Migrate Cases from AD Summation

Overview

Local offers an optional module that allows Local administrators to import data and associated files directly from AccessData Summation cases (individually or in a batch) into new or existing Local cases. This module also allows you to create basic load files (.DLF and .CSE) from an AD Summation iBlaze case without affecting Local cases.

In addition to migrating the case, Administration makes it easy to evaluate and change the Summation case definition as part of the case migration. Thus the efficiency of migration is combined with the ease of customizing the case to meet your needs.

This section explains how to migrate one or more cases from Summation to Local. Changing a case after it is migrated is covered in Overview: Edit Cases.

What is required?

To import cases from AD Summation directly into Local (or create load files), AD Summation (iBlaze 3.0 or 3.1) must be installed and you must hold a valid license for it.

Note: The Summation Migration Module is included in the Local application suite and does not require a separate module.

The procedures in this section assume you are familiar with Summation and your existing cases.

What can be migrated?

With certain limitations, the following content can be migrated from Summation:

  • Database fields

  • Applied issues (tags)

  • Image files and applied annotations

  • Native files

  • Applied redaction reasons (become redaction categories in Local)

  • Transcripts and applied annotations

Migration limitations

The following items are not supported for this release:

  • The following AD Summation tools (for organizing and accessing case documents and related items) are not supported in Local:

    • Briefcases

    • Document Collections

    • Production Sets

  • Stamp (multi-stamp tool) annotations are not migrated. Links may appear as rectangles in Local.

  • Redaction colors are not migrated (all redactions will be black until you assign colors after the migration is completed).

  • Summation’s issues are migrated as tags in Local; however, issue colors are not supported.

  • Some colors and/or shapes may be slightly different than they are in Summation.

  • Lookup tables other than the Summation issue table are not migrated.

  • If the Summation document set includes emails stored in a container file such as a Lotus .NSF file, the migration will not create the emails as individual files. (Only Microsoft’s .PST files are processed as individual email files.)

  • Transcripts: The following links are not supported:

    • Transcript-to-transcript links

    • Web/research links

    • Advanced (script) links

Migrate a Single Case

CAUTION: You cannot save a portion of a case migration (such as your entries for steps 1 and 2). If you exit Local before completing all four steps, you will lose your work.

Step 1: Set up the migration

Preparation

Familiarize yourself with the Summation case(s) and review About Database Fields to determine how you want to import and map the Summation data.

If importing into an existing Local case, back up the case before you begin. See Back Up/Archive and Restore Case Data for details. Also, review the case and determine whether you will be overwriting existing data and/or adding (appending) new data.

Define basic information

Complete the following steps to begin the migration process:

  1. On the Dashboard, click the Administration module.

    The Administration module displays.

  2. Expand the Client/Case Management menu and click Migrate Case from Summation. Local will start Summation. (If Summation is already open, it will be restarted.)1
  3. IMPORTANT: To ensure a successful migration, do not close Summation while Local is migrating a case. If Summation is closed, Local will reopen it, but errors may result.

  4. Click the Step 1. Setup Migration tab.

  5. Select Summation Database: Select the database (case) to be migrated.

  6. Continue with one of the following steps:

    • Create a new case from the Summation case: step 6.

    • Import the Summation case into an existing case: step 7.

    • Create load files only (.DLF and .CSE files), without affecting cases: step 8.

  7. To create a new case:

    1. Click Select in the Create a New Case area and select/add the details in the following table.

    2. When finished, skip to step 9.

  8. Summation Migration: Basic New-Case Details

    Item

    Description

    Client ID

    Select the client whose case is being defined. If the client is not listed, add it as explained in Overview: Clients, then return to case migration.

    Case Name

    Accept the default case name (the Summation case name) or enter a name for the case. This name must be unique and cannot include certain special characters. If a character is not allowed, the name will turn red.

    The hyphen, underscore, and parentheses are among the characters allowed. Maximum length is 60 characters.

    Matter Number

    Optional: Enter a case matter number of up to 100 characters.

    Data Directory

    Click and navigate to the data folder in the Browse For Folder dialog box (or make a new folder in that dialog box). This is the path to the folder containing all case data files.

    Native Time Zone Offset

    Optional: This setting controls the offset to Greenwich Mean Time (GMT) that is applied during date and time formatting. The default setting is GMT (0 offset). This setting can be made after the case is created if preferred.

    In Review, this offset controls how header date and time values display for emails in the Quick View tab. It also controls the date and time for TIFF images generated from the Quick View tab (TIFF-on-the-Fly).

    This setting will not affect or modify dates and times stored as text or in the metadata fields associated with the displayed values. Thus, the values in the native files may differ from those in the Quick View tab (or TIFF-on-the-Fly images).

    To modify the native time zone offset:

    • Click .

    • Select the needed time zone offset and click OK.

  9. To import into an existing case:

    1. Click Select in the Import into an Existing Case area.

    2. Select the needed client and case.

    3. Review the field details on the right side of the Step 1 tab.

    4. Continue with Step 2: Map fields.

  10. To create load files only: Click Select in the Create Load Files Only area; go to step 9.

  11. When creating a new case or load files only, complete the following steps to ensure the fields for the new case or load files are defined as needed:

    1. Review all field details in the right pane of the Step 1 tab. (You may need to maximize the window and/or scroll to see all fields and columns.) The figure here shows an example; note that you can sort on any column by clicking the column heading.

    2. Edit, create, and/or delete a field for the Local case/load file by clicking its button in the rightmost column and making needed changes. See the following figure and table, as well as About Database Fields.

    3. Make changes for other fields while the dialog box is open.

    4. When finished, click OK.

    5. NOTE: Field changes can also be made after the case is migrated.

  12. Summation Migration: Field Considerations

    Item

    Consideration

    Image key

    The image key field in the Summation database will be automatically detected. Do not change this field’s type on the Step 1 tab. Make other changes if needed (such as field name).

    OCR text

    To include Summation’s OCR text, ensure that an EXTRACTEDTEXT field exists.

    Summation Issues field

    Summation issues that have been applied to documents will be automatically added to the _DOCTAGs field, so it is not necessary to include the Summation Issues field in your migration. If it is included in the case, it will be a multi-value field by default and will not be updated when tags are applied.

    Field names

    By default, field names for new cases or load files will match those of the Summation case. If you change a field name so that it does not match the Summation field name, you will need to manually map the field in the following step.

    Concatenated fields

    If you will be concatenating fields (mapping two or more fields into one field), ensure that those fields are of the same type.

    Field position

    The default field position is the default order in which fields will appear on the Step 2 tab, as well as locations such as Case Management > Database Fields tab and in Review's Case View or related tab.

    To change the field position in the Modify Field Definitions dialog box, ensure that the field table is in ascending order by the Order column, then select a field to be moved and click the Up or Down button until the field is in the needed position.

  13. When finished, continue with Step 2: Map fields.

Step 2: Map fields

Match the data fields defined in your Summation case to the fields defined for the case in Administration.

Notes:

  • If you are creating a new case, fields are “mapped” in order to create them. Only the fields you map, plus required system fields, will be created in your new case.

  • At a minimum, the Summation image key field (for example, DocID) must be mapped to the BEGDOC field.

  • NOTE: If the BEGDOC field is incorrectly mapped, your case will be migrated, but the data will be invalid and subsequent problems will occur.

  • To include extracted text, make sure the Summation OCR field is mapped to the EXTRACTEDTEXT field.

  • NOTE: OCR displays on Review’s Extracted Text tab; if it is included in the migration, page breaks on that tab may differ from those in Summation.

  • More than one field in the Summation case can be mapped to a single field in the case, providing the file type is the same. For example, the import file may have two fields to define an author’s name (First Name, Last Name). In the Local case, a single field might be preferred for this information (Name).

  • Required system fields (BEGATTACH, ENDATTACH, ENDDOC, EXTRACTEDTEXT, FILE_EXT, FILE_ID, IMAGECNT, MD5_HASH, NATIVE, NATIVE_SIZE, TEXT_SIZE) will be created for the new case whether or not they are mapped.

