Technicolor - Thomson West Case Notebook manual

V e r s i o n 1 . 0 a n d V e r s i o n 1 . 1 W e s t C a s e N o t e b o o k U s e r G u i d e February 2009[...]

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West Case Notebook TM User Guide Version 1.0 and Version 1.1 February 2009[...]

W est Customer Service West Case Notebook Technical Assist ance (a vailable 24 hours a day) If you have general or technical questions about W est Case No tebook, call W est Case Notebook Customer T echnical Support at 1-800-290-9378 or send an e-mail message to wes t.livenote@t homson.com . Billing and Account Assistance For billing and account as[...]

i Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 System Requirement s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 West Case Noteb ook . . . . . . . . . . . . .[...]

ii Opening an Existing Documen t . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 9 Deleting a D ocument . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Closing a D ocument . . . . . . . . . . . . . . . . . . . . . . . . . . . [...]

iii Transferring Anno tations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Sending Anno tations to In stant Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Editing Annota tions . . . . . . . . . . . . . . . . . . . . . . . . . . . .[...]

iv Using the Word Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Selecting Word I ndex Displa y Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 3 Connecting to Realtime . . . . . . . . . . . . . . . . . . . . . . . .[...]

1 Introduction West Case Notebook is an electronic organizer and de position tool for saving and working with important documents, research, and trans cri pts. With West Case No tebook you can ■ track key facts and their related issues ■ track the parti es involved in the litigation ■ import and convert key documents to te xt search able form[...]

Introduction 2 West LiveNote Repository ■ IBM PC or compatible computer wi th Pentium 4 processor ■ Windows Server 20 03 ■ 1 GB of RAM (2 GB recommend ed) ■ 10 GB of availa ble hard disk space File Types for Importing Transcripts You can import the foll owing types of tran script files into We st Case Notebook: ■ E-Transcript (PTX or EXE)[...]

3 Managing Cases Creating a New Local Case Cases in West Case Notebook can be created for one pe rson to use (local cases), or they can be created through the West LiveNote Administrati on module to be available on a network so they can be shared (secure cases). Local cases can be imported through the Wes t LiveNote Administrati on module to also m[...]

Managing Cases 4 1. Click the New arrow on the Main Menu toolbar and choo se Case from the menu. The Save As dialog box is displayed. 2. Complete st eps 2 through 4 abo ve. Opening a Local Case To open a case, choose Open Case from the File menu to display the Open Case dialog bo x. Select your case from the list and click OK . Importing a Case To [...]

Managing Ca ses 5 To access a secured case, complete these steps: 1. Access W e s t C a s e N o t e b o o k . Or in an open case, choose Open Case from the File menu. The Open Case dialog box is displ ayed. 2. Click Repositories in the Open Case dialog box. The Repositories di alog box is displayed. 3. Select the repository t hat you want to log on[...]

Managing Cases 6 7. Click Close . The Open Case dialog box is redisplayed with a list of the cases to which yo u are assigned. Note: Two types of folders may be displayed: • A brown folder indicates a local case or a secure case that is currently being access ed through the network. • A blue folder with a key indicates a secure case that was re[...]

Managing Ca ses 7 Viewing a List of Fa vorite Se cure Cases When you access secure cases in W es t C as e No te bo o k, al l of the cases to which yo u are assigned ar e listed in the Open Case dialog box. You can add one or more of these cases to your list of favorite cases, th en view only those cases when you access W es t Ca se N ot eb oo k . T[...]

Managing Cases 8 Replicating Cases Offline and to the Network Replicating a Case Offline You can work on a secu re case off the netw ork by repl icating the case offlin e in We st C a se N o te bo ok . To replicate a secure case offline, complete these steps: 1. From the Fil e menu, choo se Replicate Case Offline . The Cases Replicated to Offline d[...]

9 Managing Transcripts Importing a Transcript To import a transcript , complete these steps: 1. Click the New arrow on the Main Menu toolbar and choose T ranscript (from File) from the menu. The Import Wizard–Transcri pt File dialog box is displayed. 2. Click Browse to display the Browse for Tr anscript F iles dialog box. 3. Select a fil e type f[...]

