User Guide eCapture 2014.0.0 Q1 2014 www.iprotech.
Notices Disclaimer Information in this document, including URLs and other references, is subject to change without notice. Unless otherwise noted, any example companies, organizations, products, domain names, e-mail addresses, logos, people, locations, and events depicted herein are fictitious and no association with any real company, organization, product, domain name, e-mail address, logo, person, location or event is intended or should be inferred.
Contents 1 Introducing Ipro eCapture™ Overview .................................................................................1-1 Before Using Ipro eCapture ........................................................1-3 Ipro eCapture Workflow ........................................................1-3 Ipro eCapture Components ....................................................1-3 About this Guide .......................................................................1-4 Intended Audience .................
Ipro eCapture Ipro eCapture Controller Interface ............................................. 2-26 Client Management Tab....................................................... 2-27 Worker Status Information Tab View..................................... 2-49 Queue Status Information Tab View...................................... 2-51 Ipro eCapture Controller Toolbar .......................................... 2-52 Ipro eCapture Controller Job Queue Pane ..............................
Contents Starting and Stopping the Ipro eCapture Worker ......................4-4 Viewing the Ipro eCapture Worker Status ................................4-6 About the Worker.LOG file .....................................................4-7 Exiting the Ipro eCapture Worker ...........................................4-7 5 Creating Clients, Projects, Custodians, and Jobs Workflow Overview....................................................................5-2 Before Running any Jobs ........................
Ipro eCapture Setting Processing Job Options for Word................................ 5-74 Setting Processing Job Options for PowerPoint........................5-78 Setting Data Extraction Options ................................................ 5-81 Setting the Common Options ............................................... 5-84 Setting the Filtering (Flex Processor) Options ......................... 5-87 Setting Alternative System Directories for Jobs.......................
Contents Working with the Image View Area ............................................ 6-43 Image Tab Window............................................................. 6-43 Thumbnails Tab Window...................................................... 6-46 View Tab Window ............................................................... 6-47 Working with the Documents/Records List Window ...................... 6-49 Working with Session Tabs ..................................................
Ipro eCapture 7 Creating Export Series and Export Jobs Overview .................................................................................7-1 Exporting Completed Processing Jobs...........................................7-2 Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) ..................................................7-3 Autoload into Ipro Eclipse - Processing Job ............................ 7-52 Autoload into Relativity - Processing Job......................
Contents 8 Running Reports Overview .................................................................................8-1 Ipro eCapture Legacy Reports .....................................................8-2 Selecting Legacy Discovery Report Options ..............................8-3 Selecting Legacy Processing Report Options .............................8-4 Selecting Legacy Data Extract Report Options ..........................8-5 Running the Selected Legacy Reports......................................
Ipro eCapture Appendix B Fail Task Warning Messages Overview ................................................................................ B-1 Appendix C Lotus Notes Overview ................................................................................ Locating the User ID File ...................................................... Copying the User ID File....................................................... Switching the ID .................................................................
Contents Original File for EDD Image (OF) ......................................... Including OCR Text in the LFP File (OI) ................................ Removing Information from Images.......................................... Removing Data from Information Only Fields (IO).................. Removing All Tags from a Page (DT) .................................... Removing a Tag from a Page (RT) ....................................... Moving Images .......................................................
Ipro eCapture Appendix F Glossary xii Ipro eCapture User Guide Q1 2014 www.iprotech.
1 Introducing Ipro eCapture™ In this Chapter Overview ......................................................................... 1-1 Before Using Ipro eCapture ............................................. 1-2 Ipro eCapture Workflow................................................... 1-3 Ipro eCapture Components .............................................. 1-3 About this Guide ............................................................. 1-4 Intended Audience...............................................
Chapter 1, Introducing Ipro eCapture™ All data that is discovered is indexed (optionally), hashed, and extracted, allowing for one or more Processing Jobs or Data Extraction Jobs to be run using a single data set. There is no need to re-discover the same set of data. Search and/or process as many times as necessary. In addition, Data Extract Jobs or Processing Jobs can be created using more than one Discovery Job. Export Jobs are based off of one of more completed Processing Jobs or Data Extract Jobs.
Before Using Ipro eCapture New in 2014.0.0: Lotus Notes handling improvements for speed and distribution, upgraded to dtSearch version 7.72 and to OutsideIn (formerly Stellent) version 8.4.1, a new metadata field called DocCategory was added, shared (indexing and data extract) OCR output, and ability to specify an alternative system directory for each Job type. Before Using Ipro eCapture Refer to the Ipro eCapture Installation Guide to install and set up Ipro eCapture.
Chapter 1, Introducing Ipro eCapture™ Queue Manager: assigns jobs to Worker workstations, shows activity for each Worker and the task type being performed, and shows status for each Worker. Worker: an agent application that resides on the Worker workstations. It processes Discovery Jobs, Data Extract Jobs, and Processing Jobs that are started through the Ipro eCapture Controller. Each Worker workstation has its own license.
In This Guide In This Guide This document contains basic instructions on setting up Ipro eCapture, creating projects, discovery jobs, data extract jobs, processing jobs, QC processed jobs, running reports, and exporting processed data. Chapter 2, Ipro eCapture Controller, describes how to setup the Ipro eCapture Controller, modify the system options, set up projects, manage discovery jobs, data extract jobs, and processing jobs, and maintain the Ipro eCapture Controller.
Chapter 1, Introducing Ipro eCapture™ Appendix E, Password Protected Detection OutsideIn File Types, contains a list of the password protected detection Oracle® Outside-In Technology (formerly Stellent) file types that are supported when using the Discovery Job option for password detection. Appendix F, Glossary, contains definitions.
Document Conventions Document Conventions The following conventions are used throughout the Ipro eCapture documentation: Bold text indicates keyboard input, a mouse selection, or a menu selection. Indicates useful information that supplements or emphasizes important points in the surrounding text. This information might apply only to certain circumstances. Indicates critical information that should be read before continuing. > Indicates a submenu.
Chapter 1, Introducing Ipro eCapture™ Ipro Tech General Support hours are from 5:00 a.m. to 5:00 p.m. Arizona Time (GMT -7:00) Monday through Friday** **Extended support hours for UK and AU Before Calling In order to assist the representative in processing your call efficiently and accurately, please have the following information available before placing the call: Item Details Activity number The activity number you were given during your initial contact with Ipro Tech Enterprise Support.
2 Ipro eCapture Controller In this Chapter Overview ......................................................................... 2-1 Getting Started ............................................................... 2-1 Establishing a Connection with the SQL Server and Setting the System Options ................................... 2-2 Worker Maintenance ..................................................... 2-11 Creating Task Tables .....................................................
Chapter 2, Ipro eCapture Controller Getting Started The first time Ipro eCapture Controller runs, do the following: • select the system options for the Ipro eCapture Controller through the System Options dialog - these options include entering the Server name, Database, Username, and Password. In addition, select Queue Manager integration options, set a low disk space cutoff value, indicate whether to expand the Custodian Tree Nodes, select a tree view sorting option, and test the connection.
Establishing a Connection with the SQL Server and Setting the System Options started, the System Options dialog appears. (If it does not appear, choose View > System Options from the menu bar.) 2. Enter the following information to establish the connection: • • • From the Server drop-down list, select the SQL server where the SQL database resides. If it does not appear, type the name. Enter the name of the SQL Database in the Database field. Enter a User name and a User Password. www.iprotech.
Chapter 2, Ipro eCapture Controller • Click information. . A dialog appears with connection status If the connection is not established, the dialog will present some options to try in order to establish the connection. If the connection is successful, the dialog will state: The connection was tested successfully. Click OK to close this dialog. 3.
Establishing a Connection with the SQL Server and Setting the System Options • • Expand Custodian Tree Nodes in Export Job Creation is selected by default. When an export job is started, every node is usually expanded. If there are a lot of custodians, there usually will also be a lot of processing jobs. This option, when selected, will minimize the amount of time it will take to scroll through the tree. Display Search Progress is selected by default.
Chapter 2, Ipro eCapture Controller 9. Under Flex Processor Rule Application, adjust the Thread values for: • • 10. Search Threads (Default value is 1, maximum value is 8): Adjust this value to allow for how many dtSearch rules can run simultaneously. A higher value will use more resources from the Ipro eCapture Controller; however, it will allow multiple searches to finish faster if the Controller machine has enough processor capacity.
Establishing a Connection with the SQL Server and Setting the System Options Stopping the Ipro eCapture Controller During Job Execution The Ipro eCapture Controller should be running at all times as long as jobs are executing. The Ipro eCapture Controller needs to be running in order for jobs to complete that are in the Queue.
Chapter 2, Ipro eCapture Controller 2. Click Select Existing. The Properties dialog appears. This dialog appears the first time connection settings are entered and saved. Once one or more connection settings are entered and saved, the Ipro eCapture Monitor appears when Select Existing is clicked. See the section Using the Ipro eCapture Monitor on page 2-9 for information about the Ipro eCapture Monitor. There are three methods for saving the configuration database connection settings: • • • 3.
Establishing a Connection with the SQL Server and Setting the System Options 4. Select one of the methods: • • • 5. Populate the Server, Database, Username, and Password fields. Enter the command line and select Admin or Full Screen Select RDP file and browse out to the file. Click OK. The Ipro eCapture Monitor appears.
Chapter 2, Ipro eCapture Controller Click the Configure tab. To enter and save a new configuration, click . The Properties dialog appears. See the section Accessing Stored Configuration Database Connection Settings on page 2-7 for details. To edit an existing configuration, select the configuration (highlight it in the list) and click Click OK. . The Properties dialog appears. Make the necessary changes.
Worker Maintenance Worker Maintenance Users must have full Administrator permissions to those computers, workstations, servers, and other devices that they will use to install, run, and/or update the Ipro eCapture components. Worker maintenance includes updating worker patch directory, incrementing patch versions, and queuing the worker restart tasks. These tasks are performed from the Ipro eCapture Controller. Updating the Worker Patch Directory All jobs must be completed before applying updates.
Chapter 2, Ipro eCapture Controller 1. Choose Tools > Worker Patch Management from the Controller menu bar. The Worker Maintenance dialog appears. 2. Click 3. Browse to the folder containing the patch files. We recommend browsing to a UNC path rather than a mapped drive path. If a mapped drive is changed, then the path is rendered inaccessible. 4. Click OK to return to the Worker Maintenance dialog. 5. Click . The button grays out and the version changes to the next incremental values.
Creating Task Tables 6. Click . This button grays out after it is clicked to indicate that the restart tasks for each worker were added. 7. Click Close in the Worker Maintenance dialog. Creating Task Tables Before creating new Task Tables, start the Ipro eCapture Worker and configure it. To do this, see Chapter 4, Ipro eCapture Worker and the sections Starting the Ipro eCapture Worker on page 4-1 and Modifying the Ipro eCapture Worker Configuration on page 4-3.
Chapter 2, Ipro eCapture Controller 1. Choose Tools > Task Table and Worker Management from the menu bar. The Task Table and Worker Management dialog appears. 2. Select the Task Tables tab if it is not already selected. 3. Click 4. Enter a meaningful task table name. A maximum of 128 characters are permitted. 5. Click OK. The task table name appears under the Task Table Name column. An ID number is automatically assigned because Task Tables are governed by the SQL Server.
Creating Task Tables 6. To set a task table as the default, right-click the task table and select Set as Default Task Table from the context menu. 7. To remove a task table from the list, select the task table and click . Assigning Task Tables to Workers Once one or more task tables exists, then a group (batch) of Workers may be assigned to a specific task table starting with version 4.2.
Chapter 2, Ipro eCapture Controller 2. Click the Worker Assignment Tab. 3. Select a task table from the drop-down list. A task table is comprised of [Server Name] Config Database Name: Task List (n). 4. Select the workers to assign to the task table. Workers may be selected contiguously or non-contiguously. Ctrl-click to select non-contiguous workers. Shift-click to select a contiguous group of workers.
Creating Task Tables Reassigning Workers to Different Configuration Databases Starting with version 6.2, workers may be re-assigned to different configuration databases. Task tables for each configuration database, including the instance name of the SQL server on which the database resides, will be listed along with the task tables for the current configuration database. To facilitate the management of configurations, the Ipro eCapture Monitor may be accessed from the Task Table Management dialog.
Chapter 2, Ipro eCapture Controller 3. Click Workers box. . The selected worker(s) appear in the Current This previous figure shows that 1 worker was assigned to a task table called TaskList1(1) which shows that it has (1) assigned worker. 4. Click Close. Assigning Enterprise Workers For Enterprise tasks, it is not necessary for third-party software (e.g. Microsoft Office, Lotus Notes) to be installed in order to execute Enterprise tasks on the machine. Starting with Ipro eCapture 2013.0.
Assigning Enterprise Workers 1. From the Ipro eCapture Controller menu, choose Tools > Task Table and Worker Management. The Task Table and Worker Management dialog appears. 2. Click the Enterprise Worker Assignment tab. 3. From the Available Workers grid, select a Worker and click to move it to the Enterprise Workers grid. (To move the Worker back to the Available Workers grid, click ). 4. Repeat step 3 for additional Workers. 5.
Chapter 2, Ipro eCapture Controller Configuring Integration with Ipro Enterprise Applications Ipro eCapture will integrate other Ipro Enterprise applications by automatically populating a user-defined directory with the necessary files (.EXEs and .DLLs). Starting in version 2014.0.0, Ipro eCapture takes advantage of the new Ipro Eclipse Import Scheduler for loading data directly from an Export Job into Ipro Eclipse. 1. Create a directory. This directory will be used to store the necessary files. 2.
Configuring Integration with kCura Relativity • 4. 5. Click OK. The External Integration Configuration Complete dialog appears displaying the selected UNC path directory. The directory automatically populates with the necessary files required for integration with Ipro Enterprise applications. To configure the Ipro Eclipse Connection, do the following: • Enter the Web Domain, e.g. eclipse.iprotech.com, the Port, and the User Name and Password credential for the Ipro Eclipse environment. • Click .
Chapter 2, Ipro eCapture Controller 2. From the Ipro eCapture Controller menu, choose Tools > Configure Application Integration > kCura Relativity. The Relativity Configuration dialog appears. 3. Under Ipro Relativity Service (Desktop Client), do the following: 4. 2-22 • Enter the Relativity Web Services credentials. • Click ativity Service. .
Loading the Hash Lists appears indicating a connection was made to the Relativity Web Services. Click OK to exit the dialog. The Retrieve Case List using Relativity API option is selected by default. The case list is retrieved via the Relativity API during export and appears in the Relativity Workspace and Options screen. If this option is deselected, the Relativity Workspace and Options screen will indicate to enter a valid Workspace ID. In this case the API communication is bypassed.
Chapter 2, Ipro eCapture Controller 1. Choose Tools > Custom Hash List Maintenance from the Ipro eCapture Controller menu bar to display the Custom Hash List Maintenance dialog. 2. Select a Load Hash List method: • 2-24 Custom Hash CSV File Name: If the comma-delimited file has the MD5 hash in the first column, load the list using this option. The second column is optional, and may contain the file name. All Ipro eCapture User Guide Q1 2014 www.iprotech.
Loading the Hash Lists • other columns are discarded. If the first line contains a header, select the option The first line of the file is a header. Folder Containing Files to Add to Custom Hash List: Place custom hash list files in a folder on the computer and load the hashes of those files using this option. This looks for files in the folder specified only; it will not examine sub-folders or containers. When running, the loader will generate an MD5 hash for each file and add it to the database. 3.
Chapter 2, Ipro eCapture Controller Reactivate a Client 1. Choose Tools > Reactivate Client from the Ipro eCapture Controller menu bar. The Reactivate Client dialog appears. 2. Select the Client from the list. 3. Click OK. Ipro eCapture Controller Interface The Ipro eCapture Controller main desktop is divided into two parts: a static Job Queue Pane located in the upper half and three separate screens accessed by tabs in the lower half.
Ipro eCapture Controller Interface Client Management Tab Client Management Tree View The Client Management tree view (left side) shows the Clients, Projects, Custodians, the Custodian’s jobs (data extract, discovery, or processing), and Export Jobs. By clicking the alternate mouse button, various context menus appear with additional functions. These functions are described in the section, Accessing Additional Functions from the Context Menus on page 2-46.
Chapter 2, Ipro eCapture Controller The columns can be sorted in Ascending or Descending order by clicking the column heading. For example, click the column heading ID to sort the ID numbers in Descending order. A Task Table drop-down list is available on each panel to facilitate the ease of changing the Task Table if necessary. For example, the currently selected Task Table for the Custodian will show as the default task table when a new Job (Discovery, Processing, Data Extract or Export) is created.
Ipro eCapture Controller Interface The following figure shows an example of the Projects associated with a Client called Client A. The Projects are located in the Description column. The Custodians are located in the Name column. Projects are listed either alphabetically by name or numerically by ID. Alternate click the Client in the Client Management tree view to display the context menu. Choose Change tree view sort by Name or ID. Icon Descriptions: indicates that job completed with errors.
Chapter 2, Ipro eCapture Controller The Projects tab shows the ID, Name, Description, and Matter ID. The Notes tab is used to enter pertinent information.
Ipro eCapture Controller Interface The following figure displays the containers (nodes) Custodians, and Jobs associated with the selected Project. From the Containers tab, the list of containers may be exported to a .CSV file by clicking selected Project. . This file assists in tracking the Containers with the 1. Select the Project from the tree view. 2. Click the Containers tab. 3. Click to open the Export Project Containers dialog. A default filename appears in the File Name field. 4.
Chapter 2, Ipro eCapture Controller When the Custodian root level is selected, the following information displays in the Information Panel: ID, Name, Description, Task Table, Date Created, and a list of the Discovery Jobs, Data Extract Jobs, and Processing Jobs. Further detailed information will display in the Information Panel when an individual Discovery Job, Data Extract Job, or Processing Job is selected on the left side.
