Create a Data Extract Export Job

Data Extract Export Jobs are created from completed Data Extract Jobs.

Several Data Extract Export output options are available for common data load formats such as Summation, Concordance, Ringtail, and so on. The original files can be exported. For Concordance output, the OCRTXT field can be exported. When the export is complete, a status screen displays showing time, exported number of files, and disk space information. The Data Extract Export uses wizard screens.

1. Click the Client Management tab.

   

2. Do one of the following:

   • In Tree View, navigate to the Data Extract Jobs folder (under Custodian). Right-click a completed Data Extract Job to display the context menu. Select Export Extracted Data on the context menu to display the New Data Extract Export Job dialog box. The job you selected shows a selected check box in Tree View.
   • In Tree View, navigate to Export Jobs (under Client). Right-click Data Extract Exports to display the context menu. Select New Data Extract Export Job from the context menu to display the Specify Export Parameters dialog box.

3. Do one of the following:

   

   • Choose Select Jobs and then expand the displayed Tree View. Select a Data Extract Job for exporting. Select additional Data Extract Jobs for export by selecting their check boxes. The Export Job Name field populates with the first Data Extract Job you selected. 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. If necessary, expand Tree View to view all the Data Extract Jobs.
   • Choose Select Export Set to display a list of Export Sets that were created in QC, and then select an Export Set. 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 disk.

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 if necessary. This is the name the system uses for 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:

   

   • Leave the default setting [none].

   • Select an Export Series from the drop-down menu. 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.

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

     

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

   

   Note: This option is not available if you selected an Export Series from the drop-down menu. This file saves time by not requiring you to manually make selections in some of the Export wizard screens, as well as ensuring that there is consistency when exporting jobs for a particular situation.

8. Select a Task Table from 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. The Select Export Formats and File Handling Options dialog box appears.

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

10. Complete the Select Export Formats and File Handling Options dialog box by selecting the required options.

    

    For more information about the various options, click the following to expand:

    Export Formats and File Handling Options

    1. Data Load Formats: Select one or more Data Load Formats.

       If the data load file format you are required to create does not display under Data Load Formats, select Custom Export Format. See Custom Export Format for specific information about populating the Select Custom Load Delimiters dialog box.

       The IPRO Data Review selection in the Data Load Formats list box generates an IPRO Review.LFP file. An LFP file is an IPRO load file. See Ipro Tech LFP Files for detailed information about LFP files.

    2. Export Text Files: Select this option to display additional data load formats of LaserFiche, DB/Textworks, IPRO Data Review, Ringtail, Summation DII, and OCR Control.lst.

    3. (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 using the image key number, there is no longer 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 native files are created. The placeholders for the native files are created in the export output directory. For example, if the native file is named sample.doc, the placeholder file name 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 is 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 - Select this option to export an alternate native file for IBM (formerly Lotus) Notes files. The default export format is DXL.
       • Outlook Express - Select this option to export an alternate native file for Outlook Express files. The default export format is EML.

       • GroupWise - Select 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 email type to a standardized format rather than to DXL or XML. Types include Outlook, Outlook Express, IBM (formerly Lotus) Notes, and GroupWise. (An MHT is an Archived Web Page file with information in Multipurpose Internet Mail Extension HTML (MHTML) format with an MHT extension. All relative links in the Web page are remapped and the embedded content is included in the MHT.)
       • RTF (Rich Text Format): Uses Microsoft Word to open the MHT and saves it in 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 will not identify files it cannot discern with a TXT extension. 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.

11. Click to proceed to the next step in the wizard. Some steps in the wizard may or may not display, depending on the Data Load Formats you selected.

12. If you selected Custom Export Format as a Data Load Format in the Select Export Formats and File Handling Options dialog box, the Select Custom Load Delimiters dialog box displays in the wizard.

    

    For information about populating this dialog box, click the following to expand:

    Custom Load Delimiter Options

    The Load Formats selected in the Select Export Formats and File Handling Options dialog box affect the options you can or cannot select in the Select Custom Load Delimiters dialog box.

    • Custom Image Load Delimiters: Select a Between Fields delimiter on the drop-down menu and an Around Fields delimiter on the drop-down menu..

      The delimiter drop-down menus show the ASCII character number and a picture of the character to help you select the correct delimiters.

    • Custom Image Load Field Position: Select the entire field you want to repo­sition and then click either or to move it. Repeat for additional fields. Ensure that the fields you want to include are selected.

    • If you want a “Y” to indicate a document boundary in the load file, select the option Replace document flag with “Y”.

    • Custom Data Load Delimiters: Select a Between Fields delimiter on the drop-down menu and an Around Fields delimiter on the drop-down menu.

