Create a Standard Processing Job

Review the information below for instructions on how to create a standard processing job.

Processing Jobs (PJ) are created from completed Discovery Jobs. If the Discovery Job was not indexed, searching is not available. You can create a Processing Job based on one or more Discovery Jobs. Search, filter, and cull the data for processing either manually or set up rules using the Flex Processor Rules Manager.

To create a standard Processing Job, perform the following steps:

  1. Right-click Processing Jobs underneath the proper Custodian on the Client Management tab.

  2. Click New Processing Job. The Processing Job dialog box appears.

  3. Enter a Processing Job Name.

  4. Enter a Description.

  5. Choose Standard.

  6. Select one or more of the Discovery Jobs you want to use for this Processing Job.

  7. (Optional) If you want to create a new Discovery Job at this time, click New Discovery Job. After creating the Discovery Job and selecting the Discovery Job options, the newly created Discovery Job displays in the Discovery Jobs list (in the Processing Job dialog box) and is selected. The Discovery Job also displays in the Job Queue grid of the eCapture Controller.

  8. (Optional) If you do not want the Case (Project) Options to display, clear the Show Job Options after creation check box.

  9. (Optional) If you want the job pushed to the front of the queue, select the Expedite Job check box.

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

  11. Click OK. The Processing Job displays in the Job Queue grid of the eCapture Controller or the Processing Job Options dialog box appears.

  12. Set the Job Options as appropriate. Click the following sections to learn more about options for Processing Jobs.

    ClosedProcessing: General Options

    ClosedProcessing: Excel Options

    1. Click the Excel tab to set the processing options for Excel files.

    2. Process with Outside-In (Stellent) - Select this option to:

      • Allow for faster and more consistent generation of images on the first pass
      • Reduce the amount of time spent manually QCing these document types

      When selected, only Outside-In (Stellent) is used to process images; the Microsoft related options are grayed out by default. Full metadata is extracted and time zone imaged output reflects the time-zone handling options configured for the Processing Job. All files processed by Outside-In (Stellent) receive the Stellent Processed flag in QC.

      The processing output differs when using Outside-In (Stellent) to view and image documents. However, the QC applied flags, metadata, and optional summary reports are similar if processing was done without Outside-In (Stellent). Other processing options, including Flex Processor processing options, are respected when using Outside-In (Stellent).

    3. Comments - Set where you want comments displayed. Select from None, At end of sheet, or As displayed on sheet.

    4. Color Depth - Set the Color Depth options. Color processing for Excel files is handled separately from color processing of other types of files. This setting is independent of the General Color Depth.

      Single Page Output Type

      General Color Depth Options

      Rendered as

      Black&White (1-bit)

      Group 4 TIFF

      Grayscale (8-bit)

      LZW TIFF

      256 Color (8-bit)

      LZW TIFF

      True Color (24-bit)

      JPEG

      Multi-Page TIFF Output Type

      General Color Depth Options

      Rendered as

      Black&White (1-bit)

      Group 4 TIFF

      Grayscale (8-bit)

      LZW TIFF

      256 Color (8-bit)

      LZW TIFF

      True Color (24-bit)

      JTIFF - (JPEG compressed TIFF)

    5. Paper Size - Click the drop-down menu and select an output paper size for documents during processing.

      Note: For Excel Only - For Custom[8.5x11.0in], the Custom Paper Size dialog box appears.

      The Custom Paper size defaults to 8.5x11 inches. The range values are shown for both inches and millimeters. Maximum size in inches is 50.00x70.00; for millimeters, it's 1270.00x1778.00. When this option is selected, the document will be processed through the PDF driver (Text-Based PDF creation) regardless of the Flex Processor option selected. OCRing is not applicable in this instance. Export settings will be limited to Text-Based PDF Output only, even if image format is selected. Non-Excel documents will export as usual.

    6. Center on Page - Determines where to center the image on the page.

      • Horizontally

      • Vertically

    7. Page Order - Determines the page order to be used for imaging.

      • As is

      • Down, and then over

      • Over, and then down

    8. Orientation - Determines the orientation of the page at the time of printing.

      • As is

      • Portrait

      • Landscape

    9. Scaling - Specifies whether the image should be scaled and how. If scaling is used, the options are adjusted to a percent of the current size or fit to page.