Ipro eCapture Controller Interface The Containers tab (new for Ipro eCapture 2013.0.0) at the Custodian level shows the Name of user-defined Container (node), Discovery Jobs (semicolon delimited list in which container exists), Data Extract Jobs (semicolon delimited list in which container exists), Processing Jobs, (semi-colon delimited list in which container exists) and Path to the container. If the Data Extract Jobs or the Processing Jobs are blank, this indicates that data has not been processed.
Chapter 2, Ipro eCapture Controller System Directories for Jobs on page 5-92 for additional information.
Ipro eCapture Controller Interface The Update NIST Matches function is used if the NIST database is loaded or requires updating. See Chapter 5, Creating Clients, Projects, Custodians, and Jobs and the section Updating NIST Matches for a Discovery Job on page 5-32 for information regarding this function. The Directories tab displays the directory path where the original data resided. The Node-level exceptions tab lists the number of node-level exceptions in parenthesis. Click the tab to view the exceptions.
Chapter 2, Ipro eCapture Controller Double-click the exception to open the Discovery Error Information dialog to read information about the error. If an exception can be requeued, double-click it. Otherwise, the system displays the following message for both the Node Level and/or the Item Level if it cannot be requeued: requeue unavailable due to process and/ or data extract jobs based on this discovery job. Use the << Prev or >> Next buttons to view additional errors.
Ipro eCapture Controller Interface Data Extract Job information includes: ID, Status, Name (double-click the name to display the Rename Job dialog to rename the Job), Task Table, Location (Path where job files and the SETTINGS.INI are located. This path can either be the default path assigned by Ipro eCapture or can be user defined. See Chapter 5, Creating Clients, Projects, Custodians, and Jobs and the section Setting Alternative System Directories for Jobs on page 5-92 for additional information.
Chapter 2, Ipro eCapture Controller Access the Flex Processor Rules Manager by clicking . The job’s status determines whether or not the Flex Processor Rules Manager options can be modified. A message appears stating if the options cannot be modified due to the Job’s status. These options are described in Appendix A - Using the Flex Processor Rules Manager. Perform post processing batch operations by clicking .
Ipro eCapture Controller Interface Removed Items), Date Created, Date Launched, Date Started (indicates when the job began its first actual task), and Date Completed. The Export Jobs box shows any created Exported Jobs with the ID, Name, and Completion Date/Status. For the selected job: • view the options set for the job by clicking . If the • settings can be modified, the button will display.
Chapter 2, Ipro eCapture Controller Export Jobs - Starting with version 3.0, additional functionality was added for Exporting that includes Process Export Sets and Data Extract Export Sets. These appear under Export Jobs in the Client Management tree view. When the alternate mouse button is clicked on Process Exports, a context menu appears with two options: New Process Export Job and New Process Export Series.
Ipro eCapture Controller Interface • Either Process Exports or Data Extract Exports to display a list of Export Jobs, both Process Exports and Data Extract Exports in the Information Panel. • Either Process Export Sets or Data Extract Export Sets to display a list of their Export Sets in the Information Panel. www.iprotech.
Chapter 2, Ipro eCapture Controller • A created Export Series for either Process Exports or Data Extract Exports. The information that displays in the Information Panel includes: ID, Name, Description, Initial Bates, Next Bates, Initial Volume, Next Volume, Date Created, and the Export Jobs in the Series. Click to open the Settings for Process Export Series dialog and view the settings for the selected Export Series.
Ipro eCapture Controller Interface parents can be excluded from exports by the Flex Processor Rules Manager so that child documents can be exported as standalone documents rather than children. If this occurs, the native file size will be included in the total.) The Export Jobs in Series tab shows the ID, Name, Status, Documents, Bates Range, Volumes, and Volume Range. The Notes tab is used to enter pertinent information. • Either a Process Job in Series or a Data Extract Export Job in Series.
Chapter 2, Ipro eCapture Controller Description, Date Created, Date Launched, Date Completed, and a list of Process Jobs (ID, Name, Status, Items, and Description). 2-44 Ipro eCapture User Guide Q1 2014 www.iprotech.
Ipro eCapture Controller Interface Click to open the Settings for Process Export Job dialog where and view the settings for the selected Exported Processing Job. Click to access the export directory and view the output. The View Output button will be grayed out for any Export Job that has not yet completed. www.iprotech.
Chapter 2, Ipro eCapture Controller Click to open the Export Summary Report for the selected Process Export Job or Data Extract Export Job (including Eclipse and Relativity). The Summary Report differs for the type of export job. Information includes: Job Name, Volume Name, Categories, Export Errors (if any), # of Documents, # of Pages, Exported Size, Original Size Bytes, # of Volumes, Image Key Range, Date Created, Date Completed, and Export Location. Click Save Report to save it as a .CSV file.
Ipro eCapture Controller Interface From the context menu, choose Locate to open the Locate dialog. Select/deselect the nodes that you want to include/exclude for the search. For example, to narrow the search results for Discovery Jobs only, deselect all nodes except Discovery Jobs. Underneath the nodes box, there are two options: the Client that was selected in the tree view and All Clients. To search within the specific client, select it if necessary. To search all clients, select All Clients.
Chapter 2, Ipro eCapture Controller Sorting Sorting the Client Management Tree View by name or ID can be accessed through the context menu. Alternate click any Client in the tree view and choose Change tree view to sort to by name (if already sorted by ID) or choose Change tree view to sort to by ID (if already sorted by name). This overrides the option selected in the System Options dialog as long as the Controller remains open.
Ipro eCapture Controller Interface Worker Status Information Tab View The Ipro eCapture Queue Manager is responsible for the data shown in the Worker Status Information tab. For further information about the Ipro eCapture Queue Manager, see Chapter 3, Ipro eCapture Queue Manager. Columns can be sorted individually. Default sort order is alphabetically by Worker Name. Registered Worker’s grid This grid (see previous figure) shows: • • • • Interval value shown in seconds.
Chapter 2, Ipro eCapture Controller • • • • number of items in process (discovery jobs, export jobs, and data extraction jobs) or percentage (%) in process (processing jobs only) task table name enterprise - will show Eligible (indicates the Worker will be assigned both Ipro eCapture and Enterprise tasks), Exclusive (indicates the Worker will be assigned only Enterprise tasks, or blank (Ineligible - indicates these Workers will not be assigned Enterprise tasks).
Ipro eCapture Controller Interface • • • duration - displays the length of time (minutes and seconds) since the task was accepted by the Worker. This column is populated for all task types. file size - displays the size of the file (in kilobytes) being handled by the task. This column is only populated for Processing and Data Extract tasks. failing a task type: (Not available in the Limited Controller) Right click the task to display . (Note: Not all Task Types are available to fail.
Chapter 2, Ipro eCapture Controller • • Interval value shown in seconds. To adjust this value click the drop-down arrow and select an interval value in seconds. To manually refresh, click . The Task Table drop-down lists the Task Tables. Multiple Ipro eCapture Workers can be assigned to a specific task table. Click the drop-down list to select a task table. The grid information below will display information pertaining to the newly selected task table.
Ipro eCapture Controller Interface • • • • • • • Green Circle Light: Queue operations light. This light changes to light green to indicate queue activity. Blue Circle Light: Job start activity light. This light flashes when a new job is started and to indicate activity. Interval Drop-Down List: See the section Setting the Processing Update Intervals on page 2-60. Job Queue Priority Icon: See the section Changing a Job’s Position in the Queue on page 2-55.
Chapter 2, Ipro eCapture Controller (512:67 - 45), where 45 would indicate index tries remaining only if there are incomplete retries. Index retries remaining will count down; that is, get smaller as retries are completed. Processing Jobs and Data Extract Jobs show percentage complete, e.g. 23.81%, out of 100%. The Filter State, shows whether or not Filtering was applied for that job. See the section Applying Rules Set in the Flex Processor Rules Manager on page 2-60 for additional information.
Ipro eCapture Controller Interface Changing a Job’s Position in the Queue A job’s position in the queue can be changed by either moving it before or after another job in the queue using the Change Job Priority function. The jobs that appear can be pending or started. Once a job completes, it disappears from the list. If a job was expedited at creation time, it can still be moved in the queue. 1. Click the to display the Change Job Priority dialog. 2. Select a Job from the list. 3.
Chapter 2, Ipro eCapture Controller ment Job Queue Pane. Notice that the Job Queue Pane also has a Priority column for each project. Modifying Project Options Once a project is created, project’s options can be changed. The settings take affect for newly created Discovery Jobs, Data Extract Jobs, and Processing Jobs for that project. 1. To view/modify a Project’s options, click the Client Management tab. 2. Select the Project from the tree view.
Ipro eCapture Controller Interface • • • Setting Processing Job Options on page 5-61. Setting the Time Zone Options on page 5-86. Setting the Filtering (Flex Processor) Options on page 5-87. The previous figure shows the Job Queue Pane along the top portion. Below the Job Queue Pane, the Client Management tab has focus and shows the Client, Project, Custodian, etc. tree view. The Information Panel to the right of the tree view shows data about the selected Data Extract Job (highlighted in the tree view).
Chapter 2, Ipro eCapture Controller Click any item in the tree view. For example, by clicking Process Export Sets (a default listing in the tree view), a list of Export Sets displays. Export Jobs Under Export Jobs, the folder hierarchy is: Process Exports - displays a list of all the exported Processing Jobs and Data Extract Jobs Process Export Sets - displays a list of the Export Sets created in QC for Processing Job(s). These Export Sets can then be exported.
Maintaining the Ipro eCapture Controller To delete an existing Export Set Container (that does not contain children), click the alternate mouse button on the existing Export Set Container to display the context menu. Choose Delete Export Set Container. To rename an Export Set Container, click the alternate mouse button on the existing Export Set Container and choose Rename Export Set Container from the context menu. Enter a new Container Name and click OK.
Chapter 2, Ipro eCapture Controller Error Handling Errors are logged to a file called CONTROLLER.LOG. When an error occurs, the Show Log File icon will change to a Warning icon. When the warning icon is clicked, Notepad opens and displays the error(s) and the Warning Icon changes back to the Show Log File icon. Whenever an error is encountered, the Warning Icon will display in the Ipro eCapture Controller toolbar.
Maintaining the Ipro eCapture Controller This method saves time versus creating one job at a time, setting its rules, and applying those rules using the Preview function in the Flex Processor Rules Manager. Jobs started without running the Apply Rules or Preview Rules will not display in the Apply Rule window. 1. Click to display the Apply Rules dialog. The top portion of the screen displays jobs whose Filter State is Not Applied. The bottom half of the screen displays jobs where Rules were Applied. 2.
Chapter 2, Ipro eCapture Controller • • • • • • 2-62 Red with pause marks: paused job. Light Green: job is in progress Dark Green: pending, job will be started on next refresh Light Blue: unstarted job with pending Rules application Medium Blue: pending job with pending Applied Rules completing, will apply rules and be set back to unstarted on refresh. Dark Blue: unstarted job with applied filters. Ipro eCapture User Guide Q1 2014 www.iprotech.
3 Ipro eCapture Queue Manager In this Chapter Overview ......................................................................... 3-1 Configuring the Ipro eCapture Queue Manager ............... 3-1 Modifying the Ipro eCapture Queue Manager Configuration Settings .................................................. 3-14 Testing the Connection.................................................. 3-14 Starting and Stopping the Ipro eCapture Queue Manager ... 3-14 Viewing the Queue Manager Status Activity..........
Chapter 3, Ipro eCapture Queue Manager Configuring the Ipro eCapture Queue Manager The Ipro eCapture Queue Manager automatically starts along with the Ipro eCapture Controller by default. During the initial run of the Ipro eCapture Controller, the Queue Manager Configuration settings dialog appears. See step 3 through 5 for information about setting the options. 1. Right-click the Queue Manager icon the context menu.
Configuring the Ipro eCapture Queue Manager 2. Choose Configure. The Queue Manager Configuration dialog appears. 3. Click the SQL Connection tab and do the following: • • • • From the Server drop-down list, select the SQL server where the SQL database resides. Enter the name of the SQL Database in the Database field. Enter a User name and a User Password. Enter a Polling Interval value (in milliseconds). Increase this number to decrease the amount of Queue Manager activity on the www.iprotech.
Chapter 3, Ipro eCapture Queue Manager SQL Server. However, this will effectively slow the rate at which tasks are distributed to workers. • Click . A dialog appears with status information. If the connection is not established, the dialog presents some options to try in order to establish the connection. If the connection is successful, the dialog will state: The connection was tested successfully. Click OK to close this dialog. • Click tion dialog appears. .
Configuring the Ipro eCapture Queue Manager Port: Enter an available port (9800 by default). Once one or more connection settings are entered and saved, the Ipro eCapture Monitor appears when Select Existing is clicked. See Chapter 2, Ipro eCapture Controller and the section Using the Ipro eCapture Monitor on page 2-9 for information about the Ipro eCapture Monitor. www.iprotech.
Chapter 3, Ipro eCapture Queue Manager Click the Task Distribution tab. This tab is where task and bandwidth settings are configured. In Ipro eCapture most tasks are related to the Discovery process and most of these tasks will generate other tasks. The tasks are created and distributed to the Workers by the Queue Manager. There are two bandwidth settings: System-wide and Worker. Bandwidth measures the amount of data that can be sent over a specific connection.
Configuring the Ipro eCapture Queue Manager • • • • • environment where the total bandwidth value of those tasks is 1000 or less. With more Workers this value should be increased to ensure all Workers remain busy. With a low setting and many Workers there is the possibility that all Workers will not be utilized. Worker Bandwidth Throttle: Determines the total task bandwidth acceptance per Worker.
Chapter 3, Ipro eCapture Queue Manager • Queue Manager System Exclusive Update Count: Number of system exclusive tasks to move from Bullpen to Queued status when the trigger count is hit. The default setting is 100. System Exclusive tasks like indexing have a bandwidth of 100. This can be controlled by making sure the worker bandwidth is set correctly and the workers are not consumed with System Exclusive tasks. Click the Functionality tab.
Configuring the Ipro eCapture Queue Manager • • percentage of items in error are greater than this value. A setting of 100% dictates the node will not error during the file count validation phase. The default setting is 100%. Allowed Extraction Error Percentage: The entire node is errored if the percentage of items extracted are in error and are greater than this value. A setting of 100% dictates the node will not error during the file count validation phase. The default setting is 50%.
Chapter 3, Ipro eCapture Queue Manager Click the Size Limits tab. 3-10 Ipro eCapture User Guide Q1 2014 www.iprotech.
Configuring the Ipro eCapture Queue Manager Group Task Counts Options The group tasks are intended to do only the work that requires access to the NSF, letting the other workers perform the imaging and conversion tasks that do not require mailstore access. Group tasks takes groups of documents ready for discovery and performs discovery tasks on those documents. The number of configured group tasks determines how many groups tasks will be distributed to the Ipro Workers.
Chapter 3, Ipro eCapture Queue Manager • • • Copy distribution to worker limit: Controls how many copies of any one Lotus Notes mailstore are copied to Workers. A setting of 10 means that 10 Workers will be assigned tasks that require a local copy of the mailstore. When there are many large Lotus Notes mailstores, set this value higher to improve distribution of work. Set the value to a minimum of 2 when there are fewer Lotus Notes mailstores to handle. The default setting is 5.
Configuring the Ipro eCapture Queue Manager Click the Worker Instance Quantity tab. Worker Instances Quantity Settings: The initial setting is equal to the number of Workers connected to the configuration database, up to 50+ Workers. Use the Worker Instance Quantity to apply suggested values for a number of important task distribution settings based on the number of Workers in the environment.
Chapter 3, Ipro eCapture Queue Manager Click . The Settings Applied prompt appears indicating that the settings must be accepted by clicking OK before they take effect. Otherwise, the values may Click OK. Click OK to close the Queue Manager Configuration dialog. Modifying the Ipro eCapture Queue Manager Configuration Settings 1. Right-click the Queue Manager icon in the system tray to display the context menu. 2. Choose Configure. The Queue Manager Configuration dialog appears. 3.
Modifying the Ipro eCapture Queue Manager Configuration Settings The following dialog appears when the Queue Manager is stopped. Click Yes. The Ipro eCapture Queue Manager icon in the system tray changes color. To start the Ipro eCapture Queue Manager, right-click the Ipro eCapture Queue Manager icon in the system tray and choose Start. The Ipro eCapture Queue Manager starts and the icon color changes.
Chapter 3, Ipro eCapture Queue Manager About the QueueManager.LOG file This file records: each task distributed by the Queue Manager, all hung job detection activities, and any errors encountered by the Queue Manager when attempting to query the SQL tables to distribute tasks. A sample log file follows: Exiting the Ipro eCapture Queue Manager 1. 3-16 Right-click the Ipro eCapture Queue Manager icon in the system tray to display the context menu. Ipro eCapture User Guide Q1 2014 www.iprotech.
Modifying the Ipro eCapture Queue Manager Configuration Settings 2. Choose Exit. The Exit Queue Manager dialog appears. 3. Click Yes. www.iprotech.
Chapter 3, Ipro eCapture Queue Manager 3-18 Ipro eCapture User Guide Q1 2014 www.iprotech.
Ipro eCapture Worker 4 In this Chapter Overview ......................................................................... 4-1 Starting the Ipro eCapture Worker .................................. 4-1 Modifying the Ipro eCapture Worker Configuration ......... 4-3 Testing the Connection.................................................... 4-4 Starting and Stopping the Ipro eCapture Worker................. 4-4 Viewing the Ipro eCapture Worker Status .......................... 4-6 About the Worker.LOG file ....
