What is an Overlay?
An overlay is a process of updating and/or replacing metadata, images, natives, or text on existing documents.
When should Overlays be applied?
You received documents with poor quality images or text, you can now request an overlay and add them to Logikcull without losing work product. Logikcull will re-index the overlaid text automatically.
You received natives and placeholder images. Now you can re-image the natives in Logikcull and create your own overlay to replace the placeholders.
You received documents but realize some of the metadata is missing. You can now request a supplemental delivery of just the metadata and add it to Logikcull.
What can't be overlaid?
Tags can be imported as metadata but will not populate as tags.
Notes can be imported as metadata but will not populate as notes.
Comments can be imported as metadata but will not populate as comments.
Custodians cannot be overlaid to Logikcull's custodian field, but can be imported as new as a searchable field.
Step by Step Instructions
The option to do an overlay is available in the Uploads tab of your projects, under the Create a new... menu. Select Overlay Upload from the menu options.
2. Select what's being overlaid with new data [Load File, Natives, Images Text]
⚠️ NOTE: Load files are a must! If you're overlaying the Native File Link or Text link, you will need to check "Natives" and/or "Text" accordingly. Already have OCR text files? It is advisable to NOT select the OCR option)
Tip: Select the checkboxes for anything you plan on replacing (Example: If you are trying to overlay an image, the Image option should be selected)
3. Drag-and-drop the updated overlay load file. If images are being overlaid, drag-and-drop the updated OPT file. An OPT may not be required if images are multipage and named as the cross-reference index in the load file (usually Beg Bates).
4. Select the “Overlay Cross-Reference Number” and then map only the field(s) that are being overlaid with new data. Any metadata that isn't being overlaid can be ignored (Do not import).
What is an Overlay Cross-reference number? It is a field that Logikcull uses as a reference to locate the document(s) for which the overlay needs to be applied.
⚠️ Beg Bates and Logikcull ID are currently the only two fields accepted as overlay cross-reference number).
5. Once the fields have been mapped, you can name your overlay. Then, drag-and-drop the zip folder with any files associated with the overlay.
Overlaying Family Relationships
If opposing counsel sends you missing attachments after you have already uploaded documents into Logikcull for review, you can link these documents together as a family. It is possible to create a new family relationship between existing documents in your project, as long as they are both standalone documents. You cannot change the existing family relationship between documents.
i.e. if Doc A is a child of Doc B, you cannot change it to be a child of Doc C.
However, if Doc A and Doc B are standalone documents, you can create a new family relationship between them via overlays.
Overlays update metadata for existing documents. If only the parent exists, and not the child, ensure you first upload the child documents (e.g attachments) into Logikcull before proceeding with the overlay.
Recommended workflow: Identify the documents that are to be associated together in a family, tagging both the proposed parent and proposed child documents. Using the 4 step download flow, or the CSV download tool, export the relevant metadata that needs to be overlaid - you must include the Logikcull ID or imported bates numbers (the cross-reference numbers) and the Family ID field. Give your child documents the same family ID as the parent, and then proceed with your overlay.
Troubleshooting
Resolving "Missing image/native/text" Data Volume Warnings in Database Uploads
The vast majority of these errors are caused by misalignment between the relative file path reported in a load file and the actual location of those documents in the volume.
When zipping up your volume, make sure that the folder structure in the volume matches the file path in the load file for your natives and text files exactly.
Please note that the Error log provides the first instance of the error. The number to the right of the sample error, in the "occurrences" column, indicates how many times that particular class of error occur in the upload.
Use the error report to verify the expected file path. The Error Report might show errors like this:
(warning) Line 2: Missing text file for PROD00000001: VOL001\TEXT\PROD00000001.txt
(warning) Line 1: Missing image file for PROD00000001: PROD00000001.pdf
(warning) Line 3: Missing text file for PROD00000002: VOL001\TEXT\PROD00000002.txt(
warning) Line 2: Missing image file for PROD00000002: PROD00000002.pdf
Using the error report can be handy here since it will point to specific lines where the files are missing.
For example, this sample excerpt indicates that VOL001\TEXT\PROD00000003.txt and its corresponding corresponding PROD00000003.pdf is missing.
(warning) Line 4: Missing text file for PROD00000003: VOL001\TEXT\PROD00000003.txt
(warning) Line 3: Missing image file for PROD00000003: PROD00000003.pdf
Using the indicated file path, navigate to your extracted zip and ensure that these files are located within.
If the indicated file is missing from its folder, Logikcull will throw the above errors.
This fix would necessitate going back to the producing party and requesting the missing documents, and an updated load file.
Checking the Native/Text file path in CSV/DAT load file:
Assuming the files are located in their correct folder, and are accounted for, the next step would be to ensure that your zip file structure matches up with the expected file structure in the load file.
For example, if the database volume directory leading to a Native File is structured like this:
The Native File Link in your load file needs to mirror that structure, with the same folders and subfolders leading to the file, like this:
⚠️ Be careful to make sure the top-level zip folder is not included in the directory.
Checking the image file path in OPT/LFP:
The same rule goes for your Image files, respectively; although your Image file links will be located in an image load file (OPT or LFP).
You should ensure that your zip file has this same expected structure when uploading to Logikcull.
For example, the first folder you would want to see in your zip would be a folder called “VOL001” if you had a structure similar to that one.
Ensuring that your zip file has an identical structure to the one specified in your load file will clear the errors in the upload.
Downloading validation error reports
At certain stages of your database upload, you may encounter validation errors. To help with troubleshooting, you may download those errors to your computer. Just click "Download error report" on the screen where the error is presented to you:
💡 Click here 🔗 for a detailed load file troubleshooting guide.