Autoload into IPRO Eclipse - Processing Job

You can load eCapture Processing Job data directly into an Eclipse database.

Ensure that the Eclipse server Information was configured. Overview: Enterprise Integration.

1. Click the Client Management tab.

   

2. Do one of the following:

   1. In the Tree View, under the Custodian:

      

   • Navigate to Processing Jobs.

   • Right-click a completed Processing Job, and select Export Processed Data on the context menu.

   The Specify Export Parameters dialog box appears. The selected Job is already selected in the Tree View. Select additional options, as outlined in the remaining steps of the procedure.

   2. In the Tree View, under the Client:

      

   • Navigate to Export Jobs.

   • Right-click Process Exports and select New Process Export Job on the context menu.

     

   The Specify Export Parameters dialog box appears.

3. In the Specify Export Parameters dialog box, do one of the following under Select Jobs to Export:

   If you want to select jobs to export:

• Choose Select Jobs to display the list of Jobs available for export.

• Expand the Tree View and select one or more Jobs for exporting. The Export Job Name field populates with the first Processing Job you selected. You can select multiple Processing Jobs for export. The system goes through each one and stores the data under the directory of the Export Job Name you indicated in the Specify Export Parameters dialog box. It may be necessary to expand the Tree View to see the Processing Jobs.

  

If you want to select Export Sets to export:

• Choose Select Export Set to display a list of export sets that were created in QC.

• Expand the Tree View and select one export set for export. If necessary, expand any Export Set Containers to select an export set that is stored in a container.



4. Under Export Settings, on the Export Type drop-down menu, select Direct to Eclipse.

5. Under Export Settings, in the Export Job Name field, enter an Export Job name. If a default name displays in the field, modify it as necessary. This is the name the system uses as the directory name where the exported data is stored.

6. (Optional) Under Export Settings, open the Export Series drop down menu and do one of the following on the menu:

   

   • Leave the default setting ([none]).

   • Select an Export Series. See Overview: Export Series for background information about Export Series. Or see Create an Export Series if you want to create the Export Series before the Export Job is created.

   Note: When an existing Export Series is selected, the button appears. If you click the button, the Export settings dialog boxes do not appear; instead the Job is placed in the Job Queue. If you do not click, the Export settings wizard displays allowing you to set the Export settings and then run the Export Job.

   • Select [new export series] and enter a New Export Series Name.

   

7. (Optional) Click the Load from Template browse button, and navigate to the ExportSettings.INI template file that has the processing export settings from a previously run data extraction export. A file will not exist until you run your first processing export.

   

   Note: This option is not available if you selected an Export Series on the drop-down menu. The ExportSettings.INI file saves time by not requiring you to manually make selections in some of the Export wizard screens, The file also ensures that there is consistency when exporting Jobs for a particular situation.

8. Select a Task Table on the drop-down menu. The task table that displays in the field is based on the last task table selected for the Client.

   

9. Click OK.

   Note: A warning dialog box may display if one or more of the selected Processing Jobs have not yet passed QC. You can elect to continue to export or cancel, QC the jobs, and then export again.

   The Eclipse Case Selection dialog box appears.

   

10. Select a Case that is to receive the eCapture data. To quickly locate the Case in the list, enter the first alphanumeric character of the Case name in the Case Search field to advance to Cases beginning with that character. Additional characters may be typed in the field to narrow down the possibilities if several Cases contain the same initial characters. The Clients, and the Cases (Projects) within the Client, are alphabetized.

11. The Select Export Formats and File Handling Options dialog box appears. Complete this dialog box by selecting the required options.

    

    For more information about the various options, click the following.

Export Formats and File Handling Options

1. Export Image Files - When selected, images and text files are exported. Select from the following options.

   If not selected, there will not be any Image Load formats available for selection (skip c and e); however, Ringtail and Summation DII are available for selection under Data Load Formats. In addition, the option, Use page-based numbering, displays to the right and is selected by default. When selected, page counts in image key numbering are retained.

2. Image Format and Options - On the drop-down menu, select one of the image formats to generate during the export process:

   • Single Page TIFF/JPG Files creates a separate file for each image in the Job. Black and white images are saved as TIFFs; color images are saved as JPEGs. Also exports single page extracted text.

   • Single Page PDF Files outputs single-page PDF files for images. On the Format drop-down menu, choose either PDF/A (default setting) or PDF.

     Note: PDF/A may be cleared when exporting to PDF, simplifying work flows that require redactions within the PDF or when standard PDF file output is required.

     If PDF/A is selected, the PDF output in the Export Job will be in PDF/A format.

     Note: For Processing Jobs in which the Convert to PDF option was selected, no additional work is required. The Convert to PDF option converts documents to text-based PDF files that are PDF/A compliant. This option is found in the Flex Processor.

     If PDF is selected, the PDF output in the Export Job will be in PDF format.

   • Multiple Page TIFF Files creates a TIFF file for each document. Will also export multiple page extracted text.

   • Multiple Page PDF Files creates multi-page PDF files containing all documents for the entire family. Each PDF contains all of the images from all family members, and the associated text file (if selected) contains all of the images from all family members as well.

     On the Format drop-down menu, choose either PDF/A  (default setting) or PDF.

