Select Output Locations

This area of the form allows you to define the types of files that will be produced and how they will be organized in your export media.

To select output options:

  1. In the export-set form, click Output Locations if this area of the form is not visible; continue with the following steps.

  2. Native: To export native files, the files must exist in the case. Ensure they exist in the location(s) defined in the case before completing an export job. Complete the Native section of the export-set form as follows:

  3. ClosedNative Files Options

    Option

    Description

    Natives

    Select this option to include native files in the export set.

    Reference Existing Location

    If you do not want to copy native files to an export location, but instead want to reference the existing file location in your exported load files, select this option.

    When this option is selected, the existing native file names will be maintained.

    File Naming

    If you did not select the Reference Existing Location option, select a naming convention for native files:

    • Use new number: Name native files based on selected document numbering. Example: ABC-0001.docx.

    • Append field or tag name: Name native files with the selected document number followed by the value of a specific field or the name of a specific tag group. After this option is selected, choose a delimiter and the field/name from the lists that appear.

    • Ineligible characters will be omitted from the name and very long names may be truncated.

      Example: ABC-0001_Confidential.docx

    • Use field: Name native files with the value of a specific field (such as a field containing the original file name). After this option is selected, choose the needed field from the list that appears.

    • Ineligible characters will be omitted from names and very long names may be truncated.

      Example: Distribution Report.docx

    Note: If the selected field contains the same value for different documents and multiple documents with the same name end up in the same output folder, then duplicate files will be overwritten.

    Exclude Native if Redacted

    Select this option to remove native files from the export set if images have been redacted.

    View Specific Natives

    Click this button to limit production of native files to specific file types.

    After clicking this option, select file types in the Specific Natives dialog and click OK. You can choose a category (such as DatabaseA collection or records. Each record contains a set of fields. Each field contains a unit of information. For example, a residential telephone directory (the database) contains a collection of records (the residential listings) that contain fields (name, address, and phone number of each resident).) and/or individual software products.

     

  4. Image: To produce image files (TIFF or PDF), the files must exist in the location specified in the case. If they do not exist, create them before completing a production job. Complete the Image section of the production-set form as described in the following table.

  5. ClosedImage Option

    Option

    Description

    Images

    Select this option to include image files in the production set.

    Reference Existing Location

    If you do not want to copy image files to an export location, but instead want to reference the existing file location in your exported load files, select this option.

    When this option is selected, the existing image file types will be maintained.

    Image Type

    If you did not select the Reference Existing Location option, select the way in which document pages will be processed and the format to be used for image files:

    • Single-page image: Each document page will be produced in a single TIFF file. (Each page of a ten-page document will be produced in a separate file.)

    • Multi-page image: All document pages will be produced in a single TIFF file. (Ten pages will be contained in one file.)

    • Single-page PDF: Each document page will be produced in a single image PDF file that is PDF/A compliant. (Each page of a ten-page document will be produced in a separate file.)

    • Multi-page PDF: All document pages will be produced in a single image PDF file that is PDF/A compliant. (Ten pages will be contained in one file.)

    • Searchable single- or multi-page PDF: Same as above, except the PDFs will contain searchable text.

    Placeholder Missing Images

    Select this option to include a custom placeholder file for documents with no associated images. The file will include the text you enter in the Placeholder Text field. Placeholder text is limited to 128 characters.

    Placeholder Text

    This option applies only to documents for which an image path is not defined. Other problems—an incorrect file path, a file missing in the specified location, server problems, etc.—are considered as processing errors (not missing images). They are indicated in the production by an “Error Processing Image” placeholder.

     

  6. Text: To produce text files, the files must exist in the location specified in the case. Complete the Text section of the production-set form as described in the following table.

  7. ClosedText File Options

    Option

    Description

    Text Files

    Select this option to include text (OCROptical character recognition. In eCapture, OCR text is created during a Processing Job, if possible. Otherwise, extracted text is created. A separate text file is created for each page processed.) files for all documents in the production set. If documents have redactions, text files will be produced, but redacted text will be omitted based on the Burn Redactions option.

    Note: If using image priority and including production images, documents with redactions in selected production sets will be re-OCR’ed to ensure redacted text is removed from those documents.

    File Type

    Select the way in which document pages will be processed:

    Replace w/Placeholder Text

    If you are exporting images and using a placeholder for missing images, you can select this option to use the same placeholder text for text files corresponding to missing images (whether or not original text files are missing).

  8. Output Locations: The following types of load file or location can be exported/produced.

    • Concordance .DAT

    • Ipro LFP

    • Opticon .OPT

    • Ipro DLF
    • Custom .TXT

    • Text .LST

    • Ringtail Database

  9. Note: The Ringtail Database load file option applies only for the Document Numbering Type: 3 level rollover numbering..

    Complete the Output Locations section as described in the following table.

    ClosedOutput Location Options

    Option

    Description

    Load FileA file used to load images or data into a third-party application such as Concordance® or into Ipro Tech’s Suite. In eCapture, these load files are created during the export process. Several load file formats are available. & Output Locations

    This field will list the types of load files/locations chosen with the Select button.

    Select

    Click this button to select the load file(s) to be exported. Available load-file types (listed in the introduction to this table) vary depending on the “primary” type of output selected (none, native, image, and/or text files).

    Optional: If Custom is selected (for a .TXT file), default delimiters are comma and quotation mark. Select other delimiters if needed:

    • Field Delimiter: The character that separates each field.

    • Enclose Delimiter: The character that marks the beginning and end of a field’s content.

    Select Fields & Tags

    This field will list the fields and tag groups chosen with the Select Fields & Tags button, in the order selected.

