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 using the Ingest Images wizard. 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. On the Dashboard, click the Processing module.

  2. In the left navigation panel, under the Ingestion tab, click Image.

  3. On the Ingest Images page, select a Client ID and a Case Name.

  4. Click the Start button. The Ingest Images wizard displays.

  5. On the Select Directory page, select the directories where images are stored that you want to ingest.

    • 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. On the Selection Options page, define the image settings for the image ingestion, including:

    • ClosedFile Numbering: 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: Local “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).

    • ClosedImport Options: 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.

      • Create document per image file – The default option: Creates a document break for each image file whether the image file is a single- or multi-page image file.
      • Create single page documents – Creates document breaks for each image page. For example, if a user is importing a 10-page multi-page TIFF file, they will get 10 document breaks.
      • Create document per directory – Creates one document break for an entire directory of images regardless of how many image files are in the directory.
      • OCR Images during import -- Creates text for the images being ingested. OCR text will be added to the EXTRACTEDTEXT field and the Quick View tab in Review.
    • ClosedImage types: 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
    • ClosedImage options: Select where the images should be stored following the ingestion procedure.

      • Select Keep Image in Current Location if you want the image to remain in its original location. When you select this option, in Review, the image path will be correctly identified as the location where the images were imported from.
      • Select Copy Image to Case Data Directory if you want the image file to be copied in to the case data directory.
    • Custodian: To specify a custodian for all images being ingested, select a custodian from the Custodian drop-down menu.

    • 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.
      • Stop Processing: Image ingestion will stop and a warning message will display on the Ingest Images page.

  7. When finished setting the ingestion options, click Next.

  8. On the Field Mapping page, select the fields to map for the File Name and File Path.

  9. When finished setting the Field Mapping options, click the Start button.

    After the job completes, check the results:

    1. To check images, view them on the Images tab in Review (preferred), or as follows in Administration:

      1. In the Administration module, expand Case Management by clicking on the green arrow.

      2. Click Case Management.

      3. Select the needed client.

      4. Select the needed case.

      5. Click the Database Records tab.

      6. Click List all Records and navigate to the records created for the newly ingested native files.

      7. Click next to a document of interest and click a page in the document.

      8. Click next to the Image File field and check the image.

    2. If the image does not display, check the image path. Correct the image path as needed.

    3. Repeat this procedure as needed to check other newly ingested images.

  10. 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