     Note: PDF/A may be cleared when exporting to PDF, simplifying work flows that require redactions within the PDF or when standard PDF file output is required.

     If PDF/A is selected, the PDF output in the export job will be in PDF/A format

     Note: For Processing Jobs in which the Convert to PDF option was selected, no additional work is required. The Convert to PDF option converts documents to text-based PDF files that are PDF/A compliant. This option is found in the Flex Processor.

     If PDF is selected, the PDF output in the Export Job will be in PDF format.

   • Both TIFF and PDF Files is specific for the Image Load Format Ringtail. Multi-page PDF representation of the document is copied to the output folder along with the single page images.

   Convert LZW Image to JTIFF - When this option is selected, it converts LZW compressed Single Page TIFF files to JTIFs. Exported multi-page TIFFs always use JPEG compression.

   Create searchable PDFs - This option is automatically selected when either Single Page PDFs or Multiple Page PDFs are selected on the Image Format and Options drop-down menu.

   Make endorsements searchable - Select this option if you want to search for endorsements.

   Convert Fast Web Enable - Select this option to create fast view enabled PDFs. PDF documents are restructured for downloading one page at a time from web servers. Only the requested page is sent rather than the entire PDF.

   Force image canvas to - The ratio of a resized image is maintained when selected. On the drop-down menu, select a paper size and then select an image size on the drop-down menu underneath. Options include: For small images, For large images, and For both small and large images.

   Center vertically: Centers the image vertically on the canvas. The default vertical alignment is top.

   Center horizontally: Centers the image horizontally on the canvas. The default horizontal alignment is left.

   Click the link Apply to select file types only to open the Image Normalization Inclusions dialog box. By default, all file types are selected. Click Clear All, to clear all the selected file types and then select the specific file types for the Export Job. If necessary, click + to expand the list for a file type, such as Microsoft Excel.

   Click OK to return to the Select Export Formats and File Handling Options dialog box. A message displays underneath the link that states the number of file types that will be included.

3. (Optional) Export Text Files - select this option to display additional data load formats for selection if necessary. When this option is not selected, Delimited, Custom, Summation Text, and Concordance DAT are the only Data Load Formats available for selection. Optionally select from the following Document Text options:

   • Include Image Key in Document Text: Select this option if you want to include the Image Key at the beginning of the text file. Indicate which token to include in the Image Key format. The default is << [k] >>, where token [k] is for the Image Key. The other format is << [p] >>, where token [p] is for the page number. The Image Key will display as follows: << EXH_1245 >> The Page will appear as follows: << 25 >> This option takes precedence over Create Text Placeholders for Missing Text Files. Therefore, if both options (Include Image Key... and Create Text Placeholders...) are enabled, then a document without text will have a text file that contains only the Image Key.

   • Create Text Placeholders For Missing Text Files: Creates placeholder text files for documents in which there was no available text. Text placeholders are created with each combination of export text files and image formats. The option, Include Image Key in Document Text, takes precedence over the option, Create Text Placeholders for Missing Text Files. If both options are selected, a document without text will have a text file with only the image key number.

   • Export Document Text as Single File: This option is available for Single Page TIFF/JPG Files or Single Page PDF Files only. eCapture’s default is a text file for each image. It creates one text file for each document rather than for each image. One document can have many images.

   • Index Data After Import: This option is selected by default (flags the export for indexing when data is loaded into Eclipse) for new Export Jobs and Export Series.

     This option is not selected for Enterprise Streaming Discovery jobs that do not have an associated Export Series and for new Export Series created from the Enterprise Streaming Discovery Job Options dialog box. For additional information about Enterprise Streaming Discovery Jobs and options, see Overview: Enterprise Streaming Discovery.

     Note: If a template (.INI) file is specified, this option is selected for both eCapture exports direct to Eclipse and forEnterprise Streaming Discovery Job exports.

4. (Optional)Export Native Files

   Under Native File Options, select from the following:

   • Name file using image key: If this option is selected, the native file directory no longer creates an additional directory for each document. By naming the file by using the image key number, it removes any chance of duplicate file names occurring. Therefore, the additional level of directories are not necessary. See the following example:

   

   • Placeholder missing/zero-byte natives: If this option is selected, placeholders for missing and/or zero-byte natives are created. The placeholders for the native files are created in the export output directory. For example, if the native file was named sample.doc, the placeholder filename will be sample.doc.txt.

     If the Placeholder missing/zero byte natives option is not selected (default setting), then placeholders are not generated. For zero-byte files, a copy of the file will be generated with the same name as the original document. It will not generate any files that were unextractable.

   Under Alternate Email Export Options, select from:

   • Outlook - Select this option to export an alternate native file for Outlook files. The default export format is MSG.
   • Lotus Notes - Check this option to export an alternate native file for IBM (formerly Lotus) Notes files. The default export format is DXL.
   • Outlook Express - Check this option to export an alternate native file for Outlook Express files. The default export format is EML.

   • GroupWise - Check this option to export an alternate native file for GroupWise files. The default export format is XML.

