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Administrators can export documents directly from the Documents page using the Export option on the Tools menu.
Prerequisite: Before you can use this export option to export load files, you must create at least one general MDB load file template under Manage documents > Load File Templates.
Note: The Export option is available for administrators only and can be used to export only base documents.
Use the following procedure to export documents from the Documents page.
1.To enable the Export option, select at least one document in the search results in the List pane.
2.On the Tools menu, select Export.
The Export dialog box appears. To navigate through the dialog box, click Next or click the white dots at the top of the dialog box. Hover over a dot to see a tooltip that contains the name of the page.
3.On the Define export page, type the name of the export, add an optional description, and then click Next.
Note: The name of the export does not have to be unique.
The Select file types to export, as needed page appears.
4.Select any of the following options:
Note: If you do not select any of these file options, Ringtail creates and exports only a load file for the selected documents (if a load file is selected).
oEndorsable image files: Selected by default. Endorsable images are .tif, .tiff, .jpg, .jpeg, .bmp, and .png files. They also include .pdf files if the annotations option is enabled. Click the image to clear the selection.
□To select individual image file extensions for export, click the Settings button, which is the gear on top right of the dialog box.
In the window that appears, the Endorsable image files section lists all of the file types that can be included. All file types are selected by default. If you do not want to include a specific file extension, clear the check box associated with that file extension.
oNative files: Ringtail defines native files the same way in exports that it does in productions. If the user selects a field to identify a native file, Ringtail identifies the file with a file extension that matches the value in the user-selected field as the native file. If the user does not select a field to identify native files, or if the user selects a field but no files match the extension listed in the field, Ringtail identifies the highest ranking content file that is not a .txt file as the native file. If the only file Ringtail can identify is a .txt file, then Ringtail selects the .txt file as the native.
□To select a field that Ringtail will use to identify native file extensions, click the Settings button, which is the gear on the top right of the dialog box. In the window that appears, the Native files option defaults to the value set in the Production default native field in Case Options, if that value is set. If no value exists in the Production default native field, or if you want to change the option, you can select from the list of one-to-one fields in the case. Select None if no field should be used to identify the native file.
oContent files(.txt): Content files are the .txt files associated with the selected documents.
□If you do not want a .txt file to be considered the native file, click the Settings button, which is the gear on the top right of the dialog box, and then select Omit native if only available file is *.txt file.
Note: If you select the “.txt” file type as the value in the field to use to identify the native file, Ringtail will include the .txt file as the native in the export, even if you select the Omit Native if only available file is a *.txt file option in this window.
If you are exporting endorsable images, the Select footer values, as needed page appears.
Note: This page is only editable if you are including images in the export.
6.To customize the left, middle, or right footer, you can click the list under each heading and select from the following options.
Note: You can only select fields that are readable to the user group that the administrator is logged into. If you select a one-to-many field, all values will appear in the footer with “;” as the delimiter.
oField: Select a field in the list. The field value appears in the footer.
oFree text: Type custom text you would like to appear in the footer.
oPage label: Select this option to include the page label in the footer.
oPage number: Select this option to include the page number in the footer.
7.To define settings for footer width, height, and font size, click the Settings button, which is the gear on the top right of the dialog box.
The following options are available.
oTo determine the width of each footer, click and drag the sliders in the Footer width section. From left to right, the area of the slider bar up to the blue slider represents the left footer width. The area from the blue slider to the red slider represents the middle footer width. The area from the red slider to the end of the slider bar represents the right footer width. The total for all footers must add up to 100%.
oTo determine the percentage of the image height that is added to the bottom of the image for endorsement, type a number in the Footer height box. The default footer height is 5%.
oTo determine the size of the font in the footers, type a number in the Font size box. The default font size is 11.
The PDF settings page appears.
Note: This page is only available if you include images in the export and the PDF annotations option is enabled for the case.
9.You can define the following settings for PDF annotations:
oPDF resolution: Defaults to 300 dpi.
oEmbedded OCR text for PDF: If selected, any input PDFs as images will be output as searchable PDFs. If selected, the following options are available.
□Performance: Options are Quality and Speed.
□Language: The language to use for OCR text. Options are English, German, Spanish, and French.
□Auto-rotate: Rotates documents to achieve the most legible text.
□Despeckle: Removes stray dots or marks from images in order to make produced documents more legible.
□Deskew: If a document’s text and images are at a slight angle, the document will be auto-rotated so that the alignment is corrected.