      The delimiter drop-down menus show the ASCII character number and a picture of the character to help you select the correct delimiters.

    When finished, click .

13. If at least one set of text exists in one of the Data Extract jobs or Export Sets selected for the Export job, the Specify Merge Data Options dialog box appears.

    

    For information about completing this step, click the following to expand:

    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 (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 .

14. The Export Fields screen appears.

    

    For information about completing this step, click the following to expand:

    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(s). 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 eCaptureImport wizard.

    U or G (User Defined Fields): These comprise two types: User [U] and/or Group [G]. These fields are created through the Insert Custom Fields function. The User fields export the field label and the value you may optionally enter. Otherwise, the value may be left 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 appears 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, 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 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 menu.

    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. Clear 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 are 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 if an invalid date is encountered. This field may be left blank.

    • Invalid date field output do not convert - Invalid dates are 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 comprise 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.

    Click . The Select Export Directory and File Options screen appears.

15. If you selected Ringtail as a Data Load Format in step 10, the Assign Export_Extras Field Types for Ringtail dialog box displays in the wizard.

    

    Click the following for information about populating the Assign Export_Extras Field Types for Ringtail dialog box.

    Ringtail Format

    When the Ringtail format is selected, the Export screen displays after the Export Fields are selected from the Assign Export_Extras Field Types for Ringtail dialog box.

    You may individually map fields to any one of four data types by clicking the following buttons located below the field list box:

    • MEMO - All fields default to MEMO for new exports. The theMemo field is populated with the field contents.

    • TEXT - The theValue field is populated with the field contents.

    • NUMB - The theValue field is populated with the field contents.

    • DATE - If the field source is one of the *DATE ONLY* fields and contains a valid date, the contents will be put into the theValue field in dd-MMM-yyyy format. Otherwise, the contents of the field will be put into the theValue field exactly as they would for other export formats.

      Note: eCapture will no longer automatically assign DATE to a field. Instead, you must specify those fields you want labeled as dates.

    Only those fields that are always populated in the Ringtail database tables (Export or Parties) can be set to Exclude.

    These fields will show "(ex)" appended to the name. For example, [BEGDOC](ex). The other fields include: Subject(E), SenderCombined, RecipientCombined, CCRecipientCombined, BCCRecipientCombined, Document Type Description, Title, Sent Date, and Last Modified.

    If you click , all the "(ex)" fields are immediately set to Exclude and are indicated as such in the Ringtail Type column. You may then individually select those fields and assign a data type if necessary.

    To assign a data type, select a metadata field and click the data type button located below the field list box. The Ringtail Type column then displays the selected data type for that field.

    Tip: You may also select a data type by right-clicking a field to display the data types shortcut menu.

    Note: Fields set to Exclude will not go into the Export_Extras table at all.

    The final Export screen has an option to use rollover numbering for the Ringtail numbering format.

    When finished, click .

16. If you selected Summation DII as an Image or Data Load Format, the Specify Summation Options dialog box appears.

    

    Click the following for information about populating the Specify Summation Options dialog box:

    Specify Summation Options

    • Path Notation: Choose Summation Path Notation: Removable Volume (@V) or Directory(@I).

    • Include @FullText Command:

      • None - no @T command will be included in the DII file.
      • Page level (default) - the page will add one @T command for each page.
      • Document level - the document will add one @T command.

    • Treat Email as edocs: This option is used to retain previous EDII format. When this option is selected, the @MEDIA tag will use "eDoc" instead of "eMail" for all parent emails.

    • Available Tokens: Displays all fields and tokens available for exporting. Click the drop-down menu located above the token list, and select a specific field type (System, Flags, Metadata, User Defined) or Summation Tokens. By default, All Fields appears. Ctrl-click to select non-contiguous fields/tokens. Shift-click to select a contiguous range.

      • Select one token from the Available Tokens list box and click to move the token to the Selected Tokens list box.
      • For two or more tokens, Ctrl-click to select non-contiguous tokens or Shift-click to select contiguous tokens. After the tokens are selected, click to move them to the Selected Tokens list box.
      • and : Use these arrows to change the order of the fields in the Selected Tokens list box. Select a field/token (or contiguous fields/tokens) and then use either arrow to reposition it (or the selected fields/tokens) accordingly.
    • 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 .

    When finished, click .

17. 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 populating the Specify export directory and file options dialog box.

    Specify Export Directory and File Options

Export Directory Path

• Export Directory Path indicates the directory where the exported data is to be saved. Initially, this field shows the area established during workstation setup, but you can click 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 menu (or type a value) that indicates the number of files (n) that are to be in each sub-directory. Minimum value is 100. Zero may be entered for no image increment.

