Step 3: Define Database Fields

Create new fields or change imported or created fields on the Step 3 tab.

ClosedEclipse System Fields

The following default fields are included in your case. Note:

  • Administrators can change system field names and add notes if needed.

  • System fields cannot be deleted. Unused fields can be hidden from view in Eclipse if desired.

  • The maximum size for all system fields except for the EXTRACTEDTEXT field is 255 characters. The EXTRACTEDTEXT field can contain up to 2 GB of data.

Eclipse System Fields

Field Type

Description

BEGATTACH

  • Used for parent/child relationships. For example, an email with attachment.

  • BEGATTACH is linked to BEGDOC, thus entries in this field should be image keys as defined in the BEGDOC field.

  • Each “child” document should include its “parent” document's image key in the BEGATTACH field.

  • Some load (or case definition) files include a field to identify the final in member of the set of related documents. Use the ENDATTACH field type for such a field.

BEGDOC

  • Required, unique identifier for image file. If not defined by user, field is created automatically when case is created.

  • A document and its first page will have the same image key value.

  • A tilde (~) cannot be used in this field.

CUSTODIAN

Typically used to identify document’s owner, for example, the person responsible for the data collection containing the document.  

DOCKEY

  • Required, unique document identifier. If not defined by user, field is created automatically when case is created.

  • A tilde (~) cannot be used in this field.

DOCUMENT DATE

  • Required field used by Eclipse to calculate and populate the timeline in Eclipse (Web).

  • The dates presented in the timeline are based on the DOCUMENTDATE field, which is populated with the dates in your case.

  • For each document, the value that is used in the timeline is based on the date fields selected in Eclipse Administration and in the order defined for the field (such as Sent Date, Creation Date, etc.).

ENDATTACH

  • Identifies the final member of a set of related documents.

  • A BEGATTACH field identifies the first member and the document to which the set is related.

ENDDOC

  • Identifies the final page of a multi-page document.

  • If the document is a single page, the ENDDOC value will be the same as the BEGDOC value.

ENT IMGING fields

A set of fields required for OPEN DISCOVERY Imaging. These include:

  • ENT IMAGING ERRORS: Errors that occur during imaging

  • ENT IMAGING FLAGS: QC flags from eCapture

  • ENT IMAGING JOB: Name of the imaging job

  • ENT IMAGING STATUS: Status of the imaging job

EXTRACTED TEXT

  • Document’s text. Content appears in Extracted Text tab of Eclipse.

  • Text is typically part of imported case (or it may be added later). If document was originally electronic, text is “extracted” from original file. If originally paper (or came in as an image), text is the result of OCR'ing image. Other types of source documents may/may not include extracted text when imported.

  • Until case is produced, extracted text resides in the Eclipse database, not in separate files.

  • This field does not display in the Record pane in Eclipse.

EXTRACTED TEXTSIZE[1]

Document’s extracted text size (in KB); automatically computed for system purposes.

HASIMAGE

Indicates whether or not an image file exists for the document.

HASNATIVE FILEa

Indicates whether or not a native file exists for the document.

MD5HASH

  • A unique value representing document data.

  • MD5HASH values are created by a 128-bit algorithm performed on a document during discovery.

NATIVE

Path and filename of native file at time of import into Eclipse Administration.

NATIVEFILE EXTENSION

Document’s native file extension; automatically detected (for example, .doc, .msg).

NATIVEFILE SIZEa

Document’s native file size (in KB); automatically computed.

NATIVEFILE TYPE

An ID used by Oracle Outside-in Viewer technology for native file determination and presentation; automatically identified.

NATIVEFILE TYPEDESC

Document’s native file type; automatically identified (for example, Microsoft Word 2000, Word Perfect 6.1).

[1]Do not match a load file field to this field. Any data imported into this field will be overwritten when field details are calculated or identified.

ClosedUser-Defined Fields

The following fields can be defined as needed for your case.

Field Type

Use For...

Currency

Any type of monetary data.

Date

Date (true dates), for example, 09-30-2015. Note:

  • Data imported or entered in this field must be true dates that match the format selected during the import process, such as the day-month-year (DD/MM/YY) format.