Complete one of the following procedures to match fields for document data.

Auto-select fields

Fields will be matched based on the field name. For example, if the Summation case contains a field called IMGKEY and the case contains a field named IMGKEY, they will be automatically matched using this procedure.

To auto-select fields:

  1. Complete Step 1: Set up the migration , then click the Step 2. Map Fields tab.

  2. Click the Auto-SelectBy Field Name button. If you are creating a new case, clicking this button will

  3. Evaluate the matching to determine if:

    1. the auto-matching does not meet your needs,

    2. some fields are not matched, and/or

    3. some fields should not be included.

  4. For fields that should not be included, clear the Include option.

  5. For other mapping problems, continue with Manually match fields.

  6. When all fields are correctly mapped, continue with Step 3: Select migration options.

Manually match fields

Complete the following steps to manually match the fields that have not been mapped or for which mapping needs to be corrected.

NOTE: To map a field, click in the corresponding Field column and select the needed field. (Clicking the Include option alone is not sufficient.)

  1. After or instead of auto-mapping fields, evaluate the field information on the Step 2. Map Fields tab to determine which fields need to be mapped.

  2. For a field that is not mapped or is incorrectly mapped:

    1. Click in the corresponding Field area. (It may be blank, contain a field name, or the word “Select.”)

    2. Click and choose the needed field.

    3. The list shows the field names and types to assist you with matching. Matching a field automatically selects the Include option for you.

  3. If you map two or more fields to the same field in Administration (concatenate them), the fields will be highlighted. If this is correct, select a Merged Field Delimiter (or none. When selected, a delimiter will be included in the merged data to identify the original field delineation(s).

  4. Repeat steps 2 and 3 for all fields to be mapped.

  5. When finished, continue with Step 3: Select migration options.

Step 3: Select migration options

After completing Step 2: Map fields, make selections on the bottom of the Step 2 tab, based on the content of the Summation case and needs of the Local case:

  1. If you are creating a new case or load files only, skip to step 4. If you are importing into an existing case, go to step 2.

  2. For existing cases, select the way in which duplicate records (fielded data) will be migrated. See the following table.

  3. Summation Migration: Mode Options

    Option

    Description

    Append All Records

    Summation data will be migrated as follows:

    • Records in the Summation case that do not currently exist in the Local case will be added.

    • Records in the Summation case containing fields that match those already populated in the database will not update those populated fields.

    Overlay/Append

    Use this option to update existing records and add new records to Local case.

    • Records in the Summation case that do not currently exist in the Local case will be added.

    • Records in the Summation case that are also in the Local case will overwrite only the fielded information in the Local case. The following example shows the effect when this option is selected.

    Summation Case
    “Pet” Field

    Case “Pet Field”

    Before Migration

    After Migration

    dog

    (blank)

    dog

    cat

    dog

    dog

    dog

    (blank)

    dog

    (blank)

    Overlay Only

    Use this option to update existing records.

    • Records in the Summation case that do not currently exist in the Local case will not be added.

    • Records in the Summation case that are also in the case will overwrite only the fielded information in the case (see the previous example).

  4. For existing cases, if you select Images in the next step, select the action to take when an image exists for a record that exists in both Summation and Local. See the following table.

  5. Summation Migration: Image Options

    Option

    Description

    Create error if image exists

    Select this option to leave the images (their paths) in the case unchanged and to log error messages for all documents for which image files exist in both the Local and the Summation cases.

    Overwrite and remove existing annotations

    Select this option to replace the case images with those of the Summation case images by changing the image paths (original image files are not deleted or replaced).

    Also remove any annotations (highlighting, mark-ups, and/or redactions) that have been applied to the images.

    Overwrite but retain existing annotations

    Select this option to replace the case images with those of the Summation case images by changing the image paths (original image files are not deleted or replaced).

    Keep all annotations (highlighting, mark-ups, and/or redactions) that have been applied in both Local and Summation.