  If the Data Load Format, Ringtail, was selected, the values in this field will revert to 99, 999, and, so on, if the Use Rollover Numbering option is selected when configuring the image key number. As the image key number is entered, and changes so as to leave space for a leading zero, the values in the Increment output directory every n files field changes accordingly. For example, an image key number of 00001 sets the value to 9999, 0001 sets the value to 999, 001 sets the value to 99, etc.

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

• Include volume name in loadfile filenames: Select this option if you want the Volume name to display 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. If this option is not selected, you may enter a file name in the Native file field.

Subdirectory Structure Options

• Document text: This field contains the name of the folder in which 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 increments once the Max Data Size or the number of files specified in the Increment output directory every n files 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 were exported based on the Export options. The load file will reflect this.

• Ocr LFP document text option: This option is not applicable for Data Extract Export jobs.

• 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

Choose between the options Generate or Predefined:

Click the following to learn more about these 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.

  5. If you selected Ringtail format as an Image Load Format or Data Load Format, you have the option to Use rollover numbering. Click the following to learn more about this option.

     • Using Rollover Numbering for Ringtail Format

       When the Ringtail format is selected as an Image Load Format or Data Load Format, the Specify export directory and file options dialog box will show the option, Use rollover numbering. When this option is selected, the field descriptions change to reflect Ringtail numbering characteristics. The following information and examples summarize the rollover numbering for the Ringtail format.

       As an example, assume a DocID starting number of Ipro.400000.001.0001

       Note: The numbering input allows for configuring the maximum number of images for each folder. The usual standard is 999; however, this could be anything up to the maximum number of pages - which in this case is 9999 - because the last segment is four digits. If the last segment was 01, then the maximum number would be 99, and so on.

       Enter the maximum number of required images for each directory.

       Given a starting number of Ipro.400000.001.0001, the document sequence would look like the following:

       For this example, the maximum number of images for each folder is configured at 999:

       Ipro.400000.001.0001

       Ipro.400000.001.0002

       Ipro.400000.001.0003

       …..

       Ipro.400000.001.0999 (Note: This was limited to 999 as indicated above, but it could conceivably go up to 9999 as specified.)

       Once the numbering reaches this maximum number of images for each folder (as configured), the numbering sequence continues as follows:

       Ipro.400000.002.0001 (Note the second segment has now incremented to 002)

       Ipro.400000.002.0002

       Ipro.400000.002.0003

       ……

       Ipro.400000.002.0999

       ……

       ……

       ……

       Ipro.400000.999.0999 (Once the second segment reaches its limit, in this case 999, the third segment is incremented.)

       Ipro.400001.001.0001 (and so on. Note that the third segment has incremented.)

       ……

       ……

       Ipro.999999.999.0999 (This is the maximum theoretical number in the sequence.)

       Some additional information to note:

       • A document will not be split across number/directory boundaries. For example, if numbering were up to Ipro.400000.002.0995 and the next document is a 10 page Word document, it would start at Ipro.400000.003.0001 rather than Ipro.400000.002.0996. The only exception to this rule would be a document that prints to a number of pages that exceeds the directory maximum. For example, if the maximum number of images per directory is 999 and the situation calls for rendering a 20,000 page document, then that would be split by necessity.

       • The directory structure matches the number. For example, the image numbered Ipro.400000.002.0001 would reside in the \Ipro\400000\002\ directory and would be named 0001.TIF (in the case of a TIF) or Ipro.400000.002.0001.PDF (in the case of a PDF).

  Note: When configuring the image key number, keep in mind whether you will be exporting out a single job or using the Export Series concept, which allows output of successive unattended exports with sequential image key numbering and volumes. The starting image key number will automatically be set to the next available number based on the previous export’s ending number in the given set.

• 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 othe second page.

  

  Click the drop-down menu on the left to 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 reuse 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:

      • File names that are too long

      • Duplicate Bates numbers

      • Invalid characters

      • Other conditions in which the file name 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 uses the Enterprise linking key as the image key for data extract exports.

Encoding Options

Select an encoding option from 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 from the ANSI replacement character 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) Select 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 will appear 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.

18. (Optional) Click to save the export settings to an .INI file. For more information, see Save Export Settings.
19. Click . (If you did not define an image key number, the system will prompt you with a starting image key number.)

If this is for a Data Extract Export Job, it will display in the eCapture Controller’s Job Queue. Start the Data Extract Export Job. The Job details are available by selecting the Job in the Tree View (Under Export Jobs, Data Extract Exports). The Status Information Panel has three buttons: View Settings, View Output, and View Report. Click View Settings to display information about the Job. Click View Output to access the files that were created through the Explorer. Click View Report to view the Export Summary Report.

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

 

Related Topics

Overview: Exporting

Create a Processed Data Export Job