Managing Transcripts 10 Opening an Existing Transcript To open a transcript, complete these steps: 1. If necessary, click T ranscripts in the left pane to display a li st of all transcripts in the case. 2. Double-click the tran script you want to open. The text of the tran script is displayed in the right pane. Closing a Transcript To close a trans[...]

Managing Tr anscripts 11 5. To include or remove annotat ions associated with specific issues from t he printed transcript, click Select Issues . The Select Issues dialog bo x is displayed. Issues w ill be listed in thi s dialog box only if they have previously been created. See “ Working with Issues” on page 33. 6. Select or clear the check bo[...]

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13 Updating Transcripts West Case Notebook transcri pts can be updated using t he following types of files : ■ E-Transcript files (PTX or EXE)—files conta ining transcript text, an d, if the transcript is signed, the signature d etails ■ ASCII (text only) files—files cont aining transcript text , usually received fr om the court reporter ?[...]

Updating Transcripts 14 Updating with an ASCII File 1. Click the Update T ranscript button ( ) on the toolbar above a di splayed transcript. The Update Transcript–Transcript Fil e dialog box is displayed. 2. Click Browse to display the Browse for Tr anscript F iles dialog box. 3. Select the ASCII fi le that was sent to you and click Open . (Diffe[...]

Updating Transcripts 15 Updating with a LEF File LEF files may contai n the tran script with exhibit files an d links to exhibit referen ces in the transcript, the transcript with exhi bit files and links to exhibit refere nces in the transcript and synchronized video , or the transcript with synchronized video but no exhib its or exhibit links. 1.[...]

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17 Managing Documents You can add key documents to West Case Notebook to quick ly categorize and search. Importing a Document To import a document, complete these steps: 1. Click the New arrow on the Main Menu toolbar and choose Document (from File) from the menu. The Data Import Wizard–Document Files di alog box is displayed. 2. Click Add to dis[...]

Managing Documen ts 18 12. Click Finish . Th e document is disp layed in the rig ht pane and liste d under Documents in the left pane. Importing Load Files To import a lo ad file, complete these steps: 1. Click the New arrow on the Main Menu too lbar and choose Document (from Fi le) from the menu . The Data Import Wizard–Document Fil es dialog bo[...]

Managing Docume nts 19 6. Click Next . The Data Import Wizard–Load Files: Select t he Load File Field Mapping s dialog box is displayed. s 7. Assign a title to each field in the fil e by mappin g the field. For example, to map the first field, w hich contains Bates Numbers, in the figure abov e, select the field by clicking [none] at the top of t[...]

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21 Managing Pleadings West Case Notebook allows you to ad d plea dings to cat e gorize and search. Importing a Pleading To import a pleading, complete thes e steps: 1. Click the New arrow on the Main Menu toolbar and choose Pl eading (from File) from the menu. The Data Import Wizard–Pleading File s dialog box is displayed. 2. Click Add to display[...]

Managing Pleadings 22 11. Click Finish . The pleading is displayed in the right pane and li sted under Pleadings in the left pane. Opening an Existing Pleading To open a pleading, complete these steps: 1. If necessary, click Pleadings in the left p ane to display a list of all pleadings in the case. 2. Double-click the pl eading you want to open. T[...]

23 Managing Research If you are conducting research on Westlaw, you can deliver your Westlaw search result to West Case Notebook. From West Case Noteb ook, you can quickly upd ate KeyCite informatio n and acces s Westlaw to conduct further research. For more information on using Westlaw, download a free copy of Using Westlaw at west.thomson.com/ we[...]

Managing Research 24 8. Click Finish . The Westl aw result list or documents you sel ected are displayed in the right pan e and listed under Research in the left pane. Updating KeyCite Information You can quickly update KeyC ite information fo r a Westlaw document in West Case Notebook. To update KeyCite informatio n, complete these steps: 1. Choos[...]

Managing Research 25 Searching for Documents To search for docum ents on We stlaw, complete these steps: 1. From the Search m enu in West Case Note book, choose W estlaw Search . The Search Westlaw dialog box is displayed. 2. Type your Terms and Connectors que ry, e.g., retaliat! wrongful! /5 term inat! discharg! /s work! /5 compensat! & da(aft[...]