    Select Fields & Tags

    Click this button to select the fields and/or tag groups to be included in selected load files. In the Field Selection dialog:

    1. In the left lists, locate a field(s) and/or tag(s) to be included in the export.

    2. Take any of the following actions:

      • To select all fields and tags, click .

      • To select individual fields/tags, double-click each one in the “Available” list.

      • To select multiple items, click a field/tag name, then Shift+click or Ctrl+click additional items to choose a contiguous or non-contiguous set, respectively. When all items have been selected, click .

    3. To select the field order, click a field in the “Selected” column and click Up or Down to move the field in the list. Repeat for other fields until the order is as desired. (Top-to-bottom in this list equates to left-to-right in the load file.)

    4. When fields are defined as needed, click OK.

    Production exports only:

    • In addition to case-specific fields, fields for production-related data will be available. These fields are included at the top of the field list as in this example. The type of production data available depends on the type of load file selected.

    • For production exports, the fields are also added to your case.

      These fields are not typically selected for export jobs, but if selected, they will be included in load files but not added to your case.

    • For .DAT files, if [ProductionText] is selected, redacted text will be omitted from the file based on the Burn Redactions option.

    Encoding

    Select the character set to be used. Common encodings are available for selection.

    Date Format

    Select the date format to be used. Common formats are available for selection.

    File Path

    Select the way in which file paths (exported image, native, and/or text file paths, depending on which file types are being exported and which load file is selected). Options include:

    Absolute: Include the complete export path.

    Custom: Replace details preceding the production volume name with a custom path. Enter the needed path in the Custom Text field.

    Relative path: All path details preceding the production volume name will be replaced with a backslash.

    Examples: If the actual path for an exported/produced image is:

    \\server001\production\vol001\images\001\ABC0001.TIF

    For each option, the path in the load file will be as follows:

    Absolute: Same as actual path.

    Custom: If user defines the custom path to be E:\, then the path in the load files will be: E:\vol001\images\001\ABC0001.TIF

    Relative: The path will be: \vol001\images\001\ABC0001.TIF

    Custom Text

    Enter custom file path as described above.

    Export Annotations

    If you selected .DLF and/or .LFP load files, then select the Export Annotations and/or Export Redaction option to include annotation and/or redaction details in the load file(s).

    Annotations include highlights, sticky flags, embedded text, and/or markups.

    Export Redactions

     

  10. Ringtail Database Settings: If you did not select Ringtail Database in the previous step, skip to step 7. If you did make this selection, complete the following steps:

    1. Under the Ringtail Database option, select from the following fields.

      Option

      Description

      Email Fields

      These fields will auto populate with expected field names if they exist. Otherwise, select a field from each correspondence type: From, To, CC, and BCC. .Choose a Field Delimiter from the drop-down menu to separate the fields. The default delimiter is 059.

      Ringtail Title

      These fields will auto populate with expected field names if they exist. Otherwise, select a field.

      Ringtail Date

      These fields will auto populate with expected field names if they exist. Otherwise, select a field.

      Custom File Delimiters

      Select a Field Delimiter (default value 044) to separate each field. Select an Enclose Delimiter (default value 034) to enclose the contents of the field.

  11. Volume Information: Complete this section to define an identifier for the root-level directory (top-level folder) for export results. Multiple volumes may be created, depending on the size of the production and maximum volume size defined.

  12. ClosedVolume Information

    Option

    Description

    Volume Prefix

    Enter a “base” volume name. By default, the prefix is VOL. If no prefix is used, the volume will be identified by number.

    Starting Number

    Enter the beginning number (1 or greater) for the set of volumes that will be used for the current production.

    Volume Number Width

    Enter the number of digits to be used in the volume number, from 1 - 9. The minimum recommended width is 3.

    Max Size

    Select from a list of common media capacities or enter another maximum size in megabytes. No Limit can also be selected.

    When the maximum size is reached, a new volume will be created.

  13. The Folder Information section allows you to define the folders that will be used to organize files in volumes (or you can accept the default names). Complete this section as follows for the types of files being produced:

  14. ClosedFolder Information

    Option

    Description

    Image Folder

    Enter a name for the folder in which produced image files will be placed.

    Note: This setting does not apply if you selected Reference Existing Location for images in the Output Locations area.

    Native Folder

    Enter a name for the folder in which produced native files will be placed.

    Note: This setting does not apply if you selected Reference Existing Location for native files in the Output Locations area.

    Text Folder

    Enter a name for the folder in which produced text (OCR) files will be placed.

    Load Files Folder

    Enter a name for the folder in which produced load files will be placed.

    Files per Folder

    Enter the total number of files to be allowed per folder. If this number is exceeded, a new folder will be created. Folder numbers are based on the Starting Folder value.

    Ringtail: The default files per folder value is 99999999. This value reflects the default page width value of 8. Each time the page width value is changed, the files per folder value changes to reflect the new value. For example, if the page width value is set to 4, the files per folder value changes to 9999. The files per folder value may be modified if necessary. However, if the page width value changes subsequently, the files per folder value will change accordingly.

    Starting Number

    Enter the beginning number (1 or greater) for the set of folders that will be used for the current production. This number will apply to each folder being used (Image, Native, etc.)

    Folder Number Width

    Enter the number of digits to be used in the folder number, from 1 - 9. The minimum recommended width is 3.

  15. Review your volume/folder definition in the Sample Directory Structure area; make changes if needed.

  16. When all output options have been defined, either complete other procedures in this section or click Save to save the current definition.

 

Next Steps: