Autoload into Relativity Data Extract Job

Data Extract Export Jobs are created from completed Data Extract Jobs. You can load eCapture Data Extract Job data directly into Relativity.

Note: Ensure that Relativity is configured before using this function. See Configure Integration with Relativity.


  1. Click the Client Management tab.

  2. Do one of the following:

    • In Tree View, navigate to the Data Extract Jobs folder (under Custodian). Right-click a completed Data Extract Job to display the context menu. Select Export Extracted Data on the context menu to display the Specify Export Parameters dialog box. The job you selected shows a selected check box in Tree View.
    • In Tree View, navigate to Export Jobs (under Client). Right-click Data Extract Exports to display the context menu. Select New Data Extract Export Job from the context menu to display the Specify Export Parameters dialog box.
  3. Do one of the following:

    • Choose Select Jobs and then expand the displayed Tree View. Select a Data Extract Job for exporting. Select additional Data Extract Jobs for export by selecting their check boxes. The Export Job Name field populates with the first Data Extract Job you selected. The system goes through each one and stores the data under the directory of the Export Job Name you indicated in the Specify Export Parameters dialog box. If necessary, expand Tree View to view all the Data Extract Jobs.
    • Choose the Select Export Set option to display a list of Export Sets that were created in QC and then select an Export Set. If necessary, expand any Export Set Containers to select an Export Set that is stored in a container.
  4. Under Export Settings, on the Export Type drop-down menu, select Direct to Relativity.

  5. Under Export Settings, in the Export Job Name field, enter an Export Job name, If a default name displays in the field, modify it if necessary. This is the name the system uses for the directory name where the exported data is stored.

  6. (Optional) Under Export Settings, open the Export Series drop down menu and do one of the following:

    • Leave the default setting ( [none]).

    • Select an Export Series on the drop-down menu. See Overview: Export Series for background information about Export Series. Or see Create an Export Seriesif you want to create the Export Series before the Export Job is created.

      Note: When an existing Export Series is selected, the , appears. If you click the button, the Export settings dialog boxes will not appear; instead the Job is placed in the Job Queue. If you do not click the Accept All Export Series Settings button, the Export settings wizard displays allowing you to set the Export settings and then run the Export Job.

    • Select [new export series] and enter a New Export Series Name. This option creates an autoload-enabled export series along with the autoload export job. After the series is created, autoload export jobs can be created from the series.

  7. (Optional) Click the Load from Template browse button, and browse to the ExportSettings.INI template file that has the settings from a previously run Data Extract Export. A file will not exist until you run your first data extract export.

    Note: This option is not available if you select an existing Export Series on the drop-down menu. This file saves time by not requiring you to manually make selections in some of the Export wizard screens, as well as ensuring that there is consistency when exporting jobs for a particular situation.

  8. Select a Task Table from the drop-down menu. The task table that displays in the field is based on the last task table selected for the Client.

  9. Click OK. Unless was clicked for an existing Export Series, the Select Export Formats and File Handling Options dialog box appears .

  10. Complete the Select Export Formats and File Handling Options dialog box by selecting the required options. For more information about the various options, click the following.

    ClosedExport Formats and File Handling Options

    1. Export Text Files: Select this option to display additional data load formats of LaserFiche, DB/Textworks, IPRO Data Review, Ringtail, Summation DII, and OCR Control.lst.

      Note: If the Export Text Files option is unchecked, then no text files are created except for the VolumeManifest.TXT.

      • Include Image Key in Document Text: This option is not available when selecting direct to Relativity exporting.

      • Create Text Placeholders For Missing Text Files: Creates placeholder text files for documents in which there was no available text.  For direct to Relativity exports, this option is automatically selected by default.

    2. (Optional)Export Native Files

      Under Native File Options, select from the following:

      • Name File Using Image Key: If this option is selected, the native file directory will no longer create an additional directory for each document. By naming the file to include the image key number, it removes any chance of duplicate file names occurring. Therefore, the additional level of directories are not necessary.

      • Placeholder missing/zero-byte natives: When this option is selected, placeholders are created for documents that do not contain available text. This option is automatically selected for direct to Relativity exporting.

        If the Placeholder missing/zero byte natives option is not selected (default setting), then placeholders are not generated. For zero-byte files, a copy of the file is generated with the same name as the original document. Any files that are unextractable will not be generated.