Managing Research 26 Importing Research Documents You can import other research do cuments into West Case Notebook. To import a research docu ment, complete these steps: 1. Click the New arrow on the Main Menu toolbar and choos e Research (from File) from the menu. The Data Import Wizard–Research Files dialog box is di splayed. 2. Click Add to di[...]

27 Managing Key Facts West Case Notebook allows you to create key facts to quickly and easily organ ize, view, and share the most important facts in the litiga tion. Creating a Key Fact To create a key fact, complete these steps: 1. Click the New arrow on the Main Menu toolbar and choose Key Fact from the menu. The Key Fact Properties dialog box is[...]

Managing Ke y Facts 28 10. Click the Sources tab and select one or more sources, if d esired. Sources will be listed on this tab only if annotations have previously b een created. See “Working wi th An notations” on page 35. 11. Click the Characters tab a nd select one or more ch aracters, if desired. Characters will be list ed on this tab only[...]

Managing Key Facts 29 Saving Key Facts As a We st Case Timeline File You can use West Case Timeline to create a chart of your key facts. To create a chart in West Case Timeline, you must first save your key facts as a West Case Timeline (TAB) f ile and then import t he file into West C ase Timeline. For m ore information on West Case Timeline, ref [...]

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31 Managing Characters With West Ca se Notebook, you can easily keep track o f all the characters in th e litigation, such as parties, attorneys, expe rts, and witnesses, and their cont act info rmation. Creating a Character To create a character, complete these steps: 1. Click the New arrow on the Main Menu toolbar and choose Character from the me[...]

Managing Cha racters 32 Editing a Character To edit the information for a character, right-click the character and choose Properties from the menu. The Character Properties dialog box is displayed. Make the appropriate changes and click OK . Deleting a Character To delete a character, right-click the character and choose Delete from the menu. The m[...]

33 Working with Issues An issue is a type of annotation that relates to a pa rtic ular subject. For more i nformation on annotati ons, see “Working with Annotat ions” on page 35. Categorizing anno tations in a case b y issue makes it easy to retrieve all inform ation on a spec ific subject when you need it. Issues are created for each case and [...]

Working with Issues 34 5. To reprio ritize an issue and chan ge its order on the Mai n Menu toolba r, select the issue und er My Top Issues and click th e up arrow or down arrow. 6. Click OK when you finish pr io ritizing the issues. Importing Issues You can create a list of issues in any word-processing program that can save files as XML (Extensib[...]

35 Working with Annotations An annotation is a highlighted portion of the document text. It may be associated with an issue; a note (a comment associated with an annotation); or an attachment, e. g., a document or image. Adding an Issue Annotation Using the Main Menu Toolbar To add an annotation associated wi th an issue using the M ai n Me n u to [...]

Working with Annotati ons 36 When you have finished associatin g a note, issue, key fact , or attachment with the an notation, click OK . If you did not select an issue, the text is hig hlighted with t he default anno tation colo r. Adding a Note to an Annotation The Note tab is the default tab i n the Annotation Properties dialog box. To add a not[...]

Working with Annotations 37 Transferring Annotations You can transfer an annotation to another application such as Microsoft Word , Corel WordPerfect, or TrialDirector using ei ther of the follo wing methods: ■ Click Send in the Annotation Properties dialog box, then choose the appli cation from the menu. ■ Right-click in the annotati on and ch[...]

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39 Working with Full Text Search The Full Text Search feature enables you to search one or more documents in the open case for specific terms. Creating a Full Text Search You can enter a search that cons ists of key terms from your issue and connectors speci fying the relationship be tween those terms. To cr eate a search, complete these steps: 1. [...]

Working with Full Text Search 40 5. Click OK . Information about the search is displayed und er Search Results in the left pane. Formatting a Full Text Search Using the Root Expander Use the root expander (!) to retrieve words with variant ending s. The root expander m ust always be placed at the end of a term. For example, T ype T o retrieve contr[...]

41 Working with Auto Tags Use Auto Tags to automatically highlight word s or phrases as they appear in a document. Creating Auto Tags To create an Auto Tag, complete these steps: 1. Choose Auto T ags from the Ann otate menu. The Au to Tags dialog box is displayed. 2. Click New . Then type the word or phrase you want to add to the Auto Tags list. 3.[...]

