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.

Click the Client Management tab.
Do one of the following:
- In Tree View, under the Custodian:
- In Tree View, under the Client:
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:

Choose Select Jobs to display the list of jobs available for export.
Expand the Tree View and select one or more Jobs for exporting. The Export Job Name field populates with the first Processing Job you selected. You can select multiple Processing Jobs for export. 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. It may be necessary to expand the Tree View to see the Processing Jobs.

If you want to select Export Sets to export:

Choose Select Export Set to display a list of export sets that were created in QC.
Expand the Tree View and select one export set for export. If necessary, expand any Export Set Containers to select an export set that is stored in a container.

Under Export Settings, on the Export Type drop-down menu, select Direct to Disk.
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.

(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.

(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.

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.

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.

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:

Export Formats and File Handling Options

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.

Export to Concordance DAT
- In the Image Load Formats list box, select Opticon & TotalVZN (OPT File)
- In the Data Load Formats list box, select Concordance DAT.

Export to Summation case

If you want to import the eCapture data into a Summation case, you can have eCapture create the required files, then import those files into the Summation case.

Select the Summation export formats:

In the Image Load Formats list box, select Summation DII. The text file contains all of the data, and the DII file points to the images.
In the Data Load Formats list box, select Summation Text File and select any additional options on the page. Click Next.

Note: Because you selected Summation as the Image Load Format and Data Load Format, later in the wizard you must set the other options that are specific to Summation exports. This is in the Specify Summation Options dialog box. For more information, see step 15.

Export to OCR CONTROL.LST

In the Data Load Formats list box, select OCR Control.lst. The exported file can be used for loading OCR text files into a third-party database. The file contains the image key number followed by its image path; one record for each line. For example: 000000001,001\Exported_0001\000000001.TXT 000000002,001\Exported_0001\000000002.TXT
Ringtail

In the Image Load Formats list box, select Ringtail. For more information about the Ringtail format, see Ringtail Format and Use Rollover Numbering.

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.

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.

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.

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.

(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.
(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.

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.
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
Custom Load Delimiter Options
The Load Formats selected in the Select Export Formats and File Handling Options dialog box affect the options you can or cannot select in the Select Custom Load Delimiters dialog box.
- Custom Image Load Delimiters: Select a Between Fields delimiter on the drop-down menu and an Around Fields delimiter on the drop-down menu.
  
  The delimiter drop-down menus show the ASCII character number and a picture of the character to help you select the correct delimiters.
- Custom Image Load Field Position: Select the entire field you want to reposition and then click either or to move it. Repeat for additional fields. Ensure that the fields you want to include are selected.
- If you want a “Y” to indicate a document boundary in the load file, select the option Replace document flag with “Y”.
- Custom Data Load Delimiters: Select a Between Fields delimiter on the drop-down menu and an Around Fields delimiter on the drop-down menu.
  
  The delimiter drop-down menus show the ASCII character number and a picture of the character to help you select the correct delimiters.
When finished, click .
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:
Merge Data Options
Do the following:
- On the drop-down menu, select the order in which merge jobs display in the Merge Jobs drop-down menu in the Image tab or View tab (Date, Ascending; Date,Descending (default); Name, Ascending; Name, Descending; Custom - use the up/down arrows).
- Clear one or more merge jobs. By default, all merge jobs are selected. The "Original" item refers to the original images and text associated with the document. It displays as the last item in the list of merge jobs and remains selected.
- (Optional) Select the option Always use original page count for image key numbering. This is relevant for Process Exports. This option affects how image keys are assigned to pages when exported and could affect how many images are exported. When this option is selected, it uses the original page count for the document. Otherwise, it uses the total page count of the applicable merge job.
When finished, click .

The Select Export Fields dialog box appears.

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

Define 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.

Select 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:

Select 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 .

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.

Ringtail 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 .

