How to Use Folders on Lexis

You can save searches, documents, results lists, and selected text from documents to folders. The documents, searches, etc., are called items. If you see the Folders icon at the top of the document or results list, you can save the item to a folder.

There are no limits to the number of folders you can create. There is a limit of 2,000 total items that can be added to the folders.

Items are ordered in folders in the order they were processed when saving the items to the folder. Some items may take longer to process so they may not appear in the same order as they did in the original search results. 

Note: For documents that have multiple parts, you are not able to save all parts at once in a folder.

Below are the basics on saving items to a folder For information about sharing folder items, see Sharing Folders.

Saving a Search to a Folder

You can save a search to a folder. This feature saves only your search terms to a folder, it does not save the Results List. To save your results list or documents, see Saving a Results List to a Folder or Saving a Document to a Folder.

Take the following steps to save a search to a folder:

1. Run a search.
2. Click Actions.
3. Select Add search to folder.
4. Select a folder or click Create New Folder to create a new folder.
5. Enter a name for the saved search in the Save Search field. The search terms are the default name.
6. Select one of the following options for Store Narrow by selections for:
   • Category I'm currently viewing
   • All categories
7. Click Save.

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Saving a Results List to a Folder

You can save a results list to a folder. The results list is saved as a PDF and saves a maximum of 250 results. You can select specific documents or a range of documents up to 250. When you save a Results List in Graphical View or in Full View, the search terms are bolded in the saved Results List.

Take the following steps to save a results list to a folder:

1. Run a search.
2. Click Add to . . .. The Add to Folder drop-down list indicates Save Results list to . . . .
3. Select a folder or select Choose a folder to create a new folder or view a full list of folders.
   Note: If you select a folder, 250 items are included in the results list beginning with the page of results you are currently viewing.
4. If you select Choose a folder, select an existing folder or click Create New Folder.
   Note: If you clicked Create New Folder, a field appears in your folder list.
   1. Enter a folder name.
   2. Click Create.
5. Click Save.

Take the following steps to save a results list of selected documents to a folder:

1. Run a search.
2. Select the document(s) to include in the saved list from the results list. If you want to manually enter specific documents or a document range, skip this step and proceed to step 3.
3. Click Add to . . .. The Add to Folder drop-down list indicates Save Results list to . . . .
4. Select Choose a folder to create a new folder or view a full list of folders.
   Note: If you select a folder from the drop-down list, the full text of any selected documents are saved to the folder, not the results list.
5. Select an existing folder or click Create New Folder.
   Note: If you clicked Create New Folder, a field appears in your folder list.
   1. Enter a folder name.
   2. Click Create.
6. If you did not select specific documents in step 2, enter the documents to include or a document range.
7. Click Save.

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Saving a Document to a Folder

You can save one or more documents to a folder. You can save documents to folders either from the results list or the full-text view of a document. Search terms are not highlighted in the saved full-text document.

When saving multiple documents to a folder, items are listed in the folder as they are processed by the service and is not determined by how you have sorted the list before saving to a folder.

Take the following steps to save a document to a folder:

1. Run a search.
2. Select a document(s) from the results list or click on a document to view the full-text.
3. Click Add to . . .. The Add to Folders drop-down list indicates Save selected documents to . . . .
4. Select a folder or Choose a folder to create a new folder or view a full list of folders.
5. If you select Choose a folder, select an existing folder or click Create New Folder.
   Note: If you clicked Create New Folder, a field appears in your folder list.
   1. Enter a folder name.
   2. Click Create.
6. Click Save.

When running subsequent searches in, if a document in your results already exists in a folder, the folder icon appears in the results list and full-text document. You do not receive a message that you have already saved the document to a folder.
Note:  When you save a code section to a folder, the document title is saved in addition to the number.
 

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Saving a Shepard's Report to a Folder

Unfortunately, it is not possible to save a Shepard's Report to folders at this time.
 

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Saving Selected Text to a Folder

You can save selected text in a document to a folder. Once saved in a folder, the selected text does not retain any formatting available in the full-text document.

Take the following steps to save selected text to a folder:

1. View a full-text document.
2. Highlight the portion of the document you want to save. A mini-menu appears next to the highlighted text.
3. Click Add to folder.
4. Select an existing folder or click Create New Folder.
   Note: If you clicked Create New Folder, a field appears in your folders list.
   1. Enter a folder name.
   2. Click Create.
5. Click Save.

When running subsequent searches, if a document in your results already exists in a folder, the folder icon appears in the results list and full-text document.
 

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Annotations on Documents in Folders

There are two ways to add annotations to documents in folders: add to document that is already saved in a folder or add an annotation to a document and then save it to a folder.

You can add annotations to any document in a results list. To keep the annotation, you must save the document to a folder. For information about saving documents to folders, see Saving a Document to a Folder.

If you add an annotation to an Out of Plan document and the Out of Plan document expires, the folder displays only the annotation. You must access the document again to view the full-text.