Working with Auto Tags 42 Managing Auto Tags Showing and Hiding Auto Tags If you choose not to show Auto Tags when you cre ate them, you can show them by choosing Auto T ags from the Annotate menu. Th e Auto Tags dialog box is displayed. S e le ct t h e Show Auto T ags check box and click OK . To hide Auto Tags, clear the Show Auto T ags check box.[...]

43 Working with Reports You can generate repo rts for all Quick Marks , annotation s, issues, notes, cases, searches, and Auto Tags. While viewing an Annotations, Issues , or Quick Marks report, yo u can return to the location in the document where the annotation or mark appears by c licking its sectio n in the report. To return to the report, clic[...]

Working with Reports 44 2. All of the issues in the case are sel ected on the Issues tab by default. To exclude an issue from the report, clear its check box. 3. Clear the Include Quick Marks check box, if desired. 4. Clear the Include Annotations with no Issues check box, if desired. 5. Select the Only inclu de Annotations with all s e lected issu[...]

Working with Reports 45 Notes Report This report lists all of the annotat ions in a docum ent that have a n ote, arranged in page and li ne order. To create a Notes report, first create an Annotations report. Then click the Properties button ( ) on the toolbar above the report i n the right pane to display the All Annotations Repo rt Properties dia[...]

Working with Reports 46 6. Click the Di splay tab to view a l ist of display opt ion s. Type a title for the report in the Title text bo x, if desired. Then select or clear th e appropriate check boxes. 7. Click the Context tab to display a lis t of context options. Select or clear the appropriate check boxes. 8. Click the Authors tab to display a [...]

Working with Reports 47 Auto Tag Report This report lists all occurrences of the words and phr ases in a tran script for which Au to Tags were created, arrang ed in page and li ne order. To create an Auto Tag report, complete these s teps: 1. Click the Report button ( ) on the Main Menu toolbar, then ch oose Auto T ags from the menu. The Auto Tag R[...]

Working with Reports 48 Saving Reports To save a report, complete these steps: 1. Click Save Report as on the toolbar above the report in the right pane. Th e Save As dialog box is displayed. 2. Select a location for the file. 3. Type a name for the file in th e File name text bo x. 4. Select a file t ype from the S ave as type drop-down list. 5. C[...]

49 Working with Data Groups Document types and data can be arranged in groups. For exampl e, you could create groups b ased on the different types of witnesses in a case, such as defense witnesses, expert witnesses, and plaintiff witnesses. You can select a group when you are preparing repo rts or creating search es to ensure all document types and[...]

Working with Data Group s 50 Using Data Groups in Reports To create a report using data groups, complete these steps: 1. Click the Report button ( ) on the Main Me nu toolbar, then choose the type of report you want to create, e.g., Issues . 2. In the dialo g box that is displayed, click the Data tab, then click Groups . The Data Groups dialog box [...]

51 Transferring Document Text You can copy text or a portion of a document and paste it into other applicatio ns. For each document type, you wi ll need to make certa in that the a ppropriate button used for copying text is displayed. To display the button, click the Annotate Mode button ( ) on the toolbar above the document in the right pane, then[...]

Transferring Document Text 52 Transferring Text of a Westlaw Docum ent If you are viewing a Westlaw document, you can transfer the citation with the text. To transfer text wit h its citation, com p lete these steps: 1. Make certain the Copy (with Citation) butt on ( ) is displayed. 2. Select the text you want to copy. 3. Open another applic ation a[...]

53 Using the Word Index The Word Index cont ains an index of words and numbers in a document along with their corresponding page and line numbers. When yo u are connected to Realtime, the Word Index is updated every 15 seconds. Use the Word Index to search for a word or nu mber in the document. Type the word or number in the text box to the ri ght [...]

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55 Connecting to Realtime Connecting with a Serial Connection I f y o u w a n t t o c o n n e c t t o R e a lt i m e using serial cables, your computer must have a serial port. If you have only a USB port available, you wi ll need to provide a USB to serial adap ter. (For informatio n about serial adapters, download a free copy of Connecting to a R[...]