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:

Specify Summation Options
- Path Notation: Choose Summation Path Notation: Removable Volume (@V) or Directory(@I).
- Include @FullText Command:
  - None - no @T command will be included in the DII file.
  - Page level (default) - the page will add one @T command for each page.
  - Document level - the document will add one @T command.
- Treat Email as edocs: This option is used to retain previous EDII format. When this option is selected, the @MEDIA tag will use "eDoc" instead of "eMail" for all parent emails.
- Available Tokens: Displays all fields and tokens available for exporting. Click the drop-down menu located above the token list, and select a specific field type (System, Flags, Metadata, User Defined) or Summation Tokens. By default, All Fields appears. Ctrl-click to select non-contiguous fields/tokens. Shift-click to select a contiguous range.
  - Select one token from the Available Tokens list box and click to move the token to the Selected Tokens list box.
  - For two or more tokens, Ctrl-click to select non-contiguous tokens or Shift-click to select contiguous tokens. After the tokens are selected, click to move them to the Selected Tokens list box.
  - and : Use these arrows to change the order of the fields in the Selected Tokens list box. Select a field/token (or contiguous fields/tokens) and then use either arrow to reposition it (or the selected fields/tokens) accordingly.
- 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 .
When finished, click .

Click . The Specify Endorsements dialog box appears.

Click the following for information about populating this dialog box:

Export Endorsements Options

Select Endorsement Zone. The zone displays a thick border to indicate it is the active zone.
On the drop-down menu located above the Available Fields list box, select a specific field type (System [S], Flags [F], Metadata [M], and User Defined fields [U and G] ). By default, All Fields displays. To further narrow the field list, enter a value in the Filter Value field located below the Available Fields list box. For example, to see only those fields that contain the word date, enter date and click . To display all fields, delete the value, leaving the field blank, and click .

In the Available Fields list box, double-click a single field (or select a single field in the list) and click to move the field to the Selected Fields list box and place it in the selected Endorsement Zone at the same time. Once a field has been selected for placement in a zone, it cannot display in a different zone. A total of three fields may occupy a single zone. If a zone is to contain more than one field, use the or to change the order of the fields in the Selected Fields list box in the active Endorsement Zone. Each field displays in its own line in the Endorsement Zone.

Note: When exporting a barcode, message text, and image key; and the image key contains underscore delimiters, eCapture displays a warning: Lowercase characters and underscores cannot be combined with barcode endorsement.

To remove a field from an Endorsement Zone, select the Endorsement Zone, select the field in the Selected Fields list box, and click .
To change the appearance (attributes) of a field in the Endorsement Zone, do the following: Select the Endorsement Zone, select the field in the Selected Fields list box, and click to open the Font box. Select a Font, Font Style, Size, Effects (Strikeout, Underline), and Color. Click OK to close the Font box. Repeat for additional endorsement fields.
To insert custom fields, click . See Insert Custom Group Fields and Inserting Custom User Field Labels to add custom group and/or custom user fields for endorsement.
Select the Enable High Quality Endorsements option to ensure the resultant image displays the revision strike through lines and other fine detail when track revisions are enabled for the document. However, when this option is selected, performance may be impacted due to the image being resized and then combined with the endorsed image to produce one completed image.
To preview the Endorsement Zones and the fields assigned to those Endorsement Zones , click . The Endorsement Sample Data dialog box displays and shows the Zone, Type, Field Label, and Field Value, if any, in a grid format. To preview a sample of the Endorsement Zones and fields on an image, click . The Endorsement Sample Image Preview dialog box displays and shows the selected fields in their endorsement zones. Use the first three icons in the toolbar to adjust how the image displays for viewing: Fit Normal, Fit Horizontally, and Best Fit. The Magnify Glass icons are used to Zoom In and Zoom Out respectively. The Percentage values in the drop-down menu can also be used to Zoom In or Zoom Out. The Sample can be saved if required.

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.

Specify 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:

Generate

Choose Generate. The Image Key Numbering prefix segment shows {Native Filename}. The Parent and Document segments are disabled.

Enter a Prefix in the Prefix segment
Enter a Page number in the Page segment.
Select a delimiter from the Delimiters drop-down menu. If no delimiter is required, select (none). The Sample Image Key field is used to examine the desired image key format.
Indicate Base Numbering to be used for Page and/or Document level numbering. One-Based is the default setting.

If you selected Ringtail format as an Image Load Format or Data Load Format, you have the option to Use rollover numbering. Click the following to learn more about this option.

Using Rollover Numbering for Ringtail Format

When the Ringtail format is selected as an Image Load Format or Data Load Format, the Specify export directory and file options dialog box will show the option, Use rollover numbering. When this option is selected, the field descriptions change to reflect Ringtail numbering characteristics. The following information and examples summarize the rollover numbering for the Ringtail format.

As an example, assume a DocID starting number of Ipro.400000.001.0001

Note: The numbering input allows for configuring the maximum number of images for each folder. The usual standard is 999; however, this could be anything up to the maximum number of pages - which in this case is 9999 - because the last segment is four digits. If the last segment was 01, then the maximum number would be 99, and so on.

