FAQ

Q #1: What portion of my citations in the document to be linked (brief, motion, petition, or etc.) are subject to strict
guidelines and what can I improvise?
A: In order for Legal Lens to properly identify citations in the document to be linked, the practitioner must follow certain citation formatting guidelines. At the same time, Legal Lens does allow practitioners some flexibility to personalize citations.
A simple citation’s anatomy: (1 C.T. p. 103, 125-126, 201-203, 299.)
*A Clerk’s Transcript is employed as a source document in the above example, however, the same rules apply to any type of source doc.
A citation may be bounded
by parenthesis ( ), brackets
[ ], or nothing. However
parenthesis or brackets are
preferred over nothing
Any conceivable citation
convention is possible,
from acronyms to whole
words. They must be used
uniformly throughout.
A “p.” for page is optional.
Legal Lens will process
cites without “p.” or “pp.”
However, in all instances,
a space MUST be placed
between the citation
convention (C.T.) and
page number if no “p.” is
employed
A volume number MUST proceed the
source document citation convention. If
not, Legal Lens will recognize the
volume number as a page number
Page numbers MUST be
separated by a comma (,)
NOT a colon or semi-
colon. Page ranges must
be separated by a dash (-).
No spacing is placed
between the dash and page
numbers
Examples of permissible citations
(1 C.T. 103, 125-126, 201-203, 299.)
(5 CT pp. 1503, 1525-1526, 1601-1603, 1699.)
(6 Clerks pp. 1603, 1625-1626, 1701-1703, 1799.)
[2 C.T. 303, 325-326, 401-403, 499.]
[3 CT pp. 903, 925-926, 1001-1003, 1099.]
[4 Clerks pp. 1203, 1225-1226, 1201-1203, 1299.]
(1 R.T 103, 125-126, 201-203, 299.)
(3 RT pp. 903, 925-926, 1001-1003, 1099.)
(1 Reporters pp. 103, 125-126, 201-203, 299.)
[4 XYZ, 1203, 1225-1226, 1201-1203, 1499.]
[1 XYZ. pp. 103, 125-126, 201-203, 299.]
Q #2: What if I use line numbers in my citations in the document to be linked (brief, motion, petition, or etc.). Can Legal Lens accommodate line numbers?
A: Legal Lens can process documents to be linked that contain line numbers citations. However, the practitioner must follow some specific guidelines. These guidelines are in addition to guidelines specified in the first question of this FAQ.
Anatomy of a simple citation containing line numbers: (1 C.T. p. 103:25-104:5, 125:15-126:34, 201-203, 2991:15-25.)
The numbers in red are line numbers. Numbers in
black are page numbers. A practitioner MUST use
A colon, and only a colon, to indicate line numbers
Commas in blue above signify the end of one page
and line number combination and the beginning of
new combination. A practitioner MUST use a
comma, and only a comma, between one page and
line number combination and another.
Q #3: What if in the citations within the document to be linked (brief, motion, petition, or etc.) contain several different volumes or source documents. Can Legal Lens accommodate those citation forms?
A: Legal Lens can process documents to be linked that contain citations to multiple volumes or source documents. However, the practitioner must follow one guideline. A semicolon must be placed between different volumes or sources.
: (1 C.T. pp. 103, 125-126, 558-560, 1001; 2 C.T. pp. 301; 5 R.T. p. 10; AOB p. 10.)
: (1 C.T. pp. 103:25-104:5; 2 C.T. pp. 125:15-126:34; 5 R.T. p. 10:15; AOB p. 10:5.)
Whenever citations within the same citation string
reference multiple volumes of the same source, or multiple
different source documents, a semicolon (;) and only a
semicolon must separate the distinct volumes or sources.
Simple citation with multiple
volumes and sources
Line number citation with
multiple volumes and sources
Q #4: Are there special rules for instances where I use an Exhibit or Tab number, like for a writ petition?
A: Legal Lens can process writ petitions, however, it is a circumstance that demands one extra step and adherence to some guidelines. When uploading a source document that contains Exhibit or Tab numbers, there is a check box on the Legal Lens upload record source page that the practitioner must select. Moreover, the practitioner must keep some citation guidelines in mind.