Chapter 4, Ipro eCapture Worker 1. Start the Ipro eCapture Worker by double-clicking the icon on the desktop or choosing it from the Windows Start menu. The first time you start it, the Input Connection Information dialog appears. Once one or more connection settings are entered and saved, the eCapture Monitor appears when Select Existing is clicked. See Chapter 2, Ipro eCapture Controller and the section Using the Ipro eCapture Monitor on page 2-9 for information about the eCapture Monitor. 1.
Modifying the Ipro eCapture Worker Configuration Chapter 3, Ipro eCapture Queue Manager and the section Configuring the Ipro eCapture Queue Manager on page 3-2. 3. Click . A dialog appears with status information. If the connection is not established, the dialog will present some options for you to try in order to establish the connection. If the connection is successful, the dialog will state: The connection was tested successfully. Click OK to close this dialog. 4.
Chapter 4, Ipro eCapture Worker Testing the Connection You can test the connection at any time. Please see the section, Starting the Ipro eCapture Worker on page 4-1 and step 4 to test the connection. Starting and Stopping the Ipro eCapture Worker See the section, Exiting the Ipro eCapture Worker on page 4-7 for information on exiting. If you stop the Ipro eCapture Worker from a workstation, no tasks will be processed. However, the Ipro eCapture Worker will still be running. Right-click Stop.
Modifying the Ipro eCapture Worker Configuration If you are running tasks and try to shut down, a different dialog appears asking if you want to those tasks to complete before stopping/ exiting. Do one of the following: Click Yes to allow the tasks currently running to finish. When they conclude, no new tasks will be worked on. Click No. The Ipro eCapture icon in the system tray changes color and no new tasks will be accepted. Click Cancel. (Appears only when tasks are processing.
Chapter 4, Ipro eCapture Worker Viewing the Ipro eCapture Worker Status Right-click the Ipro eCapture Worker icon in the system tray and choose Show Status to display the Ipro eCapture Worker dialog. The Ipro eCapture Worker dialog shows: • • • • 4-6 The Printer Drivers (Note: These printer drivers represent a working thread of activity.) The actual printer driver may not be used for all activities. For example, during discovery, the printer driver is not performing a “printing function”.
Modifying the Ipro eCapture Worker Configuration About the Worker.LOG file This file records: each task assigned to the worker and any subsequent status updates to that task, any errors encountered while completing the assigned tasks, and any errors encountered when communicating with the SQL server. Right-click in the system tray to display the context menu and choose Show Log File. A sample log file follows: Exiting the Ipro eCapture Worker Do not exit without first stopping the Ipro eCapture Worker.
Chapter 4, Ipro eCapture Worker 2. Choose Exit. The Exit Ipro eCapture Worker dialog appears. 3. Click Yes. 4-8 Ipro eCapture User Guide Q1 2014 www.iprotech.
5 Creating Clients, Projects, Custodians, and Jobs In this Chapter Workflow Overview ......................................................... 5-1 Before Running any Jobs ................................................. 5-2 Creating a New Client ...................................................... 5-2 Creating a New Project ................................................... 5-4 Creating a New Custodian ...............................................
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Ipro eCapture is a distributed application. As a result, the Microsoft Office, Lotus Notes, and/or GroupWise settings on each Worker (as well QC workstations) must be the same to ensure that the TIFF results are consistent. If a Worker/QC workstation has settings that differ from another Worker/QC workstation, then the resultant TIFFs will likely differ.
Before Running any Jobs Once a Discovery Job exists, multiple Processing jobs or Data Extract Jobs can be based on it. There is no need to repeat the discovery process on that directory. A Processing Job can be based on incomplete Discovery Jobs but will not execute until all dependent jobs are complete. After the Processing and Data Extract Jobs are completed, QC can be performed. The QC functions are discussed in Chapter 6, Performing QC.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 2. Enter a Client Name using alphanumeric characters. A maximum of 30 characters are permitted. If you enter any invalid characters in this field, the Invalid Characters dialog appears showing the characters that are not permitted. This name will be the database name. 3. Enter a Client Description. 4. Enter a Client Directory path or click the Browse button to open the Directory Browser dialog. Select a directory.
Creating a New Project Options set for the Project may be saved as the System Default. The options are saved into the Configuration Database, DatabaseVersion.DefaultOptions field. The field is created on demand if it does not exist. This field contains the contents of the .INI file saved for the Project. It will be saved out as the options file for any new Projects that are created in any Client. Otherwise, a custodian can be created separately.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs changed if it already exists, through the Project Information Panel. Click the Client Management Tab, select the Project to display its Information Panel. Double-click the existing matter ID (or double-click to the right of the Matter ID field if blank) to display the Edit dialog. Enter or change the matter ID and click OK. 6. (Optional) Deselect Create Custodian if you do not want to create a custodian at this time. Proceed to step 6.
Creating a New Project 9. Click OK. The Project Options dialog appears as shown in the following figure. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs All Project options are accessed from this tabbed dialog. Options can be set for Discovery (General, Indexing, and Password Handling), Processing (General, Excel, Word, PowerPoint), Data Extraction, Common Options (OCR and Time Zone), Filtering (Flex Processor Rules Manager, introduced in version 3.0), and Advanced (alternative system directories). 10.
Importing Custodians and Jobs at the Project Level 2. In the New Custodian dialog, enter a custodian name. A maximum of 30 characters are permitted. 3. Enter a custodian description. 4. Select a task table from the drop-down list. The task table that appears in the field is based on the last task table selected for the Project.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Job Name Container Name Container Path To import Jobs, the .CSV file columns are: Job Name Container Name Container Path and Discovery Jobs, the .CSV or comma delimited file should contain the two respective column headers: Custodian Name and Container Path. Custodian Description and Container Name are optional unless only Container Paths are specified, then the Container Name is required. 1.
Importing Custodians and Jobs at the Project Level • • • • • • • Apply To: - displays existing Custodian or Create New. Custodian Description - optional Job Name - used to indicate the new Discovery Job name Data Extract - blank by default; no Data Extract Job will be created. Clicking the drop-down arrow and selecting Yes means that a new Data Extract Job will be created. Processing - blank by default; no Processing Job will be created.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • • Click Select All to select all the Custodians. The Select All changes to Deselect All to facilitate deselecting all the Custodians in one action if necessary. Select one or more Custodians by clicking the box in the designated row. A green check mark appears in the box. (Click the box with the green check mark to deselect the Custodian.) Enter a Discovery Job Name for the Custodian in the Job Name column.
Importing Custodians and Jobs at the Project Level 7. Click OK. The Imported Job Creation dialog appears indicating the number of Custodians, Discovery Jobs, Data Extract Jobs, and Processing Jobs created. The newly created Jobs appear in the Job Queue pane of the Controller as well as the Client Management tab tree view for the selected Custodian indicated in the Import Preview dialog. The Data Extract and Processing Jobs use the name of the Discovery Job.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Exporting Custodians and Containers for the Project A list of existing Custodians and Containers for the Project may be exported for reporting purposes as well as checking the required formatting required for importing Custodians into a Project. If there are no Custodians or Containers in the Project, the .CSV file will display the column headers only. 1. From the Client Management tree view, select the Project. 2.
Before you Discover Click ers: • • • • • • Save. The .CSV file will contain the following column headContainer Name Custodian - column required, description optional Discovery Job Data Extract Job Processing Job Container Path Before you Discover No other applications should be running on any of the machines where Ipro eCapture components are installed.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs The NOISE.DAT file is used to prevent dtSearch from indexing certain noise words. This file may be modified using a text editor application, such as Notepad. The words in the list can contain the wildcard characters * and ? but must begin with a letter. When you create an index, dtSearch stores a copy of the noise word list in the index. Therefore, changes to the noise word list will only affect indexes created after the changes were made.
Creating a Discovery Job 3. Select New Discovery Job. The Discovery Job dialog appears. 4. Enter a Discovery Job name. 5. Enter a description. 6. Enter a Batch ID. A maximum of 20 characters is permitted. This field can be selected for export load files, endorsements, and custom placeholders. The Batch ID can be modified by double clicking the Batch ID in the Discovery 7. Click 8. Select the directory to discover. Use the UNC path to ensure consistent drive mappings for your site configuration.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs simply select it, and click tories list. . The directory is removed from the Direc- 9. Repeat the previous 2 steps to select additional directories. 10. Select a task table from the drop-down list. The task table that appears in the field is based on the last task table selected for the Custodian. 11. (Optional) Click Expedite Job if you want the job moved to the front of the queue. Otherwise, it appears at the end of the queue. 12.
Creating a Discovery Job 13. Click OK. The Discovery Job Options dialog appears as shown in the following figure. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Note: If the NIST SQL database link was established, click Update NIST Matches. See the section Updating NIST Matches for a Discovery Job on page 5-32. 14. Proceed to the section Setting Discovery and Indexing Options on page 5-35. How Ipro eCapture Handles Dates - Time Zones Starting with version 3.1, Ipro updated the date handling to preserve the date with respect to daylight saving time.
Creating a Discovery Job E-mail dates in the Items Table will now be stored in a field named eMailDate. eMailDate is to be stored in GMT format. Hashing of e-mail will now use the eMailDate instead of creation date. Filtering of e-mail and attachments will now use eMailDate instead of creation date. Filtering of loose files will use last modified date. Creation and last modified date will still be stored in the same fields; but now, in a GMT format.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 2. Click 3. After making note of these jobs, click OK. Click Cancel to close the Modify Discovery Job dialog. 4. Delete the jobs that were shown in the dialog from step 3. 5-22 to display the Modify Discovery Job dialog. Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Discovery Job 5. Under the Client Management Tab, select a Client, click Discovery Jobs, and select the Discovery Job to be modified. 6. Click shown in step 2. 7. Click the General tab and select from the following options: to display the Modify Discovery Job dialog as Mail Stores • • Use legacy Lotus Notes Handing (required for hash compatibility with version 5.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs In most cases, MD5 hash values are calculated on the file itself. For more reliable de-duplication of emails though, it is required that deduplication occur on the information contained within it and not the file itself.
Creating a Discovery Job • Use Start and End times for Outlook Appointment items without a sent date: Ipro eCapture will use both of these dates in its process of creating the MD5Hash. This creates a unique Hash which is then used in the de-duplication process. By default, Subject, From/Author, Email Date, and an Alternate Email Date of Creation Date are used for email hash generation. The Node-level exceptions tab lists the number of node-level exceptions in parenthesis.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Information Panel. Double-click the exception to open the Discovery Error Information dialog to read information about the error. If an exception can be requeued, double-click it. Otherwise, the system displays the following message for both the Node Level and/or the Item Level if it cannot be requeued: requeue unavailable due to process and/ or data extract jobs based on this discovery job.
Creating a Discovery Job • Create Search Index (appears if indexing was not selected when the Discovery Job was created) or Delete Existing Indexes and Reindex documents (appears if indexing was selected when the Discovery Job was created). Index Numbers - Select this option to search for numbers. Click to view a list of dependent jobs (Data Extract and/or Processing) for the selected Discovery Job that was indexed. Click next to Index Location to display the User-Specified Index Path Information dialog.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs to recover text from corrupt or encrypted documents. If this option is not selected, corrupt or encrypted documents will be considered indexing failures. • • 5-28 Index Discovery Path - When selected, the Discovery path will be searched. Otherwise, if not selected, searching the Discovery path would create false-positive hits.
Creating a Discovery Job • • Ignore Hyphens - Ignores hyphens entered in the search criteria. For example, a search for “first-class” will match incidences of “firstclass” in the files being searched. • Index all three ways - Searches for all three possible treatments of hyphens to ensure that matches are found regardless of which of these three ways the search criteria is entered.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • Minimum average OCR confidence [1-100]: The level range settings are from 1 up to 100. The default is 50. The confidence level is the average percentage of confidence per document for all pages within a document on which OCR was performed. Success or failure of a document for index preparation is based on the average confidence level of the document.
Creating a Discovery Job • Click OK to close the User-Specified Index Path Information dialog. The Directory Browser dialog appears. 9. Select a task table from the drop-down list. The task table that appears in the field is based on the last task table selected for the Discovery job. 10. Click OK. The New Discovery Job appears in the Job Queue Pane. 11. Start the Discovery Job. Requeuing Node Level or Item Level Exceptions 1.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 2. Double click located here Change Status? dialog appears. 3. Do one of the following: . The • Click No to keep the Status icon and description the same. • Click Yes to change the status to Complete. and the status description to Updating NIST Matches for a Discovery Job See the Ipro NIST Loader Guide for information about using the optional NIST Databases and the Ipro NIST Loader.
Creating a Discovery Job Password Handling Passwords are stored at the project level. Passwords that are known to exist in the dataset can be added to the known password list for a new Project. When a password protected file is encountered during processing, the system will go through the list of known passwords when attempting to open and extract the contents.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 1. Click Discovery Options tab > Password Handling tab to display the Known Password List. 2. Click 3. Enter a password (one password per line - do not include delimiters) and hit the enter key to go to the next line. 5-34 . Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Discovery Job 4. Repeat step 3 for each password that needs to be added to the list. 5. Click . Loading a Password List If a list of passwords already exists, it can be loaded for the project. 1. Click . The Open dialog appears. 2. Navigate to the password list. The list should contain one password per line. 3. Click Open. The password lists loads. Setting Discovery and Indexing Options The Discovery Options are the same for Project level or Job level. Starting with version 6.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Select Treat archives as directories if you want the files in the archived folder to be treated as parent and child docs when running a Discovery Job. In addition, WINMAIL.DAT attachments are treated like archives and will be processed like .ZIP files.
Creating a Discovery Job If a node-level error on the PST is requeued after the Discovery Job is complete, the source PST is copied again. The working copy is made again in this instance only if the option is selected. E-mail De-duplication Method of gathering and creating the MD5Hash has changed for newly created Projects. Hashing of e-mails now uses the GMT time to ensure proper de-duplication across time zones. In most cases, MD5 hash values are calculated on the file itself.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • BCC Select from either Creation Date or Last Modification Date. The selected value will be used when calculating the MD5 hash in the event that the normal E-mail Date value is not present. This commonly occurs for Draft messages that have not been sent. Use Start and End times for Outlook Appointment items without a sent date: Ipro eCapture will use both of these dates in its process of creating the MD5Hash.
Creating a Discovery Job Multiple methods for embedding object and files are available for Microsoft Office documents via the Microsoft Office Object dialog. Ipro eCapture can control which embedded object types are extracted from most Microsoft Office and Rich Text documents. The following embedded file types each refer to a specific method of embedding documents in Microsoft Office file types. Deselecting an embedded file type option prevents its extraction from supported document types.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Package-Embedded Documents - When selected, will extract files that were added to a Word document or an Excel spreadsheet. The actual documents being extracted are those documents embedded through the packager. The packager is a Microsoft Windows OS utility that allows the creation of the packages for subsequent integration into the file. Acrobat Documents - When selected, extracts object embedded with the AcroExch object type.
Creating a Discovery Job Indexing Options Click the Indexing Options tab to display the indexing options. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Deselect the Create Search Index if you do not want to create an index during initial discovery. HOWEVER, THIS OPTION MUST REMAIN SELECTED FOR MULTILANGUAGE DOCUMENT DETECTION. If you elect to create an index and want to select an index location other than the default, click next to the Index Location field. The UserSpecified Index Path Information dialog appears with additional information regarding user-specified index paths.
Creating a Discovery Job Search Indexing Ipro eCapture uses dtSearch to provide full text searching of files before processing. This feature provides advanced search functions including fuzzy searching, synonym searching, and more. Search options are available in the Flex Processor Rules Manager. See Appendix A, Using the Flex Processor Rules Manager for information about the Flex Processor Rules Manager.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • • • • Filter Binary Unicode - Use a text selection algorithm to filter text from binary files. The algorithm scans for sequences of single-byte, UTF8, or Unicode in the file. This option is recommended for forensic searches, especially when files may contain text in languages other than English. Filter Binary - Extract plain text items from the binary files. Index Binary - Index all of the contents of binary files as single-byte text.
Creating a Discovery Job for the email (headers...). Any attachments are not included in that index. OCR • • • • OCR images as necessary - Images will be OCRed for indexing/ language identification if necessary. The OCR text obtained from the image is then passed on to dtSearch for indexing. The OCR will be indexed and available to be searched on in the Flex Processor. OCR PDF documents - PDFs with no embedded text: perform OCR prior to indexing or language identification.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs OCRed) and where [Errors] shows the number of those documents that did not meet the specified average confidence level. Note: For the purposes of calculating average document confidence, pages in PDF docs with text behind them are considered 100%. OCR failures are considered 0%. Click OK to close the Discovery Job Options dialog. Start the job from the Job Queue pane by selecting its checkbox.
Importing Jobs at the Custodian Level • view dialog (shown in the Figure in step 5) prior to importing, or left blank (name will be auto-set). Importing Jobs/Containers and creating Data Extract Jobs and/or Processing Jobs under the Custodian. 1. From the Client Management tree view, select the Custodian under the appropriate Project. 2. From the Information Panel, click the Jobs tab. 3. Click 4. Navigate to the .CSV or comma delimited file. 5. Click Open. The Import Preview dialog appears. .
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • • • Processing - blank by default; no Processing Job will be created. Clicking the drop-down arrow and selecting Yes means that a new Processing Job will be created. Container Name - required if only Container Paths are specified in the import file Container Path - required in the imported .CSV or comma delimited file. Note: If the Container Path is modified, it must exist prior to importing as well as be accessible from the Controller.