   Select one of the following formats:

   • .MHT-Native Export: Exports selected e-mail type to a standardized format rather than to .DXL or .XML. Types include Outlook, Outlook Express, IBM (formerly Lotus) Notes, and GroupWise. (An .MHT file is an Archived Web Page file with information in Multipurpose Internet Mail Extension HTML (MHTML) format with an .MHT file extension. All relative links in the Web page are remapped and the embedded content is included in the .MHT file.)
   • Rich Text Format (RTF): Uses Microsoft Word to open the MHT and saves it as an RTF; a more widely accepted format.
   • HTML: HTML documents can have inline images, the images themselves are not included in the HTML. The images must be included in the export in order to access the inline images.

   File extension options: This option is used if the native documents are missing or have incorrect file extensions. When this is the case, the native file viewers will not work. The correct extension is defined as the value presented in the Extension field of the StellentDefs table in the configuration database for the StellentID of the file. Oracle^® Outside In Technology uses a TXT extension to identify files it cannot discern. If necessary, a Database Administrator may manually update through SQL the Extension field in the StellentDefs table with custom extensions. The options on the drop-down menu include:

   • None - Default setting. Nothing happens.
   • Add extension only if missing
   • Append corrected extensions - Appends extensions that are incorrect or missing.
   • Replace incorrect extensions - Replaces incorrect extensions with correct extensions or missing extensions.

   Click the link, Apply to selected file types and/or QC Flags, to open the Native File Export Inclusions dialog box.

   

   By default, all file types are selected and the QC flags are not selected. For the file types, click Clear All, to clear all the selected file types and then select the specific file types and/or only documents to which the QC flag or flags are attributed. If necessary, click + to expand the list for a file type, such as Microsoft Excel, to display specific versions/types of Microsoft Excel. If either one (file type/QC flag) "hits", the native file will be exported.

   Click OK to return to the Export screen. A message displays underneath the link that states the number of file types and QC flags, if any, that were included.

12. If you select Point to eCapture file storage from Eclipse, the text/native files will remain in the eCapture system directory. Eclipse will access the files from this location. Use this option to have Eclipse use existing data that is stored in eCapture directories when no changes are being made to the output files for review.

13. Select the Include OCR word coordinates in DLF check box, located at the bottom of the the Select Export Formats and File Handling Options dialog box, to generate a load file with word coordinates to allow for highlighted search hits in Eclipse. Selecting this option will increase the amount of time it takes to build the load file. This is recommended only for image-only review databases. Native file reviews can leverage built-in word highlighting when viewing the document’s text or rendered native file.

14. Click to display the Specify Merge Data Options dialog box.

    

    Click the following for information about completing this step.

    Merge Data Options

    Do the following:

    • On the drop-down menu, select the order in which merge jobs display in the Merge Jobs drop-down menu in the Image tab or View tab (that is, Date, Ascending; Date, Descending (default); Name, Ascending; Name, Descending; Custom - use the up/down arrows).
    • Clear one or more merge jobs. By default, all merge jobs are selected. The "Original" item refers to the original images and text associated with the document. It displays as the last item in the list of merge jobs and remains selected.
    • (Optional) Select the option Always use original page count for image key numbering. This is relevant for Process Exports. This option affects how image keys are assigned to pages when exported and could affect how many images are exported. When this option is selected, it uses the original page count for the document. Otherwise, it uses the total page count of the applicable merge job.

    When finished, click .

15. The Select Export Fields dialog box appears.

    

    Click the following for more information about this step:

    Define Export Fields for Databases

    If you are creating any database load file formats during the eCapture export process, you need to define the export fields that eCapture will export. This step ensures that the data exported from eCapture matches the fields in the database where the data will be used.

    There are several field types that can be exported. These field types are designated as follows:

    S (System Fields): These fields only have meaning in the context of an eCapture export. If a document was viewed outside of the export, none of these field types would apply. Any brackets [] will be removed from the label when exporting.

    The System field definitions are as follows:

    Field	Definition
    ITEM_ID	The eCapture unique identifier for the document. Can be added/removed from the Selected Fields list box.
    BEGDOC	Starting Bates of the document.
    ENDDOC	Ending Bates of the document. Note: Not automatically included in the Selected Fields list box; however, may be selected if it is to be included in the export.
    BEGATT	Starting Bates of the attachment range.
    ENDATT	Ending Bates of the attachment range.
    PARENT_ATTACHMENT	"P" for anything not an attachment, "A" for attachment (child).
    ATTACHMENT_BATES	Semicolon-delimited list of Bates numbers of the children of a parent document.
    ATTACHMENT_ITEMIDS	Semicolon-delimited list of the ItemIDs of the children of a parent document.
    DOMAIN NAMES	De-duplicated, semicolon- delimited list of domain names pulled from the TO, FROM, CC, and BCC fields of an email and a message.
    OCR_CONFIDENCE	Confidence level of an OCRed document.
    PARENT_BATES	If a document is a child, the Bates of the parent.
    PARENT_ITEMID	If a document is a child, the ItemID of the parent.
    EXPORT_NATIVE_FILES	Used when exporting native files. Shows export path to the native files. Defaults to Selected fields box when Export Native Files is selected from the Select Formats and File Handling Options dialog box. May be moved from the Selected Fields list box to the Available Fields list box, if required.
    ABSOLUTE_PARENT_ID	Obsolete - use PARENT_ITEMID instead. PARENT_ITEMID queries the ExportedItems table to get an absolutely accurate parent ID relating to the Export. ABSOLUTE_PARENT_ID reads from the Items table. Both should agree, but if not, PARENT_ITEMID is the more accurate of the two.
    RELATIVE_PARENT_ID	This field is relative to the Discovery Job, not the Export. The All Items in a Family options may result in the relative parent being excluded from the export. Note: PARENT_ITEMID can differ from ABSOLUTE_PARENT_ID if the All Items in a Family options cause the absolute parent to be excluded from the export. PARENT_ITEMID is relative to the Export; ABSOLUTE_PARENT_ID is relative to the Discovery Job.
    RELATIVE_PATH	Original path to native file without directories above where the directory folder was selected.
    SEARCH_HITS	Contains the search terms.
    QC FLAGS*	This field contains QC flags and/or user-defined custom flags for each document.
    QC EXCEPTION FLAGS*	This field value comprises both the Exception QC flag and the Protected QC flag.
    QC HIDDEN CONTENT FLAGS*	Contains the following QC Flag fields in a semicolon-delimited format: Word Revisions Word Comments Word Hidden Text Excel Hidden Rows Excel Hidden Columns Excel Hidden Worksheets Excel Very Hidden Worksheets Excel Comments PowerPoint Hidden Slides PowerPoint Speaker Notes Embedded Document
    CUSTODIAN_NAME	The name of the Custodian containing the process job that produced the document being exported.
    DISCOVERY_CUSTODIAN_NAME	Used to identify the Custodian of the discovery job in which an exported item was found.
    CUSTODIANS	Used to identify the duplicate Custodians for this record.
    DUPLICATE_LOCATIONS	Used to list the (Duplicate ID), Custodian Name, <Filename>, and [Discovery Path] for this record.
    DATA_EXTRACT_JOB_NAME	The name of the Data Extract Job that produced the text being exported.
    RULE_CATEGORY	Contains the categories (selected and assigned through the Flex Processor).
    PROCESS_STATUS	Displays the process status results of a job. Items that processed successfully will show "Success".
    IDENTIFIED_LANGUAGES	List of languages, identified by ELS, that exist in a document.
    IDENTIFIED_ENCODING	List of encodings, identified by ELS, that exist in the document.
    EXTRACTED_ATTACHMENT_COUNT	Counts the children of a document as it relates to the export. The count should always match up with the number of ItemIDs in the field ATTACHMENT_ITEMIDS and image keys in the ATTACHMENT_BATES field. Note: This field will be zero for all documents in the Export that have a parent in the Export.
    EXTRACTED_ATTACHMENT_NAMES	Generates a semicolon-delimited list of the child document’s file names in the order of the export. The number of file names in the list should match the EXTRACTED_ATTACHMENT_COUNT.
    VOLUME_NAME	The value is the label for the document’s volume.
    ORIGINAL_CUSTODIAN	Populates with the name of the Custodian the original file belonged to when an item duplicates against another file when doing de-duplication at the Project or Client level.
    BATCHID	Contains the Batch ID assigned for the Discovery Job.
    FULLTEXT	Contains combined contents of body text and OCR text.
    EXPORTED_TEXT_FILES	Contains the path to the exported extracted text files. The value of this field is affected if the Replace the export path with the following drive letter/path field is populated (located in last Export screen).This field cannot be used for a Group field.
    DocType	Contains eMail, eDoc, and eAttach types.
    DocCategory	Contains definitions that represent the document based on Email (absolute parent and loose email only, e.g., not email attached to email), Email Attachment (any email attachments to an email), Edocument (files that are not email and not an attachment of an email family), Edocument Attachment (any embedded file in an edocument; including emails).
    USERDEFINED1 through USERDEFINED5	Values to be entered by using SQL Server Manager. These fields can be used for endorsements, custom placeholders, and so on.
    *QC FLAGS, QC EXCEPTION FLAGS, and QC HIDDEN CONTENT FLAGS display the values in a semicolon- delimited format concatenated by group. Each line of the export will have all the applied flags for each grouping. The following example shows the three export fields and a user defined flag in semicolon-delimited format concatenated by groups. The first line is the header line and the second line contains the field values. "BEGDOC","QC FLAGS","QC EXCEPTION FLAGS","QC HIDDEN CONTENT FLAGS" "000000001”,"Excel Hidden Rows;Excel Very Hidden Worksheets;CustomFlag,"Exception;Protected","Excel Hidden Rows;Excel Very Hidden Worksheets"

    F (QC Flags): The QC flags that display in the list are both system QC flags and any user defined QC flags for the selected Processing Job or Jobs. The CUSTMDAT.TXT file, created from the Export, will show a value of Y for flags that are "on" or be blank for flags that are "off".

    M (metadata Fields): These fields were retrieved from documents during processing.

    Warning: Last Access Date, Last Access Date*DATE ONLY*, and Last Access Date*TIME ONLY* are volatile system fields. The first time that eCapture discovers a directory of loose files, Last Access Date is valid. However, subsequent Discovery Jobs, run on the same set of files, get the date the eCapture last "touched" the file on the initial Discovery Job. We highly recommend that you not use the Last Access Date metadata fields. Because there isn’t a legitimate value for any file eCapture extracts, this field will be populated for loose files only. In addition, emails that eCapture extracts, attachments, embedded files, and files extracted from archives will not have this value populated.