    Skip existing images

    Select this option to leave images in the case unchanged (for all documents for which images exist in both the Local and the Summation cases).

  6. Select the types of files to be included in the migration in the File Options area. See the following table.

  7. Summation Migration: File Options

    Option

    Description

    Native files

    Select this option to add Summation eDocuments (native files) to the case.

    If you are importing into an existing case and native files exist in both Local and the Summation cases, Summation files will be used (the native file paths will be changed; original native files will not be deleted or replaced).

    Images

    Select this option to add Summation images to the case as specified in step 3.

    When you select images, also select how to handle Summation redactions and/or annotations:

    • Redactions: Select to include redactions applied in Summation to the images in Local.

    • Annotations: Select to include annotations applied in Summation to the images in Local.

    Transcripts

    Select this option to add Summation transcripts to the case. Most transcript mark-ups and annotations will be included (notes, highlights, links).

    Links to documents (images or external documents) are included; the following links are currently not supported: transcript-to-transcript links, web/research links, and advanced (script) links.

    If you are importing into an existing case, Summation transcripts will be added to the case.

    NOTE: Transcript names must be unique; an error will be noted in the migration log file if the Summation case includes a transcript with a name matching one in the existing case (and the transcript will not be migrated).

  8. Options: Select additional options as described in the following table.

  9. Summation Migration: Field and Date Options

    Option

    Description

    Merged Field Delimiter

    If you concatenated fields during field mapping, select a delimiter to separate the merged field data:

    • If a delimiter is not needed, select (none) skip to the Date Format selection.

    • To use a semicolon as the delimiter, select ; and skip to the Date Format selection.

    • To use a different delimiter, select Custom and continue with the following steps.

    • In the Create Custom Delimiter dialog box, click the Characters or ASCII Values option, depending on how you will specify the delimiter character(s).

    • If you select Characters, enter the character(s) in the top field under the Characters option. Separate more than one character with a space. The ASCII value for each character appears in the bottom field.

    • If you select ASCII Values, enter the ASCII value(s) for the needed character(s) in the top field under the ASCII Values option. Separate more than one value with a space. The character corresponding to each value appears in the bottom field.

    • When finished, click OK.

    Date Format

    Select the date format that most closely matches the dates in your Summation case. For example, if your case includes dates in the format of dd-mm-yyyy, select the D/M/Y option. Dates to be migrated must be in a common date format. (For example, 27-09-2009 or
    27 Sept 2009.)

    Consider the following information regarding partial dates (for example, 09-2009):

    • If you are migrating into an existing case and want to include partial dates, ensure the Date Format Options for the case are set as needed.

    • If you are creating a new case, dates will be migrated in whatever form they exist in the Summation database; date options can be defined for the case afterward.

  10. When all options are selected, go to Step 4: Finish the migration.

Step 4: Finish the migration

This procedure “introduces” Local Administration to your Summation database and imports the selected case into Local.

  1. If the migration Step 2 tab is not the active tab, click the tab.

  2. Click Import Records.

  3. If you are creating only load files, navigate to and select the folder (or create a new folder) in which the load files should be saved.

  4. NOTE: If the case includes transcripts, the transcript files will also be exported to this location. If you use the load files to create a case, these transcripts will need to be imported separately.

  5. Watch migration progress on the Step 3. View Progress tab.

  6. Continue with one of the following steps:

    • If you created a new case/migrated into an existing case, go to Step 5: Verify the migration .

    • If you created load files only, you will find them in the folder defined in step 3.

Step 5: Verify the migration

Once data is migrated into Local, complete these steps to view and verify record details:

  1. In the migration workspace, click the Step 4. Verify tab.

  2. Evaluate records as explained in Overview: Case Records. Possible activities include:

    • Reviewing the Documents list and document/page details

    • Deleting a document or page

    • Checking/changing image (or native) file path

    • Viewing images

    • Correcting the path for the case images.

