Import into a Custodian - Import New Data

When importing new data, new Jobs are created in eCapture. The item types are:

  • Native Files - Data Extract Job is created.
  • Image Files - Processing Job is created.
  • Document Text - Discovery Job is created.
  1. Alt-click the Case (Project) to display the context menu and choose Import into Case (Project). The eCapture Import Wizard appears. Click .
  2. Click .
  3. Select the items to import. Click Closedhere for more details about the items to import options. When finished click .

    Select the Items to Import

    1. On the Items to Import window, select the items to import.
    2. Select the option Import New Data and select at least one of the following options:

      • Native Files - Word, Excel, PowerPoint, etc.
      • Image Files - A valid LFP file path must be specified in order to import image files into eCapture. Types include TIFFS, PDFs, JPGs, etc.
      • Document Text - OCRed, or extracted text. Note: Displays Page-level if Images Files is selected or displays Document-level if Images Files is not selected.
    3. Click next to the field Browse to an LFP File you wish to Import. The Browse for Load Files dialog appears. Navigate to the LFP file and click Open. The field populates with the LFP file path.
    4. Click next to the field Browse to a Data File you wish to Import. The Browse for Data Files dialog appears. Navigate to the .DAT file (or .CSV file) and click Open. The field populates with the .DAT (or .CSV) file path. This is required.

    5. Click . A Volume Directory Error dialog may appear if the VN operation code in the .LFP file does not exist and the LFP file is not residing in the same directory as the referenced files.

    6. Browse to the location for the valid volume directory path and click .

    7. If the path is not valid there will be a LoadFile volume directory error listed in the box at the top of the window. To ignore the error, click .

      The Field Mapping screen appears.

      It shows the data from the selected Data file indicated in the previous Import Items screen. Adjustments may be necessary based on the format of the .LFP and/or .DAT files that were selected in the Import Items screen. Ensure the correct delimiters are selected.

    8. In the lower left corner, there are two buttons, click the appropriate option.

      • Ignore All - When clicked, the Data Type for all fields is set to IGNORE. This allows for selecting a few specific fields.
      • Auto-Detect All -When clicked, the Data Type for all fields is detected automatically. This allows for ignoring a few specific fields.
    9. Across the top of the columns, there are several drop-down lists. Select the appropriate options.

      • Header: Options include Detect Column Header as Name and Ignore First Row. Select/deselect as required.
      • Delimiters: Options include IPRO Default, Concordance Default, and Custom. The selection made here will automatically populate the Between Fields and the Around Fields with the default delimiters. For example, if Concordance Default is selected then the Between Fields displays and the Around Fields displays . If IPRO Default is selected, then the Between Fields displays a comma and the Around Fields displays a Double Quote. If Custom, is selected, select the delimiters to be used for both Between Fields and Around Fields. The options are:

        Between Fields: Around Fields:

        • Between Fields: From the drop-down list, select the delimiter that will appear between each field.
        • Around Fields: From the drop-down list, select the delimiter that will surround each field.
        • Encoding: AutoDetect is the default setting for a new Import session. Other options include ASCII, Unicode, Unicode BigEndian, UTF8, UTF7, and UTF32. Select the encoding to be used for reading data files that are being imported.
    10. Review the Field Names row. This row is for informational purposes and displays the field names for each column.
    11. The Mapped Fields row is used to change the mapped field. Click to display the drop-down list and select a mapped field or enter a new mapped field name.

    12. The Data Types row is used to select a data type for each column. Click the drop-down list to display the data type options: Date/Time, Number, Text, REF ONLY, and IGNORE. The system initially displays the data type that applies to the data in each column. If necessary, change the data type where applicable.

      • If IGNORE is selected, the column becomes grayed out and the field is ignored.
      • Select REF ONLY to exclude the ItemID or ItemGUID fields in the .DAT file from being imported when merging (the fields already exists in the eCapture database). However, unlike IGNORE, these fields will still be referenced (e.g. selectable) elsewhere in the Import Wizard (e.g. drop-down menus, dialogs, etc.).
    13. By default, 10 records display in the grid. To display more records, click the Display Lines drop-down list and select a value (20, 30, 40, or 50). If a different value is selected, a Confirmation dialog appears indicating that the file contents will be reread and that there is a possibility the column mappings or names may be reset. By clicking NO, the value remains the same and no changes are made to the file contents and mappings.