    E (External Fields): These fields are from export jobs originating from IPRO Allegro or from the eCapture Import Wizard.

    U or G (User Defined Fields): These comprise two types: User [U] and/or Group [G]. These fields are created via the Insert Custom Fields function. The User fields export the field label and the value you may optionally enter. Otherwise, the value may be blank. The Group fields are space-delimited combinations of System (S) and/or Metadata (M) field types.

    When the Data Extract Export wizard is initiated, the Process Jobs to be exported are selected first. The fields available for export are based on a standard list of metadata fields combined with the metadata retrieved during processing.

    The available fields list view is populated using this list of metadata fields, along with the system fields that are available for all exports. In addition *DateOnly* and *TimeOnly* fields are parsed from date fields and included in the Metadata fields.

    The export will always export the non-displayed system fields [BATES_NUMBER] and [ITEM_ID] as the first two fields regardless of field selections shown. All other fields to be exported are displayed in the Selected Fields list box and will be exported, in order, and named as the field label. The next section describes how to populate the Selected Fields list box.

    Sorting Fields

    Right-click a field and select Make Sort Field from the context menu. This option displays for those fields that can be sorted, such as a metadata field.

    A Y displays in the Sort column. To clear this entry, right click the field and choose Clear Sort Field.

    When a field is marked as a Sort field, it applies the value of the selected field to all family members of a parent item. This allows sorting on the specified field in an external application to represent a family. For example, when the Sent Date field is made into a Sort field, the value of the Sent Date field for an email will be used as the value of the same field in the exported load file for all of the email’s attachments.

    Select Options in the Select Export Fields Dialog Box

    The field type designator displays in the Type column of both the Available Fields and Selected Fields list boxes.

    

    Available Fields: List box that displays all fields available to be exported. Click the drop-down menu located above the field list and select a specific field type. By default, All Fields appears. Ctrl-click to select non-contiguous fields. Shift-click to select a contiguous range.

    Filter value: Enter a value to filter the list. For example, to see only those fields that contain the word date, enter date and click . To display all fields, delete the value, leave the field blank, and click .

    Selected Fields: List box that displays all fields selected from the Available Fields list box for export. Right-click a field to edit it. Use the up or down arrows to reorder the fields.

    • : Click to move a selected field from the Available Fields list box to the Selected Fields list box.
    • : Moves all fields from the Available Fields list box to the Selected Fields list box.
    • : Click to move a selected field from the Selected Fields list box to the Available Fields list box.
    • : Moves all fields from the the Selected Fields list box to the Available Fields list box.

    Field List: This drop-down menu contains the following field list templates: Ipro Basic Field List, Ipro Standard Field List, Ipro Extended Field List, and Ipro Enterprise Field List. The Ipro Enterprise Field List reflects the standard list of fields that are selected by default in a new Allegro case and created in a new Eclipse case. To make field selection easier, the templates are used to load the fields all at once into the Selected Fields list box. The drop-down menu also displays user-saved System templates and/or Client templates. Templates selected from a physical INI file do not display in this list.

    To load a template into the Selected Fields list box, select the template from the drop-down menu. A warning dialog box displays to indicate that loading fields from a template will clear any selections, including group fields and field label modifications. Click Yes to continue. The template’s fields display in the Selected Fields list box.

    To save a new template based on manually selected fields, click the drop-down menu, select Save As, and click . The Save Template As dialog box appears.

    

    Select from the following:

    • System Template - available to all Export Jobs

    • Client Template - available only to the Client

      For System Template or Client Template, enter a meaningful name for the template.

    • File - saves to a physical INI file in selected location

      For a File template (.INI), click to display the File Browser dialog box. Browse to a location, enter a file name, and click Open. The Save Template As dialog box displays and indicates the path name in the Location field. Click Save.

    To select an existing user-created field list template saved as a physical INI file, click the drop-down menu, select Browse, and click . The Open dialog box appears. Browse to the saved template (.INI) file and click Open. The warning dialog box displays to indicate that loading fields from a template will clear any selections, including group fields and field label modifications. Click Yes to continue. See Manage Field Templates for instructions about managing saved templates.

    : Opens the Insert Custom Field dialog box in which you can create new group fields and new user fields.

    and : Use these arrows to change the order of the fields in the Selected Fields list box. Select a field (or contiguous fields) and then use either arrow to reposition it (or the selected fields) accordingly.

    Note: For more information about the metadata fields, see About the EncounteredMetadataFieldList Table.

    Click the following for information about selecting additional Export options, if those options are required:

    Select the Additional Export Options in the Select Export Fields Dialog Box

    These options may or may not be available, depending on the data load format chosen.

    • Populate Child Fields for Parents: If this option is NOT selected, the Parent fields for all items (PARENT_BATES, PARENT_ITEMID) are populated only for child items.

    • If this option IS selected, the Parent fields are populated for all items. Non-child items enter their own Bates number and ItemID.

