Create a Processed Data Export Job

You can deliver a Processing Job to a client by exporting it. The Process Export uses a wizard to facilitate the exporting one or more Processing Jobs.

Note: We recommend that you QC the Processing Job(s) before it is exported to ensure data accuracy. The system will display a message if it encounters processing jobs that have not yet been QCed.

  1. Click the Client Management tab.

  2. Do one of the following:

    • In Tree View, under the Custodian:

      • Navigate to Processing Jobs.
      • Right-click a completed Processing Job, and select Export Processed Data on the context menu.

      The Specify Export Parameters dialog box appears. The selected Job is already selected in Tree View. Select additional options, as outlined in the remaining steps of the procedure.

    • In Tree View, under the Client:

      • Navigate to Export Jobs.
      • Right-click Process Exports and select New Process Export Job on the context menu.

      The Specify Export Parameters dialog box appears.

  3. In the Specify Export Parameters dialog box, do one of the following under Select Jobs to Export:

    If you want to select jobs to export:

  4. If you want to select Export Sets to export:

  5. Under Export Settings, on the Export Type drop-down menu, select Direct to Disk.
  6. Under Export Settings, in the Export Job Name field, enter an Export Job name. If a default name displays in the field, modify it as necessary. This is the name the system uses as the directory name where the exported data is stored.

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

    • Leave the default setting ([none]).

    • Select an Export Series. See Overview: Export Series for background information about Export Series. Or see Create an Export Series if you want to create the Export Series before the Export Job is created.

      Note: When an existing Export Series is selected, the button appears. If you click the button, the Export settings dialog boxes do not appear; instead the Job is placed in the Job Queue. If you do not click, 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.

  8. (Optional) Click the Load from Template browse button, and navigate to the ExportSettings.INI template file that has the processing export settings from a previously run data extraction export. A file will not exist until you run your first processing export.

    Note: This option is not available if you selected an Export Series on the drop-down menu. The ExportSettings.INI file saves time by not requiring you to manually make selections in some of the Export wizard screens.The file also ensures that there is consistency when exporting Jobs for a particular situation.

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

  10. Click OK. The Select Export Formats and File Handling Options dialog box appears.

    Note: A warning dialog box may display if one or more of the selected processing jobs have not yet passed QC. You can choose to continue with the export; or cancel, QC the jobs, and then export again.

  11. 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 to expand:

    ClosedExport Formats and File Handling Options

    1. Image Load Formats and Data Load Formats: Select one or more Image Load Formats and Data Load Formats. The Image Load Formats and Data Load Formats you select impact the remaining export screens displayed in the Export wizard. For certain exports, you must select a specific combination of Image Load Formats and Data Load Formats. Expand the following subheadings to view the options you must select for the described formats.

      If the Image Load Format you want to create does not display in the Image Load Formats list box, select Custom Export Format.

      The Data Load Formats, LaserFiche, DB/Textworks, and OCR Control.lst will not display unless the Export Text Files option is selected.

    2. Export Image Files - When selected, images and text files are exported. Select one or more Load Formats and select from the options described in steps c and e that follow.

      If cleared, there will not be any Image Load Formats available for selection (skip steps c and e); however, Ringtail and Summation DII are available for selection under Data Load Formats. In addition, the Use page-based numbering option displays to the right and is selected by default. When selected, page counts in image key numbering are retained.

    3. Image Format and Options - On the drop-down menu, select one of the image formats to generate during the export process:

      • Single Page TIFF/JPG Files creates a separate file for each image in the job. Black and white images are saved as TIFFs; color images are saved as JPEG files. This format also exports single page extracted text.

      • Single Page PDF Files outputs single page PDF files for images. On the Format drop-down menu, choose either PDF/A (default setting) or PDF.

        Note: PDF/A may be cleared when exporting to PDF, simplifying work flows that require redactions within the PDF or when standard PDF file output is necessary.

        If PDF/A is chosen, the PDF output in the Export Job will be in PDF/A format.

        Note: For Processing Jobs in which the Convert to PDF option was selected, no additional work is required. The Convert to PDF option converts documents to text-based PDF files that are PDF/A compliant. This option is found in the Flex Processor.

        If PDF is chosen, the PDF output in the Export Job will be in PDF format.

      • Multiple Page TIFF Files creates a TIFF file for each document. This format also exports multiple-page extracted text.

      • Multiple Page PDF Files creates multiple-page PDF files that contain all documents for the entire family. Each PDF contains all of the images from all family members. If selected, the associated text file contains all of the images from all family members as well.