Note: Ringtail will attempt to make all pages searchable. If it cannot make all pages searchable, a warning appears on the export job Properties page that indicates which documents did not result in a completely searchable PDF file because at least one page is not searchable.
The Redactions page appears.
Note: This page is only available if you chose to include images in the export.
11.To apply highlights and/or redactions to images in the export, select Apply redactions.
Note: Administrators can only apply redactions and highlights that their user group has read access to. If branded redactions exist in a document for the group that the user is logged into at the time of the export, then those branded redactions are applied regardless of whether the user chooses to include redactions or highlights.
You can define the following settings for highlights and redactions:
oIn the list, select the check boxes for all highlights and redactions you want to apply.
oTo change the redaction color, click in the Color column. The default color is black.
oTo include borders, click in the Border column.
oTo include redaction labels, click in the Labels column.
To define settings for redactions, click Settings, which is the gear on the top right of the dialog box.
The following options are available.
□Proof redactions: If selected, all highlights/redactions will be applied as a proof redaction.
□Exclude native files if redactions are applied: Selected by default.
□Exclude text files if redactions are applied: Selected as a default.
□Font size: The default font size is 11, which is the same as the font size in footers. You can change this size.
The Include load file page appears.
13.To include a load files in the export, select Include load file. Then, select a load file template in the list of general MDB load file templates.
Note: Because load file templates are created in Manage Documents > Load File Templates, no field security is applied based on the group the administrator is logged into. For MDB exports, the exported files maintain the same folder structure as in Ringtail. If you do not select a load file for export, the files will be organized as if it was a Concordance/Summation export, with images in one folder, natives in one folder, text in one folder. Within each folder, files maintain the same folder structure as in Ringtail.
The Export summary page appears and displays all selected options.
You can go back and adjust any settings by clicking the links to the individual setting page. You can also navigate through the settings by clicking on the appropriate dot at the top of the dialog box. To return to the summary page, click the Summary link at the bottom left of the dialog box.
15.To submit the export job, click Save.
Administrators can track exports on the Manage Documents > Exports page. In the Type column, the status “Search” appears for export jobs that were submitted on the Documents page.
Use the following procedure to view export jobs.
1.On the Case Home page, under Manage Documents, click Exports.
2.To view the properties of the export job, on the Exports page, click the name of a job.
The following pages are available for each export job.
oProperties page: This page displays all settings selected in the export.
Note: The Export ID field appears on both the Exports and Properties pages. All documents associated with the export job will be coded with the field Export ID, which contains the Export ID value. Export ID coding applies to all export types (Search, General, Production).
oErrors page: If any errors occur in the export job (copy errors, load file creation errors), they appear on this page.
oWarnings page: This page contains additional details about files that are missing from the export or any files identified as not being searchable, if the option to make PDFs searchable is selected. A warning message appears on this page along with a link to the documents that are associated with the warning.
Warning messages include the following:
□No image files exported because none exist.
The selected documents do not contain endorsable files that can be viewed in the Image viewer.
□Records of image files were found, but the images are missing.
According to the Ringtail database, the selected documents should have associated endorsable image files, but the image files cannot be found on the file share.
□No native files exported because none exist.
The selected documents do not contain native/content files or only contain native .txt files, and the export was set to exclude .txt files as natives.
□No native files exported because the documents contain redactions.
Redactions were applied to the selected documents during export and the setting was selected to exclude native files if redactions are applied.
□Records of native files were found, but the natives are missing.
According to the Ringtail database, the selected documents should have associated native files, but the native files cannot be found on the file share.
□No content files (.txt) exported because none exist.
The selected documents do not have associated .txt files. This warning could also mean that redactions were applied to the selected documents during export and the setting was selected to exclude text files if redactions are applied.
□Records of content files (.txt) were found, but the content files are missing.
According to the Ringtail database, the selected documents should have an associated .txt file, but the files cannot be found on the file share.
□Errors occurred during OCRing of PDF files. At least one page of the exported PDFs is not searchable.
At least one page of the printed PDFs is not searchable.
You can download an export file on the Manage Documents > Exports page.
Use the following procedure to download the export file.
1.On the Case Home page, under Manage Documents, click Exports.
2.Select the export job.
If you have access to the file share, you can manage the export from there. The output path is listed at the top of the properties page. The output file path defaults to Filetransfer repository + export\case name\export name_export ID.