Lexbe Repository+ Web-Based Transcript Repository

Quick Start Guide for Court Reporters

January 2010 © Lexbe.com 2010

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Contents

Introduction .................................................................................................................................................. 2

Logging-in ...................................................................................................................................................... 3

Selecting a Case............................................................................................................................................. 3

Creating Case Folders .................................................................................................................................... 4

Uploading Documents .................................................................................................................................. 4

Browsing Documents .................................................................................................................................... 5

Showing Columns ...................................................................................................................................... 5

Navigating Folders .................................................................................................................................... 6

Editing a Single File’s Attributes ................................................................................................................ 6

Editing Multiple Files at a Time ................................................................................................................. 6

Viewing Documents ...................................................................................................................................... 7

Opening a Document to View ................................................................................................................... 7

Sending Document Links to Others........................................................................................................... 7

Editing Document Attributes .................................................................................................................... 7

Supported File Types ................................................................................................................................. 8

Adding New Cases and Users ........................................................................................................................ 8

Creating Calendar Events .............................................................................................................................. 8

Downloading from the Repository ................................................................................................................ 8

Export Files to Briefcase ............................................................................................................................ 8

Download a Single File at a Time .............................................................................................................. 9

Branding, Web-Site integration and Partner Program Documents .............................................................. 9

Branding .................................................................................................................................................... 9

Web Site Integration ................................................................................................................................. 9

Court Reporter Partner Program .............................................................................................................. 9

More Help ................................................................................................................................................... 10

Introduction Lexbe Repository+ is a fully-featured deposition and transcript repository service designed for

court reporters and their attorney and paralegal clients. Benefits include ease-of use, full

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security, and extensive document management features for attorneys and paralegals viewing

the repository. Repository+ is described here.

More than a simple repository, Lexbe Repository+ provides easy and powerful upload, free

Optical Character Recognition (OCR) of PDF documents, a calendar, and more. Attorneys and

paralegals using the system can of course download transcripts and exhibits, but can also

access a sophisticated, but easy-to-use full-text search engine, summarize depositions, use a

fact and issue timeliner, tag and organize documents, create and track notes, and much more.

Lexbe is also highly secure, hosted from a limited access locked-down data center with nightly

backups to another secure datacenter in a different part of the country. Access to documents

in the Repository is through SSL encryption, the same technology used by financial institutions

for account access. Lexbe is completely web-based and supports both Windows and Mac-

based users.

Logging-in To Log-in to Lexbe, click on the login

link at the top-right of the main page

(Lexbe.com), or directly here. The

User Name should be your email

address. You can change password

on the home/dashboard page under

the tab (Management> Change

Password). If you forget your login

information, click the Recover

Password link and an email will be

sent to your login email address containing a new password. Do not attempt to guess your

password more than four times or you will be locked out of the system (for security purposes)

and will need to contact customer support to reset.

Selecting a Case After logging in, you will see the home or dashboard page. On this screen, the working case can

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be selected. Users are set up to have access to only specified cases. To choose which case you

would like to work with, click the select button next to each case’s name. This will change the

current case and take you to the browse documents page. Alternatively, you can select the

case from a ‘Change Case’ drop down menu. Your working case is always displayed on the top

of every page in Lexbe.

Creating Case Folders You will usually want to create and place each transcript and its exhibits in a separate folder

named after each witness. Folders should be set-up before you start the upload process under

the tab (Management>Manage Folders), so they will be available at upload.

An exception is that a Zip file upload will automatically create and assign documents to folders,

as discussed in the next section. In the Manage Folders section you can also perform other

folder-associated functions such as moving documents between folders, renaming folders, and

deleting folders.

Uploading Documents You can upload documents to a case by selecting (Case>Upload Case Documents) from the top

menu, and clicking on the ‘Upload’ button on the left of the screen. The first time you do this,

you may be prompted to download a small cross-platform Microsoft program (works for

Microsoft and Apple operating systems) called Silverlight. Once

Silverlight is installed you can upload files by clicking on the Upload

button on the upper left of the page. A new window will appear.

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Prior to Adding Files, you should set the destination folder on the left hand link. Upload options

include multiple file selection and upload, optical character recognition (OCR) of most PDF files,

and resumption of disrupted uploads. Once files are uploaded you can view or edit from the

Add Case Documents page as well.

Please note that only Court Reporters can upload documents to Lexbe Repository+ and

documents are limited to transcripts and associated exhibits. Attorneys and paralegals are not

allowed to upload documents to the repository without purchasing a separate Lexbe Online

license, which starts at $99/month and is described here.

Browsing Documents The Browse View (top menu) shows all documents in a

tabular format.

Showing Columns

To customize the columns that display, select ‘Show

Columns’ from the left side of the page and check the

desired columns:

This is a one-time step per user and will not need to be

redone each session. Useful columns include Date,

Extension, Size, Folder and Date Uploaded, but many

more (including custom fields) are available.

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Once columns are selected, you can see all the documents of the case listed on the page with

information about the documents displayed in the selected columns.

