Summary

Within the Opus platform, hyperlinked or generic placeholders can be used for effectively managing workflows: 

  1. Duplicate Documents - Hyperlinked placeholders can be used to hold the place in the duplicate instance whilst users can select the link to navigate to the location of the original document instance. 
    1. We generally advise against uploading duplicate documents where possible to avoid duplicate workflows on the platform. 
  2. Moved Documents - Hyperlinked placeholders can be used in the old location of a moved document, whilst users can select the link to navigate to the new location of the document.
  3. Missing Tab Numbers - Generic placeholders can be used to plug any gaps in Tab numbers, for example where a document is removed or not yet uploaded, confirming with the user the tab is deliberately left blank, avoiding potential confusion over missing documents.
Parties can provide placeholders for upload or alternatively, Opus can assist with producing them in bulk, being chargeable at standard content management rates.

Please contact the Solution Operations team if you need assistance or any best practice advice on how to effectively include placeholders in the bundle.

We've set out below how to create placeholders alongside how to request Opus create placeholders, for both Hyperlinked and Generic types.  

More information on:
- Formatting hyperlink ready references can be found here. 
- Populating an Excel Index (Load File) with metadata for upload can be found here. 
- The default Upload Protocol can be found here.

Hyperlinked Placeholders

Parties Create

  1. Populate Placeholder Template 
    1. Update the placeholder template with the relevant hyperlink ready reference value for where the placeholder should link to.
    2. Save as a PDF with a unique filename.
Select the relevant Word icon to download the hyperlinked placeholder template. 


  

Bundle/Tab   

  

Document ID
  1. Populate Excel Index (Load File)
    1. Populate the Excel Index with the relevant metadata as normal and highlight the row yellow. 
    2. If the metadata reflects the document the placeholder is linked to, ensure any unique identifiers are unique by suffixing with _PH. 
      1. For example, a Document ID / Exhibit ID / Disclosure ID, assigned on the document as Doc001 would be assigned to the placeholder as Doc001_PH.
  2. Email Instruction
    1. Send email instruction in line with default Upload Protocol as normal. 
    2. In the instruction, explicitly flag that any rows highlighted yellow are hyperlinked placeholders which will need to be hyperlinked (Opus need to actively run the linking tool across specified documents, it is not automatically detected upon upload).

Request Opus Create

  1. Populate Excel Index (Load File) 
    1. Populate Metadata + Highlight - Populate the Excel Index with the relevant metadata as normal (Filename can be left blank) and highlight the row yellow. 
    2. Include Hyperlink Reference Value - Include an additional column titled Placeholder Hyperlink and populate with the Bundle/Tab, Document ID or other unique identifier which will be used to populate the hyperlink ready reference on the placeholder. 
    3. Suffix Unique Identifiers - If the metadata reflects the document the placeholder is linked to, ensure any unique identifiers are unique by suffixing with _PH.
  2. Email Instruction
    1. Send email instruction in line with default Upload Protocol as normal. 
    2. In the instruction, explicitly flag that any rows highlighted yellow are hyperlinked placeholders which will need be created, using the Placeholder Hyperlink column as the hyperlink reference value, (Opus need to actively run the linking tool across specified documents, it is not automatically detected upon upload).

Generic Placeholders 

Parties Create

  1. Include Placeholder Template 
    1. Ensure one placeholder document is provided for each placeholder row on the Excel Index (with a unique filename if in the same folder). 
      1. For example, if 10 placeholders need to be uploaded, 10 placeholder documents need to be provided. 
Select the PDF Icon to download the generic placeholder template.
  1. Populate Excel Index (Load File)
    1. Populate the Excel Index with the relevant metadata as normal. It can be helpful for users to populate the Doc. Name with 'Intentionally left blank'.
  2. Email Instruction
    1. Send email instruction in line with default Upload Protocol as normal.

Request Opus Create

  1. Populate Excel Index (Load File) 
    1. Populate Metadata + Highlight - Populate the Excel Index with the relevant metadata as normal (Filename can be left blank) and highlight the row yellow. It can be helpful for users to populate the Doc. Name with 'Intentionally left blank'. 
  2. Email Instruction
    1. Send email instruction in line with default Upload Protocol as normal. 
    2. In the instruction, explicitly flag that any rows highlighted yellow are generic placeholders which will need be created.