  2. Uploader Instructions Video -- see Getting Started Guides and Videos

Setting Up Uploader Users

Owners or Admins can create a user as an Uploader in system Setup:
  1. Click on Setup on the left
  2. Click User Management
  3. Create a new user or edit an existing user
  4. In the "Administrative" section, change permissions to "Uploader"
Permission Limitations of Uploaders
Uploaders have the following limitations in which they can:
  1. View but not edit the matter information
  2. Upload documents to the Collections folder
  3. View documents (1) in the Served folder and (2) saved by the Uploader in the Collections folder, but cannot view any documents saved by other users
    1. Other than the Served folder and the Collections folder, the Uploader cannot see any other folder
  4. View notes made by Uploader or in which the Uploader was @mentioned
  5. View and access document in the Library

Uploader Workflow

Below is workflow summary of a collections workflow with an Uploader:
  1. The Reviewer identifies a person who is responsible for gathering documents they must provide in response to a subpoena or document request.
  2. The Reviewer adds the responsible Uploader as a Participant in the matter AND sends a note via @ mention explaining the collection request.

  1. The Uploader receives an email with the note, including a link in the email to the matter.
  2. The Uploader adds the response documents to the Collections folder for the matter.
    1. The Uploader can see only the Served folder and the Collections folder.
    2. The Uploader can see only the documents that they add.  The Uploader cannot see documents other users add.
  3. When the Uploader is finished, they send an @ mention note back to the Reviewer indicating the collection is complete.

Collections Workflow

Below is a summary of how Safari supports a collections workflow when you respond to subpoenas or document requests. 
  1. Identify the sources of responsive documents, such as computers, servers, email systems, cloud storage accounts, and social media accounts.
  2. Collect the responsive documents and upload them into the Collections folder in the applicable matter in Safari.  One or more users might complete the collection (see above for creating Uploader users).
  3. Review the documents to determine which you should include in your final production.  If you need others to review the documents, you can add them as a participant and send them instructions via a Note (using the @Mention functionality to send an email).  
    1. Some companies add their outside counsel as users, so you can add them as a participant to review the documents.  By having all the documents in the Collections folder for the review, you have everything in one place and a complete audit record.
  4. Move any documents you should included in the delivery from the Collections folder to the Response folder. 
  5. Deliver the documents in the Response folder using Safari's SecureShare portal. 
Is there a question we haven't answered?  Please send it to us at support@safarilaw.com.

    • Related Articles

    • Docs - Upload, Edit and Delete

      Overview Safari is easy to use for uploading documents: Very large file size: You can upload documents as large as 50GB. No limit on number (but max of 5,000 in a matter): You can upload and store an unlimited number of documents at no extra cost, ...

    • Docs - Folders and Subfolders

      This help page contains information about folders, subfolders, subfolder groups, and folder alerts. Overview Safari's view of a matter allows you to see data on the left while also viewing documents on the right. Safari organizes documents for you ...

    • Workflow - Notes

      OVERVIEW VIDEO TUTORIAL - Notes (3 mins) Notes are a convenient workflow tool you can use in many situations. If you're the Reviewer, use notes to remind yourself of a detail, or something you need to do. Also use notes to communicate with other ...

    • Docs - Bulk Actions

      Overview Within each folder, you can select multiple documents and then choose one of the following bulk actions: download, move, or delete. For any bulk action, you must click SAVE to complete the action. You can also complete for an individual ...

    • Docs - Network Error Troubleshooting

      Sometimes users will experience an error uploading a file similar to the image above. If that occurs, please do the following to troubleshoot: Whitelist Safarilaw.com, Safarisop.com, secure-share.com, and serveport.com. Download the instruction guide ...