  4. Select the Key Fields to be used. Click Closedhere for more details about Key Fields. When finished click .

    Select the Key Fields

    1. On the Key Fields window, select the appropriate key fields.
    2. From the Linking Key drop-down list, select the column that will be considered the Document ID (ItemID) or BegDoc. The information must be unique for every single line. This is usually comparable to what resides in the load file.
    3. Under Document Relationships, select from the following:

      • Use Boundary Flag in Source LFP - default option.

      • Attachment Key - from the drop-down list, select the metadata field that holds the value for the beginning attachment ID.

      • None (All Documents are Parents) - this “breaks” parent/child structure.

    4. If necessary, select the option Convert Date Time value to UTC (Coordinated Universal Time). This option will convert the known Source Time Zone indicated in the Source Time Zone drop-down list to the coordinated universal time. From the Source Culture drop-down list, select a source culture.
  5. Select your Native File Import Configuration and specify how the import utility will use input data. This screen displays if the Native Files option was selected in the Import Items screen. Click Closedhere for more details about Native File Import. When finished, click .

    Select the Staging Native File Import Configuration

    1. On the Staging Native File Import Configuration screen, select your native file import configuration and speicfy how the import utility will use the input data.

      Note: This screen only displays if the Native Files option was selected in the Import Items screen.

    2. Under Native File, select from the following options:

      1. Use OF Line in Source LFP
      2. Browse to LST - When selected the Browse for List Files dialog appears. Select the .LST file, and click Open.
      3. Data File Field(s) - click the drop-down list and select a single field that contains the full path. To select two fields where a full path needs to be created (e.g., one field has the path and the other contains the file name), select [Multi-select]. The Data File Fields dialog opens.

        • Click to open the Available Items dialog where each field can be selected. Ctrl-click to select non-contiguous fields. Shift-click to select a contiguous group of fields.
        • Click OK. The Data File Fields dialog populates with the selected fields.
        • Click OK to close the Data File Fields dialog and return to the Staging Native File Import Configuration screen. The selected fields appear in the Data File Field(s) field separated by a semi-colon.
      4. No Native Files (Use Placeholders) - A placeholder is created for each native file. Select a Placeholder Date from the drop-down list.
    3. Under Original File Name, specify which file name to use. The options are:

      • Use File Name from Selected Path - Adjusts the file name of email attachments associated with imported email item (metadata only) to ensure renderings of attachment file names (in the Attachment List in an email) will use the original file name as opposed to the imported file name.
      • File Name Field - From the drop down list, select a file name field if the attachment file names in the import set are different from the name of the files on disk (i.e., if the files were renamed with production keys)
    4. Under Storage Options, specify the storage location setting. This is applicable for all Native File options, except where there are no native files and placeholders are used. The options are:

      • Point to Data in Current Location (default)
      • Copy to eCapture Directories
    5. Select the MD5Hash Value setting. The options are:

      • None (default)
      • Hash Value Field - select a field from the drop-down list for data imported from a third party application using a different MD5Hash criteria. This value will be brought into eCapture for consistency. It populates eCapture’s list with the MD5Hash value from the third party application. Will be available for sorting in QC.
      • Regenerate Hash via eCapture - Click Email De-duplication Options to display the Email De-duplication Options dialog.

        • Select the email fields that will be used to generate the hash value:

          • Subject
          • From/Author
          • Attachment Count
          • Body: From the Body Whitespace drop-down list, select either Include (default) or Remove. Whitespace in the e-mail body could cause slight differences between the same e-mails, which could result in different hashes being generated. Remove - removes all whitespace between lines of text in the e-mail body prior to hashing. Include - keeps the whitespace.
          • E-mail Date: The following message types use the specified date values: Outlook: Sent Date, Lotus Notes: Posted Date, RFC822: Date, and GroupWise: Delivered Date.
          • Attachment Names
          • Recipients
          • CC
          • BCC
        • Select from either Creation Date or Last Modification Date. The selected value will be used when calculating the MD5 hash in the event that the normal E-mail Date value is not present. This commonly occurs for Draft messages that have not been sent.