  • Dates are displayed in the format selected during case creation (or per modification of case details). See Step 4: Select Case Options for details on date options.

DateTime

Date and time (true date/time), for example, 09-30-2015 12:42 PM. Note:

  • Data imported or entered in this field must be true dates and times that match the format selected during the import process, such as the day-month-year (DD/MM/YY) date format and the 12-hour time format.

  • Dates/times are displayed in the format selected during case creation (or per modification of case details). See Step 4: Select Case Options for details.

Decimal

Any numerical data that includes decimal values.

FixedLengthText

Text of a specified length, as defined by the user (up to 4,000 characters). The default setting is 255 characters.

LongText

Text of a variable length, up to 2 GB in size.

WholeNumber

Any integer data, with or without comma delimiters for numbers over 999.

 

Field Options

Field options are available as described in the Create/Define Fields.

ClosedFeature-Specific Fields

In addition to system and user-defined fields, certain Eclipse features automatically create fields needed for the feature. In most cases, these fields should not be modified or deleted by administrators or users. Feature-specific fields are identified by the following specific prefixes; do not use these prefixes with other field names.

  • CAAT: Eclipse Analytics

  • KWL_FL_: Keyword List

  • TAR: Technology-Assisted Review Project

Create/Define Fields

Complete the following steps to create new user-defined fields and/or configure system fields:

  1. After completing Step 2: Load a Case Definition, click the Step 3. Define Database Fields tab.

  2. Continue with the following steps:

    • For new fields, start with step 3.

    • For system fields, start with step 6.

  3. On the Step 3 tab, click New Field.

  4. Complete the New Field dialog box as shown in the following figure and explained in the following table. Note that not all options apply to (are available for) all fields.

  5. When the field definition is complete, click one of the following buttons:

    • Save and New: Save the current definition and continue defining fields. The maximum number of fields that can be defined depends on the capacity of the SQL Server (but is essentially unlimited). Fields are listed in alphabetical order.

    • Save: Save your current definition and close the New Field dialog box.

    6. ClosedNew Field dialog box options

    Field Type

    Description

    Name

    Enter a name for the field.

    Note: Field names must be unique.

    Do not begin and end a field name with parentheses. For example, do not enter a field name of (AUTHOR).

    Parentheses within a field name, such as AUTHOR(S), can be used, however.

    Do not name any field DocID (DOCID, etc.)—this name is reserved for system purposes.

    Field Type

    Select the field type based on the data that will populate this field.

    Length

    FixedLengthText fields only: enter the maximum number of characters to be allowed (up to 4,000). The default setting is 255 characters.

    Format

    FixedLengthText or LongText fields only: select the type of text encoding, ASCII or Unicode.

    Pick List

    A pick list is a defined set of entries for a field. Reviewers who are editing records in Eclipse will select from the list of entries. The following figure shows a typical pick list in Eclipse.

    If you have already defined pick lists (which is done in Eclipse), then select a needed list. If pick lists have not yet been defined, this option can be changed after initial case creation.

    Group by

    Allows review batches to be grouped according to family relationships.

    By default, the BEGATTACH and MD5HASH fields have this option set.

    Category

    Allows review batches to be grouped by the contents of the field. For example, if this option is set to Yes for the NATIVEFILETYPE field, batches can be created that group documents based on file type. This option is not available for Date or DateTime fields.

    Hyperlink

    FixedLengthText fields only: select Yes to define a field as a hyperlink (to a file).

    Note: The web service must have access to the file location.

    With this option set to Yes, reviewers can click the link in a coding form and open the linked file (as long as they have the needed program and they can access the file location).

    The field should contain a single file path in UNC format (for example, \\server001\files\smith01.msg).

    If this option is selected, the Length specified for the field will be ignored if the path length exceeds the specified length.

    Links can be imported or entered in a coding form (if user has field editing permissions).

    Include in Text Index

    Allows searching of field content. By default, fields are not included in searches users conduct in Eclipse.

    Select Yes to include field data in the dtSearch full text index. Select No to exclude the field from indexing.