Importing Jobs at the Custodian Level • 7. Click Cancel and enter a Job Name and a Container name in the blank fields. Proceed to step 7. Otherwise, accept the default names indicated in the Warning Messages dialog. To create Data Extract Jobs and/or Processing Jobs, for all Jobs indicated in the Import Preview dialog, click the option Create All Data Extract and/or Create All Processing. The Data Extract column and/or the Processing column(s) changes from blank to Yes. These columns cannot be edited.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Exporting Existing Jobs and Containers for the Custodian A list of existing Jobs or Containers for the Custodian may be exported for reporting purposes as well as checking the required formatting required for importing Jobs into a Custodian. If there are no Jobs or Containers in the Custodian, the .CSV file will display the column headers only. 1. From the Client Management tree view, select the Custodian. 2.
Creating a Standard Processing Job • • • • • Container Name Discovery Job Data Extract Job Processing Job Container Path Creating a Standard Processing Job Ipro eCapture extracts and processes embedded files in the same manner in which it processes the parent file. Processing jobs 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.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 3. Select New Processing Job. The Processing Job dialog appears. 4. Enter a Processing Job name. 5. Enter a description. 6. Select Standard. 7. (Optional) Click Expedite Job if you want the job to pushed to the front of the queue. 8. Select one or more of the Discovery Jobs you want to use for this processing job. Proceed directly to step 11 if you want to use one or more of the Discovery Jobs in the Discovery Jobs list. 9.
Creating a Standard Processing Job Discovery Job will appear in the Discovery Jobs list (in the Processing Job dialog) and will be selected. The Discovery Job also appears in the Job Queue grid of the Ipro eCapture Controller. Proceed to step 10 to continue making selections in the Processing Job dialog. 10. Select a task table from the drop-down list. The task table that appears in the field is based on the last task table selected for the Custodian. 11.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 12. Click OK. The Processing Job Options dialog appears as shown in the following figure. 13. Proceed to the section Setting Processing Job Options on page 5-61. 5-54 Ipro eCapture User Guide Q1 2014 www.iprotech.
Validating Completed Processing Jobs Validating Completed Processing Jobs Because some errors may occur from hardware, network, or NAS failures as well as non hardware related issues, we highly recommend that every completed processing job be validated. Two scans are performed through all Results records in the processing job: The initial scan finds and takes care of Results items. The record kept is the first record where the Pages value matches the number of images on disk for the document.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs If any errors are encountered, they are shown in the Description column at the end of the path. 4. Click to open the Save Validation Report dialog. 5. Accept or change the filename. The default extension is .CSV. 6. Click Save. Creating a Data Extract Import (Processing) Job The Data Extract Import Processing Job uses the data culled during the review process from the file that was generated through a Data Extraction Export Job.
Creating a Data Extract Import (Processing) Job 4. Select Data Extract Import to display the options for a data extract import processing job. 5. Enter a Name. 6. Enter a Description. 7. Select one of the Import From options: • Selected Item IDs File - Browse to the file. This file is either a text file or a .CSV file containing a list of Item IDs. After selecting the file, the path will appear in the Select Data Extract Selected Items File field. Proceed to step 8. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • Database Table - Select a Content Type: ItemIDs or ItemGUIDs - ItemGUIDs allow for a more reliable method to positively identify Ipro eCapture Items records for a Client. Specify the SQL database table (Note: This table must be created in the Client database.) containing the ItemIDs list or an ItemGUID list. For ItemID, the first column of the table must be an integer field named ItemID.
Creating a Data Extract Import (Processing) Job 8. Select from the following options: Select children of items that are parents - processes the parent item with attachments. Note: The scope options for created rules will affect parent/child selections as well. Child Item Handling • • • Select Item Only Select Item and Parent Select item, parent, and all children of parent 9. (Optional) Click Expedite Job if you want the job to pushed to the front of the queue. 10.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 12. Click OK. The Processing Job Options dialog appears as shown in the following figure. 13. Proceed to the sections: 5-60 Ipro eCapture User Guide Q1 2014 www.iprotech.
Setting Processing Job Options • • Setting Processing Job Options on page 5-61. Setting the Filtering (Flex Processor) Options on page 5-87. Setting Processing Job Options This section describes the available options for both a Standard Processing Job and a Data Extract Import (Processing) Job. Setting General Processing Options The Save Settings as Project Default option appears in each Processing Job tab.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Select the option Remove Blank Pages and then set the Blank Page Threshold (1 to 2000) to a value that eliminates the speckles without eliminating any punctuation marks from the pages. Ipro eCapture will remove any images that have fewer "dots" than this threshold. If this setting is too high, you may lose images with a few short words. We suggest a setting of 50 as a starting point.
Setting Processing Job Options 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) Image Color Depth Applies to: BMP, TIFF, PCX, GIF, WPG, WINDOWSICON, WINDOWSCURSOR, MACPAINT, CGM, DCX, SUNRASTER, KODAKPCD, PNG, DGN, PBM, and ADOBEPHOTOSHOP.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • Successful use of the Adobe Library: PDF Color Depth Options Rendered as As Is If Original is Black&White, then Group 4 TIFF; otherwise, it will be a JPG matching bit depth.
Setting Processing Job Options Click the Outlook/EML link, Select Handling/Order. The Outlook/EML Text Cutoff Handling dialog appears. Select an option and click either the or to move it to a specific order location. Repeat for additional options. Options include: Attempt in Landscape w Shrink to Fit Attempt in Portrait w Shrink to Fit Attempt in RTF Attempt in Text Assign Text Cutoff Flag and Manage in QC - This is the default setting. It cannot be repositioned. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Click the Lotus Notes link, Select Handling/Order. The Lotus Notes Text Cutoff Handling dialog appears. Select an option and click either the or to move it to a specific order location. Repeat for additional options. Options include: Attempt in Landscape Attempt in Text Assign Text Cutoff Flag and Manage in QC - This is the default setting. It cannot be repositioned.
Setting Processing Job Options Setting Processing Job Options for Excel Select the items you want Ipro eCapture to include when it creates images from the native files. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Click Defaults to populate the dialog with the Excel default settings as shown in the previous figure. Some of the options show how to access the setting in Microsoft Excel 2007. • • • • • • • • • • • • • 5-68 Do not include headers - Insert tab > Text group > click Header & Footer to open Design tab. Click Header and choose None from the drop-down menu.
Setting Processing Job Options • • • • • Clear print title columns - Page Layout tab. Click Print Titles > Page Setup dialog. Click Sheet Tab. Under Print Titles select the Columns to repeat range. Clear print title rows - Page Layout tab. Click Print Titles > Page Setup dialog. Click Sheet Tab. Under Print Titles select the Rows to repeat range. Display headings - Page Layout tab. Click Print Titles > Page Setup dialog. Click Sheet Tab. Under Print, select the Row and column headings check box.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs General Color Depth Options Rendered as 256 Color (8-bit) LZW TIFF True Color (24-bit) JTIFF - (JPEG compressed TIFF) Page Order • • • As Is Down, then over Over, then down Orientation - For printing • • • As Is Portrait Landscape Scaling • • • As Is Adjust to % (select a percentage value from the drop-down list) normal size Fit to (select a value from 1 to 1000) page(s) wide and (select a value from 1 to 1000) tall.
Setting Processing Job Options • 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 based on both horizontal page-rows and vertical page-columns. Date Field Handling The Date Field Handling option works by examining each cell that contains a formula to determine if a date field exists in that cell.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Select Generate a metadata summary image for each Excel spreadsheet, then select the individual types of metadata to capture under Spreadsheet Summary Options: • • • • 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.
Setting Processing Job Options Paper Size: Select an output paper size from the drop-down list. Note: For Custom[8.5x11.0in], the Custom Paper Size dialog appears. The Custom Paper size defaults to 8.5x11 inches. The range values are shown for both Units: Inches and Millimeters. Maximum size in Inches 50.00x70.00; for Millimeters 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.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Setting Processing Job Options for Word Select the items you want Ipro eCapture to include when it creates images from the native files. These following settings determine how any tracked changes will be captured during discovery. 5-74 Ipro eCapture User Guide Q1 2014 www.iprotech.
Setting Processing Job Options Select the option Show Hidden Text to see hidden text, if any, contained in Word documents. Revisions • • • • As is - Print the document as it is according to the Office Settings on the machine. Detail Revisions - Print the document with revisions shown. Final Copy (hide revisions) - Print the document with no revisions shown. Both Copies - Documents are printed. If a document has revisions, it's printed again with the revisions shown.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 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) Date Field Handling - select from the drop-down l
Setting Processing Job Options • • • Replace with comments - displays the Filename Comments field where you can enter the text that should replace the filename. Replace with field code Do not replace About metadata 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 e-mail).
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Setting Processing Job Options for PowerPoint These options are based on the print options offered in PowerPoint. They determine how images will be generated. 5-78 Ipro eCapture User Guide Q1 2014 www.iprotech.
Setting Processing Job Options Select Original Settings (AS IS) to use Microsoft PowerPoint’s default settings. Or, clear Original Settings (AS IS) to adjust the settings: • • • • • • Print Hidden Slides Print Comments Frame Slides - Prints a border around each slide. Output Type - Choose Slides, Outline, Notes Pages (notes and slide on one page), Notes Pages Split (notes and slide on separate pages), or Handouts.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs General Color Depth Options Rendered as 256 Color (8-bit) LZW TIFF True Color (24-bit) JTIFF - (JPEG compressed TIFF) Page Orientation • Choose As Is, Portrait, or Landscape Slide Orientation • Choose As Is, Portrait, or Landscape Handouts • • Slides per Page Order (if generating 4 or more slides per page) Include Linked Content Summary - The data collected will include hyperlinks and OLE linked files.
Setting Data Extraction Options For any Output Type other than Slides, select from the following options under the Notes & Handouts Tab: Date and Time Update Automatically: Select from date last saved, date created, or current date’s format. Fixed: Enter a fixed date and time. Header or As Is Footer or As Is Page Number: As is, Show, Do not show Setting Data Extraction Options Data Extraction Options are set at the Project level or the Data Extract Job level.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Click the Data Extraction Options tab to display the Data Extraction Options. 5-82 Ipro eCapture User Guide Q1 2014 www.iprotech.
Setting Data Extraction Options Select from the following Data Extraction options: Replace tabs with spaces when extracting Excel text: When this option is selected, the extracted Excel text will look similar to this: Column A Column B Value1 Value2 The column data is separated by a space rather than a tab (which can be, for example, the equivalent of 5 spaces).
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Setting the Common Options OCR and Time Zone options are set under the Common Options tab. 5-84 Ipro eCapture User Guide Q1 2014 www.iprotech.
Setting Data Extraction Options Setting the OCR Options New in 2014.0.0, data sets are OCRed only once during indexing or data extraction and the OCR output is stored in a common folder location at the Project level. This ensures that results during search and review remain the same. By not repeating OCR work on the same data sets, speed is improved and time is saved. All OCR options are deselected by default for new Projects.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • • text is added to any extracted text from the PDF. The text obtained through OCR, along with the extracted text from the PDF, is passed to dtSearch for indexing. The OCR will be indexed and available to be searched in the Flex Processor. Note: Selecting this option will impact the time for the Discovery process. OCR Text obtained through OCR could contain duplicate words as appended to extracted text file.
Setting Data Extraction Options See the section How Ipro eCapture Handles Dates - Time Zones on page 5-20 for information. • • • Use local time zone from the workstation on which the discovery is being performed. Convert all times to GMT (No daylight saving) Select Specify Time Zone and select the time zone to be used to convert the times to. For example, you might select the time zone of the workstation where the files originated.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Click the Filtering tab to display the Filtering Options. 5-88 Ipro eCapture User Guide Q1 2014 www.iprotech.
Setting Data Extraction Options Click to display the Flex Processor Rules Manager or click to start the Flex Processor Rules Manager Wizard. See Appendix A, Using the Flex Processor Rules Manager for background information and option descriptions before creating and applying the Rules. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs As you mouse over various options, an icon appears with a ?. Click this icon to display information about the specific option. Creating Rules As you create a Rule, it appears in the Rules list (top-half of the Flex Processor Rules Manager interface). The Action, Rule Title, and Criteria display for each Rule. A Rule = Action + Selection Criteria If you create a Rule with more than one criteria, the AND operator is used.
Setting Data Extraction Options Searchable PDFs, including hit highlighting, are not affected by the two Text options (new for version 2013.1.0). From the Text drop-down menu choose either: • • Truncate text to max pages - text is truncated to match the output of pages that fall under the threshold (existing behavior). Retain all text for document - document text is associated to the number of pages below the set threshold value and all subsequent pages are blank.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Setting Alternative System Directories for Jobs Starting with version 2014.0.0, alternative system directories may be specified for the output files generated by Discovery, Data Extract, and/or Processing Jobs in order to utilize larger capacity storage devices. This is also useful for organizing different Projects under the same Client that may use different storage devices. The assignment of the system directories is done at the Project level.
Setting Data Extraction Options A directory must exist for each Job type whether it is the default directory or an assigned alternative directory. If an alternative path is cleared from any of the fields, the system reverts to the default path and displays the informational text. The alternative system directories may be saved as the System Default. If this is done, new projects and jobs will be organized under dedicated directories per client.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs This structure allows each Project to maintain its own directory when System Wide defaults are used. If a Client is deleted, the job directories and files are also deleted, but an empty directory structure down to the Job level remains. Creating a Standard Data Extract Job Data Extraction Jobs are based on completed Discovery Jobs. If the Discovery Job was not indexed, searching is not available in the Flex Processor Rules Manager.
Creating a Standard Data Extract Job 3. Select New Data Extract Job. The Data Extract Job dialog appears. 4. Enter a Name. 5. Enter a Description. 6. Select Standard. 7. (Optional) Click Expedite Job if you want the job to pushed to the front of the queue. 8. Select one or more of the Discovery Jobs you want to use for this data extract job. Proceed directly to step 10 after selecting the Discovery Jobs. 9.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Discovery Job will appear in the Discovery Jobs list (in the Data Extract Job dialog) and will be selected. The Discovery Job also appears in the Job Queue grid of the Ipro eCapture Controller. Proceed to step 10 to continue making selections in the Data Extract Job dialog. 10. (Optional) Deselect Show Job Options after Creation if you do not want the Data Extraction Job Options to display. 11. Select a task table from the drop-down list.
Creating a Standard Data Extract Job • 13. The Data Extraction Job Options dialog appears as shown in the following figure. Proceed to the sections: • • Setting Data Extraction Options on page 5-81. Setting the Time Zone Options on page 5-86. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Creating a Data Extract Import Job (Data Extract Job) You can re-import previously exported Data Extraction Jobs for further culling. Supported formats are one ItemID per line. Valid formats include: 1223 1224 1228 Also: “1223” “1224” “1228” However, suffixed image key numbers are not supported. For example, these would be invalid: “1223”.
Creating a Data Extract Import Job (Data Extract Job) 3. Select New Data Extract Job. The Data Extract Job dialog appears. 4. Enter a Name. 5. Enter a Description. 6. Select the Type, Data Extract Import. 7. Select one of the Import From options: • Selected Items File - Browse to the file. This file is either a text file or a .CSV file containing a list of Item IDs. After selecting the file, the path will appear in the Select Data Extract Selected Items File field. Proceed to step 8. www.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • Database Table - Select a Content Type: ItemIDs or ItemGUIDs - ItemGUIDs allow for a more reliable method to positively identify Ipro eCapture Items records for a Client. Specify the SQL database table (Note: This table must be created in the Client database.) containing the ItemIDs list or an ItemGUID list. For ItemID, the first column of the table must be an integer field named ItemID.
Creating a Data Extract Import Job (Data Extract Job) Select children of items that are parents - processes the parent item with attachments. Note: The rule scope options for created rules will affect parent/child selections as well. Child Item Handling • • • Select Item Only Select Item and Parent Select item, parent, and all children of parent 9. (Optional) Click Expedite Job if you want the job to pushed to the front of the queue. 10. Select a task table from the drop-down list.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 12. Click OK. The Data Extraction Job Options dialog appears as shown in the following figure. 13. Proceed to the sections: • • 5-102 Setting Data Extraction Options on page 5-81. Setting the Time Zone Options on page 5-86. Ipro eCapture User Guide Q1 2014 www.iprotech.
Adding Discovery, Data Extract, and/or Processing Jobs Simultaneously Adding Discovery, Data Extract, and/ or Processing Jobs Simultaneously New in 2013.0.0, Discovery, Data Extract and/or Processing Jobs can be created simultaneously from one centralized interface using a selected set of data. Existing containers may be selected at job creation time or new sources can be added. A container which was already discovered cannot be re-discovered. Project level defaults are applied by default.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 3. Click . The Add Job dialog appears. Note: In the above figure, there are no existing Source containers for the selected Custodian. See the section Adding Data Extract and/or Processing Jobs for Existing Directory Type Source Containers on page 5107 for procedures. 4. Do the following: Enter a Job Name. (Optional) Enter a Description for the Job. (Optional) Enter a Batch ID. 5-104 Ipro eCapture User Guide Q1 2014 www.iprotech.
Adding Discovery, Data Extract, and/or Processing Jobs Simultaneously 5. Click . The Add New Source dialog appears. (Optional) Enter a Name for the Job. If a name is not entered, then the Name box populates with the name of the selected folder at the end of the selected Source Path. From the Type drop-down list, select the Directory to discover by clicking . Use the UNC path as drive mappings may change over time. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Click OK to return to the Add Job dialog. The Add Job dialog displays the new source in the Source grid and in the Selected Sources box. In the Source grid, it shows that a Discovery Job is [Pending] in the Discovery Jobs column. 6. (Optional) Repeat step 5 for each additional Discovery Job source. 7. (Optional) Under Jobs to Create, select either the Data Extract Job option and/or the Processing Job option.