    • Select Include Field Names in first line of file if you want to assist readers in understanding or verifying the file. Do not select this option if the file is to be loaded directly into the database.

    • If the Concordance DAT File data load format was selected, the Export OCRTXT field for Concordance option appears. Select this option if you want to export the OCRTXT field. Select the version that applies from the drop-down list.

    Click to open the Date Field Formatting Options dialog box.

    

    Date Field Formatting: If you want to change the date field to a different format, select from the following formats:

    • YYYYMMDD

    • YYYY/MM/DD

    • MMDDYYYY

    • MM/DD/YYYY

    • DD/MM/YYYY

    Otherwise, select the option Do Not Convert Date Fields.

    Time Format: Select from:

    • 12-hour [displays time in 12 hour format, e.g. 1:04]

    • 24-hour [displays time in 24 hour format, e.g. 13:04]

    • Regional [formats the time according to the "default" Regional Settings of the Worker the document is being exported on.

      Note: Changing the format strings by using the Customize button of Regional Settings will have no effect; the actual region must be changed to see any effect.

    Resolve Times to Second Precision: Select this option if you want to add seconds to all metadata date fields that have time. This does not apply to the images.

    Legacy Date Field Formatting: By default, this option is selected. Deselect this option to select from the Invalid date options and to select fields for date format handling.

    Invalid date options

    Treat date values outside of specified range as invalid dates: Select a start date and end date range. Any dates outside of the selected range will be considered invalid dates. The start date default is set to SQL minimum date. The end date default is set to SQL maximum date.

    Select one of the following options:

    • Invalid date field output value - enter text to display in the event an invalid date is encountered. This field may be left blank.

    • Invalid date field output do not convert - invalid dates will be output as is with no date conversion applied.

    Field Selection

    The only fields that are not present in the list are *DATE_ONLY* and *TIME_ONLY*. The fields in the available field list are comprised of fields that are marked as valid for date formatting. This is determined by the value of TRUE in the ExportAttemptDateParse field located in the EncounteredMetatdataFieldList table.

    Date field formatting options affect only those fields in the Fields Selected for Date Format Handling list box.

    Date field formatting options are set at the Job level.

    Filter value: enter a value to filter the list. For example, to see only those fields that contain the word "date", enter date and click . To display all fields, delete the value and click .

    Select a field for date format handling by selecting the field from the Fields Available for Date Format Handling list box and clicking to move the single field to the Fields Selected for Date Format Handling list box.

    For two or more fields, Ctrl-click to select non-contiguous fields or Shift-click to select contiguous fields. After the fields are selected, click to move them from the Fields Available for Date Format Handling list box to the Fields Selected for Date Format Handling list box.

    eCapture creates two additional fields that divide the date and time into a Date Only field and a Time Only field. These two additional fields are displayed in the Available Fields list box in the Select Export Fields dialog box. For example, if the DueDate field was moved to the Fields Selected for Date Format Handling list box, the following additional DueDate fields would display in the Available Fields list box: DueDate*DATE ONLY* and DueDate*TIME ONLY*.

    Click OK to return to the Select Export Fields dialog box.

16. Click to display the Map eCapture Fields to EclipseFields dialog box. Click eCapture to Eclipse Fields below for information on populating this dialog box.

    

    Click the following for information about populating this dialog box.

    eCapture to Eclipse Fields

    Only the selected fields will be available for mapping. The fields available for selection are the fields that presently exist in the selected Eclipse case. The mapped fields cannot be modified. At least one field must be selected for mapping in order to proceed. A mapped field can be selected only once. Not all fields have to be mapped. Unmapped fields will be ignored.

    To see document text, the [FULLTEXT] field must be mapped to Eclipse’s text field, indicated by EXTRACTED TEXT for the field type.

    • For each Field name, select a mapped field on the drop-down menu. The fields are alphabetized for convenient mapping.

    • Click one of the following:

      to map eCapture fields to Eclipse fields by position. The first field for eCapture will be mapped to the first field for Eclipse, and so on.

      to map eCapture fields to Eclipse fields by name. Field names for eCapture that match the field names for Eclipse, exactly, will be mapped.

    • (Optional) Click to save the Export settings to an INI file, which may be imported for a future export. In the Save Batch Export Settings dialog box, navigate to a different directory if necessary, and enter a file name. The default extension is .INI. Click Save.

17. Click . The Specify Endorsements dialog box appears.

    

    Click the following for information about populating this dialog box.

    Export Endorsements Options

    1. In the Select Endorsements Zone area, select an Endorsement Zone. The zone displays a thick border to indicate it is the active zone.

    2. In the Select Endorsements Fields area, Click the Available Fields drop-down menu located above the Available Fields list box and select a specific field type (System [S] Flags [F], Metadata [M], and User Defined fields [U and G] ). All Fields displays by default. To further narrow the field list, enter a value in the Filter Value field located below the Available Fields list box. For example, to see only those fields that contain the word "date", enter date and click . To display all fields, delete the value in the Filter Value field and click .

    3. Double-click a single field (or select a single field in the list) and click to move the field to the Selected Fields list box and place it in the selected Endorsement Zone at the same time. Once a field has been selected for placement in a zone, it cannot display in a different zone. A total of three fields may occupy a single zone. If a zone is to contain more than one field, use the or to change the order of the fields in the Selected Fields list box in the active Endorsement Zone. Each field displays on its own line in the Endorsement Zone.