Enter the maximum number of images per directory that is needed.

Given a starting number of Ipro.400000.001.0001, the document sequence would look like the following:

For this example, the maximum number of images for each folder is configured at 999:

Ipro.400000.001.0001

Ipro.400000.001.0002

Ipro.400000.001.0003

…..

Ipro.400000.001.0999 (Note: This was limited to 999 as indicated above, but it could conceivably go up to 9999 as specified.)

Once the numbering hits this maximum number of images per folder (as configured), the numbering sequence continues as follows:

Ipro.400000.002.0001 (Note the second segment has now incremented to 002)

Ipro.400000.002.0002

Ipro.400000.002.0003

……

Ipro.400000.002.0999

……

Ipro.400000.999.0999 (Once the second segment hits its limit, in this case 999, the third segment is incremented.)

Ipro.400001.001.0001 (And so on. Note that the third segment has incremented.)

……

Ipro.999999.999.0999 (This is the maximum theoretical number in the sequence.)

Some additional information to note:

A document will not be split across number/directory boundaries. For example, if numbering were up to Ipro.400000.002.0995 and the next document is a 10 page Word document, it would start at Ipro.400000.003.0001 rather than Ipro.400000.002.0996. The only exception to this rule would be a document that prints to a number of pages that exceeds the directory maximum. For example, if the maximum number of images per directory is 999 and the situation calls for rendering a 20,000 page document, then that would be split by necessity.
The directory structure matches the number. For example, the image numbered Ipro.400000.002.0001 would reside in the \Ipro\400000\002\ directory and would be named 0001.TIF (in the case of a TIF) or Ipro.400000.002.0001.PDF (in the case of a PDF).

Note: When configuring the image key number, keep in mind whether you will be exporting out a single job or using the Export Series concept, which allows output of successive unattended exports with sequential image key numbering and volumes. The starting image key number will automatically be set to the next available number based on the previous export’s ending number in the given set.

Predefined

Predefined numbering source options are available based on previously exported data or imported/merged document keys. Select Suffix first page to allow starting the suffix on the first image key of the document rather than on the second page.

Click the drop-down menu on the left to display the available numbering options:

Use filename

Warning: Do not use this option for Ringtail format because Ringtail relies on the Bates numbering scheme.

The Use filename option is not meant for child documents. It is designed to reuse the file name, which should already be in Bates number format, for numbering of LOOSE documents only, in conjunction with usage of the Flex Processor rule option "Create parent ItemID list" or "Create child ItemID list". These two options created LOOSE files before export, so that there are no documents linked to other documents through a parent-child relationship in the Export Job. For this feature to work, ALL documents should have a file name resembling a Bates number.

Caveats

The data that will be processed in eCapture must have the following characteristics when using this feature:

Consistent Bates numbering scheme. Avoid:

File names that are too long
Duplicate Bates numbers
Invalid characters
Other conditions in which the file name does not conform to a Bates numbering scheme.

Note: An inconsistent Bates numbering scheme will result in incorrect data output.

Originally processed as a native file.

Note: eCapture extracts all email attachments that are detected. Embedded files are extracted unless the Discovery File Extraction option, Treat email inline images as attachments, is deselected.

This option is used in conjunction with the Flex Processor rules: Create Parent Item ID List or Child Item ID List. A rule can be created to load the Item IDs from the native files for each individual job. If this feature is used without the Flex Processor rules: Create Parent Item ID List or Child Item ID List, the result will be incorrect data output.

Import/Merged: The Export Job uses the imported/merged linking key as the image key for Data Extract Exports.
Ipro Enterprise: The Export Job uses the Enterprise linking key as the image key for Data Extract Exports.

For Processing Jobs, the original file’s filename (TIFFs, TXTs, or PDFs) is used as the prefix for the image key when exported. The Page segment for the image key (Bates) number is enabled and used for suffixing the native file name with each page of the document.

Filename Example for a Processing Export Job

native filename: EX-00001.DOC will be exported as a file named: EX-00001.00001.TIF; where EX-00001 is the original filename, 00001 is the page number, and .TIF is the extension. Subsequent pages for each document will increment.

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.

(Optional) Click to save the export settings to an .INI file. For more information, see Save Export Settings.
Click . (If you did not define an image key number, the system will prompt you with a starting image key number.)
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.