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Administrators can export base or rendition 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 or production load file template under Manage Documents > Load File Templates. The type of template required depends on what you are exporting: base or rendition documents.
Use the following procedure to export base 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 and add an optional description.
Note: The name of the export does not have to be unique.
4.In the Export type list, select Custom or Native files only, no load file included, and then click Next.
oIf you select Custom, the Output page appears. To define how the files should be organized into folders in the export, select one of the following options, and then click Next.
□As currently foldered in Ringtail: The exported file structure is the same as in the application, but is stored under the Native root folder.
□Flattened – max files per folder: The files are stored in the Native root folder, with subfolders numbered 0001, 0002, 0003, etc. Files are sorted by name. The application renames duplicate file names using the docid.ext convention.
oIf you select Native files only, no load file included, the File types page appears. To complete the export process, proceed to step 5.
5.Select any of the following options:
Note: If you do not select any of these file options, the application 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 the 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: The application defines native files the same way in exports that it does in productions. If the user selects a field to identify a native file, the application 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, the application identifies the highest ranking content file that is not a .txt file as the native file. If the only file the application can identify is a .txt file, then the application selects the .txt file as the native.
□To select a field for the application to 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 Field to identify native file extension 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, the application includes 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.
□To determine which content to use as the .txt file for the document, select one of the options under Content files (.txt) > Source preference. Extracted text is selected by default, and prompts the application to look for extracted text stored for the document. If the extracted text exists, the application exports that text in a .txt file for the document. If extracted text does not exist, the application uses the .txt file on the fileshare. If no .txt file exists on the fileshare, then no content file is exported for the document. If you select Existing .txt file, the application uses an existing .txt file for the content file. If no .txt file exists, then the application uses extracted text (if it exists). If no extracted text exists, then no content file is exported for the document.
Note: After the export is complete, to see which documents were exported with content files based on extracted text or an existing text file, go to the Exports > Warnings page of the export job.
6.Click Next.
If you are exporting endorsable images, the Select footer values, as needed page appears.
Note: This page is editable only if you are including images in the export.
7.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 select only 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.
8.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.
9.Click Next.
The PDF settings page appears.
Note: This page is available only if you include images in the export and the PDF annotations option is enabled for the case.
10.You can define the following settings for PDF annotations:
oPDF resolution: Defaults to 300 dpi.
oEmbedded OCR text for PDF: If selected, any PDFs input 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 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: The application will attempt to make all pages searchable. If the application 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.
11.Click Next.
The Apply annotations page appears.
Note: This page is available only if you include images in the export.
12.To apply annotations to images in the export, select the Apply annotations check box.
Note: Administrators can apply only annotations 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 annotations.
oTo select the annotation color and borders, do the following:
□Select the check box next to an annotation.
□To apply annotations as black or white redactions, click in the Color column for the annotation and select Black or White. The default color is black. To apply the annotation in the same highlight color or the redaction color that was applied to the image in the application, select Inherit.
Note: When the Inherit option is selected for highlight annotation types, annotation labels are not applied. Labels are applied for redactions with the Inherit option.
□To include borders, click in the Border column.
oTo select labels for annotations, do the following:
□Select the check boxes for all annotations you want to select labels for.
□To include the name of the document's author, click in the Author column.
□To include the date that the document was created, click in the Created date column.
□To include redaction labels and highlights, click in the Redaction labels/highlight name column.
□To include custom text, click in the Free text column and type the text you want to appear on the label.
oTo define settings for annotations, click the Settings button, which is the gear on the top right of the dialog box.
□Proof annotations: If selected, all highlights/redactions will be applied as a proof redaction.
□Exclude native files if annotations are applied and Exclude text files if annotations are applied: Selected by default.
Note: If these options are selected, the application excludes the affected files regardless of the selections that you make for annotation color.
□Font size: The default font size is 11, which is the same as the font size in footers. You can change this size.
13.Click Next.
The Include Load file page appears.
14.To include a load file or files in the export, select the Include load file check box.
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 the application. If you do not select a load file for export or if you select a non-MDB load file, 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 the application.
oTo export an MDB load file, select MDB. Then, select a template in the list. You can select only one.
□If you are exporting a document that is associated with multiple file types in the image viewer, you can update the pages table in the MDB file to mirror the files that appear in the image viewer for base documents. To do this, click the Settings button, which is the gear on the top right of the dialog box, and then select the Update the pages table to mirror files in the image viewer check box.
oTo export a different type of load file, select Other load file types. Then, select one or more of the templates in the list.
Note: You can either export one MDB load file or you can export multiple non-MDB load files in the same export job. You cannot export an MDB load file and a non-MDB load file at the same time.
15.Click Next.
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.
16.To submit the export job, click Save.
Use the following procedure to export rendition documents from the Documents page. For more information about rendition documents, see Work with renditions.
1.To enable the Export option for renditions, select at least one rendition document in the search results in the List pane.
2.On the Tools menu, select Export.
The Export (Renditions) 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.
The Warning page appears if any of the selected renditions have not been printed.
oTo include all of the documents in the export, including those that have not been printed, select Include all selected documents.
Note: If you select this option, records for the documents are included in any load files. However, the files from documents that have not been printed are not exported, because they do not exist.
oTo exclude documents that have not been printed, select Exclude any documents not printed.
Note: If you select this option, the application exports files and data for only the documents that have been successfully printed.
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 File types page appears.
4.Select any of the following options:
Note: If you do not select any of these file options, the application 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.
oNative files: The native file identified by the application based on settings in the locked production.
oContent files(.txt): Content files are the .txt files associated with the selected documents.
5.Click Next.
The Include Load file page appears.
6.To include a load file or files in the export, select the Include load file check box.
oTo export an MDB load file, select MDB. Then, select a template in the list. You can select only one.
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 the application. If you do not select a load file for export or if you select a non-MDB load file, 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 the application.
oTo export a different type of load file, select Other load file types. Then, select one or more of the templates in the list.
Note: You can either export one MDB load file or you can export multiple non-MDB load files in the same export job. You cannot export an MDB load file and a non-MDB load file at the same time.
7.Click Next.
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.
8.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 application 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 application 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 application 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.
3.Click Download.
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.
