Manage Proceedings

After scheduling a proceeding in Depositions by Filevine, you can start preparing by uploading the proceeding notice, exhibits, and other relevant files. Each proceeding contains built-in folders for notices, exhibits, and clips. Users can also create additional, custom folders as desired for proceeding-related file storage.

In the Cases section of Depositions by Filevine, navigate to the proceeding by selecting the relevant case and then selecting the relevant proceeding.

• Notices
• Exhibits
• Clips
• Custom Folders

Notices

A notice of proceedings is a document directing a witness to appear to be deposed under oath. It includes the time, date, and location (or virtual meeting information). The document is sent to all parties in a lawsuit in advance of the proceeding date to notify all parties.

In the proceeding, click Add proceeding notices in the Actions panel on the right. Select the file to upload from your device.

Once uploaded, the file will appear in the proceeding’s Notices folder. For hosted proceedings, event attendees can view the notice by opening the event link and selecting Event notice.

Delete or Replace Notice

To delete or replace a proceeding notice, navigate to the proceeding’s Notices folder, then select the ellipsis icon ⋯ next to the notice file. Click Delete, and then click Delete again to confirm.

Once deleted, the notice file will no longer be visible to event attendees. To upload another notice, click Add proceeding notices in the Actions panel on the right.

Exhibits

To upload the exhibits for a proceeding, click Add proceeding exhibits in the Actions panel on the right. Choose the desired files to upload from your device.

Once uploaded, the files will appear in the proceeding’s Exhibits folder. Unlike the proceeding notice, these files are not accessible via the event link for attendees of hosted proceedings. Instead, the reporter can share these files with attendees once the proceeding has begun.

Manage and Reorder

In the proceeding’s Exhibits folder, files are ordered into “Exhibit 1,” “Exhibit 2,” and so on. By default, this order is based on when each file was uploaded.

To change the order of the files, click Update exhibits in the Actions panel on the right. Use the six dots ⋮⋮ to click and drag exhibit files to the desired order. You can also upload the display name for each exhibit if desired. For example, you could change “Exhibit 1” to “Exhibit A.”

To update the actual file name for an exhibit (rather than the display name), find the file in the Exhibits folder and click the ellipsis icon ⋯. Select Rename, enter the desired file name, and then click Rename to save.

To download or delete an exhibit, click the ellipsis icon ⋯ and select either Download or Delete.

View Exhibits in Transcript

Once the proceeding is complete and a rough draft or certified transcript is available, navigate to the proceeding and select the transcript to open the transcript toolkit.

In the righthand panel menu, click Exhibits (paperclip icon). Exhibits are listed in the order you selected after uploading. To view an exhibit, select its filename.

Clips

After a hosted proceeding has ended—or after uploading the recording of a proceeding hosted elsewhere—you can use the transcript toolkit to cut clips of noteworthy moments from the proceeding.

When you cut a clip, it will appear in the proceeding’s Clips folder when processing is complete. There, you can view and download the clip.

Custom Folders

To add a custom folder to the proceeding, click + New in the top right corner, and then select Folder. To rename or delete a custom folder, click the ellipsis icon ⋯ next to the folder and select the desired action.