Take the following steps to add annotations to documents already saved in a folder:

1. Click Folders at the top of the page.
2. Click a folder.
3. Click the document you want to annotate.
4. Highlight the text of the document you want to annotate. A mini-menu appears.
5. Click Annotate.
6. Enter your annotation.
7. Select a highlight color.
8. Click Annotate.

You can edit annotations or select different text to highlight without deleting the annotation.

Take the following steps to edit an annotation:

1. Click the Annotation icon.
2. Click enter any changes to the annotation text or select a different highlight color.
   Note: You can also select a different range of text to annotate.
   1. Click Edit Highlight Range. A pencil icon appears on the full-text document.
   2. Highlight additional or different text.
   3. Click Select.
3. Click Save.

An annotation remains on the document until you delete the annotation.

Take the following steps to delete an annotation:

1. Click the Annotationicon.
2. Click Delete Annotation.
3. Click Delete.

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Creating a Note for a Folder Item

You can create notes for individual items in your folders. Notes can be added to documents and selected text saved in folders. Notes are visible in your appear in your item list in your folder. Notes are not annotations.

If you add a note to an Out of Plan document and the Out of Plan document expires, the folder displays only the note. You must access the document again to view the full-text.

Take the following steps to add a note to an item in a folder:

1. Click Folders at the top of the page.
2. Click a folder.
3. Click the document or selected text to which you want to add a note. This opens the item in full text.
4. Click Add Note at the bottom of the document.
5. Enter the note text.
6. Click Save.

There is no limit to the number of notes you can add to an item. You can also edit notes.

Take the following steps to edit a note to an item in a folder:

1. Click Folders at the top of the page.
2. Click a folder.
3. Click the document or selected text to which you want to add a note. This opens the item in full text.
4. Scroll to the bottom to view all Document Notes.
5. Click Edit for the note you want to change.
6. Enter changes to the note text.
7. Click Save.

You can delete notes you no longer need.

Take the following steps to edit a note to an item in a folder:

1. Click Folders at the top of the page.
2. Click a folder.
3. Click the document or selected text to which you want to add a note. This opens the item in full text.
4. Scroll to the bottom to view all Document Notes.
5. Click Delete for the note you want to delete.
6. Click Delete.

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Search within All Folders

The Search within All Folders feature searches the blue text that describes the item, usually the document title or search terms. It also searches any document-level notes visible in the folder results list. It does not search the full text of items within the folders.

Take the following steps to find an item in a folder:

1. Click Folders at the top of the page.
2. Select a specific folder or select My Folders to search across all folders.
3. Enter search terms in the Search within All Folders field.
4. Click the search icon.

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Updating Documents in Folders

When you save documents, like a case or statute, to a folder, you save the document as it looked the moment you saved it. If the document is updated on the system after you saved it to a folder, the updates are not automatically applied to the document in your folder.

While viewing the list of items in your folder, an Update Document button appears on any document that has been updated. While viewing the full-text document from the folder, an Update Available link appears on the document. You can use either method to update the document in your folder to be the most recent version available. Any annotations, highlighting, or notes you included on the document are retained and appear on the updated version.

Take the following steps to update a document in the folder list:

1. Click Folders at the top of the page.
2. Click a folder.
3. Click the Update Document button for the document you want to update.
4. Click Update.

Take the following steps to update a document while viewing the document:

1. Click Folders at the top of the page.
2. Click a folder.
3. Open the document you want to update.
4. Click the Update Available link at the top of the document.
5. Click Update.

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Moving and Copying Items to a Different Folder

You can move or copy items to a different folder.

Take the following steps to move an item(s) to a different folder:

1. Click Folders at the top of the page.
2. Click a folder.
3. Select an item.
4. Click the Arrow icon.
5. Select a folder.
6. Click Move.

When you move an item, the item is removed from the original folder and placed in the new folder.

Take the following steps to copy an item(s) to a different folder:

1. Click Folders at the top of the page.
2. Click a folder.
3. Select an item.
4. Click the Copyicon.
5. Select a folder.
6. Click Copy.

When you copy an item, the item appears in both the original folder and the new folder.
 

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Deleting Items from a Folder

You can delete items from a folder.

Take the following steps to delete an item from a folder:

1. Click Folders at the top of the page.
2. Click a folder.
3. Select an item.
4. Click More at the top of the folder items list.
5. Select Remove.
6. Click Remove.

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Recovering Deleted Documents from a Folder

You can recover documents that were deleted within the last 30 days.

Take the following steps to recover deleted documents from your folders:

1. Select a folder.
2. Click Recycle Bin.
3. Select the documents you want to recover.
4. Click Restore.

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Changing the Client for Items in Folders

When you save an item to a folder, the Client that you selected for the search that retrieved the item is the Client that is assigned to the item in the folder. However, you can change the Client on the item.

Take the following steps to change the Client for an item in a folder:

1. Click Folders at the top of the page.
2. Click a folder.
3. Click an item.
4. Click the Edit icon at the top of the full-text item.
5. Select Recent client IDs and select a client in the drop-down list or select New client ID and enter a new client.
6. Click Save.

You must view the full-text of the item to view the current Client ID and to change the Client ID.
 

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