Welcome to the Lists Report, a data extract that provides System Administrators with comprehensive insights into the lists in a matter.

Let's delve into the key features and how you can leverage this report to enhance your reporting capabilities.

Understanding the Lists Report

What is the Lists Report?

Our lists are effectively "data containers" for different parts of a transaction (this could be a documents list, completion checklist, CP checklist or anything that's used to track actions and documents in a legal transaction). This report provides you with data about every list in a matter you specify. so you can understand that matter better.

Why is it important?

Matter Analysis: Dive into the specifics of each list to understand the matter at large. With this report, you can understand how big each list is, what columns are being used, and how many rows there are!
Security check: Quickly use the data to understand if there is any sensitive or personal information in a matter.

How are Legatics' lists structured?

It's important to understand this. It will help you understand the data in the Lists Report.

In effect, our lists are spreadsheets. They contain columns, rows and cells, with all this data represented in a grid. But there are some important differences from a typical spreadsheet:

Sections: Users can create sections (and sub-sections). These are used to group rows (and the cells in those rows).
Data in cells: This depends on the column the cell relates to. For example, a file cell won't contain the same data as a comments cell.

How is the report structured?

The report structures the data in the following hierarchy. The data in each hierarchy is set out in the below section

Matter

Contains high-level data about the matter the lists are in

List

Contains high-level data about a list.

The structure (from list and below) is repeated for each list in the matter ♻️

Columns

Contains high-level data about each column in the list

Grid

Contains all the data in the list

Items

The sections and sub-sections in the list (if any)

Cells

Reference back to the column the cell belongs to

Data

The data in the cell. This depends on the column the cell relates to.

Extract formats

The Lists Report can only be extracted in JSON. We could provide a more summary version of this report in CSV. If you're interested, let us know!

Limitations

One matter: You can only download the report for one matter at a time (the request is too large to allow for an extract of every list across all of your matters)

Live matters: You can only download the report for live matters. The report can't be downloaded for demo matters or deleted matters.

Data available in report

Matter

🧠 Pro tip: Use the matter ID to link this data with the data available in other reports. That way, you can build a more complete picture of the matter!

Data	Explanation
ID	The unique ID that Legatics gives each matter
Name	The name given to the matter
Type	Whether the matter is `demo` or `live`

List

Data	Explanation
ID	The unique ID that Legatics gives each list
Name	The name given to the list
Created at	The date/time the list was created (UTC)
Updated at	The date/time the list was last edited (UTC)

Columns

Data	Explanation
ID	The unique ID that Legatics gives each column
Type	The type of column. Values of: comment checkbox daterange document responsibility status text
Created at	The date/time the column was created (UTC)
Updated at	The date/time the column was last edited (UTC)

Checkbox columns can be assigned to a role, organisation or user. If this column is present, you will also see the following data about the assignee

Data	Explanation
User ID	The unique ID of the user the column is assigned to
User name	The name given to the user the column is assigned to
Organisation ID	The unique ID of the organisation the column is assigned to
Organisation name	The name given to the organisation the column is assigned to
Role ID	The unique ID of the role the column is assigned to
Role name	The name given to the role the column is assigned to

Grid

Data	Explanation
ID	The unique ID that Legatics gives each grid

Items

Data	Explanation
ID	The unique ID that Legatics gives each section and sub-section
Name	The name given to the section or sub-section

Cells

Data	Explanation
Column ID	The column ID the cell relates to
Column type	The column type the cell relates to

Data

Comments columns

Author

Data	Explanation
User ID	The unique ID of the user who left the comment
User name	The name of the user who left the comment
User email	The email of the user who left the comment
Organisation ID	The unique ID of the organisation the user belongs to
Organisation name	The name of the organisation the user belongs to

Comment

Data	Explanation
Body	The text of the comment
Created	The date/time the comment was created (UTC)
Updated	The date/time the comment was updated (UTC)

Checkbox columns

Data	Explanation
Checked	If the checkbox is ticked or not
Created	When the checkbox was created
Updated	When the checkbox was last updated

Date columns

Users can specify a start date and an end date, or just a end date. Users can't specify time yet.

Data	Explanation
Start date	The start date specified (UTC)
End date	The end date specified (UTC)
Updated	When the date was last updated

Document columns

Data is available on the document level, and on specific versions of a document

Document level

Data	Explanation
ID	The unique ID that Legatics gives to each document
On Signing	If the document is marked for signing
Signing method	If the document is being signed by wet-ink or DocuSign
Signing status	The signing status of the document

Version level

Data	Explanation
ID	The unique ID that Legatics gives to each version
Name	The file name of the version
Size	The size of the version
Author ID	The user ID of the person who uploaded the version
Author name	The name of the person who uploaded the version
Organisation ID	The ID of the organisation the user who uploaded the version belongs to
Organisation name	The name of the organisation the user who uploaded the version belongs to
Updated	The date the version was last updated

Responsibility columns

Data	Explanation
User ID	The unique ID of the assigned user
User name	The name of the assigned user
Organisation ID	The unique ID of the assigned organisation
Organisation name	The name of the assigned organisation
Role ID	The unique ID of the assigned role
Role name	The name of the assigned role
Updated	The date/time the assignee was last updated (UTC)

Status columns

Status columns can have a value, and be assigned to a user, role or organisation

Status

Data	Explanation
Status	The name of the status applied
Updated	The date/time the status was last updated (UTC)

Assignee

Data	Explanation
User ID	The unique ID of the assigned user
User name	The name of the assigned user
Organisation ID	The unique ID of the assigned organisation
Organisation name	The name of the assigned organisation
Role ID	The unique ID of the assigned role
Role name	The name of the assigned role
Updated	The date/time the assignee was last updated (UTC)

Text columns

Data	Explanation
Body	The text in the cell
User name	The date/time the text was last updated (UTC)

Accessing the Lists Report

Log in: Access the admin system with your credentials.
Navigate to Reports: Find the "Reports" section in the sidebar
Find the Lists Report: It's the last option!
Press the "JSON" button: It's the only option you have
Search for the matter you want to extract from: You can search by the name or number
Download and analyse: Your data is now a powerful tool for strategic decision-making!