        On the Format drop-down menu, choose either PDF/A (default setting) or PDF.

        Note: PDF/A may be cleared when exporting to PDF, simplifying work flows that require redactions within the PDF or when standard PDF file output is necessary.

        If PDF/A is chosen, the PDF output in the Export Job will be in PDF/A format.

        Note: For Processing Jobs in which the Convert to PDF option was selected, no additional work is required. The Convert to PDF option converts documents to text-based PDF files that are PDF/A compliant. This option is found in the Flex Processor.

        If PDF is chosen, the PDF output in the Export Job will be in PDF format.

        Both TIFFs and PDF Files are specific for the Image Load Format, Ringtail. Multi-page PDF representation of the document is copied to the output folder along with the single page images.

        Multiple page PDF files for each family is specific for the Image Load Formats IPRO LFP and IPRO OCR. This option applies only when exporting Direct to Disk. When selected, one multiple-page PDF file is exported for each family of documents. The name of the PDF is the export number of the parent. When exporting document text files, the text file for the parent document contains the text for the entire family; which matches the PDF. No text files are exported for child documents.

      • Convert LZW Image to JTIFF - When this option is selected, it converts LZW compressed single-page TIFFs to JTIFs.
      • Create searchable PDFs - This option is automatically selected when either single-page PDFs or multiple-page PDFs are selected on the drop-down menu.
      • Make endorsements searchable - Select this option if you want to search for endorsements.
      • Convert Fast Web Enable - Select this option to create fast view enabled PDFs. PDF documents are restructured for downloading one page at a time from web servers. Only the requested page is sent rather than the entire PDF.
      • Force Image Canvas to - The ratio of a resized image is maintained when selected. On the drop-down list, select a paper size and then select an image size from the drop-down list underneath. Options include: For small images, For large images, and For both small and large images.
      • Center Vertically: Centers the image vertically on the canvas. The default vertical alignment is top.
      • Center Horizontally: Centers the image horizontally on the canvas. The default horizontal alignment is left.

      Click the link Apply to select file types only to open the Image Normalization Inclusions dialog box. By default, all file types are selected. Click Clear All, to clear all the selected file types and then select the specific file types for the Export Job. If necessary, click + to expand the list for a file type, such as Microsoft Excel.

      Click OK to return to the Select Export Formats and File Handling Options dialog box. A message displays underneath the link that states the number of file types that will be included.

    4. (Optional) Export Text Files - select this option to display additional Data Load Formats for selection if required. When this option is cleared, Delimited, Custom, Summation Text, and Concordance DAT are the only Data Load Formats available for selection. Optionally select from the following Document Text Options:

      • Include image key in document text: Select this option if you want to include the Image Key at the beginning of the text file. Indicate which token to include in the image key format. The default is << [k] >>, where token [k] is for the image key. The other format is << [p] >>, where token [p] is for the page number. The Image Key will display like this: << EXH_1245 >> The Page will appear like this: << 25 >> This option takes precedence over Create text placeholders for missing text files (see the following bullet). Therefore, if both options are selected, then a document without text will have a text file that contains only the Image Key.

      • Create text placeholders for missing text files: Creates placeholder text files for documents where there was no available text. Text placeholders are created with each combination of export text files and image formats. The option, Include image key in document text (see the previous bullet), takes precedence over this option. Therefore, if both options are selected, then a document without text will have a text file that contains only the Image Key.

      • Export document text as single file: This option is available for Single Page TIFFs/JPGs or Single Page PDFs only. eCapture’s default is a text file for each image. It creates one text file for each document rather than for each image. One document can have many images.

    5. (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 no longer creates an additional directory for each document. By naming the file using the image key number, there is no longer any chance of duplicate file names occurring. Therefore, the additional level of directories are not necessary. See the following example:

      • Placeholder missing/zero-byte natives: If this option is selected, placeholders for missing and/or zero-byte native files are created. The placeholders for the native files are created in the export output directory. For example, if the native file is named sample.doc, the placeholder file name will be sample.doc.txt.

        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. It will not generate any files that were unextractable.

      • 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 email type to a standardized format rather than to DXL or XML. Types include Outlook, Outlook Express, IBM (formerly Lotus) Notes, and GroupWise. (An MHT is an Archived Web Page file with information in Multipurpose Internet Mail Extension HTML [MHTML] format with an MHT extension. All relative links in the Web page are remapped and the embedded content is included in the MHT.)
        • RTF (Rich Text Format): Uses Microsoft Word to open the MHT and saves it in 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 uses a TXT extension to identify files it cannot discern. 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. Under the link a message displays that states the number of file types and QC flags, if any, that were included.