      • As is

      • Adjust to % normal size

      • Fit to page

    10. If you want to set more granular processing options for Excel files, click the Advanced Options button and the Advanced Excel Imaging dialog box appears.

    11. At the top of the dialog box, set the options for how to handle headers, footers, and other content in the Excel workbook. Click the Defaults button to revert to the default settings for these options, as shown in the following image:

      If you have trouble locating the referenced options in Excel, click Closedhere to view information about how to navigate in Excel to the option.

    12. Set the remaining settings in the Advanced Excel Imaging dialog box.

      The table below provides a list of the available options.

      Setting

      Options

      Date field handling:

      • Replace with date created - will replace with creation date.

      • Replace with date last saved - will replace current date with last saved dated.

      • Replace with comments - displays the Date Field Comments field where you can enter the text that should replace the contents of the date field.

      • Replace with field code

      • Do not replace - will not replace the date (e.g., Macros)

      Header/Footer Filename field handling

      If path or filename options are found in an Excel header or footer, you can select from the following options to handle these occurrences.

      • Replace with filename (no path) - inserts the unqualified filename

      • Replace with filepath - inserts the fully-qualified path of the original file

      • Replace with comments - displays the Header/Footer Filename field comments field where you can enter your own comments

      • Replace with field code - replaces outputs &[Path] and/or &[File]

      • Remove - removes the codes entirely

      Generate metadata

      Select Generate a metadata summary images for each Excel spreadsheet, and then under Spreadsheet Metadata Summary Options select the individual types of metadata to capture.

      • Document Properties

      • Comments

      • Formulas

      • Linked Content - The data collected will include hyperlinks and OLE linked files. If any linked content exists in a document, a QC flag will be added. A separate page entitled Document Properties is generated and is placed at the end of each Microsoft Excel document.

      For more information about metadata, click Closedhere.

      Who creates the metadata? The native program (such as Microsoft Excel or Outlook) creates the metadata and maintains it with the native file (the letter or email).

      What does eCapture do with this data? When a document is processed, the metadata is collected from the document and stored in the database.

      How is metadata useful? It gives you valuable information as to “Who knew what, and when.” It can tell you who wrote a document and who edited it last. It also shows you a file’s revision number, the character count, and many other pieces of information about a file summary image for each Excel spreadsheet.

      Blank page removal

      This option is available if the Remove Blank Pages option is selected under the General Options tab. Select from the following two options to remove blank pages:

      • Based on selected Page Order: Down, then over or Over, then down.

        • If Down, then over is selected, all vertical page columns that are blank will be removed.

        • If Over, then down is selected, all horizontal page rows where all pages in a horizontal run are blank will be removed.

      • Based on both Page Order options: This bases the removal of blank pages on both horizontal page-rows and vertical page-columns.

      Example of Page Removal

      The following example pertains to using a spreadsheet with 12 pages that will be rendered.

        • If the sheet's page order is Over, then down, eCapture removes all horizontal page rows where all pages in a horizontal run are blank. In order to do that, eCapture steps through all HPageBreaks and makes sure the range from the first column to the last column is blank.

        • If eCapture determines that 1-3 is blank, then they will be hidden. If eCapture determines that 4-6 is blank, then they will be hidden, and so on.

        • If the sheet's page order is Down, then over, eCapture will remove all vertical page columns that are blank.

        • If eCapture determines that 1-A is blank, then they will be hidden. If eCapture determines that 2-B is blank, then they will be hidden, and so on.

      By using this algorithm, all blank pages will not be eliminated, though many of them will be.

      Note: All page-hiding is done by setting horizontal regions' RowHeight properties and vertical regions’ ColumnWidth properties to 0.
    13. Click OK to exit the Advanced Excel Imaging dialog box.

    ClosedProcessing: Word Options

    ClosedProcessing: PowerPoint Options

  13. Set the filtering options. You can create filtering rules using either the Flex Processor Rules Manager dialog, or the New Rule wizard. For more information, see Create Rules By Using the Flex Processor Rules Manager Dialog Box or Create Rules By Using the Flex Processor Rules Manager Wizard.

  14. When you are finished setting job options, click OK.

 

Related Topics

Create a Discovery Job

Create Task Tables

Assign Task Tables to Workers