Create Export and Production Sets

An export set is a group of documents and/or case data typically intended to be imported into another application, while a production set is a group of documents to be provided to opposing counsel. Both of these data sets are referred to as exports.

The options for export sets, including file type, numbering, output and endorsement choices are outlined below. Output options are based on the files defined in your database (that is, if you do not have native files in your case, none can be exported).

Begin defining an export set with the following steps:

1. In OPEN DISCOVERY Review, click a case card.

   

2. Click the Enter Case button

   

3. The Visual Search Dashboard appears

   

4. From the left side panel, click the Export Set button .

5. Click to create a new export.

The Create New Export Set wizard will open.

Set Export Set Details

Enter the below information.

1. Enter the Export Name: The name of the export.

2. Select a Due Date: Date the export is due.

3. Add Notes (notes are optional).

4. Click Next.

Natives, Images &Text

To export native files, the files must exist in the case. Ensure they exist in the location(s) defined in the case before completing an export job.

Natives

1. Include Natives: Enable this option to include native files in the export set.

2. Exclude Native if Redacted: Select this option to remove native files from the export set if images have been redacted.

3. Reference Existing Location: Select this option if you do not want to copy native files to an export location, but instead want to reference the existing file location in your exported load files, select this option. When this option is selected, the existing native file names will be maintained.

4. File Naming: If you did not select the Reference Existing Location option, select a naming style for native files.

   • Use new number: Name native files based on selected document numbering. Example: ABC-0001.docx.

   • Append field or tag name: Name native files with the selected document number followed by the value of a specific field or the name of a specific tag group. After this option is selected, choose a delimiter and the field/name from the lists that appear.

     • Ineligible characters will be omitted from the name and very long names may be truncated.

     • If you want to use a Tag Group for the file naming, it has to have the “Exclusive” Tag Group rule.

       Example: ABC-0001_Confidential.docx

   • Use field: Name native files with the value of a specific field (such as a field containing the original file name). After this option is selected, choose the needed field from the list that appears.

     • Ineligible characters will be omitted from names and very long names may be truncated.

5. Include Specific Natives: Click the down arrow to set the native scope by File Tag or Document Type. If you do not specify, all natives will be included in the export.

   • After clicking this option, click the drop down to select Type. To select File Type choose a category (such as Database) and/or individual software products. To select Tag, select from the list of available tags in your case.

     Note: You must have created the Tag and applied it to your documents before using the Tag option.

Images

1. Include Images: Select this option to include image files in the production set.

2. Reference Existing Location: If you do not want to copy image files to an export location, but instead want to reference the existing file location in your exported load files, select this option. When this option is selected, the existing image file types will be maintained.

3. Image Type:If you did not select the Reference Existing Location option, select the way in which document pages will be processed and the format to be used for image files:

   • Single-page image: Each document page will be produced in a single TIFF file. (Each page of a ten-page document will be produced in a separate file.)

   • Single-page PDF: Each document page will be produced in a single image PDF file that is PDF/A compliant. (Each page of a ten-page document will be produced in a separate file.)

   • Searchable single: Same as above, except the PDFs will contain searchable text.

   • Multi-page image: All document pages will be produced in a single TIFF file. (Ten pages will be contained in one file.)

   • Multi-page PDF: All document pages will be produced in a single image PDF file that is PDF/A compliant. (Ten pages will be contained in one file.)

   • Searchable multi-page PDF:Same as above, except the PDFs will contain searchable text.

4. Placeholder Missing Images: Select this option to include a custom placeholder file for documents with no associated images. The file will include the text you enter in the Placeholder Text field. Placeholder text is limited to 128 characters.

5. Include Specific Images: Click the down arrow to set the image scope by File Tag or Document Type. If you do not specify, all images will be included in the export.

   • After clicking this option, click the drop down to select Type. To select File Type choose a category (such as Database) and/or individual software products. To select Tag, select from the list of available tags in your case.

     Note: You must have created the Tag and applied it to your documents before using the Tag option.

Redaction Options

1. Burn Redactions: Select this option to include redactions in exported images. If enabled: the following options must be selected:

   • Redaction Options: Select the way in which redactions will appear—basic black and white options are available, or you can select As is color to maintain the redaction colors as defined for the case.

   • Selected Redactions: This drop down will list the redaction options that were used in the case. You must select at least one to include redactions in the export.

     Note: When a user selects this option (and selects at least one redaction type to burn), selected redactions will be burned on the exported images. If text files are included in the output, the redacted text will not appear in the text files, nor in a .DAT file (if selected) and user chooses to include [Production Text] in the file.