Once your columns are set up you will see a table with all documents and the data in column

you have selected. Each column is sortable.

Navigating Folders

Folder contents can be found by clicking Folder Quick Links on the left side of the Browse

screen. This feature allows you to navigate up and down

the levels of folders. Clicking on the folder will expose the

next level down of subfolders and quickly let you narrow

down to find a target document, if you know where it is.

The up folder button at the top of the list of folders will

take you up one level.

Editing a Single File’s Attributes

To modify file attributes from the Browse page, click the edit button next to the appropriate

file. From the edit screen you can change a file’s ‘Title’ to

change the name of the file, change the date, folder, or other

attributes. When finished updating the file, press update to

confirm the changes, and return to the browse page.

Editing Multiple Files at a Time

You can also edit the attributes of multiple files at a time

using the ‘Multi-Doc Edit’ function. From the browse screen,

select the files you wish to edit with the checkboxes to the

left of the file. Then open the multi doc edit tab near the

bottom of the left side panel to change properties for all the

files selected. Use the dropdown box to select Folders. A

pop-up box will appear with a list of folders, select the new

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location, and press one of the update choices (update all or update selected documents).

Viewing Documents

Opening a Document to View

To view a document in Lexbe, click the edit button next to the appropriate file. The Document

will then load in the Document Viewer in a new tab or window.

PDF files are viewable in the familiar Acrobat viewer embedded in Lexbe. Most other file types

are viewable as graphics or as an HTML rendition (e.g., of MS Office Documents).

Sending Document Links to Others

At the top of every document in the document viewer is a unique URL in a form like this:

You can copy and paste this address into an email and send it to anyone who has access to the

case where this document can be found. When the receiver clicks on the link, the document

will open in Lexbe (after log-in). Sharing documents this way is more secure than sending

attachments and allows avoids the attachment size limitations of email systems. Also, sending

of document links facilitates sharing of notes, facts and other metadata associated with the

document in Lexbe. If someone unauthorized were to obtain this link somehow they could not

view the document in Lexbe because they could not log into the applicable case.

Editing Document Attributes

Document attributes can be edited in four tabs in the right of the viewer. The most important

attribute for the Court Reporter will be the document title, date and folder, all in the Doc tab.

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Supported File Types

Lexbe supports hundreds of commonly used file formats for online viewing and searching,

detailed here. Any document file type can be uploaded to the repository and then downloaded

by the user for local viewing using a specific application, if not supported by Lexbe for online

viewing.

Please note that RealLegal’s PTX format transcripts can be uploaded to Lexbe (and downloaded

by attorneys and paralegals), but not viewed online. If you wish to view PTX transcripts online

they should be converted to PDF first. This can be done easily by printing to PDF from

RealLegal’s free PTX viewer using Adobe Acrobat Pro, or one of the many inexpensive or free

PDF print drivers like A-PDF Creator (low-cost) or PDF995 (free).

Adding New Cases and Users To add a case, go to Lexbe Support (lexbesupport.com) and create a ticket. In the request

ticket, make sure to include the requested name of the case, as well as the names and email

addresses of all people who will have access to the new case. Lexbe will respond within four

business hours unless you mark the ticket as ‘Critical’, in which case your request will be

handled ASAP. Lexbe also on request will set up unused cases in your account (e.g., named

‘Unused Case 1’, etc.) that you can rename (Case>Case Details>Edit) and start using anytime.

Creating Calendar Events Lexbe includes a shared case calendar (Case>Case Calendar) that can be used to track

scheduled depositions. Lexbe also includes a view with all calendar events from all cases to

which a user has access shown at once (Home>Multi-Case Calendar).

Downloading from the Repository

Export Files to Briefcase

Exporting files to the briefcase allows the user to copy some or all documents from a case onto

a local computer. To access this function click on ‘Export to Briefcase’ from the Browse or

Search screens.

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You can download all documents from a case, the documents showing on a page, or documents

selected by checkbox. In any case, the chosen documents will placed in a Zip file and can be

downloaded to a location on your local computer for further use.

Download a Single File at a Time

A single PDF file can be downloaded and

saved by opening the file in the Document

Viewer and clicking on the ‘save’ icon from

the embedded Acrobat viewer.

Single files of any file type can also be

downloaded by selecting ‘Download’ from the right side of the Document Viewer.

Branding, Web-Site integration and Partner Program Documents

Branding

On request, Lexbe will take your court reporter logo, and have it appear at the top of each page

of the repository, followed by ‘powered by Lexbe’, to help brand your service with your

customers. Please contact customer service to set up.

Web Site Integration

Lexbe Repository+ can be set up to run and log-in from a page on your web site (no charge).

Please contact customer service to set up.

Court Reporter Partner Program

Lexbe offers a Partner Program to court reporters and other industry professionals. If

interested, contact us at partners@lexbe.com.

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More Help More detailed page-specific help is included on each page within Lexbe (upper right), and is also

available here. Feel free to send us specific questions by opening a ticket at LexbeSupport.com.