Adding Discovery, Data Extract, and/or Processing Jobs Simultaneously • • • 9. Save Selections - Select this option to save the Job type selections for future Jobs. Expedite Job - Select this option to place this job at the beginning of the Job queue. Task Table - Select a task table from the drop-down list. The task table that displays is the most recent task table that was selected for the Custodian. Click OK.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 3. Click . The Add Job dialog appears. Note: In the above figure, existing Source containers exist for the selected Custodian. When existing Discovery Source containers exist, they are grouped in the available nodes. New sources will not be grouped because they can be added or removed on an individual basis. If no Source containers exist, then the Source grid will be empty.
Adding Discovery, Data Extract, and/or Processing Jobs Simultaneously (Optional) Enter a Description for the Job. (Optional) Enter a Batch ID. 5. (Optional) Click . The Add New Source dialog appears. (Optional) Enter a Name for the Job. If a name is not entered, then the Name box populates with the name of the selected folder at the end of the selected Source Path. From the Type drop-down menu, select Directory.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs when there is already an Item List in the Selected Sources box. To remove a container from the Selected Source box, select the container and click or double-click the container. 8. In the Jobs to Create section, select Data Extract Job and/or Processing Job. 9. Select from the following options: • Save Selections - Select this option to save the Job type selections for future Jobs.
Adding Discovery, Data Extract, and/or Processing Jobs Simultaneously 3. Click . The Add Job dialog appears. Note: In the above figure, existing Source containers exist for the selected Custodian. If no Source containers exist, then the Source grid will be empty. To add a Discovery Job, see the section Adding a Discovery Job on page 5-103. 4. Do any of the following: Enter a Job Name. (Optional) Enter a Description for the Job. www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs (Optional) Enter a Batch ID. 5. Click . The Add New Source dialog appears. From the Type drop-down menu, select Item List. The Add New Source dialog appears. 5-112 Ipro eCapture User Guide Q1 2014 www.iprotech.
Adding Discovery, Data Extract, and/or Processing Jobs Simultaneously From Content Type drop-down list, select one of the following: ItemID - Select one of the following: File: Click to browse to the file path (UNC path rather than drive mappings) where the ItemID file resides. Select the file (either a text file or a .CSV file containing a list of ItemIDs) and click Open. The File Path fields populates with the path and selected file.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs click Open. The File Path fields populates with the path and selected file. Database Table: Specify the SQL database table (Note: This table must be created in the Client database.) containing the ItemGUID list. The first column of the table must be ItemGUID and defined as nvarchar(36). This is the only requirement of the table. The rest of the tables may contain any fields or no fields.
Running Post Process Batch Operations on Completed Processing Jobs or Data Extract Jobs tainers) are added to the Selected Sources box, a new Source may not be added. To remove a container from the Selected Source box, select the container and click or double-click the container. 8. In the Jobs to Create section, select Data Extract Job and/or Processing Job. 9. Select from the following options: • Save Selections - Select this option to save the Job type selections for future Jobs.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Starting with version 6.0, there is new *StellentID (14000) for documents without native files. Any documents that have the imported native placeholder *StellentID will be filtered for Discovery Job Requeue operations and treated like unextractable items if they are selected for processing. 1. From the Client Management tree view do one of the following: • • 2. Select one of the following: • • 3.
Running Post Process Batch Operations on Completed Processing Jobs or Data Extract Jobs lar Processing Job. However, you can view information about the Processing Job. Items Area Rule Title: Enter a meaningful name to describe the Rule. Action: Select an action from the drop-down list. Processing Job Actions include: • Image: converts the file/files to image format • Convert to PDF: Converts documents to text-based PDF files that are PDF/A compliant. Documents will be converted via PDF- www.iprotech.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs • • XChange drivers and single page PDFs become the intermediate output. This option differs from Image which uses Black Ice drivers and produces images as the intermediate format. Exceptions are native files which are already in an image format. These files will continue to use Lead Tools for processing. For information about PDF/A compliant files, visit http://www.pdfa.org/doku.
Running Post Process Batch Operations on Completed Processing Jobs or Data Extract Jobs • Text Placeholder: creates an extracted text placeholder text file Category: Select a category from the drop-down list. This list contains categories selected in the Flex Processor. Reprocess without changing effective rule: When selected, no new rule is created for the items being reprocessed, they are set to ‘untried’ status and processed just like they were on the first try.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs the Items Area each time new selections are made. You can also click the column headings to sort the items in ascending or descending order. 5. Select the item or items in the Items Area you want to perform post processing operations. 6. Select the operation you want to perform: Before beginning any batch operation, ensure that all jobs are paused and that the Workers are idle. Batch Reprocessing Click to display the Batch Reprocess dialog.
Running Post Process Batch Operations on Completed Processing Jobs or Data Extract Jobs Upon reprocessing, all data is replaced, including QC flags. There will be no record of which items have been reprocessed. However, the completion date of the Processing Job changes. Click OK to continue or click Cancel to abort. Task Table: Select a task table from the drop-down list. The task table that displays is the task table that was selected for the Processing Job at creation time.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs The selected items from the Items Area will be deleted from the processing job. All metadata, QC flags, images, and text files will be removed. The list of items deleted will be recorded as a 'remove' search, accessible from reporting and the Flex Processor Rules Manager. Access the Flex Processor Rules Manager by clicking in the Information Panel for the Processing Job.
Running Post Process Batch Operations on Completed Processing Jobs or Data Extract Jobs Click OK. The Restore Batch Deleted Items dialog appears. NOTE: Please read the contents of the Restore Batch Deleted Items dialog carefully before clicking OK. Click OK. Ensure that QC is not currently being performed on the Processing Job at this time. If the Processing Job is currently being QCed, data corruption is a certainty. Click OK. The Processing Options dialog appears.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs Batch QC Flag Assignment 1. Click after selecting the items from the Items Area. The Select QC Flags dialog appears. 2. (Optional) Click to open the New QC Flag dialog. Enter the QC flag (without description) and click OK. The QC flag will appear in the list and automatically be selected. In addition, the flag will be available for selection from the Ipro eCapture QC Module. 3. Select the flag(s). 4. Click OK.
Running Reports for a Selected Job Click OK to confirm. The Confirm QC dialog appears. 5. Click OK. The Operation Complete dialog appears. 6. Click OK. The selected QC flags have been assigned to the selected documents. The selection screen will now be requeried to reflect the changes. 7. Click OK. Running Reports for a Selected Job Starting with version 4.0.
Chapter 5, Creating Clients, Projects, Custodians, and Jobs 5-126 Ipro eCapture User Guide Q1 2014 www.iprotech.
6 Performing QC In this Chapter Overview ......................................................................... 6-1 Starting Ipro eCapture QC Module ................................... 6-2 Working with the Image View Area ............................... 6-43 Working with the Documents/Records List Window ..... 6-49 About Export Sets ......................................................... 6-62 Saving Options .............................................................. 6-67 QCing Items ..............
Chapter 6, Performing QC • • • • • • • • • • • • • • Modify the Job Options (e.g., Page Threshold, Color Depth, etc.) that apply to documents you reprocess while QCing. View all documents including the ability to show parent/child relationships. Verify the quality of the generated images. Generate images for unknown files. Reprocess or view a file in the file’s native program. (Note: Ipro Tech, LLC does not provide the native applications with Ipro eCapture.
Starting Ipro eCapture QC Module Starting Ipro eCapture QC Module If you are running the Ipro eCapture QC Module and the Ipro eCapture Worker from the same workstation, do not run them at the same time. If the Ipro eCapture Worker is running, please close it before starting the Ipro eCapture QC Module. To open the Ipro eCapture QC Module, do one of the following: • • • click the Ipro eCapture QC Module shortcut icon on the desktop double-click the QC.
Chapter 6, Performing QC The Image View Area has three tabs: Image, Thumbnail, and View. The Documents/Records List Window allows for multiple Processing Job and/or Data Extract Job Sessions. Each session is defined by selecting categories and flag conditions (Passed QC, Exceptions, etc.). The context menus in the Documents/Records List window allow you to: • • • • • • • • • • Create an Export Set Search through the current session, Job, Custodian or Project. Refine an existing search.
Starting Ipro eCapture QC Module QC Module Interface Components Manipulate Image & OCR Current Page icons Image Navigation Toolbar Processing or Data Extract Job Tabs QC Functions Toolbar The upper left side contains a window where you can click either the metadata Tab or the Extracted Text/OCR Tab.
Chapter 6, Performing QC • • • • • • • • • sort by CategoryID (this column field displays the application’s icon). double-click the right edge of any column heading for best fit. (The system will query the entire database to locate the record containing the field containing the value it will use to determine best fit. However, by default, the system initially determines best fit by examining the first 13 records in the database.
Starting Ipro eCapture QC Module Selecting a Processing Job and Grouping(s) for a QC Session(s) If necessary, the Dialog Dismisser tool may be started before creating a session for a Processing Job. See the Dialog Dismisser Utility Guide for details. 1. Choose File > Create Session for Processing Job(s) from the Ipro eCapture QC menu bar. The Select Processing Job(s) dialog appears.
Chapter 6, Performing QC 3. Expand the Client in the Clients box on the left. 4. Select one or more Processing Job(s) from the selected Client. The right box populates with the Client’s completed Processing Job(s). If necessary, click the Project Name column to sort 2 or more jobs. The button appears. Click to restore the default order of the Processing Jobs. The button disappears. 6-8 Ipro eCapture User Guide Q1 2014 www.iprotech.
Starting Ipro eCapture QC Module 5. Click OK. The Start QC Session dialog appears. www.iprotech.
Chapter 6, Performing QC By default the two options, Select Compound Documents Separately and View Compound Documents Separately are both checked. These options are not mutually exclusive. The "Select" option affects selection; whereas the "View" option affects the positioning of the messages in the Documents/ Records List window. Select the option Select Compound Documents (Parent/child relationships) Separately to have each item in the record table treated as its own entity.
Starting Ipro eCapture QC Module Click the flag twice (a red - sign appears). The designated category selected will only be shown if it does not have the flag. • Note: To clear a selected flag, click the flag with the green + sign twice or click the flag with the red - sign once. Click the Languages tab. Select one or more languages by clicking the language once (a green + sign appears. The designated category selected will only be shown if it does have the language.
Chapter 6, Performing QC down list of the Image toolbar. See the section Working with the Image View Area on page 6-43 for additional information. 8. After the category(ies) and/or flag(s) are selected as flagged and/or not flagged, click Add to add the Session. The Session appears in the Documents to be QCed grid. There are three columns in the grid: Document Type Categories, Flagged, and Not Flagged.
Starting Ipro eCapture QC Module 12. When you are finished creating one or more groupings for a Session, click OK. The Ipro eCapture QC Main Window appears and will show the newly created Session tab in the Documents/Records List window. Image Navigation Processing or Data Extract Job Tabs QC Functions www.iprotech.
Chapter 6, Performing QC The previous figure shows the default layout. The default layout is assumed for purposes of this Chapter and its contents. However, you may change the layout to suit your needs. Simply point, click and grab the title bar or tab of any window to reposition it. A directional icon appears as you drag the window showing you the areas where you can dock the window. Mouse over the location in the directional icon and release the mouse button to dock the window.
Starting Ipro eCapture QC Module See the section Selecting a Processing Job and Grouping(s) for a QC Session(s) on page 6-7 for procedures. The job selection shows only those jobs where the QCed item count is less than the Total Item count. To show all the jobs, select Show All Jobs. 2. (Optional) Select Sort by name to sort the Clients by name. When this box is not checked, the Clients are sorted by ID. 3. Expand the Client in the Clients box on the left. 4.
Chapter 6, Performing QC 5. 6-16 Click OK. The Start QC Session dialog appears. Ipro eCapture User Guide Q1 2014 www.iprotech.
Starting Ipro eCapture QC Module By default the two options, Select Compound Documents Separately and View Compound Documents Separately are both checked. These options are not mutually exclusive. The "Select" option affects selection; whereas the "View" option affects the positioning of the messages in the Documents/Records List window. Select the option Select Compound Documents (Parent/child relationships) Separately to have each item in the record table treated as its own entity.
Chapter 6, Performing QC gory selected will only be shown if it does not have the flag. • Note: To clear a selected flag, click the flag with the green + sign twice or click the flag with the red - sign once. Click the Languages tab. Select one or more languages by clicking the language once (a green + sign appears. The designated category selected will only be shown if it does have the language. Click the language twice (a red - sign appears).
Starting Ipro eCapture QC Module down list of the View toolbar. See the section Working with the Image View Area on page 6-43 for additional information. 8. After the category(ies) and/or flag(s) are selected as flagged and/or not flagged, click Add to add the Session. The Session appears in the Documents to be QCed grid. There are three columns in the grid: Categories, Flagged, and Not Flagged.
Chapter 6, Performing QC 12. When you are finished creating one or more groupings for a Session, click OK. The Ipro eCapture QC Main Window appears and will show the newly created Session tab in the Documents/Records List window. 13. You may optionally create additional Sessions by simply choosing File > Create Session for Data Extract Job(s) from the menu bar. There is 6-20 Ipro eCapture User Guide Q1 2014 www.iprotech.
Starting Ipro eCapture QC Module no need to exit from QC because you may want to have multiple Sessions available for QCing at one time. The previous figure shows the default layout. The default layout is assumed for purposes of this Chapter and its contents. However, you may change the layout to suit your needs. Simply point, click and grab the title bar or tab of any window to reposition it. A directional icon appears as you drag the window showing you the areas where you can dock the window.
Chapter 6, Performing QC 1. Choose Tools > QC Options from the Ipro eCapture QC Module menu bar. 2. Click the Saved Options Tab. 3. Under Layouts, select from the following: • • • • 4. 6-22 Save to File: Allows you to permanently save the layout to an .INI file. Load from File: Allows you to open and load the .INI file with the desired layout. Restore Default: Restores the default Ipro eCapture QC interface.
Starting Ipro eCapture QC Module Setting General QC Options Before beginning to QC, there are several general QC options you may want to set. You may set these options as needed for each QC session. 1. Choose Tools > QC Options from the menu bar to display the QC Options dialog. 2. Click the General Tab. 3. Select from the following options: JPEG Rotate Quality: The default value of 100 represents a mean value that is best for preserving the image’s original size during rotation.
Chapter 6, Performing QC NOTE: If multiple people are QCing in a Terminal Services session, it is necessary to select the Auto-Detect Printer Driver option since Ipro eCapture installs up to 8 printer drivers. Therefore, there can only be a maximum of 8 reprocess actions occurring on a machine, though the number of viewers is [theoretically] unlimited. Reprocess Timeout: Select a range between 30 and 3600 seconds (1 hour). 1800 seconds is the default timeout setting for normal reprocessing.
Starting Ipro eCapture QC Module Choose Tools > QC Options, Auto-QC Tab to display the options that control the portion of images to be viewed and the speed at which the program scrolls through the images. www.iprotech.
Chapter 6, Performing QC Image Traversal - Set the portion of images to be displayed during auto-QC: • • • • • Every Page - Use this setting to do 100% QC, or display every page during auto-QC. Every nth Page - Use this setting and enter a number. For example, enter 2 to display every other page. First Page - Use this setting to have auto-QC display the first page of each document without displaying any additional pages in the documents.
Starting Ipro eCapture QC Module • After successful reprocess, a dialog displays indicating the number of duplicates found within the selected scope and prompts if output transfer should continue. Click Yes. The Apply Output to Identical Files progress dialog appears indicating the progress of the transfer. When the transfer completes, the Operation Complete dialog appears. Click OK.
Chapter 6, Performing QC During auto-QC, you cannot accept, reject, or reprocess items while scrolling through the images unless Mark Documents as Passed QC is selected. To stop the Auto-QC function click again. Setting Merge Job Options Merge Job options are set at the machine/session level. Custom settings determine which merge jobs are available for selection (and their order) from the Merge Jobs drop-down menu of the QC Image or View tab. 1.
Starting Ipro eCapture QC Module 4. Click the Client or the Project to display the available merge jobs or the Client or the Project. The merge jobs appear in the Available Merge Jobs box. 5. Move one, some, or all of the available merge jobs to the Selected Merge Jobs box. Double-clicking an individual merge job moves it to the Selected Merge Jobs box. For two or more merge jobs, ctrl-click to select non-contiguous merge jobs or shift-click to select a contiguous merge job.
Chapter 6, Performing QC • • • • • • • • • • • • • • • 6-30 1. Passed QC: The document has passed QC. The item in the Documents/Record List window is green. 2. Exception: This document did not process successfully. The item in the Documents/Record List window is red. 3. Threshold Exceeded: The number of pages in the document exceeds the max pages (count) values specified in the jobs Flex Processor rule. 4. Text Missing: The document contains pages with no extracted text. 5.
Starting Ipro eCapture QC Module • • • • • • • • • • covery option, Treat email Inline Images as Attachments, is enabled, the inline images are extracted during Discovery and can be OCRed during Process or Data Extract operations. Text in the inline images will not be lost even if the images are cut off in the e-mails’ TIFF images. 16. Missing Document Form: Sets this flag when encountering Lotus Notes (.NSF) processing errors regarding custom forms. Reverts to use the default Lotus form. 17.
Chapter 6, Performing QC • • • • • • • • • 6-32 ment. Set for both Medium Speed and Low Speed (Legacy) processing. 26. Lotus Notes Encrypted Field: Indicates document contains encrypted items (messages and/or attachments). 27. Lotus Notes Legacy Candidate: Set when the Lotus Notes Legacy handling mode was not selected for Discovery, Processing, or Data Extract and the property EsiThrowOnInvalidTypes (located in the ConfigurationProperties database) is set to 0 (False).
Starting Ipro eCapture QC Module • • • • • • • • • • • • • • 35. Imported Images: Set for images when Image Files is selected as an item type in the Ipro eCapture Import Wizard. Flag is document based. 36. Imported Text: Set for images when Document Text is selected as an item type in the Ipro eCapture Import Wizard. Flag not set if all pages are missing text and all pages are OCRed due to missing text. Flag is document based. 37.