2. Export Redactions: This setting only applies when exporting an IPRO.DLF load file.

Text

1. Include Text Files: Select this option to include text (OCR) files for all documents in the production set. If documents have redactions, text files will be produced, but redacted text will be omitted based on the Burn Redactions option.

2. File Type: Select the way in which document pages will be processed:

   • Document-level text: All document pages will be produced in a single text file.

   • Page-level text: Each document page will be produced in a single text file.

3. Replace with Placeholder Text: If you are exporting images and using a placeholder for missing images, you can select this option to use the same placeholder text for text files corresponding to missing images (whether or not original text files are missing).

After all options are selected, click Next.

Numbering, Endorsements, Volume and Folder

This area of the wizard allows you to define the way in which you want exported documents numbered.

Bates Numbering

1. Document Numbering Settings: You can copy from an existing export to apply continuous numbering. Select Copy From Existing Export.

   and select your saved Export.

   

2. Preview: This area will display a preview of the bates numbering.

3. Document Numbering:Select the needed option:

   • Create new numbers: Re-number pages/documents using the Numbering Prefix and Page Number options.

   • Use image priority: Select one or more document sets from which documents will be selected.

4. Numbering Prefix: Enter a prefix and optionally select a delimiter for your new numbering scheme. Prefix must be alphanumeric prefix (no special characters).

5. Page Number: Enter the starting page number (a whole number greater than zero). Enter the number of digits to be used for page numbers (greater than or equal to the size of the starting page number). Leading zeros will be used as needed.

For detailed information on the different numbering options, see below.

Option	Description
Document Numbering	Select the needed option: Create new numbers: Re-number pages/documents using the remaining options in this section of the form. Use image priority: Select one or more document sets from which documents will be selected. See the following paragraphs. Image priority details Basic information: Document sets include original images and production sets that have previously been created. Each document will be numbered as it was in the set from which it is taken. In addition to selecting the document sets, use the Up and Down buttons to organize the sets. The following figure shows an example in which multiple document sets have been selected and organized. When multiple sets are selected, documents will be chosen as follows: OPEN DISCOVERY Review looks first in the image set at the top of the list; if the image is found, it will be produced. If the image is not found in the first set, OPEN DISCOVERY Review checks the second set; if the image is found, that is the version that will be produced. If the image is not found in the first/second sets, OPEN DISCOVERY Review continues to check remaining image sets in the Selected list, from top to bottom. As soon as it finds the image, that is the version that will be produced. If no image is found in any set, a conflict will be noted during validation as described in Export/Production Troubleshooting.
Type	If you are creating document numbers for the export set, select a numbering scheme: Basic: Includes text prefix, delimiter, starting page, and page number width options. Each page will be numbered as a separate document. Advanced: Includes basic options plus the ability to define document numbering in addition to page numbering. Each page will be numbered using document and page identification. 3 level rollover numbering: Includes prefix, starting parent, parent width, document delimiter, starting document, document width, page delimiter, starting page, and page width. This option applies for the Ringtail load file format and Output location.
Basic Options - Define for basic and advanced numbering.
Starting Page	Enter the starting page number (a whole number greater than zero).
Starting Parent	Starting parent field has default value of 1. Enter a numeric value only.
Parent Width	The default numeric value is 8. Use the spin controls to increase (maximum 9) or decrease (minimum 1) the numeric value or type a numeric value directly in the field. This value should be greater than or equal to the width of the starting parent number.
Document Delimiter	Select a delimiter to be used between the Starting Folder and Starting Document. The default setting is None.
Page Width	Enter the number of digits to be used for page numbers (greater than or equal to the size of the starting page number). Leading zeros will be used as needed.
Starting Document	Enter a starting document number. The default starting value is 1. Document number must be a whole number greater than zero.
Document Width	Enter the number of digits to be used for document numbers (greater than or equal to the size of the starting page number). Leading zeros will be used as needed.
Page Delimiter	Select a delimiter to be used between the document and page numbers. The default setting is None.

Production Numbering

1. Begin Bates: Requires fields for storing beginning-production numbers. For formal productions, select this field: PRODBEGDOC

2. End Bates:Requires fields for storing ending-production numbers. For formal productions, select this field: PRODENDDOC

3. Begin Attachment Bates: Requires fields for storing beginning production numbers for attachments. For formal productions, select this field: PRODBEGATT.

4. End Attachment Bates: Requires fields for storing beginning- and/or ending-production numbers for attachments. For formal productions, select this field: PRODENDATT

5. Custom Text Field: If your case includes a field for storing production-related notes, select the field in which the notes should be stored.

6. Custom Text: If you select a custom text field, enter notes for the production in this field.

Endorsements

To add endorsements to the production export, click the down arrow next to the location that you want to place the endorsement.