       Note: When exporting a barcode, message text, and image key; and the image key contains underscore delimiters, eCapture displays the following warning: "Lowercase characters and underscores cannot be combined with barcode endorsement."

    4. To remove a field from an Endorsement Zone, select the Endorsement Zone, select the field in the Selected Fields list box, and click .

    5. To change the appearance (attributes) of a field in the Endorsement Zone, do the following: Select the Endorsement Zone, select the field in the Selected Fields list box, and click to open the Font dialog box. Select a Font, Font Style, Size, Effects (Strikeout, Underline), and Color. Click OK to close the Font dialog box. Repeat to change the appearance of additional Endorsement Zone fields.

    6. To insert custom fields, click . See Insert Custom Group Fields and Inserting Custom User Field Labels to add custom group and/or custom user fields for endorsement.

    7. Select the Enable High Quality Endorsements option to ensure the resultant image displays the revision strike through lines and other fine detail when track revisions are enabled for the document. However, when this option is selected, performance may be impacted because the image is re-sized and then it is combined with the endorsed image to produce one completed image.

    8. To preview the Endorsement Zones and the fields assigned to those Endorsement Zones , click . The Endorsement Sample Data dialog box displays showing the Zone, Type, Field Label and Field Value, if any, in a grid format. To preview a sample of the Endorsement Zones and fields on an image, click . The Endorsement Sample Image Preview dialog box displays and shows the selected fields in their Endorsement Zones. Use the first three icons in the toolbar to adjust how the image displays for viewing: Fit Normal, Fit Horizontally, and Best Fit. The magnifying glass icons are used to Zoom In and Zoom Out respectively. The Percentage values in the drop-down menu can also be used to Zoom In or Zoom Out. The Sample can be saved if required.

18. When finished, click . The Specify export directory and file options dialog box appears. This is the final screen in the Export process.

    

    Click the following for more information about completing this step.

    Specify Export Directory and File Options

    Export Directory Path

    • Export Directory Path: indicates the directory where the exported data will be saved. Initially, this field shows the area established during workstation setup, but you can click the Browse button to change it.

    Export Volume Options

    • Volume Name: Enter a name for the CD-ROM label or volume path directory. This field initially uses a number (e.g., 001) as the volume name. This setting is for database files.

    • Increment Output Directory Every n Files: Select a value from the drop-down list (or enter a value) that indicates the number of files that will be in each sub-directory. Minimum value is 100. Zero may be entered for no image increment.

    • Max Data Size: If the drive where you are saving the export files has limited space, select the maximum space (640, 1200, 4300, and 9000) you want to use from the drop-down list.

    • Include Volume Name in Loadfile Filename: Select this option if you want the Volume Name to appear in the VolumeManifest.TXT file.

    • Directory for each native: This option replaces the Copy to output directory option formerly located in the first Export Wizard screen. This option is not available for selection if Ringtail was selected. Otherwise, when this option is selected, the Native File field under the Subdirectory Structure options is not available. When not selected, a folder name may be entered in the Native File field.

    Subdirectory Structure Options

    • The first field is labeled dynamically based on the Image Format selected in the first Export Wizard screen under Export Image Files. The options include:

      • Single Page TIFF/JPG Files

      • Single Page PDF Files

      • Multiple Page TIFF Files

      • Multiple Page PDF Files

      The field contains the name of the folder where the images will be stored. Accept or change the default folder name.

    • Document Text: This field contains the name of the folder where the text files will be stored. Accept or change the default folder name.
    • Native File: This field contains the name of the folder where the native files will be stored. Accept or change the default folder name. The default name OF is an LFP command that contains the location and original filename.

    • Increment in Root or Subdirectory: Root is the default. For Subdirectory, indicate the name of the subdirectory; e.g. 0001. This folder will increment once the Max Data Size (MB) or the number of files specified in the Increment Output Directory field is reached.

    • Click Preview to view the sample of the selected Subdirectory Structure: Root or Subdirectory.

    Additional Options

    • Mirror File Structure: When selected, the specified export directory will have the same structure as the directories from which the files were discovered. The discovered directory pathing is "appended" to the specified export directory. For example, if the specified export directory is: Z:\EXPORT\Job001 and the discovered directory paths are: H:\FILES\DOC, H:\FILES\PPT, and H”\FILES\XLS, then the exported directory pathing will look like the following: Z:\EXPORT\Job001\H_\FILES\DOC, Z:\EXPORT\Job001\H_\FILES\PPT, and Z:\EXPORT\Job001\H_\FILES\XLS. Each of these directories will contain the images and extracted text of the respective, original files. If this option is not selected, then only one directory is created: Z:\EXPORT\Job001\IMG_0001; it will contain all of the images.

    • Create load files only: When selected, no images, text files, or native files will be copied to the export output directory. Only load files will be created. The export will perform as if all of the native files and images were exported based on the export options. The load file will reflect this.