      Under Alternate Email Export Options, select from:

      • Outlook - Select this option to export an alternate native file for Outlook files. The default export format is MSG.
      • Lotus Notes - Select this option to export an alternate native file for IBM (formerly Lotus) Notes files. The default export format is DXL.
      • Outlook Express - Select this option to export an alternate native file for Outlook Express files. The default export format is EML.
      • GroupWise - Select this option to export an alternate native file for GroupWise files. The default export format is XML.

      Select one of the following formats:

      • MHT-Native Export: Exports selected e-mail type to a standardized format rather than to DXL or XML. Types include Outlook, Outlook Express, IBM (formerly Lotus) Notes, and GroupWise. (An MHT file is an Archived Web Page file with information in Multipurpose Internet Mail Extension HTML (MHTML) format with an MHT file extension. All relative links in the Web page are remapped and the embedded content is included in the MHT file.)
      • Rich Text Format (RTF): Uses Microsoft Word to open the MHT and saves it as an RTF; a more widely accepted format.
      • HTML: HTML documents can have inline images, the images themselves are not included in the HTML. The images must be included in the export in order to access the inline images.

      File extension options: This option is used if the native documents are missing or have incorrect file extensions. When this is the case, the native file viewers will not work. The correct extension is defined as the value presented in the Extension field of the StellentDefs table in the configuration database for the StellentID of the file. Oracle® Outside In Technology will not identify files it cannot discern with a TXT extension. If necessary, a Database Administrator may manually update through SQL the Extension field in the StellentDefs table with custom extensions. The options on the drop-down menu include:

      • None - default setting. Nothing happens.
      • Add extension only if missing
      • Append corrected extensions - appends extensions that are incorrect or missing.
      • Replace incorrect extensions - replaces incorrect extensions with correct extensions or missing extensions.

      Click the link, Apply to selected file types and/or QC Flags, to open the Native File Export Inclusions dialog box .

      By default, all file types are selected and the QC flags are not selected. For the file types, click Clear All, to clear all the selected file types and then select the specific file types and/or only documents to which the QC flag or flags are attributed. If necessary, click + to expand the list for a file type, such as Microsoft Excel, to display specific versions/types of Microsoft Excel. If either one (file type/QC flag) "hits", the native file will be exported.

      Click OK to return to the Export screen. A message appears underneath the link that states the number of file types and QC flags, if any, that were included.

      When finished, click .

    3. If at least one set of text exists in one of the Data Extract jobs or Export Sets selected for the Export Job, the Specify Merge Data Options dialog box appears.

Click the following for information about completing this step.

ClosedMerge Data Options

Do the following:

When finished, click .

The Export Fields screen appears.

For information about completing this step, click the following:

ClosedDefine Export Fields for Databases

If you are creating any database load file formats during the eCapture export process, you need to define the export fields that eCapture will export. This step ensures that the data exported from eCapture matches the fields in the database where the data will be used.

There are several field types that can be exported. These field types are designated as follows:

S (System Fields): These fields only have meaning in the context of an eCapture export. If a document was viewed outside of the export, none of these field types would apply. Any brackets [] will be removed from the label when exporting.

The System field definitions are as follows:




The eCapture unique identifier for the document. Can be added/removed from the Selected Fields list box.


Starting Bates of the document.


Ending Bates of the document.

Note: Not automatically included in the Selected Fields list box; however, may be selected if it is to be included in the export.


Starting Bates of the attachment range.


Ending Bates of the attachment range.


"P" for anything not an attachment, "A" for attachment (child).


Semicolon-delimited list of Bates numbers of the children of a parent document.


Semicolon-delimited list of the ItemIDs of the children of a parent document.


De-duplicated, semicolon- delimited list of domain names pulled from the TO, FROM, CC, and BCC fields of an email and a message.


Confidence level of an OCRed document.


If a document is a child, the Bates of the parent.


If a document is a child, the ItemID of the parent.


Used when exporting native files. Shows export path to the native files. Defaults to the Selected Fields list box when Export Native Files is selected from the Select Formats and File Handling Options dialog box. May be moved from the Selected Fields list box to the Available Fields list box, if required.


