Ingest Image Files

If you receive image files without a load file, you can easily ingest them directly into an existing case. The following types of files can be ingested:

  • Single- and multi-page .TIF

  • Single- and multi-page .PDF

  • .JPG

  • .PNG

  • .GIF

  • .BMP

When image files are ingested in this way, the following actions occur:

  • New documents, with image keys defined for the ingestion, are added to the case.

  • Newly ingested images are associated with the new documents.

  • Path information is added for each image.

  • Optionally:

    • Images for existing documents are overwritten.

    • Data is added to record original file names and paths of the images.

    • A custodian is added for the new/overwritten records.

  • The case is re-indexed.

Prepare to Ingest Images

You can easily ingest images into your case. There are a few steps you should take before you begin the image ingestion process. You should:

  • Make sure the computer, on which the ingestion will be performed, has access to the image files you want to ingest.

  • Identify (or create) the case into which the images will be ingested.

  • If you want to maintain the original file name and path details for the ingested images, make sure that SINGLE_VALUE fields are defined for this purpose.

  • The default and Native Ingestion template includes the “Filename” and “Extracted Path” fields for this purpose. Create the fields if they don't exist and/or edit field definitions as needed; see Create a Case for details.

  • If you want to define a custodian for the ingested images, make sure that a CUSTODIAN field is defined.

Ingest Images

After completing preparation (see above), perform the following steps to ingest image files without a load file:

  1. In Eclipse SE Administration, click the Case Management tab.

  2. In the navigation panel, expand the Processing menu and click Ingest Images.

  3. Review the Ingest Images workspace and make needed decisions about the options; see the following figure. For example, decide on a numbering scheme for the files and where images will be located after they are ingested.

  4. Select the needed client and case; complete workspace entries as described in the following steps.

  5. Search Location: Take any of the following steps to select the needed location(s). All files, of the file types you identify, that are found in this location will be added to the case.

    • If the file location is a mapped drive, select one or more drives.

    • Or, click to open the folder “tree” and select specific subdirectories or specific files.

    • If you add a new mapped drive or folder(s) in Windows, click Refresh to display the new mapped drive.

    • If the file location is not listed, click Browse to navigate to and select a network or other location.

    • To search for image files in all folders in a specific location, select the Include Subdirectories option.

    TIP: If all drives do not appear, check drive status in Windows Explorer. Windows Explorer may incorrectly show drives as disconnected, even though they are connected and available. Once those drives are opened in Windows Explorer, they will be displayed correctly in the Search Locations list.

  6. ClosedImport Type: Select the Import Options for importing images. These options determine which images are imported and the number of documents to be created during the import process.

    • When you select the Multi-Page Images option, both multi-page images and single page images are imported. Each multi-page image is imported as a single document. Each single page image is imported as a single document.
    • When you select the Single-Page Images option, both multi-page images and single page images are imported. Each multi-page image is imported as a single document. Each single page image is imported as a single document. However, the Single-Page images option has an additional option, Combine images by directory. Check this check box if you want all images in a given directory to be imported as a single multi-page image, and therefore one discrete multi-page document.
    • Select the OCR Images during import option if you want to create text for the images being ingested. OCR text will be added to the EXTRACTEDTEXT field and the Quick View tab.

  7. ClosedImage Filters: Select one or more image file types to be ingested.

    Supported image file types:

    • TIFF
    • PDF
    • JPG - This option imports both files with extension .jpg and .jpeg.
    • PNG
    • GIF
    • BMP

  8. Images: Select where you want images to be located after they are ingested. The image path will be correctly included in the case. Also in this area, select the OCR Images during import option if you want to create text for the images being ingested. OCR text will be added to the EXTRACTEDTEXT field and the Quick View tab.

  9. ClosedNumbering: Select the needed image key (BEGDOC) numbering convention to associate files with case records:

    • Use Filename for BEGDOC: Each file’s name will be added to the case in the BEGDOC field.

    • Specify Numbering Scheme: Select this option to define your own numbering scheme. In the associated field, enter the first number in the format to be used. The numbers you define will be added to the case in the BEGDOC field. (Files are not renamed.)

    • Suffix Doc Pages: If you are ingesting multi-page files (such as a multi-page PDF), ensure this option is selected to avoid file naming issues.

      When this option is selected, the BEGDOC will include a suffix to indicate pages from the multi-page file. For example, ABC-0001.01, ABC-0001.02, and so on. This ensures the pages of the document will not conflict with the pages from any other file.

    • TIP: Eclipse SE “remembers” your entry and increments the last number used by one (1) after an ingestion is completed. This makes it easy to maintain a numbering scheme if you ingest more than one set of images (such as from multiple CDs or other media).

  10. ClosedError handling options: If the BEGDOC values to be used already exist in the case and image files are already defined for the documents, choose the action Processing should take when ingesting image files:

    • Do Not Overwrite: Ingestion will be skipped for the duplicate BEGDOC values and a message will display on the Ingest Images page.
    • Overwrite and Log Error: Image files for duplicate BEGDOC values will be overwritten and details entered in the log file.
    • Halt Processing: Image ingestion will stop and a warning message will display on the Ingest Images page.

  11. Metadata Field Mapping (Optional): To maintain details about the original image files for the documents being created or updated, select needed fields:

    • File Name: Select a field to contain the original image file name.
    • File Path: Select a field that to contain the original file location.
  12. Custodian (Optional): To specify a custodian for all images being ingested, select a custodian from the Custodian drop-down menu.

    • Select an existing custodian name (if a list exists).
    • Enter the name of an existing custodian (using the same capitalization).
    • Enter a new custodian name. In this case, you will be asked to verify the addition of a new value during the ingestion.

    The name will be added to the CUSTODIAN field.

  13. Once the job is defined, click Start. Wait as images are ingested. (Time will vary depending on the number of files and options selected.)

    Status information displays at the bottom of the Ingest Images page during the process.

  14. After the job completes, click View Log File to check ingestion details.
  15. After the job completes, check the results:

    1. In the Case Management tab’s navigation panel, expand Client/Case Management and click Case Management.
    2. Click the Database Records tab.
    3. Click List all Records and navigate to the records created for the newly ingested images.
    4. Click next to a document of interest and click a page in the document.
    5. Click next to the Image Path field to view the newly ingested image. Click Fit Height or Width in the image viewer as needed to evaluate a file.
    6. If the image does not display, check the image path. Correct the image path as needed. For more information, see Correct Image File Path Problems.
    7. Repeat this procedure as needed to check other newly ingested images.
  16. Inform your users that the new images are available in the case and explain proper use of these files in their case review.


Related Topics

Overview: Processing Files