Learn how to set custodians and sources for your files on GoldFynch, as well as attach notes to them for reference.

Creating Custodians and Sources

You can create custodians and sources either independently (in the ‘Manage Custodians/Sources’ tab of the ‘Settings’ view) or at the time of uploading files. Note that custodians and sources can only be assigned to files at the time of uploading them.

Creating Custodians and Sources independently 

Step 1. Click on the ‘Settings’ view icon in the left panel

Step 2. Click on the 'Manage Custodians/Sources' tab

Go to the manage custodians and sources tab to create new sources and custodians

Step 3. Click on the '+New Custodian' button to create a new custodian, or click on the '+New Source' to create a new source

Step 4. Enter a name for your custodian or source, and add notes into the textbox provided if you wish to

Enter a name and notes if you wish to, then click on Create

Step 5. Click on the 'Create' button

Creating Custodians and Sources while uploading files

Custodians and sources can only be assigned to files at the time of uploading them. While doing so, you can choose to create new custodians and sources instead of using existing ones

Step 1. Click on the ‘Files’ view button in the left panel

Step 2. Upload your files by either drag-and-dropping them or selecting files with the 'Upload Files' button (learn more about uploading files here.)

You will be shown an overlay:

Confirm the files you are uploading and their destination folder, and enter a custodian and source if you wish

It will display:

  • The number of files you are about to upload
  • The location to which they will be uploaded
  • Drop-down lists of existing custodians and sources

Step 4. Click on either the ‘Custodian’ or ‘Source’ drop-down lists. You can:

  • choose an existing custodian/source to assign it to all files being uploaded
  • type a name into the box and click on the ‘Create Custodian/Source’ option to create a new custodian or source and assign it to all files being uploaded

Step 5. Click on the 'Begin Upload' button. Once the files upload and are processed, they will be labeled with the custodians and sources you assigned

Managing Custodians and Sources

In the 'Manage Custodians/Sources' tab (accessed from the ‘Settings’ view,) apart from creating new custodians and sources, you can:

  • Check how many files each source and custodian has been applied to
  • Edit the name and notes for a custodian or source by clicking on the 'edit' button (the pencil)
  • Click on the 'delete' button (the trashcan) to delete a custodian or source permanently (and remove the label from all files it is currently assigned to)
Edit or delete custodians or sources

Note: Adding notes to your custodians and sources is a handy way of keeping track of additional information about your imported data without needing to reference an external log, or clutter your case with long and complex file and tag names

Uses of Custodians and Source

The custodians and sources you assign to files serve many purposes:

1) You can easily track where a document is sourced from or who the custodian is from the information panel on the right side of your screen in the ‘Docs’ view:

Custodians and sources in the docs view

2) In the ‘Search’ view, you can filter search results by individual sources and custodians:

filter results by sources and custodians

3) When performing Advanced Searches, you can search for files using the ‘Custodian’ and ‘Source’ parameters

4) When generating case reports the ‘Custodian’ and ‘Source’ parameters are included as fields

5) While setting up load file control parameters profiles you can include the ‘Custodian’ and ‘Source’ parameters, which can be applied to load files that are generated