  12. Click to proceed to the next step in the wizard. Some steps in the wizard may or may not display, depending on the Data Load Formats you selected.

  13. If you selected Custom Export Format as a Data Load Format in the Select Export Formats and File Handling Options dialog box, the Select Custom Load Delimiters dialog box displays in the wizard.

    For information about populating this dialog box, click the following to expand

    When finished, click .

  14. 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.

    For information about completing this step, click the following to expand:

    When finished, click .

  15. The Select Export Fields dialog box appears.

    For information about completing this step, click the following to expand:

    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:

    Field

    Definition

    ITEM_ID

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

    BEGDOC

    Starting Bates of the document.

    ENDDOC

    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.

    BEGATT

    Starting Bates of the attachment range.

    ENDATT

    Ending Bates of the attachment range.

    PARENT_ATTACHMENT

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

    ATTACHMENT_BATES

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

    ATTACHMENT_ITEMIDS

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

    DOMAIN NAMES

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

    OCR_CONFIDENCE

    Confidence level of an OCRed document.

    PARENT_BATES

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

    PARENT_ITEMID

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

    EXPORT_NATIVE_FILES

    Used when exporting native files. Shows export path to the native files. Defaults to Selected fields 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.

    ABSOLUTE_PARENT_ID

    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.

    RELATIVE_PARENT_ID

    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.

    RELATIVE_PATH

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

    SEARCH_HITS

    Contains the search terms.

    QC FLAGS*

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

    QC EXCEPTION FLAGS*

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

    QC HIDDEN CONTENT FLAGS*

    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

    CUSTODIAN_NAME

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

    DISCOVERY_CUSTODIAN_NAME

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

    CUSTODIANS

    Used to identify the duplicate Custodians for this record.

    DUPLICATE_LOCATIONS

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

    DATA_EXTRACT_JOB_NAME

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

    RULE_CATEGORY

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

    PROCESS_STATUS

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

    IDENTIFIED_LANGUAGES

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

    IDENTIFIED_ENCODING

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

    EXTRACTED_ATTACHMENT_COUNT

    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 will be zero for all documents in the Export that have a parent in the Export.

    EXTRACTED_ATTACHMENT_NAMES

    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.

    VOLUME_NAME

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

    ORIGINAL_CUSTODIAN

    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.

    BATCHID

    Contains the Batch ID assigned for the Discovery Job.

    FULLTEXT

    Contains combined contents of body text and OCR text.

    EXPORTED_TEXT_FILES

    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.

    DocType

    Contains eMail, eDoc, and eAttach types.

    DocCategory

    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).

    USERDEFINED1 through USERDEFINED5

    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.

    "BEGDOC","QC FLAGS","QC EXCEPTION FLAGS","QC HIDDEN CONTENT FLAGS"

    "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 or Jobs. 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 eCaptureImport Wizard.

    U or G (User Defined Fields): These comprise two types: User [U] and/or Group [G]. These fields are created via the Insert Custom Fields function. The User fields export the field label and the value you may optionally enter. Otherwise, the value may be 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 displays 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.

    • : Click to move a selected field from the Available Fields list box to the Selected Fields list box.
    • : Moves all fields from the Available Fields list box to the Selected Fields list box.
    • : Click to move a selected field from the Selected Fields list box to the Available Fields list box.
    • : Moves all fields from the the Selected Fields list box to the Available Fields list box.

    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:

    • System Template - available to all Export Jobs
    • Client Template - available only to the Client

      For System Template or Client Template, enter a meaningful name for the template.

    • File - saves to a physical INI file in selected location

      For a File template (.INI), click to display the File Browser dialog box. Browse to a location, enter a file name, and click Open. The Save Template As dialog box displays and indicates the path name in the Location field. Click Save.

    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.

    • Populate Child Fields for Parents: If this option is NOT selected, the Parent fields for all items (PARENT_BATES, PARENT_ITEMID) are populated only for child items.

    • If this option IS selected, the Parent fields are populated for all items. Non-child items enter their own Bates number and ItemID.

    • Select Include Field Names in first line of file if you want to assist readers in understanding or verifying the file. Do not select this option if the file is to be loaded directly into the database.

    • If the Concordance DAT File data load format was selected, the Export OCRTXT field for Concordance option appears. Select this option if you want to export the OCRTXT field. Select the version that applies on the drop-down menu.