Obsolete - use PARENT_ITEMID instead. PARENT_ITEMID queries the ExportedItems table to get an absolutely accurate parent ID relating to the Export. ABSOLUTE_PARENT_ID reads from the Items table. Both should agree, but if not, PARENT_ITEMID is the more accurate of the two.


This field is relative to the Discovery Job, not the Export. The All Items in a Family options may result in the relative parent being excluded from the export.

Note: PARENT_ITEMID can differ from ABSOLUTE_PARENT_ID if the All Items in a Family options cause the absolute parent to be excluded from the export. PARENT_ITEMID is relative to the Export; ABSOLUTE_PARENT_ID is relative to the Discovery Job.


Original path to native file without directories above where the directory folder was selected.


Contains the search terms.


This field contains QC flags and/or user-defined custom flags for each document.


This field value comprises both the Exception QC flag and the Protected QC flag.


Contains the following QC Flag fields in a semicolon-delimited format:

  • Word Revisions

  • Word Comments

  • Word Hidden Text

  • Excel Hidden Rows

  • Excel Hidden Columns

  • Excel Hidden Worksheets

  • Excel Very Hidden Worksheets

  • Excel Comments

  • PowerPoint Hidden Slides

  • PowerPoint Speaker Notes

  • Embedded Document


The name of the Custodian containing the process job that produced the document being exported.


Used to identify the Custodian of the discovery job in which an exported item was found.


Used to identify the duplicate Custodians for this record.


Used to list the (Duplicate ID), Custodian Name, <Filename>, and [Discovery Path] for this record.


The name of the Data Extract Job that produced the text being exported.


Contains the categories (selected and assigned through the Flex Processor).


Displays the process status results of a job. Items that processed successfully will show "Success".


List of languages, identified by ELS, that exist in a document.


List of encodings, identified by ELS, that exist in the document.


Counts the children of a document as it relates to the export. The count should always match up with the number of ItemIDs in the field ATTACHMENT_ITEMIDS and image keys in the ATTACHMENT_BATES field.

Note: This field is zero for all documents in the Export that have a parent in the Export.


Generates a semicolon-delimited list of the child document’s file names in the order of the export. The number of file names in the list should match the EXTRACTED_ATTACHMENT_COUNT.


The value is the label for the document’s volume.


Populates with the name of the Custodian the original file belonged to when an item duplicates against another file when doing de-duplication at the Project or Client level.


Contains the Batch ID assigned for the Discovery Job.


Contains combined contents of body text and OCR text.


Contains the path to the exported extracted text files. The value of this field is affected if the Replace the export path with the following drive letter/path field is populated (located in last Export screen).This field cannot be used for a Group field.


Contains eMail, eDoc, and eAttach types.


Contains definitions that represent the document based on Email (absolute parent and loose email only, e.g., not email attached to email), Email Attachment (any email attachments to an email), Edocument (files that are not email and not an attachment of an email family), Edocument Attachment (any embedded file in an edocument; including emails).


Values to be entered by using SQL Server Manager. These fields can be used for endorsements, custom placeholders, and so on.

*QC FLAGS, QC EXCEPTION FLAGS, and QC HIDDEN CONTENT FLAGS display the values in a semicolon- delimited format concatenated by group. Each line of the export will have all the applied flags for each grouping.

The following example shows the three export fields and a user defined flag in semicolon-delimited format concatenated by groups. The first line is the header line and the second line contains the field values.


"000000001”,"Excel Hidden Rows;Excel Very Hidden Worksheets;CustomFlag,"Exception;Protected","Excel Hidden Rows;Excel Very Hidden Worksheets"

F (QC Flags): The QC flags that display in the list are both system QC flags and any user-defined QC flags for the selected Processing Job(s). The CUSTMDAT.TXT file, created from the Export, will show a value of Y for flags that are "on" or be blank for flags that are "off".

M (metadata Fields): These fields were retrieved from documents during processing.

Warning: Last Access Date, Last Access Date*DATE ONLY*, and Last Access Date*TIME ONLY* are volatile system fields. The first time that eCapture discovers a directory of loose files, Last Access Date is valid. However, subsequent Discovery Jobs, run on the same set of files, get the date the eCapture last "touched" the file on the initial Discovery Job. We highly recommend that you not use the Last Access Date metadata fields. Because there isn’t a legitimate value for any file eCapture extracts, this field will be populated for loose files only. In addition, emails that eCapture extracts, attachments, embedded files, and files extracted from archives will not have this value populated.