Chapter 6, Performing QC • • • • • • • • • • 49. Excel Hidden Columns: Excel document contains hidden columns. 50. Excel AutoFilter: Excel document has auto filter on. 51. Excel Hidden Worksheets: Excel document contains hidden worksheets. 52. Excel Very Hidden Worksheets: Excel document contains very hidden worksheets. This can only be set programmatically. 53. Excel Comments: Excel document contains comments. 54. Excel Protected Workbook: Excel workbook is protected. 55.
Starting Ipro eCapture QC Module Encodings: These tag fields indicate which encodings are present in the documents. Setting up User-defined Flags After defining your own flags, they will appear in the QC Flags Window along with the default system flags and can be used to ‘flag’ documents during QC. To set up new user-defined flags: 1. Choose Tools > User-defined Flags from the menu bar. The Userdefined Flags dialog appears. 2. Click the line with the *. The line highlights. 3.
Chapter 6, Performing QC Deleting User-defined Flags You can delete any user-defined flags (including the user-defined flags already supplied with the Ipro eCapture QC Module) provided that the flag was not assigned to a document in a client. The system will display a dialog stating that you cannot delete the flag because it is in use by a client. To delete flags: 1. Choose Tools > User-defined Flags from the menu bar. The Userdefined Flags dialog appears. 2.
Starting Ipro eCapture QC Module 1. Choose Tools > User-defined Placeholders from the menu bar. The Client List dialog appears. 2. Select a Client. www.iprotech.
Chapter 6, Performing QC 3. Click OK. The Custom Placeholder Configuration dialog appears. 4. Click the drop-down list located above the Available Fields list, and select a specific field type. By default, All Fields display. To further narrow the field list, enter a value in the Filter Value field located below the Available Fields list. For example, to see only those fields that contain the word “date”, enter date and click delete the value and click . To display all fields, .
Starting Ipro eCapture QC Module : Click to move a selected field from the Selected Fields box to the Available Fields box. : Opens the Insert Custom Field dialog where you can create new group fields and new user fields. Inserting Custom Group Fields is discussed in Chapter 7, Creating Export Series and Export Jobs in the section, Inserting Custom Group Fields on page 7-27. and : Use these arrows to change the order of the fields in the Selected Fields box.
Chapter 6, Performing QC Truncation: Determines the number of characters at which the field value will be truncated. Default value is 128 characters. Date Field Formatting Options Click Options dialog. to open the Date Field Formatting Legacy Date Field Formatting: By default, this option is selected. Deselect this option to select from the Invalid date options and to select fields for date format handling. 6-40 Ipro eCapture User Guide Q1 2014 www.iprotech.
Starting Ipro eCapture QC Module Date Field Formatting: If you want to change the date field to a different format, select from the following formats: • • • • • YYYYMMDD YYYY/MM/DD MMDDYYYY MM/DD/YYYY DD/MM/YYYY Otherwise, select the option, Do Not Convert Date Fields. Time Format: Select from: • • • 12-hour [displays time in 12 hour format e.g. 1:04] 24-hour [displays time in 24 hour format, e.g.
Chapter 6, Performing QC Field Selection The only fields that are not present in the list are *DATE_ONLY* and *TIME_ONLY*. The fields in the available field list are comprised of fields that are marked as valid for date formatting. This is determined by the value of TRUE in the ExportAttemptDateParse field located in the EncounteredMetatdataFieldList table. Date field formatting options affect only those fields in the Fields Selected for Date Format Handling box.
Working with the Image View Area 9. Click OK. The Success dialog appears indicating the ID number for the saved Placeholder. 10. Click OK. The Custom Placeholder Configuration dialog closes. Saving Custom Placeholder Definitions See Appendix A - Using the Flex Processor Rules Manager and the section Saving Custom Placeholder Definitions on page A-24.
Chapter 6, Performing QC Best fit the image in the Image Window based on its size. Use this icon after zooming in or out to return the image to full view. Rotate the page to the left. Rotate the page to the right. Every click increases the image size. Every click decreases the image size. OCRs the current page. By default, the image display is high quality. Clicking this icon renders each image low quality thereby increasing the speed at which you can navigate through each item in the list.
Working with the Image View Area Select Order Click this link to display the Merge Jobs Sort Order dialog. From this dialog, do the following: • from the drop-down menu, select the order (Date, Ascending; Date, Descending (default); Name, Ascending; Name, Descending; Custom - use the up/down arrows) merge jobs display in the Merge Jobs drop-down menu in the Image tab or View tab. • deselect one or more merge jobs. By default, all merge jobs are selected.
Chapter 6, Performing QC • or CTRL+F to open the Find Document dialog. Enter the text that the document contains and click OK. This search is used to search all records and metadata fields within each Session’s table. Note: Only the records and metadata fields displayed in the Session’s table are searched. If you encounter a message “Search Term Not Found’, then most likely the metadata fields that contains this information in not in the current Session’s table of metadata fields.
Working with the Image View Area 2. Click the Views Tab. 3. Under Thumbnail View, select: • • 4. a thumbnail size. the option, Resample Color Images if you want improved quality when viewing thumbnails. When this option is disabled, thumbnails load quicker, but image quality is reduced. Click OK. View Tab Window The View Tab Window displays the electronic file rendered by Oracle® OutsideIn Technology (formerly Stellent).
Chapter 6, Performing QC For Merge Jobs, the View toolbar displays a drop-down menu with one or merge jobs. Right-click in the View Tab Window to display a context menu where View, Size, Draft View, and other options can be selected on an individual document basis. These selections will not overwrite the settings in QC Options. To set the View options, do the following: 1. Choose Tools > QC Options from the menu bar to display the QC Options dialog. 2. Click the Views Tab. 3.
Working with the Documents/Records List Window 4. Under View Options, select Draft, Normal, or Preview. Preview sizes include Full Size, Fit to Window, and Fit to Window Width. 5. Click OK. Working with the Documents/Records List Window The Documents/Records List Window is located in the lower left portion of the QC Interface.
Chapter 6, Performing QC When you right-click a Session Tab, a context menu appears where you can do the following: • • • • • Search through it, its job, its custodian, or its project. Refine a search. Sort the column fields. Close the Session. Create Export Sets. Modifying the Column Fields in the Documents/Records List Window The columns in the Documents/Records List window can be customized. To select which fields to display, do the following: 1.
Working with the Documents/Records List Window appears. The fields that appear in the Selected Fields box are the fields that are presently displayed in the Documents/Records List window. 3. Double-click the Available Fields you want to have displayed in the Documents/Records List window columns. These fields appear in the Selected Fields box. To sort the fields in the Selected Fields box, use the up and down arrows. Select the field and then click the arrow to move it to the new position.
Chapter 6, Performing QC Sorting Multiple Columns in the Documents/ Records List Window You can click an individual column to sort it, but if you click another column, the previously sorted column returns to its original state. To sort two or more columns (sorts can only occur within one Session at a time) and have those columns maintain the sort (descending and/or ascending sort direction may apply for each field), follow these steps 1.
Working with the Documents/Records List Window require descending sort order. To reposition a field in the Selected Fields box, select the field and use the 4. or to move it to a different position. Click OK. Sorting a Single Column in the Documents/ Records List Window 1. Right-click an individual Column to display the context menu. 2. Select Sort name of field in Ascending Order or Sort name of field in Descending Order. The Selected Fields dialog appears. 3.
Chapter 6, Performing QC 4. Click OK. Copying the Field Contents for a Record to the Clipboard The contents of a field may be copied to the clipboard provided there is data in the field. The context menu will display a maximum of 25 characters found in a field. However, the contents of the field (up to 100 characters) will be copied to the clipboard. The fields are located above the first record in the Document/Records List Window. If necessary, ensure that the appropriate fields are displayed.
Working with the Documents/Records List Window When this option is used with OCR all pages missing text files are deleted from the output directory. , the TXT/CXT Copying the Native File to the System Temporary Directory The native file for the selected document can be copied to a temporary directory and opened in Windows Explorer (there is no need to touch the source data); for example, obtaining a copy of the native file for documents in large extracted email directories.
Chapter 6, Performing QC The searching function allows you to refine a search from a Session. For example, you may want to search for all documents that were authored by CWilliams in the current Session, Job, Custodian, or Project. When you conduct this search, another tab appears with the results. The tab will display a search icon with a magnifying glass. This is different than the icon displayed for a created Session (see previous figure) from the Start QC Session screen.
Working with the Documents/Records List Window This box is titled Narrowing Search. For the Job, Custodian, and Project searches, the dialog will be titled respectively. 2. Either leave the modifier field empty to search through system and metadata fields. Or click the Modifier Field drop-down list and select Flag, Language, or Encoding to search on items with or without a specific flag, language, or encoding. 3. Select a field name from the drop-down Field Name list to search on. 4.
Chapter 6, Performing QC Search dialog appears populated with those selections. An additional search row appears underneath where you can indicate further search criteria. The following figure shows the field name Author, the Comparison Value =, and the Search Text CWilliams. Searching for Items Based on ProcessStatus To conduct a search for any items that did not have a ProcessStatus of Success, do the following: 1. Click the Field Name drop-down list and select ProcessStatus. 2.
Working with the Documents/Records List Window Apply Reprocessing Changes to all Files with Same MD5Hash Value See the section Setting the Auto-QC Options on page 6-24 to reprocess automatically. Starting with version 5.6, a new option, Identical File Handling, will automatically apply any reprocessing changes for a given document to all of the documents with the same MD5Hash value. The same reprocessing output changes are applied to the item’s identical files.
Chapter 6, Performing QC 2. Choose Identical File Handling > Open QC session with all Identical Files > Level (choose Job, Custodian, Project, or Client). A new Processing Job tab or Data Extract session opens with the identical files encountered in the selected level from step 1. 3. Perform QC on one item in the list (flags, searches, etc.). 4. Reprocess regularly or natively. 5. Alternate click the item that was reprocessed to display the context menu. 6.
Working with the Documents/Records List Window • Click OK. Apply output to all Identical Files that have not passed QC Copies the output to all items in the session that do not have the QC Passed flag identical files. The Perform Transfer dialog appears. Click Yes. The Apply Output to Identical Files progress dialog appears indicating the progress of the transfer. When the transfer completes, the Operation Complete dialog appears. www.iprotech.
Chapter 6, Performing QC Click OK. Displaying a Group of Records that Meet a Specific Criteria You may want to see all the records with a specific Author, such as CWilliams. (CWilliams Equals).
About Export Sets Use Export Sets to create an export on an individual document level with sort capabilities. The data can be sorted by a selected field and then exported in that order. The default sort lists the parents in the order they were discovered and their children attached to them. For example, you can export data for a job (such as culling the document collection for all Excel spreadsheets, and then sorting by date), while continuing to QC the rest of the collection.
Chapter 6, Performing QC uments Separately, was not deselected in the Start QC Session screen.) The Create Export Set dialog appears. 2. Do one of the following: • Select Create New. Type a Name and Description for the Export Set. Click OK. The Export Set will appear in the appropriate folder under Export Jobs in the Ipro eCapture Controller along with its associated information in the Information Panel. 6-64 Ipro eCapture User Guide Q1 2014 www.iprotech.
About Export Sets • Select Overwrite Existing. Select the Export Set you want to overwrite. Click OK. The system displays a prompts asking if you want to perform the overwrite by replacing the selected Export Set with the changes you made. Click Yes to overwrite it. (Otherwise, if you click No, then the overwrite does not occur.) The Export Set will appear in the appropriate folder under Export Jobs in the Ipro eCapture Controller along with its associated information in the Information Panel. www.
Chapter 6, Performing QC Modifying an Existing Export Set An existing Export Set can be opened and resorted, if necessary. 1. Choose either File > Create Session for Processing Job Export Set or File > Create Session for Data Extract Job Export Set from the Ipro eCapture QC menu bar. The Select Export Sets dialog appears. 2. Select the Client. 3. Select an Export Set. 4. Click OK.
Saving Options Saving Options QC Options (General, Auto-QC, and Views) can be saved to an .INI file and opened later. Saving settings allows for consistency when QCing is performed by several QCers. The QC interface layout changes can be permanently saved, temporarily changed, or the active layout retained upon exiting the QC Module. 1. Choose Tools > QC Options from the Ipro eCapture QC Module menu bar. 2. Click the Saved Options Tab. 3. Under Options, select from the following: • • • 4.
Chapter 6, Performing QC QCing Items Before you begin, see the section Setting up User-defined Flags on 6-35 for information on adding user-defined flags to the QC flag list. You may want to add QC flags before you begin the QC process. The job type (Processing or Data Extract) determines the availability of the QC functions. 1. Select a Session tab. For more information about Session Tabs, see the section Working with Session Tabs on page 6-49. 2.
QCing Items 5. Begin to QC using the QC function toolbar icons (availability of icons depend on the Job type) described in the following table: To Click... Result and/or Action Accept an item or the Passed QC Flag Reject an item Auto-QC Show Reprocess Options www.iprotech.com 877-324-4776 The item remains in the list until you close QCing for the Processing Job or Data Extract Job. The system flags the item as “Passed QC”.
Chapter 6, Performing QC To Reprocess the selected item Click... Result and/or Action or F7 This option is disabled for a single selected document that has the imported native placeholder *StellentID (14000). The item is reprocessed by Ipro eCapture and remains in the list until it is flagged as “Passed QC”. If you hold down the CTRL key and click the icon, it will force the documents through Oracle® Outside-In Technology (formerly Stellent) instead of the document type routines of Ipro eCapture.
QCing Items To Reprocess an item in its native application Note: This option is disabled for a single selected document that has the imported native placeholder *StellentID 14000. www.iprotech.com 877-324-4776 Click... Result and/or Action or F8 The native application opens. Ensure that the default printer is a Premium EDD Driver. Click the application’s Print button to reprocess the item. Close the native application. The item is reprocessed and remains in the list until it is flagged as “Passed QC”.
Chapter 6, Performing QC To Reprocess selected in Native Application via ShellExecute Print Applies for both Processing Job and Data Extract Job sessions We recommend culling the document set down to the minimum number of items to minimize QCer interaction as well as breaking up larger groups of documents into multiple QC sessions and QCers. This will help cut down on the amount of time it takes to reprocess using ShellExecute Print Reprocess. 6-72 Click...
QCing Items To Click... Result and/or Action View in Native Application Opens item in the native application for viewing. If you hold the CTRL key and click the icon, it will display a dialog where you can view the item using the selected application. Useful for testing output. Note: This option is disabled for a single selected document that has the imported native placeholder *StellentID 14000. Reprocess all documents in the set or F9 All documents in the set are reprocessed.
Chapter 6, Performing QC To Click... Result and/or Action Replace Document Images with a Document Placeholder image Launches the Select Placeholder dialog where an existing, specific user-defined placeholder can be applied to the document. See the section Setting up Userdefined Placeholders on page 6-36 for information about creating user-defined placeholders. See the section Replace Document Images with a Document Placeholder Image on page 6-75. Delete selected page Deletes page in the image window.
QCing Items Replace Document Images with a Document Placeholder Image 1. Select the Processing Job document. 2. Click 3. Select a user-defined placeholder from the grid. The default system placeholder will always appear as the first placeholder in the list. Subsequent user-defined placeholders are in ascending ID order. Only one stored placeholder may be selected for a document. If no user-defined placeholders exist, select the default system placeholder (Ipro Document Placeholder). 4.
Chapter 6, Performing QC • • Create placeholder text - Document text is cleared and a text file is created that matches the text on the placeholder image. Apply text - Enter text for the new document text file. If no text is specified, the new document text file will be blank/empty. 5. Select Set as Session Default (current QC session only) to save the settings to the current open QC application. The placeholder selections will be available across all QC sessions. 6.
QCing Items Setting the QC Reprocess Options for a Processing Job Setting General Processing Options Click in the QC Functions toolbar to open the Options for Processing dialog. Click the General Options Tab to set the general Processing Job options. www.iprotech.
Chapter 6, Performing QC Select OCR Pages missing text to OCR pages within documents that are missing text. Optionally, select PDF page character threshold to perform OCR on image-based PDFs that may contain a small amount of embedded text, such as an image key. The default value is 25. The maximum value is 10000. If there is less than this amount of characters retrieved, the PDF will be OCRed. Minimum average OCR confidence level [1-100]: The level range settings are from 1 up to 100. The default is 50.
QCing Items Text: From the drop-down menu choose either: • • Truncate text to max pages - text is truncated to match the output of pages that fall under the threshold (existing behavior). Retain all text for document - document text is associated to the number of pages below the set threshold value and all subsequent pages are blank. (This behavior is new starting with version 2013.1.0.
Chapter 6, Performing QC Assign Text Cutoff Flag and Manage in QC - This is the default setting. It cannot be repositioned. Click the Lotus Notes link, Select Handling/Order. The Lotus Notes Text Cutoff Handling dialog appears. Select an option and click either the or to move it to a specific order location. Repeat for additional options. Options include: Attempt in Landscape Attempt in Text Assign Text Cutoff Flag and Manage in QC - This is the default setting. It cannot be repositioned.
QCing Items Color Depth Options General Color Depth Option Applies to everything else outside of the 5 types (Word, Excel, PowerPoint, PDF, and Native TIFF) which Ipro eCapture does not process through Oracle® Outside-In Technology (formerly Stellent). There are 3 exceptions to this rule: Lotus Notes, Internet Explorer, and Outlook Express; which also fall under the General type.
Chapter 6, Performing QC However, if Lead fails to open a file, it then goes to Oracle® Outside-In Technology (formerly Stellent) and would fall under the General Color Depth options. Image Color Depth Options Rendered as As Is If Original is Black&White, then Group 4 TIFF; otherwise, it will be a JPG matching bit depth. Black&White (1-bit) Group 4 TIFF Grayscale (8-bit) LZW TIFF True Color (24-bit) JPG PDF Color Depth PDF grouping applies only to PDF files.