    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:

    • YYYYMMDD

    • YYYY/MM/DD

    • MMDDYYYY

    • MM/DD/YYYY

    • DD/MM/YYYY

    Otherwise, select the option Do Not Convert Date Fields.

    Time Format: Select from:

    • 12-hour [displays time in 12 hour format, e.g. 1:04]

    • 24-hour [displays time in 24 hour format, e.g. 13:04]

    • Regional [formats the time according to the "default" Regional Settings of the Worker the document is being exported on.

      Note: Changing the format strings by using the Customize button of Regional Settings will have no effect; the actual region must be changed to see any effect.

    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. Deselect 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 will be 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:

    • Invalid date field output value - Enter text to display in the event an invalid date is encountered. This field may be left blank.

    • Invalid date field output do not convert - Invalid dates will be output as is with no date conversion applied.

    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 are comprised of 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.

    When finished, click .

  16. If you selected Ringtail as a Data Load Format in step 10, the Assign Export_Extras Field Types for Ringtail dialog box displays in the wizard.

    Click the following for information about populating the Assign Export_Extras Field Types for Ringtail dialog box.

    ClosedRingtail Format

    When the Ringtail format is selected, the Export screen displays after the Export Fields are selected from the Assign Export_Extras Field Types for Ringtail dialog box.

    You may individually map fields to any one of four data types by clicking the following buttons located below the field list box:

    • MEMO - All fields default to MEMO for new exports. The theMemo field is populated with the field contents.

    • TEXT - The theValue field is populated with the field contents.

    • NUMB - The theValue field is populated with the field contents.

    • DATE - If the field source is one of the *DATE ONLY* fields and contains a valid date, the contents will be put into the theValue field in dd-MMM-yyyy format. Otherwise, the contents of the field will be put into the theValue field exactly as they would for other export formats.

      Note: eCapture will no longer automatically assign DATE to a field. Instead, you must specify those fields you want labeled as dates.

    Only those fields that are always populated in the Ringtail database tables (Export or Parties) can be set to Exclude.

    These fields will show "(ex)" appended to the name. For example, [BEGDOC](ex). The other fields include: Subject(E), SenderCombined, RecipientCombined, CCRecipientCombined, BCCRecipientCombined, Document Type Description, Title, Sent Date, and Last Modified.

    If you click , all the "(ex)" fields are immediately set to Exclude and are indicated as such in the Ringtail Type column. You may then individually select those fields and assign a data type if necessary.

    To assign a data type, select a metadata field and click the data type button located below the field list box. The Ringtail Type column then displays the selected data type for that field.

    Tip: You may also select a data type by right-clicking a field to display the data types shortcut menu.

    Note: Fields set to Exclude will not go into the Export_Extras table at all.

    The final Export screen has an option to use rollover numbering for the Ringtail numbering format.

    When finished, click .

  17. If you selected Summation DII as an Image Load Format or Data Load Format, the Specify Summation Options dialog box appears.

    Click the following for information about populating the Specify Summation Options dialog box:

    ClosedSpecify Summation Options

    When finished, click .

  18. Click . The Specify Endorsements dialog box appears.

    Click the following for information about populating this dialog box:

  19. When finished, click . The Specify export directory and file options dialog box appears. This is the final screen in the Export process.

    Click the following for more information about populating the Specify export directory and file options dialog box.

    ClosedSpecify Export Directory and File Options

    Export Directory Path

    • Export Directory Path: indicates the directory where the exported data will be saved. Initially, this field shows the area established during workstation setup, but you can click to change it.

    Export Volume Options

    • Volume name: Enter a name for the CD-ROM label or volume path directory. This field initially uses a number (e.g., 001) as the volume name. This setting is for database files.

    • Increment output directory every n files: Select a value from the drop-down list (or enter a value) that indicates the number of files that will be in each sub-directory. Minimum value is 100. Zero may be entered for no image increment.

      If the Image Load Format, Ringtail, was selected, the values in this field will revert to 99, 999, and, so on if the Use Rollover Numbering option is selected when configuring the image key number. As the image key number is entered, and changes so as to leave space for a leading zero, the values in the Increment output directory every n files field changes accordingly. For example, an image key number of 00001 sets the value to 9999, 0001 sets the value to 999, 001 sets the value to 99, etc.

    • Max Data Size: If the drive where you are saving the export files has limited space, select the maximum space (640, 1200, 4300, and 9000) you want to use from the drop-down list.

    • Include volume name in loadfile filenames: Select this option if you want the Volume name to display in the VolumeManifest.TXT file.