    Note: Fields not relevant to full-text keyword searching can be excluded from indexing to improve case maintenance (index rebuilding) and search efficiency.

    All fields (indexed and non-indexed) are still searchable using the advanced search field section.

    Filter Field

    Allows the field to be enabled as a filter field, so long as it is either a date or non-integer field. If necessary, select a delimiter and separator in order to define the boundaries between separate values. A Hot Button for Visual Search can also be selected in order to make searching certain fields more easily.

    Note: A delimiter cannot be selected until a separator has been selected first.

    Notes

    As needed, enter details about the field. These notes appear only in IPRO Eclipse Administration.

     

  6. For system fields:

    1. Click  corresponding to the system field to be configured. Change the field name and other options as needed. Available options vary by field type.

    2. When finished, click Save.

    3. Repeat these steps to configure other system fields.

    4. See the next step for the DOCUMENTDATE field.

  7. For the DOCUMENTDATE field:

    1. First make sure all needed date fields (Date or DateTime fields) have been defined (such as Sent Date, Creation Date, etc.), and that you know the order in which you want Eclipse to look for dates. The first date found is used in the timeline.

    2. Click  corresponding to DOCUMENTDATE.

    3. Change the field name and options as needed.

    4. Click the Timeline tab.

    5. Click Add Field, then click  and select the first date field. Repeat to add other date fields.

    6. When all date fields have been added, review the order of fields. Eclipse will use the first date found in the list (from top to bottom) for the timeline.

    7. To change the order, click a field name in the list and click the up or down arrows until the field is in the desired location.

    8. To delete a field from the list, click .

    9. To change the valid date range from the default of 1/1/1970 - 12/31/2025, enter the needed date(s) or click  and select dates from the calendar.

    10. To assess dates based on parent documents alone, select the Use Parent DATE field for Child documents option.

    11. When the list is as desired, click Save.

  8. When you are finished, review the field definitions on the Step 3 tab and continue with one of the following steps:

Map System Fields

Complete the following procedures to ensure that system fields are defined as needed. System fields that are not mapped will be automatically created.

  1. On the Create Case window, click the Step 3. Define Database Fields tab.

  2. Review the system fields listed in the Step 3 tab. Note:

    • If you are using a blank template to create the case, all system fields will be included/listed.

    • If you have many fields, click the Field Description column heading to group all system fields together.

    • If you are creating a case based on an existing case, .CSE or load file, Eclipse attempts to match fields in the source to system fields. These will be listed in the Step 3 tab. Any system fields that Eclipse cannot match will be added when the case is created if you do not map them to other fields as explained in this procedure.

  3. To use default fields or the mapping defined by Eclipse, skip to step 5.

  4. To map system fields, complete the following steps:

    • Ensure that all needed fields are defined. If not, complete Create/Define Fields for fields you need, then return to this procedure.

    • Click Map System Fields.

    • If the names of needed fields match those of system names but have not been mapped, click Map by Field Name. Any names that match (regardless of capitalization) will be mapped.

    • To map other fields, locate a system field that needs to be mapped in the Eclipse Field list, then double-click the corresponding Load File Field cell.

    1. From the field list, select the field that should be used as the system field.

    2. Repeat these steps for all other system fields to be mapped.

    3. When finished, click OK.

  5. To modify the names of or add notes for existing system fields, see Modify or Delete Fields below.

  6. When field mapping is complete, continue with other field definition activities or go to Step 4: Select Case Options.

Modify or Delete Fields

To change field definitions or delete fields during the case creation process, complete the following steps:

  1. On the Create Case window, click the Step 3. Define Database Fields tab.

  2. Review the fields listed in the Step 3 tab, then complete step 3 and/or 4 as needed.

  3. Revise: To change a field definition:

    1. Click the field’s corresponding  button.

    2. Make required changes in the Edit Field dialog box. For details on field definitions, see Create/Define Fields.

    3. When changes are complete, click OK.

  4. Delete: To delete a user-defined field, click  and then Yes in response to the confirmation message. (System fields cannot be deleted.)

 

Next Steps: Step 4: Select Case Options