  6. Select your Staging Document Text Import Configuration and specify how the import utility will use input data. This screen displays if the Document Text option was selected in the Import Items screen. Click Closedhere for more details about Staging Document Text Import Configuration. When finished, click .

    Select the Staging Document Text Import Configuration

    1. On the Staging Document Text Import Configuration screen select the import options for document text.

      Note: This screen displays if the Document Text option was selected in the Import Items screen.

    2. Under Document Text, select from the following options:

      • Use FT Line in This LFP - If necessary, browse to a different LFP file. The LFP file that is already selected is the same LFP file indicated the Import Items screen.
      • Browse to LST - When selected the Browse for List Files dialog appears. Select the .LST file, and click Open.
      • Data File Field(s) - Click to display the Data File Fields dialog.

        • Click to display the Available Items dialog. Fields may be selected contiguously or non-contiguously.

        • Ctrl-click to select non-contiguous fields. Shift-click to select a contiguous group of fields. Click OK. The field(s) appear in the Data File Fields dialog.

        • To change the order of the fields, select a field in the Field Names box and click either or

        • To remove a field in the Field Names box, click .Click OK to close the Data File Fields dialog and return to the Staging Native File Import Configuration screen. The selected fields appear in the Data File Field(s) field separated by a semi-colon.

      • Select the option, Contains path information, if the Data File Field selected contains the path information.
      • Select a Storage Option: Point to Data in Current Location or Copy to eCapture Directories
      • OCR Option:  OCR images as necessary - select this option to OCR items that are missing text. Disabled if the Image Files option is not selected in the Import Items screen.
  7. Select your Image File Import Configuration and specify how the import utility will use the input data. This screen displays if the Image Files option was selected in the Import Items screen. Click Closedhere for more details about Image File Import Configuration. When finished, click .

    Select the Image File Import Configuration

    1. On the Image File Import Configuration screen, select the Image File Import Configuration Options.

      Note: This screen displays if the Image Files option was selected in the Import Items screen.

    2. Select the Storage Options:
      • Point to Data in Current Location
      • Copy to eCapture Directories
      • OCR Option:
    3. Select the OCR Option: OCR Images After Import - automatically places a Processing Job in the eCapture Job Queue pane at the conclusion of the export. This option is hidden if the Document Text option is selected in the Import Items screen and the OCR images as necessary option in the Staging Document Text screen is selected.
  8. On the Staging Import Status screen you review the steps that will be taken to import your data into the staging database. To being importing, click the Import button.

    Review the progress of the data as it is imported into the staging database. As each activity completes successfully, appears. When the process completes, the Staging Import Results dialog appears.

  9. When the staging database import process is complete, click .
  10. Scroll through the summary list to see the results. Click the hyperlinks to open the file. The associated application is required to reside on the computer. This report may be sent to a previously configured printer by clicking .

    Note: Ensure that Microsoft Word is installed on the computer (Controller or Limited Controller) running the Import Wizard.

  11. Click to display the Job Names and Custodian(s) screen.

  12. Specify the naming convention to be used for the eCapture jobs that will be created under Job Naming Convention.

    • Enter a Prefix
    • Select a Delimiter from the drop-down list.
    • Enter a number. This will increment.

    The Sample Job Name field displays the specified naming convention.

  13. The Custodian grid on the right displays the Custodian Name field that will be used for all imported items. This Custodian Name field is from the Custodian drop-down list in the Key Fields screen. This field is where the Custodian name information can be found. The In eCapture column indicates that it already exists and it will not be necessary to create it during the import process.

  14. Click to display the Import Into eCapture System screen.

  15. Click to begin the process. The Progress column shows the progress of each step. When it concludes, the Completed Successfully dialog appears.
  16. Click OK to close the Completed Successfully dialog.

  17. Click . The Import Wizard closes.