QCing Items PDF Color Depth Options Rendered as Black&White (1-bit) Group 4 TIFF Grayscale (8-bit) JPG (8-bit) True Color (24-bit) JPG Paper Size: Select an output paper size from the drop-down list. www.iprotech.
Chapter 6, Performing QC Setting Excel Options Click the Excel Options Tab to set the Excel Processing Job options. 6-84 Ipro eCapture User Guide Q1 2014 www.iprotech.
QCing Items Click Defaults to populate the dialog with the Excel default settings as shown in the previous figure. Some of the options show how to access the setting in Microsoft Excel. For example, View > Header and Footer: Header/Footer Tab means from the View menu, choose Header and Footer and click the Header/ Footer Tab. Or another example, Format > Row > Unhide means from the Format menu, choose Row, and then choose Unhide.
Chapter 6, Performing QC • • • Display headings - File > Page Setup: Sheet Tab, under Print, select the Row and column headings checkbox. Apply Autofilter - Data > Filter > AutoFilter Expand Pivot Tables - Alternate click Pivot Table to display context menu. Choose Expand/Collapse > Expand. Comments - Select from None, At end of sheet, or As displayed on sheet for placement of comments.
QCing Items Paper Size: Select an output paper size from the drop-down list. Note: For Custom[8.5x11.00 in], the Custom Paper Size dialog appears. The Custom Paper size defaults to 8.5x11 inches. The range values are shown for both Units: Inches and Millimeters. Maximum size in Inches 50.00x70.00; for Millimeters 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.
Chapter 6, Performing QC Scaling • • • As is Adjust to % normal size Fit to page Center on Page • • Horizontally Vertically Blank Page Removal - this option is available if the Remove Blank Pages option is selected under the General Options tab. Select from two options: • Remove 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.
QCing Items 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, Ipro eCapture will remove all horizontal page rows where all pages in a horizontal run are blank. In order to do that, Ipro eCapture steps through all HPageBreaks and makes sure the range from the first column to the last column is blank. If Ipro eCapture determines that 1-3 is blank, then they will be hidden.
Chapter 6, Performing QC Date Field Handling: The Date Field Handling option works by examining each cell that contains a formula to determine if a date field exists in that cell. This method will be used for each of the Date Field Handling options (except for ‘Do Not Replace’) since each option requires that each date field be handled in some way. Note: Documents who have a high number of date formulas could lead to slower perdocument processing times.
QCing Items About metadata 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 e-mail). What does Ipro 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.
Chapter 6, Performing QC Setting the Word Options Click the Word Options Tab to set the Word processing options. Select the option Show Hidden Text to see hidden text, if any, contained in Word documents. 6-92 Ipro eCapture User Guide Q1 2014 www.iprotech.
QCing Items Revisions • • • • As is - Print the document as it is according to the Office Settings on the machine. Detail Revisions - Print the document with revisions shown. Final Copy (hide revisions) - Print the document with no revisions shown. Both Copies - Documents are printed. If a document has revisions, it's printed again with the revisions shown. Documents with revisions will then have two sets of images, one right after the other.
Chapter 6, Performing QC 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) Date Field Handling - select from the drop-down list: • • • • • • Replace with date created - will replace with creation date. Replace with date last saved - will replace current date with last saved dated.
QCing Items About metadata 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 e-mail). What does Ipro 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.
Chapter 6, Performing QC Setting PowerPoint Office Document Options Click the PowerPoint Options Tab to set the PowerPoint processing options. These options are based on the print options offered in PowerPoint. They determine how images will be generated. Select Original Settings (As Is) to use Microsoft PowerPoint’s default settings. Or, clear Original Settings (As Is) to adjust the settings: 6-96 Ipro eCapture User Guide Q1 2014 www.iprotech.
QCing Items • • • • • • • Print Hidden Slides Fit to Page Print Comments Frame Slides - Prints a border around each slide. Output Type - Choose Slides, Outline, Notes Pages (notes and slide on one page), Notes Pages Split (notes and slide on separate page), or Handouts. Slide Size - Choose a slide size or As Is from the drop-down list. Paper Size - select an output paper size or As Is from the drop-down list.
Chapter 6, Performing QC Page Orientation • Choose As Is, Portrait, or Landscape Slide Orientation • Choose As Is, Portrait, or Landscape Handouts • • Slides per Page Order (if generating 4 or more slides per page) Include Linked Content Summary - The data collected will include hyperlinks and OLE linked files. If any linked content exists in a document, a QC flag will be added. Headers and Footers For Headers and Footers, you can set options for Slides or Notes & Handouts.
QCing Items Header or As Is Footer or As Is Page Number: As is, Show, Do not show Reprocessing Exception Files Before attempting to reprocess exception files, try to resolve the issue that prevented them from being open during initial processing. Ensure that no one has the file open and make sure that it can be open (i.e., the file is not password-protected or encrypted).
Chapter 6, Performing QC Setting the QC Reprocess Options for a Data Extract Job Click dialog. in the QC Functions toolbar to open the Options for Data Extract Job Replace tabs with spaces when extracting Excel text: When this option is selected, the extracted Excel text will look similar to this: Column A Column B 6-100 Ipro eCapture User Guide Q1 2014 www.iprotech.
QCing Items Value1 Value2 The column data is separated by a space rather than a tab (which can be, for example, the equivalent of 5 spaces). Therefore, if the option is not selected, then the extracted Excel data would look similar to this: Column A Value1 Column B Value2 In the above example, the column data is separated by a tab (5 spaces). Expand Pivot Tables when extracting Excel text: Default is unchecked. If pivot tables exist, they will be expanded when this option is checked.
Chapter 6, Performing QC average confidence level of the document. If the average confidence level is below the selected threshold, the document will be flagged in QC with the OCR Low Confidence Flag. For the purposes of calculating average document confidence, pages in PDF docs with text behind them are considered 100%. OCR failures are considered 0%. Lotus Notes Select from one of three methods to reprocess the selected email. The selected method matches one of the selected Jobs for the QC Session.
Setting/Modifying the Ipro eCapture QC Module System Options Setting/Modifying the Ipro eCapture QC Module System Options The very first time you start the Ipro eCapture QC Module, you will need to establish a connection with the Microsoft SQL Server by entering data in the System Options dialog. This dialog can be accessed by choosing Tools > System Options from the QC menu bar. Once one or more connection settings are entered and saved, the eCapture Monitor appears when Select Existing is clicked.
Chapter 6, Performing QC 2. Click mation. . A dialog appears with connection status infor- If the connection is not established, the dialog will present some options for you to try in order to establish the connection. If the connection is successful, the dialog will state: The connection was tested successfully. Click OK twice to return to the Ipro eCapture Controller desktop.
Ipro eCapture QC Keyboard Shortcuts List • • • • Reprocess File: F7 Reprocess All: F9 Native Reprocess: F8 Native Reprocess while selecting custom Reprocessing Application: CTRL+F8 NAVIGATION • • • • • • Move between pages of a document: Right/Left arrow Key Move between documents: Up/Down arrow Key Go to Page: CTRL + G Quick Find: CTRL + F Find Next: F3 Refresh: F5 www.iprotech.
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7 Creating Export Series and Export Jobs In this Chapter Overview ......................................................................... 7-1 Exporting Completed Processing Jobs ............................. 7-2 Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) .................................... 7-3 Exporting Completed Data Extract Jobs ...................... 7-146 Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) .....................
Chapter 7, Creating Export Series and Export Jobs Starting with version 6.2, create new load files for completed export jobs using the export overlay function. New in 6.2.1, predefined numbering source options are available based on previously exported data or imported/merged document keys. The Suffix first page option allows for starting the suffix on the first image key of the document rather than the second page.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • • • Doculex 3.0 & CaseMap Doculex 5.0 Ringtail Ipro DLF (Eclipse) Database load formats include: • • • • • • • Delimited ASCII Text Custom Export Format Summation Text File Concordance .DAT LaserFiche (includes image links) DB/Textworks (includes image links) OCR CONTROL.LST Ipro eCapture automatically includes the searchable text along with the images and metadata.
Chapter 7, Creating Export Series and Export Jobs • 3. Do one of the following: a. 7-4 the Tree View. Proceed to Step 3 and the letter a if you wish to select additional jobs. If you want to select an Export Set instead, proceed to Step 3 and the letter b. In the Tree View, navigate to Export Jobs (under Client). Select Process Exports and click the alternate mouse button to display the context menu. Select New Process Export Job from the context menu to display the New Export Job dialog.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) b. OR Select the Select Export Set option to display a list of Export Sets that were created in QC and then select an Export Set. If necessary, expand any Export Set Containers to select an Export Set that is stored in a Container. Proceed to Step 4. 4. From the Export Type drop-down menu, select Direct to Disk. For Eclipse, see the section Autoload into Ipro Eclipse - Processing Job on page 7-52.
Chapter 7, Creating Export Series and Export Jobs This option is not available if you select an existing Export Series from the drop-down list. This file saves time because you will not need to manually make selections in some of the Export wizard screens as well as ensure that there is consistency when exporting jobs for a particular situation. 8. (Optional) Do one of the following: • • • 9. Leave the default setting [none] under Export Series. Select an Export Series from the drop-down list.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) www.iprotech.
Chapter 7, Creating Export Series and Export Jobs 10. Select from the following options: a. Image Load Format and Data Load Formats - Select one or more Formats from each box. (Note: To export and select from the following Data Load Formats only - Delimited ASCII Text File, Custom Export Format, Summation Text File, and Concordance DAT - deselect both the Export Image Files and the Export Image Text checkboxes.) Resulting export screens will display options as they pertain to the selected formats.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) c. Image Format and Options - From the drop-down list, select one of the image formats to generate during the export process: •Single Page TIFF/JPG Files creates a separate file for each image in the job. Black and white images are saved as TIFFs; color images are saved as JPEG files. Will also export single page extracted text. •Single Page PDF Files outputs single page PDF files for images.
Chapter 7, Creating Export Series and Export Jobs d. Select the option, Convert Fast Web Enable, to create fast view enabled PDFs at export. PDF documents are restructured for downloading one page at a time from web servers. Only the requested page is sent rather than the entire PDF. Force Image Canvas to: The ratio of a resized image is maintained when selected. From the drop-down list, select a paper size and then select an image size from the drop-down list underneath.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) By default, all file types are selected. Click Clear All, to clear all the selected file types and then select the specific file types for the Export Job. If necessary, click + to expand the list for a file type, such as Microsoft Excel, to display specific versions/types of Microsoft Excel. Click OK to return to the Export screen.
Chapter 7, Creating Export Series and Export Jobs g. •Export Document Text as Single File: This option available for Single Page TIFF/JPG Files or Single Page PDF Files only. Ipro eCapture’s default is a text file per image. It creates one text file per document as opposed to per image. One document can have many images.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Native files are copied to a directory separate from the images. The directory numbers match their corresponding image file. Under Alternate Email Export Options, select from: • • • • Outlook - Check this option to export an alternate native file for Outlook files. The default export format is MSG. Lotus Notes - Check this option to export an alternate native file for Lotus Notes files. The default export format is DXL.
Chapter 7, Creating Export Series and Export Jobs • • • • None - default setting. Nothing happens. Add extension only if missing Append corrected extensions - appends extensions that are incorrect or missing. Replace incorrect extensions - replaces incorrect extensions with correct extensions or missing extensions. Click the link, Apply to selected file types and/or QC Flags, to open the Native File Export Inclusions dialog. By default, all file types are selected and the QC flags are not selected.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) be exported. Click OK to return to the Export screen. A message appears underneath the link that states the number of file types and QC flags, if any, that were included. 11. Click Next. One of the following happens: • The Custom Load Delimiters screen appears if the Data Load Format, Custom Export Format was selected in the previous screen.
Chapter 7, Creating Export Series and Export Jobs 12. Click to display the Merge Data Options dialog. This dialog appears if at least one set of images or text exists in one of the Processing jobs or Export Sets selected for the Export job. Do the following: • 7-16 from the drop-down menu, select the order (Date, Ascending; Date, Descending (default); Name, Ascending; Name, Descending; Custom - use the up/down arrows) merge jobs display in the Merge Jobs drop-down menu in the Image tab or View tab.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • deselect one or more merge jobs. By default, all merge jobs are selected. The “Original” item refers to the original images and text associated with the document. It appears as the last item in the list of merge jobs and remains selected. (Optional) Select the option Always use original page count for image key numbering. This is relevant for Process Exports.
Chapter 7, Creating Export Series and Export Jobs Click to proceed to the Export Fields screen. Defining Export Fields for Databases If you are creating any database load file formats during the Ipro eCapture export process, you need to define the export fields that Ipro eCapture will export. This step ensures that the data exported from Ipro eCapture matches the fields in the database where the data will be used. There are several field types that can be exported.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) S (System Fields): These fields only have meaning in the context of an Ipro eCapture export. If a document was viewed outside of the export, none of these field types would apply. Any brackets [] will be removed from the label when exporting. Some of these fields are applicable for endorsement only. The System field definitions are as follows: ITEM_ID: The Ipro eCapture unique identifier for the document.
Chapter 7, Creating Export Series and Export Jobs ABSOLUTE_PARENT_ID: Obsolete - use PARENT_ITEMID instead. PARENT_ITEMID queries the ExportedItems table to get an absolutely accurate parent ID relating to the export. ABSOLUTE_PARENT_ID reads from the Items table. Both should agree, but if not PARENT_ITEMID is the more accurate of the two. RELATIVE_PARENT_ID: This field is relative to the Discovery Job, not the Export.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) ORIGINAL_CUSTODIAN: Populates with the name of the custodian the original file belonged to when an item duplicates against another file when doing deduplication at the Project or Client level. BATCHID: Contains the Batch ID assigned for the Discovery Job. FULLTEXT: Contains combined contents of body text and OCR text.
Chapter 7, Creating Export Series and Export Jobs M (Metadata Fields): These fields were retrieved from documents during processing. Starting with version 2.0, three additional Metadata fields were added. They are: Last Access Date, Last Access Date*DATE ONLY*, and Last Access Date*TIME ONLY*. Last Access Date is a volatile system field. The first time that Ipro eCapture discovers a directory of loose files, Last Access Date will be valid.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) The export will always export the non-displayed system fields [BATES_NUMBER] and [ITEM_ID] as the first two fields regardless of field selections shown. All other fields to be exported are displayed in the Selected Fields box and will be exported, in order, named as the field label. The next section, About the Select Export Fields Screen on page 7-23, describes how to populate the Selected Fields box.
Chapter 7, Creating Export Series and Export Jobs Selected Fields: Displays all fields selected from the Available Fields for export. Right-click a field to edit it, use the up or down arrows to reorder the fields. : Click to move a selected field from the Available Fields box to the Selected Fields box. box. : Moves all fields from the Available Fields box to the Selected Fields : Click to move a selected field from the Selected Fields box to the Available Fields box. box.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) To save a new template based on manually selected fields, click the dropdown list, choose Save As, click appears. . The Save Template As dialog Select from the following: • • System Template - available to all Export Jobs Client Template - available only to the Client For System Template or Client Template, enter a meaningful name for the template. • File - saves to a physical .
Chapter 7, Creating Export Series and Export Jobs Managing Field Templates User created System and/or Client templates can be renamed, edited, deleted, and viewed. From the Controller menu bar, choose Tools > Field Template Management. The Field Template Management dialog appears. Alternate click a template to display the context menu (options disabled if there are no saved templates) and choose: 7-26 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Rename Template- displays the Edit Template Name dialog. Enter a new Template name and click OK. Edit Template - displays the Edit Template name dialog. A different name may be given and the Type can be changed. If the type is changed to Client Template, the dialog expands to display a Client drop-down list where a different Client can be selected.
Chapter 7, Creating Export Series and Export Jobs Or, you can sort attachments by a field that you specify instead of by image key order. For example, you might want to group all of the Microsoft Word attachments together within their parent documents. To do this, you would create a Group based on Application Name (a metadata field), add it to the fields to export, and sort by that field.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) a. Click www.iprotech.com 877-324-4776 to open the Insert Custom Field dialog.
Chapter 7, Creating Export Series and Export Jobs b. c. By default, the Type Group is selected. To create a Custom User Field, see the section Inserting Custom User Field Labels on page 7-31. Enter a meaningful name for the group of fields in the Field label field. Select one of the following: Output values as delimited list and select a Delimiter to use from the drop-down list. d. e. . To display all fields, delete the value and click .
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) i. j. appears in the Selected Fields box. Notice that G appears in the Type column. G is for Group Field. Repeat steps a) through g) to create additional Group Fields. Click OK to return to the Select Export Fields screen or the Specify Endorsements screen. User Defined Group Field Functions These functions are available from the Select Export Fields dialog only.
Chapter 7, Creating Export Series and Export Jobs User fields are available for selection in the Specify Summation Options screen and in the Specify Endorsements screen. 1. From the Insert Custom Field dialog, select the Type: User. The Insert Custom Field dialog appears. 2. Enter a field label. 3. Enter an optional Field Value. 4. Click OK. The Insert Custom Field dialog closes and the field appears in the Selected Fields box.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) To delete the blank field, select it in the Selected Fields box and click the alternate mouse button to display the context menu. (Note: If a User field is needed in either the Summation or Endorsement screens, do not delete the field. Instead move it to the Available Fields box.) Choose Delete User Field. It is removed from the list.