  3. NOTE: You will need to correct the path for Summation images if either of the following statements applies to the Summation case you migrated:

    • The Summation image path did not include a hard drive or UNC drive (for example, the path is “\images\001\” instead of C:\images\001” or” “\\server001\images\001”), or

    • The Summation image path includes volume information (for example, “CD-101:\images\001”).

    In either case, Local defines the path with the volume name “SUMM01.” Correct the path for this volume in the Volume Information area of this tab. You can also use case tools as explained in Manage Volumes.

  4. When finished, continue with Step 6: View imported tags and/or Step 7: View imported redaction categories.

  5. TIP: Reports that can help you evaluate the imported records are available. SeeOverview: Reports for details.

Step 6: View imported tags

Summation issues (tags) that have been applied to documents are automatically included when you migrate a case to Local; complete the following steps to review the resulting tags:

  1. In the migration workspace, click the Step 5 tab.

  2. Review the migrated tags and take one of the following actions:

    • To make changes now, click the Modify Tag Palette button and add, modify, or delete tags as needed.

    • To make changes later, when you are finished reviewing the tags, go to the next step. (When you are ready to make changes, see Overview: Edit Cases.)

  3. Continue with the next procedure.

Step 7: View imported redaction categories

If redactions were included in your migration, complete the following steps:

  1. In the migration workspace, click the Step 6 tab.

  2. Review the migrated redactions and take one of the following actions:

    • To make changes now, click the Modify Redactions button and add, modify, or delete redactions as needed.

    • To make changes later, when you are finished reviewing the redactions, go to the next step. (When you are ready to make changes, see Overview: Edit Cases.)

Migrate Multiple Cases (Batch Migration)

A number of cases can be migrated at one time from Summation. When multiple cases are migrated at one time, many case details are included automatically. For example, cases will be migrated as new cases with the names that exist in Summation, all cases will be added to one client, and all fields will be included, and the data directory will be the default system directory.

NOTE: If Summation cases have the same name (such as cases in different categories), Local will add a suffix to the case name to ensure all names are unique. For example, if the Summation case name “Smith-Jones” exists under different categories, the names will be “Smith-Jones-001” and “Smith-Jones-002.”

Complete the following steps to migrate multiple Summation cases at one time:

  1. In Administration, expand the Client/Case Management menu in the navigation panel and click Batch Migrate Case from Summation. Local will start Summation if needed. (If it is already open, it will be restarted.)2

    IMPORTANT: To ensure a successful migration, do not close Summation while Local is migrating cases. If Summation is closed, Local will reopen it, but errors may result.

  2. Click the Step 1. Setup Migration tab.

  3. Select the Summation cases to be migrated; use the Select All and Clear All buttons as needed.

  4. NOTE: In the Summation case list, cases with the same name (under different categories or directories) will be listed by category/directory name followed by case name, such as “Category A_Smith-Jones” and “Category B_Smith-Jones.”

  5. Client: Select the client to whom the cases will be added.

  6. Optional: The Native Time Zone Offset setting controls the offset to Greenwich Mean Time (GMT) that is applied during date and time formatting. The default setting is GMT (0 offset). This setting can be made after the case is created if preferred.

  7. For details, see Native Time Zone Offset.

  8. In the File Options area, select the types of files to be included in the migration. For details, see Summation Migration: File Options

  9. In the Options area, select the Date Format that most closely matches the dates in your Summation case.

  10. See Summation Migration: Field and Date Options for additional details.

  11. In the Action area, if you want to create load files instead of adding the cases to Local, select the Load Files Only option.

  12. If you selected Load Files Only in step 8, navigate to and select the folder (or create a new folder) in which the load files should be saved.

  13. NOTES:

    • The maximum length for a fully qualified file name, which includes the case name and path selected here, is 260 characters (<248 characters for the path). Ensure that the case name and path do not exceed this maximum.

    • If the case includes transcripts, the transcript files will also be exported to this location. If you use the load files to create a case, these transcripts will need to be imported separately.

  14. When all selections are complete, click Import Records.

  15. Watch migration progress on the Step 3. View Progress tab.

 

Related Topics

Overview: Cases