Workflow: Process and Produce Documents

Applies To: discovery ][ Local

 

In this article

Review the Prerequisites

1. Import Data

2. (Optional) Import Additional Data

3. (Optional) Image and OCR Documents

4. Create a Review Pass and Batches

5. Review the Case

6. Create a Production Job

Related Topics

 

This topic provides an overview of the basic procedures for processing documents into a case, reviewing the case, and then creating a production. The following illustration shows the basic workflow for getting a case created, reviewed, and a production created. The numbers correspond to the procedures later in this topic. You can click on the numbered steps in the image to jump to a specific task in the workflow.

 

Before you begin, ensure that you are prepared by completing the prerequisite tasks before completing the tasks outlined in this process.

This topic describes functionality that is available only if the prerequisite tasks have already been completed.

ClosedReview the Prerequisites

The following table shows the prerequisites that must be in place before you start.

Task

Notes

Links

Check Privileges

Ensure that you user profile has all necessary case administrator privileges to access various Administration tasks

Overview: Security

Create Clients and Users

The client and users associated with this case should be created and given the proper permissions.

Add a Client

Add a User

Create a Case

The case should be created and assigned to the appropriate Client.

Create a Case

Check for Scanner (Optional)

If you need to scan images into the case, make sure that the Processing module can properly access your scanner.

Overview: Scanning

Locate Load Files and Document Folders

Make sure that all necessary documents, case data, and load files are properly formatted and easy to locate.

Overview: Import/Export

Closed1. Import Data

After the case has been created, the next step involves importing all of the necessary data and files associated with your case. Make sure you have the proper file path information for all of the folders and documents pertinent to the case, as described in the Review the Prerequisites section. To import case data:

  1. Open the Administration module.

  2. In the left navigation panel, expand the Import/Export menu, click Import Data.
  3. Select the necessary Client ID and Case Name from the drop-down menus.
  4. Go through each of the following tabs in sequential order:

    1. Select Source: this tab is where the load file for your case is selected and where other load file options, such as delimiters, are selected.

    2. Map Fields: this is where data fields from the imported load file are matched to the appropriate fields defined in the case. This is also where other key importing options are set, such as image and native file paths.

    3. View Progress: Once you start the import, you can go to this tab in order to see how much of your case has been imported at any given time.

    4. Verify: When the data is finished loading, you can evaluate the mapped fields and details of imported files. When finished, you can move on to the next step.

    For more detailed information on these steps, see Import Case Data.

  5. (Optional) If you have OCR files to import for your case data, click Import OCR under the Import/Export menu on the left, and proceed with the following steps:
    1. Select the appropriate Client ID and Case.
    2. In the area next to the client and case selection, click either the Page Based or Document Based depending on the contents of your OCR file
    3. Set the image key options to determine whether the image key will be the name of the file or the first line of the file.
    4. Choose the directory from which the OCR files will be imported.
    5. Click the Import button at the bottom of the workspace and wait for the files to load into your case.

    For more information, see Import OCR Files.

  6. Once you have verified that all data and OCR files have been properly loaded, close out of the module and go back to the dashboard. You may proceed with the following optional steps, or skip straight to 5. Review the Case depending on the needs of your case.

Closed2. (Optional) Import Additional Data

Once your case has been created and loaded with data, you may find that not all of the necessary case documents were contained in the load files that you used. There are several options for going about importing these documents depending on whether you need to import native files, images, or physical documents.

  1. Open the Processing module.

  2. Proceed with one or more of the following actions depending on what type of data that needs to be imported:
    • Ingest Native Files
      1. In the left navigation panel, click the Native Ingestion tab.
      2. When the Native Ingestion module opens select the Client ID and Case.
      3.  Go through the following steps in the workspace as necessary:
        • Select Search Location: select the subdirectory from which you will be ingesting native files.
        • Metadata Field Mapping: the Native Ingestion module identifies fields in the native files and maps them to fields defined in Administration. You can also evaluate and change field mapping as necessary.
        • Numbering: define the needed image-key numbering scheme for the documents being added to the case.
        • File Extension Filters: (optional) specify the types of files include or exclude from ingestion.
        • Native File Options: select where native files should be located after they are ingested.
        • Extracted File Options: select where you want attached/embedded files to be located after the native files are ingested and these files are extracted.
        • Email Hash Options: Select the details to be factored into the calculation of SHA1_HASH values for emails.
        • Custodian: specify a custodian for all documents being ingested.
        • DeDup: ensure that duplicate documents are not ingested into the case.
        • Password List: if some of the files being ingested are password-protected, a .TXT or .CSV file with a list of necessary passwords can be imported and used to make the native files viewable.
      4. Click the Start button.
      5. Once all of the native files have been ingested into the case, close out of the Native Ingestion module.

      For more detailed information on this procedure, see Ingest Native Files.

    • Ingest Images
      1. In the left navigation panel, click the Image Ingestion tab.
      2. Select the Client ID and Case then click the Start button.
      3. When the Ingest Images wizard opens, go through each of the following steps:
        • Select Directory: select the directory from which you will be ingesting images.
        • Select Options: set image options such as numbering, included image types, import options, etc.
        • Field Mapping: select the fields to map for the File Name and File Path.
      4. Once the images have been processed, confirm that the correct number of images were ingested in the Confirmation screen.
      5. Close out of the Image Ingestion wizard.