    • OCR LFP Document Text Option: Select None, OI-inline, or OT-file reference from the drop-down list. For the Image Load Formats, Ipro LFP and Ipro OCR, select the appropriate option for inclusion in the LFP file. eCapture generates an IproOCR.LFP file for either of these options, OI, or OT. If the option Export Text Files, located on the initial Export screen, is not selected, the OT option will not be available for selection. The OI lines in the IproOCR.LFP file will contain document text for each page in all cases as long as there is document text for the page. The OT lines in the LFP file will point to text files for each page only when the export image format are single page images, and the option Export document text as single file (located in the initial Export screen) is not checked. For multi-page formats, or when document text is exported as a single file, there will be only one OT entry per document. If there is no text for a document (image where OCR wasn’t enabled, for example), there will not be an OT line. For the OI-inline option, the .LFP file will be larger than the LFP file generated when using the OT -file reference option.

    • Replace Export Path with the following Drive Letter/Path: Enter the path to replace the root path to the images in the export load files. For example, enter c:\images\0001\0001a\ to create the Ipro .LFP entries:

      VN,DII001,c:\images\0001\0001a\DII001\,99

      IM,AUG-001,D,0,@DII001;PROC0001\IMG_0011;AUG-001.TIF;2,0

      IM,AUG-002,,0,@DII001;PROC0001\IMG_0011;AUG-002.TIF;2,0

    Image Key Numbering

    Select between the following options:

    • Generate

      Choose Generate. The Image Key Numbering prefix segment shows {Native Filename}. The Parent and Document segments are disabled.

      

      1. Enter a Prefix in the Prefix segment

      2. Enter a Page number in the Page segment.
      3. Select a delimiter from the Delimiters drop-down menu. If no delimiter is required, select (none). The Sample Image Key field is used to examine the desired image key format.
      4. Indicate Base Numbering to be used for Page and/or Document level numbering. One-Based is the default setting.

    • Predefined

      Predefined numbering source options are available based on previously exported data or imported/merged document keys. Select Suffix first page to allow starting the suffix on the first image key of the document rather than on the second page.

      

      Click the drop-down menuto display the available numbering options:

      • Use filename

        Warning: Do not use this option for Ringtail format because Ringtail relies on the Bates numbering scheme.

        The Use filename option is not meant for child documents. It is designed to re-use the file name, which should already be in Bates number format, for numbering of LOOSE documents only, in conjunction with usage of the Flex Processor rule option 'Create parent ItemID list' or 'Create child ItemID list'. These two options created LOOSE files before export, so that there are no documents linked to other documents through a parent-child relationship in the Export Job.. For this feature to work, ALL documents should have a file name resembling a Bates number.

        Caveats

        The data that will be processed in eCapture must have the following characteristics when using this feature:

        • Consistent Bates numbering scheme. Avoid:

          • Filenames that are too long

          • Duplicate Bates numbers

          • Invalid characters

          • Other conditions where the filename does not conform to a Bates numbering scheme.

          Note: An inconsistent Bates numbering scheme will result in incorrect data output.

        • Originally processed as a native file.

          Note: eCapture extracts all email attachments that are detected. Embedded files are extracted unless the Discovery File Extraction option, Treat email inline images as attachments, is deselected.

        This option is used in conjunction with the Flex Processor rules, Create Parent Item ID List or Child Item ID List. A rule can be created to load the Item IDs from the native files for each individual job. If this feature is used without the Flex Processor rules, Create Parent Item ID List or Child Item ID List, the result will be incorrect data output.

        • Import/Merged: The Export Job uses the imported/merged linking key as the image key for Data Extract Exports.

        • Ipro Enterprise: The export job will use the Enterprise linking key as the image key for Data Extract Exports.

        Note: Embedded files will be extracted unless the Discovery File Extraction option, Treat email inline images as attachments, is deselected. eCapture will extract all email attachments that are detected.

        For Processing Jobs, the original file’s filename (TIFFs, TXTs, or PDFs) is used as the prefix for the image key when exported. The Page segment for the image key (Bates) number is enabled and used for suffixing the native file name with each page of the document.

        Filename Example for a Processing Export Job

        native filename: EX-00001.DOC will be exported as a file named: EX-00001.00001.TIF; where EX-00001 is the original filename, 00001 is the page number, and .TIF is the extension. Subsequent pages for each document will increment.

    Encoding Options

    Select an encoding option on the drop-down menu. Options include:

    • Unicode UTF-16 - load files and extracted text are saved in this format if Force ANSI is not selected.
    • Unicode UTF-8 - same as UTF-16 output except for the encoding applied to output files.
    • Force ANSI - Select this option and select a character on the drop down menu. This replaces non-ANSI characters with the selected ANSI character in the loadfile/extracted text. This allows for data loaded into applications that are not Unicode compliant.

    (Optional) Click Expedite Job if you want the job to be pushed to the front of the queue.

    If this is for an Export Series, the Series name displays in the Client Management Tree View under Process Exports; located under Export Jobs. The Export Series will then be available for selection when creating a Process Export Job.

19. Click to conclude the autoloading into Eclipse. The Job displays in the Job Queue and the Progress column shows Autoload Initiated. Under Process Exports in the Client Management Tree View, the Job also displays with the Eclipse icon .

Related Topics

Overview: Export Series

Create an Export Series

Autoload into IPRO Eclipse - Data Extract Job