When a petition/brief
cites to Exhibit or Tab
numbers, this must be
indicated on the source
document upload pane.
Anatomy of a simple writ petition citation: (1 Exh. 5, p. 103-104, 125-126, 201-203, 291; 2 Exh. 10, p. 351.)
Although the above sample does not contain line numbers, line numbers may be employed with Exhibits or Tabs in accordance
with Question #2 of this FAQ.
Moreover, different volumes and source documents may be combined in the same string citation in accordance with Question # 3
of this FAQ.
The numbers in red are the exhibit
or tab number. This number must
appear directly after the source
document convention
The source document convention is practitioner defined.
“Tab” is also acceptable in addition to whatever the
practitioner would like to use. However, the convention must
remain consistent throughout all citations when that source
document is referenced
Q #5A: What if my Clerk’s Transcript or Reporter’s Transcript bate stamp numbers do not match the Adobe system’s
page numbers? (The Reporter or Clerk included unnumbered pages)
In order for Legal Lens to work properly, the page numbers displayed in the PDF viewer must match the bate stamp numbers of
the reporter’s transcript, clerk’s transcript, or any other source document. The following illustrates when the PDF viewer and bates
stamp numbers match each other
PDF viewer page
number (1 of 192)
Reporter’s
Transcript
Bates Stamp
Number
Page numbers
match!
When Legal Lens links citation page numbers to the appellate record, it utilizes the page number displayed by the PDF viewer, not
the bates stamp number. When the page number displayed by the PDF viewer and bates stamp numbers are not the same, this will
cause a problem. Citations citing to bates stamp page one when the numbers do not mate will not go to the proper page.
PDF viewer page number
(7 of 190)
Reporter’s Transcript
Bates Stamp Number
Page numbers do
NOT match!
The reason the page numbers do not match in the above example is the court reporter left the title page and various tables
unnumbered. The reporter started bate stamp page one after six unnumbered pages. A similar problem can arise when the Clerk in
preparing the Clerk’s Transcript decides to un-number the table of contents and title page. In order for Legal Lens to work
properly, the page numbers must be synced. The following illustrates how to sync the PDF viewer page number and bates number.
Select and highlight
contiguous pages that the
Clerk or Reporter has not bate
stamped
Right click on any of the
highlighted pages
Select the
“page labels” option
Change style from
page number 1,2,3
to roman numerals
i, ii, iii, …
That way, now
pages 1-6 will be
pages i-vi. Adobe
will not longer
count them as page
numbers.
Technically page seven
of the entire document,
but adobe is pretending
page seven is really page
number one now.
Bates stamp and PDF viewer
page number now match!
Fixed!
Q #5B: What if my Clerk’s Transcript or Reporter’s Transcript bate stamp numbers do not match the Adobe system’s
page numbers? (The Reporter’s or Clerk’s transcripts do not start at page 1)
Sometimes, a Reporter or Clerk will start each date of testimony or volume at a page other than one. For example, your first
Reporter’s Transcript starts at page 100. If your Reporter’s Transcript starts at bates stamp 100, Adobe will read that page as page
one. Legal Lens will link a citation to page 100 in the brief to page one. This can be fixed with page labels.
Page numbers do
NOT match!
Select and highlight
contiguous pages starting
with first e.g. page 101
Right click on any of the
highlighted pages
Select the
“page labels” option
Change page 1 to
page 101. That
will sync Adobe
with bates stamp
number
Repeat for multiple
volumes starting on
different pages
Q #6: How do I get my hyperlinked brief and record to the Court of Appeal?
When Legal Lens creates a hyperlinked brief and record, it operates by combining the appellate record with the brief into one PDF
file. This results in a large PDF file. Currently, the California Court of Appeal only accepts files 25mb in size or smaller.
Anything larger must be split into separate files. The reason for this rule, the Court of Appeal’s document management system
cannot accommodate files of 25mb in size. Unfortunately, they hyperlinking in a brief created by Legal Lens will cease to operate
if the file is split. As a result, at this time, the hyperlinked brief and record must be mailed to the court (USB, CD, etc) after it is
TrueFiled. This mailing should be served on opposing counsel.