Quick start guide for the Lexbe Repository+ service for depositions, transcripts and exhibits. This service enables court reporters to provide a comprehensive secure online deposition and transcript repository to their lawyer clients.

1. Lexbe Repository+
Web-Based Transcript Repository
Quick Start Guide for Court Reporters
January 2010
© Lexbe.com 2010

2. 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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3. 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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4. 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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5. 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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6. 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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7. 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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8. 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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9. 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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10. 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.
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