Docs - Upload, Edit and Delete

Docs - Upload, Edit and Delete

Overview

Safari is easy to use for uploading documents: 
  1. Very large file size:  You can upload documents as large as 50GB.
  2. 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, but you have a limit of 5,000 documents per individual matter.  If you need to upload more than 5,000 documents in a single matter, combine them in one or more zip files (see “Zipping Documents to Streamline Uploads” below).
  3. All file types:  You can upload and deliver any file type (including movies, audio files, zip files, docx files, etc.).
  4. Speed:  Safari has built one of the fastest tools for uploading documents.
Collections Workflows - Safari also simplifies workflows when gathering categories of documents in response to subpoenas or document requests (called "collections").  Safari makes it easy for a Reviewer to designate one or more users responsible for gathering the documents and uploading them into Safari.  To learn more, see Docs - Uploaders and Collections Workflow.

Upload

ZIP DOCUMENTS IF MORE THAN 500 IN A MATTER: If you’re uploading more than 500 documents at a time, zipping them and organizing them in folders not only streamlines the process, but it helps you use them more easily when presenting that many files to the requester.  Organize them in a way that helps you most (e.g., grouping by Subject, Year or Month) to track which files you’ve collected for the response.  Need a hand?  Please see “Zipping Documents to Streamline Uploads” below. 
UPLOADER ROLE:  When responding to subpoenas and document requests, some companies have users that are specifically responsible for finding and gathering responsive documents.  The person may have a title of records custodian or be someone responsible for a certain type of documents.  Rather than having the document retriever copy documents onto a network drive or OneDrive, you can create them as an "Uploader" in Safari.  This system role is specifically designed for this workflow.  To learn more, see Docs - Uploaders and Collections Workflow.

Adding Documents

Click the +NEW button in a folder and select the method for adding:
  1. Upload:  Select one or more documents from your computer or network to upload.
  2. Paste Image:  If you have captured a screenshot to your clipboard, you can paste the image directly as a document.  Also, you can paste the image by simply clicking "ctrl-v".
  3. Document (from template):  This allows you to create a document from a template.  If you don't see any templates listed, that is because your Owner or Admin has not created any templates for that folder.

Drag-and-Drop:  Within each folder, the table header and immediately below it is a drop zone.  You can drag one or multiple documents directly into this zone and it will upload.


Uploading Multiple Documents - Progress Window and Failures

When uploading multiple documents simultaneously, Safari shows the total file size and an overall progress bar.  To check the status of each file, click on the "Show Details" link.  Failed uploads are highlighted in red:


Edit

You cannot edit the content of a document once it's been uploaded, but you can edit the document name as follows: 
  1. Click on the document name to open the viewer.
  2. The document name at the top of the viewer is editable. You can change the document name up to 150 characters.  Note that each document name in a folder must be unique.
  3. Click  SAVE  to change the document name.
NOTE:  These document names are not editable:
  1. Pre-configured invoices
  2. Any document in the portal
  3. Documents for which the portal has closed

Zipping Documents to Streamline Uploads

Overview

Issue: Managing thousands of files in one list is challenging.  While Safari places no limit on the data you can upload to a matter or place in a delivery portal (e.g., you can upload 15 files, each 10GB, totaling 150GB in a matter), for over 500 documents in a matter, we advise zipping for better organization and easier handling.  Note: you can't upload more than 5,000 documents into one matter.

Solution:  For uploading large quantities (e.g., over 500 documents), compress them into a one or more zip files before uploading.  Zip files can be up to 50GB.  To help you keep track of the number of documents in a matter, Safari supplies a banner prompt whenever you've uploaded more than 500 documents in a matter.


Approaching the 5,000 limit in a matter? Time to zip and organize things.

If you still have the files on a local computer:
  1. Zip the files on your computer into one zip file
    1. If you have documents in folders, create a zip file for each folder
  2. In Safari:
    1. Select all documents by clicking on the Select All checkbox
    2. Choose Bulk Actions | Delete
    3. Click  SAVE 
    4. If you have documents stored in folders, repeat for each of those folders
    5. Upload the zip file(s)
    6. Click  SAVE 
If you do NOT have the files on a local computer:
  1. In Safari:
    1. Select all documents by clicking on the Select All checkbox
    2. Choose Bulk Actions | Download
    3. Click  SAVE 
    4. If you have documents stored in folders, repeat for each of those folders
  2. Zip the files you've just downloaded into one zip file
    1. If you have documents in folders, create a zip file for each folder
  3. In Safari:
    1. Select all documents by clicking on the Select All checkbox
    2. Choose Bulk Actions | Delete
    3. Click  SAVE 
    4. If you have documents stored in folders, repeat for each of those folders
    5. Upload the zip file(s)
    6. Click  SAVE 

Delete 

You can delete a file using the ellipsis (...) in the far-right column or using the Bulk Actions button.   

Recovering Deleted Files

Once you click SAVE, the file is deleted and can't be recovered.  If you accidentally select a document to be deleted and haven't yet clicked SAVE, then you can undo the action by using the ellipsis (...) in the far-right column or using the Bulk Actions button.   

Auto-Deletion

Safari has a feature to allow your Coordinator to schedule documents to be deleted automatically after a specified number of days (or years) after a matter is closed.  To learn more information, see Setup - Document Auto-Deletion Feature.

Is there a question we haven't answered?  Please send it to us at support@safarilaw.com.​


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