    • Directory for each native: This option replaces the Copy to output directory option formerly located in the first Export Wizard screen. This option is not available for selection if Ringtail was selected. Otherwise, when this option is selected, the Native file field under the Subdirectory Structure options is not available. If this option is not selected, you may enter a file name in the Native file field.

    Subdirectory Structure Options

    • The first field is labeled dynamically based on the Image Format selected in the Select Export Formats and File Handling Options dialog box under Export Image Files. The options include:

      • Single Page TIFF/JPG Files

      • Single Page PDF Files

      • Multiple Page TIFF Files

      • Multiple Page PDF Files

      The field contains the name of the folder where the images will be stored. Accept or change the default folder name.

    • Document text: This field contains the name of the folder where the text files will be stored. Accept or change the default folder name.
    • Native file: This field contains the name of the folder where the native files will be stored. Accept or change the default folder name. The default name OF is an LFP command that contains the location and original file name.
    • Increment in (Root or Subdirectory): Root is the default. For Subdirectory, indicate the name of the subdirectory, e.g., 0001. This folder increments once the Max Data Size or the number of files specified in the Increment output directory every n files field is reached.

    • Click Preview to view the sample of the selected Subdirectory Structure: Root or Subdirectory.

    Additional Options

    • Mirror file structure: When selected, the specified export directory will have the same structure as the directories from which the files were discovered. The discovered directory pathing is "appended" to the specified export directory. For example, if the specified export directory is: Z:\EXPORT\Job001 and the discovered directory paths are: H:\FILES\DOC, H:\FILES\PPT, and H”\FILES\XLS, then the exported directory pathing will look like the following: Z:\EXPORT\Job001\H_\FILES\DOC, Z:\EXPORT\Job001\H_\FILES\PPT, and Z:\EXPORT\Job001\H_\FILES\XLS. Each of these directories will contain the images and extracted text of the respective, original files. If this option is not selected, then only one directory is created: Z:\EXPORT\Job001\IMG_0001; it will contain all of the images.

    • Create load files only: When selected, no images, text files, or native files will be copied to the export output directory. Only load files will be created. The Export will perform as if all of the native files and images were exported based on the Export options. The load file will reflect this.

    • OCR LFP document text option: Select None, OI-inline, or OT-file reference from the drop-down menu. For the Image Load Formats: IPRO LFP and IPRO OCR, select the appropriate option for inclusion in the LFP file. eCapture generates an IproOCR.LFP file for either of these options, OI, or OT. If the option Export Text Files, located on the initial Export screen, is not selected, the OT option will not be available for selection. The OI lines in the IproOCR.LFP file will contain document text for each page in all cases as long as there is document text for the page. The OT lines in the LFP file point to text files for each page only when the Export image format are single page images, and the option Export document text as single file (located in the initial Export screen) is not selected. For multi-page formats, or when document text is exported as a single file, there will be only one OT entry for each document. If there is no text for a document (e.g., an image in which OCR was not enabled), there will not be an OT line. For the OI-inline option, the .LFP file is larger than the LFP file generated when using the OT-file reference option.

    • Replace export path with the following drive letter / path: Enter the path to replace the root path to the images in the export load files. For example, enter c:\images\0001\0001a\ to create the Ipro .LFP entries:

      VN,DII001,c:\images\0001\0001a\DII001\,99

      IM,AUG-001,D,0,@DII001;PROC0001\IMG_0011;AUG-001.TIF;2,0

      IM,AUG-002,,0,@DII001;PROC0001\IMG_0011;AUG-002.TIF;2,0

    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:

    • Unicode UTF-16 - load files and extracted text are saved in this format if Force ANSI is not selected.
    • Unicode UTF-8 - same as UTF-16 output except for the encoding applied to output files.
    • Force ANSI - Select this option and select a character on the ANSI replacement character drop-down menu. This replaces non-ANSI characters with the selected ANSI character in the loadfile/extracted text. This allows for data loaded into applications that are not Unicode compliant.

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

    If this is for an Export Series, the Series name will display in the Client Management Tree View under Process Exports; located under Export Jobs. The Export Series will then be available for selection when creating a Process Export Job.

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

  21. Click . (If you did not define an image key number, the system will prompt you with a starting image key number.)
  22. If this is for a Process Export Job, it will display in the eCapture Controller’s Job Queue. Start the Process Export Job. The Job details are available by selecting the job in the Tree View. (Under Export Jobs, Process Exports). The Data Panel has two buttons: View Settings and View Output. Click View Settings to display information about the Job. Click View Output to access the files that were created through the Explorer.

 

Related Topics

Overview: Exporting

Create a Data Extract Export Job