E (External Fields): These fields are from Export Jobs originating from IPRO Allegro or from the eCapture Import wizard.

U or G (User Defined Fields): These comprise two types: User [U] and/or Group [G]. These fields are created through the Insert Custom Fields function. The User fields export the field label and the value you may optionally enter. Otherwise, the value may be left blank. The Group fields are space-delimited combinations of System (S) and/or Metadata (M) field types.

When the Data Extract Export wizard is initiated, the Process Jobs to be exported are selected first. The fields available for export are based on a standard list of metadata fields combined with the metadata retrieved during processing.

The available fields list view is populated using this list of metadata fields, along with the system fields that are available for all exports. In addition *DateOnly* and *TimeOnly* fields are parsed from date fields and included in the Metadata fields.

The export will always export the non-displayed system fields [BATES_NUMBER] and [ITEM_ID] as the first two fields regardless of field selections shown. All other fields to be exported are displayed in the Selected Fields list box and will be exported, in order, and named as the field label. The next section describes how to populate the Selected Fields list box.

Sorting Fields

Right-click a field and select Make Sort Field from the context menu. This option displays for those fields that can be sorted, such as a metadata field.

A Y appears in the Sort column. To clear this entry, right click the field and choose Clear Sort Field.

When a field is marked as a Sort field, it applies the value of the selected field to all family members of a parent item. This allows sorting on the specified field in an external application to represent a family. For example, when the Sent Date field is made into a Sort field, the value of the Sent Date field for an email will be used as the value of the same field in the exported load file for all of the email’s attachments.

ClosedSelect Options in the Select Export Fields Dialog Box

The field type designator displays in the Type column of both the Available Fields and Selected Fields list boxes.

Available Fields: List box that displays all fields available to be exported. Click the drop-down menu located above the field list and select a specific field type. By default, All Fields appears. CTRL-click to select non-contiguous fields. SHIFT-click to select a contiguous range.

Filter value: Enter a value to filter the list. For example, to see only those fields that contain the word date, enter date and click . To display all fields, delete the value, leave the field blank, and click .

Selected Fields: List box that displays all fields selected from the Available Fields list box for export. Right-click a field to edit it. Use the up or down arrows to reorder the fields.

Field List: This drop-down menu contains the following field list templates: IPRO Basic Field List, IPRO Standard Field List, IPRO Extended Field List, and IPRO Enterprise Field List. The IPRO Enterprise Field List reflects the standard list of fields that are selected by default in a new Allegro case and created in a new Eclipse case. To make field selection easier, the templates are used to load the fields all at once into the Selected Fields list box. The drop-down menu also displays user-saved System templates and/or Client templates. Templates selected from a physical INI file do not display in this list.

To load a template into the Selected Fields list box, select the template from the drop-down menu. A warning dialog box displays to indicate that loading fields from a template will clear any selections, including group fields and field label modifications. Click Yes to continue. The template’s fields display in the Selected Fields list box.

To save a new template based on manually selected fields, click the drop-down menu, select Save As, and click . The Save Template As dialog box appears.

Select from the following:

To select an existing user-created field list template saved as a physical INI file, click the drop-down menu, select Browse, and click . The Open dialog box appears. Browse to the saved template (.INI) file and click Open. The warning dialog box displays to indicate that loading fields from a template will clear any selections, including group fields and field label modifications. Click Yes to continue. See Manage Field Templates for instructions about managing saved templates.

: Opens the Insert Custom Field dialog box in which you can create new group fields and new user fields.

and : Use these arrows to change the order of the fields in the Selected Fields list box. Select a field (or contiguous fields) and then use either arrow to reposition it (or the selected fields) accordingly.

Note: For more information about the metadata fields, see About the EncounteredMetadataFieldList Table.

Click the following for information about selecting additional Export options, if those options are required:

ClosedSelect the Additional Export Options in the Select Export Fields Dialog Box

These options may or may not be available, depending on the data load format chosen.

Click to open the Date Field Formatting Options dialog box.

Date Field Formatting: If you want to change the date field to a different format, select from the following formats:

Otherwise, select the option Do Not Convert Date Fields.

Time Format: Select from:

Resolve Times to Second Precision: Select this option if you want to add seconds to all metadata date fields that have time. This does not apply to the images.