      For more detailed information on this procedure, see Ingest Image Files.

    • Scan Physical Documents
      1. In the left navigation panel, click the Scan tab.
      2. Select the necessary Client ID and Case Name from the drop-down menus.
      3. Click the Scan button to open the Scanning module and start a new scan session.
      4. Scan the documents.
      5. Quality check.
      6. Complete the scanning session.

      For more detailed information on this procedure, see Workflow: Scan Documents into a Case.

  3. When all additional case data and documents have been added, either proceed to the optional next step, or close the Processing module and proceed to 5. Review the Case.

Closed3. (Optional) Image and OCR Documents

If all of the necessary files have been imported and you would like to create OCR or image files for multiple documents, then you may also do so through the Processing module.

  1. If you have not already done so, open the Processing module.

  2. Proceed with one or more of the following actions, depending on what your case needs:
    • OCR Multiple Documents
      1. In the left navigation panel, click the OCR tab.
      2. Select the appropriate Client ID and Case.
      3. When the OCR Images wizard opens, go through and select the OCR import options such as which documents to process, how to handle page rotation, and language options.
      4. Once all of the appropriate fields have been filled and selected, click the Start button.
      5. Once the program finishes, review the Confirmation step to ensure that all documents were processed correctly.
      6. Click the Close button when you are finished.

      For more detailed information on this procedure, see Create OCR for Multiple Documents (Bulk OCR).

    • Create Document Images
      1. In the left navigation panel, click the TIFF tab.
      2. Select the appropriate Client ID and Case.
      3. When the TIFF Images wizard opens, go through and select the document range to be processed, and set the file types you would like to include/exclude.
      4. Once all of the appropriate fields have been filled and selected, click the Start button.
      5. Once the program finishes, review the Confirmation step to ensure that all documents were processed correctly.
      6. Click the Close button when you are finished.

      For more detailed information on this procedure, see Create Multiple Document Images (Bulk TIFF).

  3. Once all necessary documents have been processed, close the Processing module and proceed to the next step.

Closed4. Create a Review Pass and Batches

A Review Pass and Batches need to be created for the users.

  1. Open the Administration Module.

  2. In the left navigation panel, expand the Batch Management menu and click Create/Manage Review Batches.
  3. In the workspace, select the Client ID and Case for which the review pass will be created.
  4. Click the Create Review Pass button, and go through the various workspace tabs:
    1. Review Pass Details: here you can rename the pass, set its status as open or closed, add instructions, or set a coding form for the review pass.
    2. Fields: if you are not using a coding form, select the fields to be available to reviewers in Review’s Documents pane (Record View or Case View, Search Results, etc. tab.
    3. Groups and Users: assign groups and/or users to the review pass.
    4. Tag Palette: if you are not using a coding form, assign tag groups (and optionally specific tags) for your review pass.
    5. Create Batches: once the review pass has been created and defined, you can create document batches that will be assigned to your users for review.
    6. Manage Batches: if any of the batches that have been defined for the review pass need to be edited, you can do so by selecting the appropriate batch from this tab.
    For more detailed information on this procedure, see Create a Review Pass and Batches.
  5. Once all of the necessary batches have been created, and all instructions have been uploaded to the case, you are ready to start reviewing.

Closed5. Review the Case

Once a review pass and batches have been created, users can begin the review process:

Note: Since this workflow topic covers procedures that are more pertinent to case administrators, as opposed to reviewers. The Review process has a workflow that is more fluid. For more information, see Workflow: Review a Case .

  1. Open the Review module.

  2. Select the review pass and batch you would like to review.
  3. Follow the procedures laid out in Workflow: Review a Case.
  4. Once all batches have been appropriately reviewed, close the Review module.

Closed6. Create a Production Job

Once all of the documents that will be produced have been reviewed as needed, you are ready to produce your documents.

  1. Open the Administration module.

  2. In the top panel, click the Production tab.
  3. Go through each of the following procedures:
    1. Create Production: start by selecting the case and relevant documents you would like to produce, either from advanced search or from a document range.
    2. Output Options: once the document set is specified, define output options such as output type, naming, load file options, etc.
    3. Image Options: if you selected Image or PDF as your output type, you can set options such as image type, page scaling, and margins.
    4. Endorsement Options: this section allows you to set various types of endorsements, such as image keys, date fields, or a custom message.
    5. Print Options: if you selected Print as your output type, you can set printing options for your produced files.
    6. Summary: this tab shows a summary of all of the production settings that have been defined for your case.
    7. Production: once you have confirmed all of your production settings are correct, this page allows you to either start the production immediately, or set a delayed start time. You can also set production numbering options before starting the production.

    For more detailed information on this procedure, see Workflow: Create a New Production Job

  4. Check the output directory and error log locations to ensure that all files were produced.
  5. Close the Administration module when you are finished.

 

Related Topics

Overview: Import/Export

Overview: Processing Files

Overview: Managing Reviews

Workflow: Review a Case

Overview: Review Module