Import Case Data

Eclipse allows you to import data from a variety of load files and sources. You can import:

• Case (field) data plus image and/or native files.

• Text (plain text files containing image OCR)

• Images produced in an application other than Eclipse^® by IPRO can be imported to make them available in the Production History tab.

Click here to watch the Importing Load Files and Text video

 

This page contains the following content:

• File Details

• OPEN DISCOVERY Integration

• Configuration Task Order

• Permissions Required

• Before You Begin

Related pages:

Select the Data Source Match Database Fields Select Mapping Options Pre-Processing

Complete the Import Import Text Files Import Production History Import through OPEN DISCOVERY Integration

File Details

Case Data (Load) Files

Administration makes it easy to import case data—both document (field) data and page (image) data—from/to a variety of file types, as listed in the following table.

For files that contain both document and page data, both types of data are imported at the same time (or they can be imported separately). Performing overlays is also possible to allow for easy updating of records.

Load Files

Case Definition Files

In addition to case data, you can import case definition details, which can serve as a “template” for cases. The case definition file is an XML file with a file extension of .CSE. It includes the case details, but not data.

This section discusses the import of case data and files. For details on using case definition files:

• A .CSE file is used (imported) to create a new case as explained in Create a Case in Eclipse.

• A .CSE file can be created explained in Export Case Definition File. (Note that a .CSE file is also created automatically whenever you export case data into any type of load file.)

Text Files

If extracted text was not part of the initial data import, text files (plain text files containing image OCR) can be imported to populate the EXTRACTEDTEXT field and Extracted Text tab in the Document Details pane.

Production Files

Image files from a production job created in an application other than Eclipse Administration can be imported and will display in Eclipse in the Production History tab. For details, see Import Production History.

OPEN DISCOVERY Integration

Eclipse (version 2014.0.0 or later) can receive case data and image, native, and/or text files directly from eCapture^® by IPRO (or Allegro). Starting with version 2015.2.0, OPEN DISCOVERY Streaming Discovery jobs can also be used (a Streaming Worker license is required).

Once jobs are submitted from these applications, they can be monitored in Eclipse.

Configuration Task Order

Importing Case Data and/or Files

Case data and/or files can be imported after a new case has been created, or when data needs to be added to an existing case. If the case has not been created, see Create a Case.

Permissions Required

All members of the Super Admin group can import case data and/or files. Others who have the Import Case Data permissions can also perform these tasks. In this section, "Eclipse administrator” refers to either type of user.

Before You Begin

Before you import case data into Eclipse Administration, read Understand Importing Case Data. Then, for greatest efficiency, “walk through” the four distinct steps in Eclipse Administration. This will allow you to familiarize yourself with the information you will need and the options you will have.

To “walk through” the steps:

1. Start Eclipse Administration and log in as an Eclipse administrator.

2. On the Case Management ribbon, select Import > Import Data.

3. Beginning with the first tab (Step 1), review and make a note of the information you will need for each step.

4. You need to understand the data you are importing so that imported fields can be correctly matched to the fields defined for the case. If needed, review the data you will be importing so you will know which fields and data types are being imported.

   If for some reason, your case fields do not quite match the imported data, make changes to the case before you import the data. See Manage Database Fields if needed.

   Important: Selecting options incorrectly during the import procedure (if the data does not match an option) will result in errors. Make sure you know the content of your import file and select these options only if they apply.

5. Consider the path information in your load file for image and/or native files (and extracted text, if a path is used to indicate the location of text files). In Eclipse Administration, you can edit the path as part of the import. For images, you can also use a “volume” to make it easy to define the location of such files during import and to manage image file locations after import. A volume is a variable used to represent all or part of the path for image and/or native files for a specific case.

6. If you are importing data into an existing case (as opposed to a new case), consider when you will do so. Depending on the size of the database, system capabilities, and other factors, importing data may interrupt reviewer actions and consume significant system resources and time.

7. If you are importing large amounts of data, it is recommended that you do so during “off hours” to minimize the impact to the system and your users, for example, at the end of the work day or on the weekend. Notify users who may work at these times of possible interruptions.

8. Continue with the procedures explained in this section.

   Important: You cannot save a portion of a data import (such as your entries for steps 1 and 2). If you exit Eclipse Administration before completing all steps, you will lose your work.