GoldFynch allows you to export the details of the files in your cases. When creating the report, the set of files included can be one of the following:

  • All files in the case
  • All files that have a certain tag (or tags) applied to them
  • All files that are the result of a saved search query

Generating a report in GoldFynch

Step 1. Log into the case you would like to create a report from

Step 2. Navigate to the 'Reports' view by clicking the 'Reports' button in the left pane

Step 3. Click on the '+ New Report' button


Navigate to the Report View and click on the new report button

Step 4. Choose a type of listing from the three available report types:

  1. File listing - All files: Includes all the files in the case (including zipped files and attachments)        
  2. File listing - Tag: Allows you to pick tags from your case, and the report is comprised of files in the case which have those tags assigned to them
  3. File listing - Saved Advanced Search: Allows you to select a saved advanced search query. The report will consist of the files that are the results of that search query


          Type 1: File listing - All files


            Includes all files in the currently-open GoldFynch case.

Create a report using all files

Type 2: File listing - Tag


From the displayed tags, Click on the tags whose files you would like added to the report. Find out more about tagging files here.

Select the File Listing - Tags option to create a report


NOTE: 

  • You can begin typing in the text box to quickly search for specific tags
  • The 'Invert' function is available here and will exclude files with the corresponding tag. To invert a tag, check the 'Invert' checkbox against that tag
  • You can choose to include hidden tags also


Type 3: File listing - Saved Advanced Search

Selecting this option will provide you with a list of saved advanced search queries you have in your case. Click on one to select it. The report will consist of files that would have been displayed as results, had you searched with that saved search query. Click here to learn more about saving and loading saved advanced search queries.

Select the File Listing - Saved Search option to create a report


Step 5. Enter a name for your report

Step 6. (Optional) Check the "Include tag names" checkbox if you wish to include tag names in your report. When you choose to include tag names in your report, you can further choose what tag names you wish to view using anyone of the following options: 

  • You can include all tag names associated with a file
  • You can include only tag names for tags that are set as privileged
  • You can even choose to include tag names a specific set of tags
  • You can also omit tag names for a specific set of tags. Once you select your tags from the list displayed (as seen in the image below) you can click on the Invert button to omit the tag names from the report


Choose to include tag names in your report


Step 7. (Optional) Check the "Include tag application notes" checkbox if you wish to include tag application notes in your report. When you choose to include tag notes in your report, you can further choose what tag notes you wish to view using anyone of the following options: 

  • You can include all tag notes associated with a file
  • You can include only tag notes for tags that are set as privileged
  • You can even choose to include tag notes for a specific set of tags 
  • You can also omit tag notes for a specific set of tags. Once you select your tags from the list displayed (as seen in the image below) you can click on the Invert button to omit the tag notes from the report

Choose to include tag notes in your report


Step 8. (Optional) Check the "Include document notes and annotations" checkbox if you wish to include document notes and annotations in your report. You can choose one of the following options if you wish to include document notes in the report :

  • You can choose to include both document notes and annotations
  • You can choose to include only document notes
  • You can choose to include only document annotations



Step 9. (Optional) Check the "Specify columns to include and their ordering" checkbox if you wish to customize your report by selecting the columns you require and even order the columns as per your requirement.

  • To omit some columns from the report all you need to do is deselect them from the list on the left
  • To change the order of the columns in the report all you need to do is drag and drop the column on the right to the position you want. 
  • Click on the "Match Default Order" button to reset the order of the columns
  • Click on the "Select All" button to reset the selection of the columns


Choose the columns and the order of the columns for your report


Note: Special columns such as Tags, Tag Notes, Document notes and annotations will be included in the report only if their respective columns have been selected


Step 10. Select an output format for your report. The available formats are:

  • Microsoft Excel Open XML Format Spreadsheet (*.xlsx)
  • Microsoft Excel Binary Workbook (*.xlsb)
  • Microsoft Excel 97-2003 Spreadsheet (*.xls)
  • OpenOffice/StarOffice Spreadsheet (*.ods)
  • HTML (.html)
  • Rich Text Format (*.rtf)


Step 11. Click on the 'Create Report' button

Step 12. Click on the 'Download' button

Click on download to access the report


NOTE: If you wish to delete a report, click on the trashcan button against that report's line.

Click on the trashcan icon to delete a report

Components of a report

Reports generated by GoldFynch contain the following items:

  • GF ID - GoldFynch's internal ID used to track each individual file uploaded
  • GF Link - The direct link to the document in your GoldFynch case (only accessible if you are logged into an account that has access to the case)
  • File Name - The name of the file
  • Produced As - If the file was assigned Bates stamps in any productions, the starting Bates numbers of the file in those productions are listed here (multiple Bates numbers are separated by semicolons ";" and the complete Bates stamp - including number padding - is added)
  • Custodian - The custodian of the file, as assigned by the user during upload
  • Source - The source of the file, as assigned by the user during upload
  • Tags - All the tags that are assigned to the file
  • GF Folder - The file path of the file
  • MIME Type - Identifies the nature and format of the document (learn more here)
  • Ext - The extension of the file (e.g. PNG, PDF, MBOX)
  • Byte Count - The file size
  • Page Count - The number of pages in the file if applicable
  • MD5 Hash - The 'fingerprint' of a file. GoldFynch uses this to detect files whose contents are identical, even when they have different names or other metadata (duplicates of a file are listed in the 'Docs' view)
  • Title - The title of the document
  • Author - The author field linked to word processing software (e.g. Microsoft Word) used to create the document
  • Company - The company field linked to word processing software (e.g. Microsoft Word) used to create the document
  • Created - The time and date (in local time) at which the document was created
  • Created GMT Offset - The time difference between the local time in which the created date is displayed, and Greenwich Mean Time
  • Modified - The time and date (in local time) at which the document was modified
  • Modified GMT Offset - The time difference between the local time in which the modified date is displayed, and Greenwich Mean Time
  • Primary Date - The assigned primary time and date (in local time)
  • Primary Date GMT Offset - The time difference between the local time in which the primary date is displayed, and Greenwich Mean Time
  • Redacted? - A true/false field for whether the document contains redactions
  • Protected? - A true/false field for whether the document contains redactions
  • Top Level Container? - A true/false field for whether the document is a top-level container
  • Contained File Count - The number of files that this file contains
  • Family ID - The tracking ID GoldFynch represents with the family of files to which this file belongs
  • Family Depth - The number of folders deep this file is in from the container file
  • Parent ID - The GF ID of the parent file of this file
  • PST/MSG Class - This identifies the specific class of the message (not necessarily a normal email (learn more here)
    Message ID - The unique email identifier set by the sending email client


If the file is an email (email files have the MIME type "message/rfc822") it will also have information in the following fields:

  • Subject
  • From
  • To
  • Cc
  • Bcc
  • Sent - The sent date and time (in local time)
  • Sent GMT Offset - The time difference between the local time in which the sent date is displayed, and Greenwich Mean Time


Aggregate data

Microsoft Excel and CSV-formatted reports contain aggregate data on the types of the files they contain, in addition to the regular report data.


Just open such a file and click on the “File types” sheet that will be present (it will appear as a tab at the bottom of the page.)


Select tags to be added


NOTE: If you need a report on specific file types exclusively, you can run an advanced search query using the “Type” parameter, and select the file types you need. Save the query, and then run a report against the query by selecting “Advanced Search Query” as the Report type.