Legacy Date Field Formatting: By default, this option is selected. Clear this option to select from the Invalid date options and to select fields for date format handling.

Invalid date options

Treat date values outside of specified range as invalid dates: Select a start date and end date range. Any dates outside of the selected range are considered invalid dates. The start date default is set to SQL minimum date. The end date default is set to SQL maximum date.

Select one of the following options:

Field Selection

The only fields that are not present in the list are *DATE_ONLY* and *TIME_ONLY*. The fields in the available field list comprise fields that are marked as valid for date formatting. This is determined by the value of TRUE in the ExportAttemptDateParse field located in the EncounteredMetatdataFieldList table.

Date field formatting options affect only those fields in the Fields Selected for Date Format Handling list box.

Date field formatting options are set at the Job level.

Filter value: Enter a value to filter the list. For example, to see only those fields that contain the word date, enter date and click . To display all fields, delete the value and click .

Select a field for date format handling by selecting the field from the Fields Available for Date Format Handling list box and clicking to move the single field to the Fields Selected for Date Format Handling list box.

For two or more fields, Ctrl-click to select non-contiguous fields or Shift-click to select contiguous fields. After the fields are selected, click to move them from the Fields Available for Date Format Handling list box to the Fields Selected for Date Format Handling list box.

eCapture creates two additional fields that divide the date and time into a Date Only field and a Time Only field. These two additional fields are displayed in the Available Fields list box in the Select Export Fields dialog box. For example, if the DueDate field was moved to the Fields Selected for Date Format Handling list box, the following additional DueDate fields would display in the Available Fields list box: DueDate*DATE ONLY* and DueDate*TIME ONLY*.

Click OK to return to the Select Export Fields dialog box.

The Specify Export Directory and File Options screen appears. This is the final screen in the Export process.

Click the following for more information about completing this step.

ClosedSpecify Export Directory and File Options

Export Directory Path

Export Volume Options

Subdirectory Structure Options

Additional Options

Image Key Numbering

Choose between the options Generate or Predefined:

Click the following to learn more about these options:

Encoding Options

Select an encoding option on the drop-down menu. Options include:

(Optional) Click Expedite Job if you want the job to be pushed to the front of the queue.

(Optional) Click to save the export settings to an .INI file. . For more information, see Save Export Settings.

If this is for a Data Extract Export Job, it will display in the eCapture Controller Job Queue. Start the Data Extract Export Job. The Job details are available by selecting the Job in the Client Management Tree View under Export Jobs, Data Extract Exports. The Status and Summary pane contains three buttons:

If this is for an Export Series, the Series name displays in the Client Management Tree View under Export Jobs, Data Extract Exports. The Export Series is then available to be selected when creating a Data Extract Export Job.

Click to display the Relativity Workspace Options dialog box.

Click the following for more information about completing this step.

ClosedRelativity Workspace Options

Expand the workspace categories and select the workspace to receive the data. Select from the following options:

Copy Files to Repository - Copies exported native, text and/or image output to the repository defined for the selected Relativity case. •

Point to eCapture Storage - Points to the native, image, and/or text output that exists in eCapture system directories (referenced in the load file) rather than placing copies of these files in the designated export output directory, resulting in saved space on the file server. If this option is not selected, the native files are copied to the export output directory and the load files reference those paths.

(Optional) Click to open Select Directory for Sample Load Files dialog box. This option is available for both Export Job and Export Series.

Select a directory in which the Sample Load Files will be created.

Note: If the directory is not empty, a prompt displays and asks you to overwrite files. Click Yes to overwrite the files in that directory or click No to return to the dialog box where you may create a new directory or select a different empty directory.

Click OK. The directory is accessed and displays the sample files (CONCORD.DAT and OPTICON.OPT).

The .DAT file output contains one line with column headers as shown in the following:

Under Relativity Settings File, click for:

Field Map (.KWE) - browse to the .KWE file and click Open.

Image Import (.KWI) - browse to the .KWI file and click Open.

Click to conclude the autoloading into Relativity. The Job displays in the Job Queue, and the Progress column shows Autoload Initiate. In the Client Management Tree View, the Job also displays with the Relativity icon under Data Extract Exports.


Related Topics

Overview: Export Series

Create an Export Series

Autoload into Relativity Processing Job

Ipro Tech LFP Files