Connecting to Real time 56 Accessing LiveNote Stream Through West Case No tebook To connect to Realtime using LiveNote Stream through West Ca se Notebook, complete these steps: 1. Click the New arrow on the Main Menu toolbar, then choo se Realtime T ranscript from the menu. The Connect to Realtime dial og box is displayed. 2. Select LiveNote Stream[...]

Connecting to Realti me 57 Access to Features in LiveNote Stream When you view Realtime us ing Internet Explorer, you are able to hear the audi o and see the video and streaming transcript text. You can al so stop and start the transcript t ext. When you view Realtime using West Case Notebook software, you h ave access to all the tools in West Case[...]

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59 Working with a Transcript in Realtime West Case Notebook provides yo u with tools that ar e easy to use even when you are working with a transcript in Realtime. You can stop and start the scrolling te xt, annotate the text, and do quick wo rd searches at the same time that yo u a re listening to w hat the deponen t or witness is sayin g. You can[...]

Working with a Transcript in Realtime 60 Quick Marks Report This report lists all Quick Marks and Issue M arks in a tran script, arranged in p age and line or der. To create a Quick Marks report for the transcript you are viewing, click the Quick Mark Report butt on ( ) on the toolbar ab ove the transcript in the right pane. Th e report is displaye[...]

Working with a Transcript i n Realtime 61 Using Issue Marks An Is sue M ark is a mark a t th e pag e an d lin e num ber in the marg in of a tra nsc ript that corresponds to a particular issue on the M ai n M en u t oo lb a r. The Issue Ma rk color is the same as the color of the issue. To insert an Issue Mark, cl ick an issue button on the M a in M[...]

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63 Working with Annotations and Video in Transcripts Playing Annotation Video Segments If the transcript you are viewing has a video associat ed with it, you can view the portion of the video that is synchronized wi th an annotation. To view the video, right-click anywh ere in the annotatio n, then choose Play V ideo Segment from the menu. Transfer[...]

Working with Annotati ons and Video in Trans cripts 64 Transferring Annotations to Microsoft PowerPoint You can transfer annotation s and video segments to Microsoft Pow erPoint and have them embedded in PowerPoint sl ides. Each annotation creates a separa te slide. You can create a slide from a single annotation o r multiple slides from an Annotat[...]

65 Appendix A: Using Issues to Create an Errata Report The deponent has the opti on of reviewing the transcript after the deposit ion. If the deponent finds errors in the transcript, yo u can easily mark thos e places in the transcript and create a report. To create an Errata report, comp lete these steps: 1. Create an issue named Errata (see “Wo[...]

66 Appendix B: Converting RealLegal Binder Cases to West Case Notebook Cases When you open a RealLegal Binder case i n W e s t C a s e N o t e b o o k v e r s i o n 1 . 1 , the properties for the case may or may not be converted. The followi ng chart desc ribes how the RealLegal Bind er case properties are converted. Items that are converted Items [...]

67 Appendix C: Prompts and Messages for Video and PowerPoint You may receive the follow ing warnings and error messages when transferring files as video or to PowerPoint. The file [PowerPoint fi le name] already exists. Do you want to append slid es to existing presenta tion [or] overwrite existing file? In most cases you wi ll want to app end or a[...]

68 Appendix D: Connecting to a Simulated Realtime Transcript When West Case Note book is installed, it pro vides you with a demons tration case, which in cludes sample depositi on transcripts, exhi bits, preset issues, and simulation of a real-t ime deposition. You can use the simulated tr anscript to practice using the basic tool s of West Case No[...]

69 Appendix E: Trial Version of West Case Notebook West Case Notebook offers a trial versio n of its software. In the trial version, yo u can ■ connect to 15 Realtime sessions ■ add up to three transcript s, 10 documents, five pl eadings, 10 rese arch files, 25 key facts, and 10 characters ■ create Issue Marks, Quic k Marks, and annotations ?[...]

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Printed 2/09. Material #40849028. Replaces Material #40784332. © 2009 Thomson Reuters L-346219 The trademarks used herein are the trademarks of their respective owners. West trademarks are owned by West Publishing Corporation. For assistance using West CaseNotebook, call 1-800-290-9378. For free reference materials, visit west.thomson.com/support/[...]