1. Click Add Endorsements.

   • Select your Endorsement Type.

   • Select Area to Apply.

   • Select the Font Size.

     

When all options have been selected, click Next.

Output Location

This area allows you to define the types of files that will be produced and how they will be organized in your export media.

Output Locations and Settings

1. Load File Types: Click the down arrow to select the type of load file you want to export/.produce.

2. Include Specific Fields and Tags: In this section, you will select the fields and tags to be included in the load file.

   For detailed information on Fields and Tags, see below.

   Option

   Description

   Select Fields & Tags

   Click this button to select the fields and/or tag groups to be included in selected load files. In the Field Selection dialog: In the left lists, locate a field(s) and/or tag(s) to be included in the export. Take any of the following actions: To select all fields and tags, click . To select individual fields/tags, double-click each one in the “Available” list. To select multiple items, click a field/tag name, then Shift+click or Ctrl+click additional items to choose a contiguous or non-contiguous set, respectively. When all items have been selected, click . To select the field order, click a field in the “Selected” column and click Up or Down to move the field in the list. Repeat for other fields until the order is as desired. (Top-to-bottom in this list equates to left-to-right in the load file.) When fields are defined as needed, click OK. Production exports only: In addition to case-specific fields, fields for production-related data will be available. These fields are included at the top of the field list as in this example. The type of production data available depends on the type of load file selected. For production exports, the fields are also added to your case. These fields are not typically selected for export jobs, but if selected, they will be included in load files but not added to your case. For .DAT files, if [ProductionText] is selected, redacted text will be omitted from the file based on the Burn Redactions option.

3. Encoding Type:Select the character set to be used. Common encodings are available for selection.

4. Date Format Type: Select the date format to be used. Common formats are available for selection.

5. File Path Type:Select the way in which file paths (exported image, native, and/or text file paths, depending on which file types are being exported and which load file is selected). Options include:

   • Absolute: Include the complete export path.

   • Relative path: All path details preceding the production volume name will be replaced with a backslash.

   • Custom: Replace details preceding the production volume name with a custom path. Enter the needed path in the Custom Text field.bsolute: Include the complete export path.

6. Output Location:Enter the full path for exported files, or click Browse and navigate to/select the needed folder.

   Note: Make sure the following conditions are met: The location is in UNC format (such as \\server001\exports\smith-jones\). The destination folder exists. The path does not already have exported data in it.

7. Export Annotations:Select to include annotations.

8. Export Environment:Click the down arrow to select the environment for this export/production job.

9. Zip Upon Completion: Select to zip the export upon completion.

Volume and Folder Settings

In this section you can customize the volume and folder structures. It includes:

• Directory Structure Preview

• Volume Information

  • Volume Prefix

  • Starting Number

  • Volume Number Width

  • Max Size

• Folder Information

  • Native Folder Path Name

  • Image Folder Path Name

  • Text Folder Path Name

  • Load Files Folder Path Name

  • Files per Folder

  • Starting Number

  • Folder Number Width

After all options have been selected, click Save.

The Export Set details page will appear. Note that the export has not been started. The final step is to complete the Export.

Complete the Export

Ensure that all definitions have been completed.

1. Click the down arrow and select your saved Search:

   

   1. If a saved public search representing the documents to be produced does not exist, create and save the required search as explained in Work with Saved Searches.

   2. If Production Shield has not been set for the desired search and you want security applied to this export job, right-click the desired search and choose Set Production Shield. See About the Production Shield for additional information.

2. Select Sort options as needed.

   

3. Click .The Validation report will appear in the right window. If Conflicts exist, they must be corrected or overridden before the Export can be completed. A report can be downloaded to Excel.

   

5. To resolve conflicts, click Settings.

   

6. Click the Edit button. The validation report identifies conflicts. Find the conflicts and resolve the issues.

   

7. Click Save.

8. You can now re-submit the Export. Select your Saved search and click .

9. When the Validation is successful, you can click Submit Export Set.

   

10. When the Export has finished, the details page will indicate Complete. All Export details will be listed.

    

Note: Once an export has been run, no edits will be permitted.

Additional Export Set Functions

Search for an Export Set

1. To search for the desired export, enter the beginning characters of the export set name in the Search field.

   

2. To return the entire list of export sets, clear the search field.

Sort the Export Set List

1. To sort the export set list, click .

2. Select a sort option: Name (default), Created Date, Created By, Modified Date, or Modified By.

Copy an Existing Export Set

To copy an existing export set, do the following:

1. Select the export.
2. Click . The Edit Export Details page opens.
3. Edit the fields as needed. A new export due date is mandatory.
4. Click when finished.

 

Related Topics

About the Production Shield

Overview: Export and Production

Workflow: Create a Production