Chapter 7, Creating Export Series and Export Jobs Click Options dialog. to open the Date Field Formatting Legacy Date Field Formatting: By default, this option is selected. Deselect this option to select from the Invalid date options and to select fields for date format handling. Date Field Formatting: If you want to change the date field to a different format, select from the following formats: • • 7-34 YYYYMMDD YYYY/MM/DD Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • • MMDDYYYY MM/DD/YYYY DD/MM/YYYY Otherwise, select the option, Do Not Convert Date Fields. Time Format: Select from: • • • 12-hour [displays time in 12 hour format e.g. 1:04] 24-hour [displays time in 24 hour format, e.g. 13:04] Regional [formats the time according to the “default” Regional Settings of the Worker the document is being exported on.
Chapter 7, Creating Export Series and Export Jobs Available Fields: Displays all fields available to be exported. Click the dropdown list located above the field list, and select a specific field type. By default, All Fields display. Ctrl-click to select non-contiguous fields. Shift-click to select a contiguous range. Filter Value - enter a value to filter the list. For example, to see only those fields that contain the word “date”, enter date and click fields, delete the value and click .
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 12. Click . If the Image Load Format, Summation DII, was selected, the Specify Summation Options screen appears. www.iprotech.
Chapter 7, Creating Export Series and Export Jobs Summation Options • • • Path Notation: Specify Summation Path Notation: Removable Volume (@V) or Directory(@I). Include @FullText Command: None - no @T command will be included in the DII file, Page Level (default) - the page will add 1 @T command for each page, Document Level - the document will add 1 @T command. (These options are not available for selection if the Export Text Files option in the Export Formats screen is not selected.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 13. Click a. b. . The Export Endorsements screen appears. Select an Endorsement Zone. The zone displays a thick border to indicate it is the active zone. Click the drop-down list located above the Available Fields list, and select a specific field type (System [S] Flags [F], External [E], Metadata [M], and User Defined fields [U and G]). By default, All Fields display.
Chapter 7, Creating Export Series and Export Jobs ple, to see only those fields that contain the word “date”, enter date and click click c. . To display all fields, delete the value and . Select a field and click . The selected field appears in the Selected Fields box and is placed in the previously selected Endorsement box. Once a field has been selected for placement in a zone, it cannot appear in a different zone. A total of three fields may occupy a single zone.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Inserting Custom User Field Labels A custom message can be added to an Endorsement Zone through User Defined Fields. See the section Inserting Custom User Field Labels on page 731. Previewing the Endorsement Placements To preview the Endorsement Zones and the fields assigned to those Endorsement Zones, click .
Chapter 7, Creating Export Series and Export Jobs Use the first three icons in the toolbar to adjust how the image appears for viewing: Fit Normal, Fit Horizontally, and Best Fit. The Magnify Glass icons are used to Zoom In and Zoom Out respectively. The Percentage values can also be used to Zoom In or Zoom Out. The Sample can be saved if necessary. 7-42 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 14. Click appears. www.iprotech.com 877-324-4776 .
Chapter 7, Creating Export Series and Export Jobs Export Directory Path indicates the directory where the exported data will be saved. Initially, this field shows the area established during workstation setup, but you can click and navigate to a different directory. Export Volume Options Volume Name Enter a name for the CD-ROM label or volume path directory. This field initially uses a number (e.g., 001) as the volume name. This setting is for database files.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • • Single Page PDF Files Multiple Page TIFF Files Multiple Page PDF Files The field contains the name of the folder where the images will be stored. Accept or change the default folder name. Document Text: This field contains the name of the folder where the text files will be stored. Accept or change the default folder name. Native File: This field contains the name of the folder where the native files will be stored.
Chapter 7, Creating Export Series and Export Jobs The following figure shows a Root Structure sample. Mirror File Structure: When selected, the specified export directory will have the same structure as the directories from which the files were discovered. The discovered directory pathing is “appended” to the specified export directory.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) document. If there is no text for a document (image where OCR wasn’t enabled, for example), there will not be an OT line. For the OI-inline option, the .LFP file will be larger than the LFP file generated when using the OT-file reference option. Replace Export Path with the following Drive Letter/Path Enter the path to replace the root path to the images in the export load files.
Chapter 7, Creating Export Series and Export Jobs Parent: The Parent portion of the image key number may have a total of 15 numeric only characters (0-9). Prefix: The Prefix portion of the image key number may have a total of 25 alphanumeric characters, dash [-], and/or underscore [_]. The Delimiters include: None, Underscore, Dash, Semi-colon, Period, or Space. Each section of the image key number may be padded up to 15 digits.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Using Predefined Numbering Select Predefined to display the options: Click the drop-down arrow to display the available numbering options: • Use filename: Formerly called Use filename for Image Key. Do not use this option for Ringtail format because Ringtail relies on the Bates numbering scheme.
Chapter 7, Creating Export Series and Export Jobs • Ipro eCapture will extract all email attachments that are detected. Embedded files will be extracted unless the Discovery File Extraction option, Treat email inline images as attachments, is deselected. This option is used in conjunction with the Flex Processor rules, Create Parent Item ID List and/or Create Child Item ID list. A rule can be created to load the Item IDs from the native files for each individual job.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) any job that is started will have higher values for ExportedItemID than any job started before it. Select a Delimiter from the Delimiters drop-down list. If no delimiter is necessary, select (none). The Sample Image Key box is used to check the desired image key format. Suffix first page: Optionally select this when suffixing. If it is not selected, the first page is skipped.
Chapter 7, Creating Export Series and Export Jobs Autoload into Ipro Eclipse - Processing Job Ipro EclipseSE version 1.4.1 or later is required for autoloading. An existing Ipro Eclipse case must exist to use this option. It does not create an Ipro Eclipse case. Ensure the Ipro Eclipse server is running. You can load Ipro eCapture Processing Job data directly into an Ipro Eclipse database. Ensure that the Eclipse Server Information was configured.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) may be necessary to expand the tree to view the processing jobs. Proceed to Step 4. b. OR Select the Select Export Set option to display a list of Export Sets that were created in QC and then select an Export Set. www.iprotech.
Chapter 7, Creating Export Series and Export Jobs If necessary, expand any Export Set Containers to select an Export Set that is stored in a Container. Proceed to Step 4. 4. From the Export Type drop-down menu, select Direct to Eclipse. 5. Enter an Export Job Name, or if a default name appears in the field, modify it if necessary. This is the name the system uses for the directory name where the exported data is stored. 6. Select a task table from the drop-down list.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • Select an Export Series from the drop-down list. When an existing Export Series is selected, the , appears. When clicked, the Export settings dialogs will not appear; instead the Job is placed in the Job Queue. See the section About Export Series on page 7-264 for background information about Export Series.
Chapter 7, Creating Export Series and Export Jobs 11. Click OK. The Select Export Formats and File Handling Options dialog appears unless ing Export Series. 12. 7-56 was clicked for an exist- Select from the following options: Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Point to eCapture file storage from Eclipse: The image/text/native files will remain in the Ipro eCapture system directory. Eclipse will access the files from this location. Use this option to have Eclipse use existing data that is stored in Ipro eCapture directories when no changes are being made to the output files for review.
Chapter 7, Creating Export Series and Export Jobs Convert LZW Image to JTIFF - When this option is selected, it converts LZW compressed Single Page TIFF files to JTIFs. Exported multi-page TIFFs are always JPEG compression. Create Searchable PDFs - selected by default when either Single Page or Multipage PDFs is selected from the drop-down list. Select the option, Make endorsements searchable, if you want to search for endorsements.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) By default, all file types are selected. Click Clear All, to clear all the selected file types and then select the specific file types for the Export Job. If necessary, click + to expand the list for a file type, such as Microsoft Excel, to display specific versions/types of Microsoft Excel. Click OK to return to the Export screen. A message appears underneath the link stating the number of file types that will be included.
Chapter 7, Creating Export Series and Export Jobs e. Optionally select from the following Document Text options: • Include Image Key in Document Text: Select this option if you want to include the Image Key at the beginning of the text file. Indicate which token to include in the image key format. The default is << [k] >>, where token [k] is for the image key. The other format is << [p] >>, where token [p] is for the page number.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Therefore, the additional level of directories are not necessary. An example follows: • Copy to Output Directory: This option was replaced with the option Directory for each native which is located in the last screen of the Export Wizard. Native files are copied to a directory separate from the images. The directory numbers match their corresponding image file.
Chapter 7, Creating Export Series and Export Jobs • • look, Outlook Express, Lotus Notes, and GroupWise. (An .MHT file is an Archived Web Page file with information in Multipurpose Internet Mail Extension HTML (MHTML) format with an .MHT file extension. All relative links in the Web page are remapped and the embedded content is included in the .MHT file.) Rich Text Format (RTF): Uses Microsoft Word to open the MHT and saves it as an RTF; a more widely accepted format.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Click the link, Apply to selected file types and/or QC Flags, to open the Native File Export Inclusions dialog. By default, all file types are selected and the QC flags are not selected. For the file types, click Clear All, to clear all the selected file types and then select the specific file types and/or only documents to which the QC flag or flags are attributed.
Chapter 7, Creating Export Series and Export Jobs 13. Click to display the Merge Data Options dialog. This dialog appears if at least one set of images or text exists in one of the Processing jobs or Export Sets selected for the Export job. Do the following: • 7-64 from the drop-down menu, select the order (Date, Ascending; Date, Descending (default); Name, Ascending; Name, Descending; Custom - use the up/down arrows) merge jobs display in the Merge Jobs drop-down menu in the Image tab or View tab.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • deselect one or more merge jobs. By default, all merge jobs are selected. The “Original” item refers to the original images and text associated with the document. It appears as the last item in the list of merge jobs and remains selected. (Optional) Select the option Always use original page count for image key numbering. This is relevant for Process Exports.
Chapter 7, Creating Export Series and Export Jobs 14. Click to display the Export Fields dialog. Defining Export Fields for Databases If you are creating any database load file formats during the Ipro eCapture export process, you need to define the export fields that Ipro eCapture will export. This step ensures that the data exported from Ipro eCapture matches the fields in the database where the data will be used. There are several field types that can be exported.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) S (System Fields): These fields only have meaning in the context of an Ipro eCapture export. If a document was viewed outside of the export, none of these field types would apply. Any brackets [] will be removed from the label when exporting. Some of these fields are applicable for endorsement only. The System field definitions are as follows: ITEM_ID: The Ipro eCapture unique identifier for the document.
Chapter 7, Creating Export Series and Export Jobs ABSOLUTE_PARENT_ID: Obsolete - use PARENT_ITEMID instead. PARENT_ITEMID queries the ExportedItems table to get an absolutely accurate parent ID relating to the export. ABSOLUTE_PARENT_ID reads from the Items table. Both should agree, but if not PARENT_ITEMID is the more accurate of the two. RELATIVE_PARENT_ID: This field is relative to the Discovery Job, not the Export.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) ORIGINAL_CUSTODIAN: Populates with the name of the custodian the original file belonged to when an item duplicates against another file when doing deduplication at the Project or Client level. BATCHID: Contains the Batch ID assigned for the Discovery Job. FULLTEXT: Contains combined contents of body text and OCR text.
Chapter 7, Creating Export Series and Export Jobs M (Metadata Fields): These fields were retrieved from documents during processing. Starting with version 2.0, three additional Metadata fields were added. They are: Last Access Date, Last Access Date*DATE ONLY*, and Last Access Date*TIME ONLY*. Last Access Date is a volatile system field. The first time that Ipro eCapture discovers a directory of loose files, Last Access Date will be valid.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) The export will always export the non-displayed system fields [BATES_NUMBER] and [ITEM_ID] as the first two fields regardless of field selections shown. All other fields to be exported are displayed in the Selected Fields box and will be exported, in order, named as the field label. The next section, About the Select Export Fields Screen on page 7-23, describes how to populate the Selected Fields box.
Chapter 7, Creating Export Series and Export Jobs Selected Fields: Displays all fields selected from the Available Fields for export. Right-click a field to edit it, use the up or down arrows to reorder the fields. : Click to move a selected field from the Available Fields box to the Selected Fields box. box. : Moves all fields from the Available Fields box to the Selected Fields : Click to move a selected field from the Selected Fields box to the Available Fields box. box.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) To save a new template based on manually selected fields, click the dropdown list, choose Save As, click appears. . The Save Template As dialog Select from the following: • • System Template - available to all Export Jobs Client Template - available only to the Client For System Template or Client Template, enter a meaningful name for the template. • File - saves to a physical .
Chapter 7, Creating Export Series and Export Jobs Managing Field Templates User created System and/or Client templates can be renamed, edited, deleted, and viewed. From the Controller menu bar, choose Tools > Field Template Management. The Field Template Management dialog appears. Alternate click a template to display the context menu and choose: 7-74 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Rename Template- displays the Edit Template Name dialog. Enter a new Template name and click OK. Edit Template - displays the Edit Template name dialog. A different name may be given and the Type can be changed. If the type is changed to Client Template, the dialog expands to display a Client drop-down list where a different Client can be selected.
Chapter 7, Creating Export Series and Export Jobs Or, you can sort attachments by a field that you specify instead of by image key order. For example, you might want to group all of the Microsoft Word attachments together within their parent documents. To do this, you would create a Group based on Application Name (a metadata field), add it to the fields to export, and sort by that field.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) a. Click www.iprotech.com 877-324-4776 to open the Insert Custom Field dialog.
Chapter 7, Creating Export Series and Export Jobs b. c. By default, the Type Group is selected. To create a Custom User Field, see the section Inserting Custom User Field Labels on page 7-31. Enter a meaningful name for the group of fields in the Field label field. Select one of the following: Output values as delimited list and select a Delimiter to use from the drop-down list. d. e. . To display all fields, delete the value and click .
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) i. j. appears in the Selected Fields box. Notice that G appears in the Type column. G is for Group Field. Repeat steps a) through g) to create additional Group Fields. Click OK to return to the Select Export Fields screen or the Specify Endorsements screen. User Defined Group Field Functions These functions are available from the Select Export Fields dialog only.
Chapter 7, Creating Export Series and Export Jobs User fields are available for selection in the Specify Summation Options screen and in the Specify Endorsements screen. a. From the Insert Custom Field dialog, select the Type: User. The Insert Custom Field dialog appears. b. c. d. Enter a field label. Enter an optional Field Value. Click OK. The Insert Custom Field dialog closes and the field appears in the Selected Fields box.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) To delete the blank field, select it in the Selected Fields box and click the alternate mouse button to display the context menu. (Note: If a User field is needed in either the Summation or Endorsement screens, do not delete the field. Instead move it to the Available Fields box.) Choose Delete User Field. It is removed from the list.
Chapter 7, Creating Export Series and Export Jobs Click Options dialog. to open the Date Field Formatting Legacy Date Field Formatting: By default, this option is selected. Deselect this option to select from the Invalid date options and to select fields for date format handling. Date Field Formatting: If you want to change the date field to a different format, select from the following formats: • • 7-82 YYYYMMDD YYYY/MM/DD Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • • MMDDYYYY MM/DD/YYYY DD/MM/YYYY Otherwise, select the option, Do Not Convert Date Fields. Time Format: Select from: • • • 12-hour [displays time in 12 hour format e.g. 1:04] 24-hour [displays time in 24 hour format, e.g. 13:04] Regional [formats the time according to the “default” Regional Settings of the Worker the document is being exported on.
Chapter 7, Creating Export Series and Export Jobs Available Fields: Displays all fields available to be exported. Click the dropdown list located above the field list, and select a specific field type. By default, All Fields display. Ctrl-click to select non-contiguous fields. Shift-click to select a contiguous range. Filter Value - enter a value to filter the list. For example, to see only those fields that contain the word “date”, enter date and click fields, delete the value and click .
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 15. Click log. to display the Map eCapture Fields to Eclipse Fields dia- Only the selected fields will be available for mapping. The fields available for selection are the fields that presently exist in the selected Ipro Eclipse case. The mapped fields cannot be modified. At least one field must be selected for mapping in order to proceed. A mapped field can only be selected once. Not all fields have to be mapped.
Chapter 7, Creating Export Series and Export Jobs will be ignored. To see document text, the [FULLTEXT] field must be mapped to Eclipse’s text field, indicated by EXTRACTED TEXT for the field type. 16. For each Field name, select a mapped field from the drop-down list. 17. Click one of the following: 18. 7-86 • to map Ipro eCapture fields to Eclipse fields by position. The first field for Ipro eCapture will be mapped to the first field for Eclipse, and so on.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 19. Click a. b. to display the Specify Endorsements screen. Select an Endorsement Zone. The zone displays a thick border to indicate it is the active zone. Click the drop-down list located above the Available Fields list, and select a specific field type (System [S] Flags [F], External [E], Metadata [M], and User Defined fields [U and G]). By default, All Fields display.
Chapter 7, Creating Export Series and Export Jobs ple, to see only those fields that contain the word “date”, enter date and click click c. . To display all fields, delete the value and . Select a field and click . The selected field appears in the Selected Fields box and is placed in the previously selected Endorsement box. Once a field has been selected for placement in a zone, it cannot appear in a different zone. A total of three fields may occupy a single zone.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Inserting Custom User Field Labels A custom message can be added to an Endorsement Zone through User Defined Fields. See the section Inserting Custom User Field Labels on page 731. Previewing the Endorsement Placements To preview the Endorsement Zones and the fields assigned to those Endorsement Zones, click .
Chapter 7, Creating Export Series and Export Jobs Use the first three icons in the toolbar to adjust how the image appears for viewing: Fit Normal, Fit Horizontally, and Best Fit. The Magnify Glass icons are used to Zoom In and Zoom Out respectively. The Percentage values can also be used to Zoom In or Zoom Out. The Sample can be saved if necessary. 7-90 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 20. Click screen. www.iprotech.
Chapter 7, Creating Export Series and Export Jobs Export Directory Path indicates the directory where the exported data will be saved. Initially, this field shows the area established during workstation setup, but you can click and navigate to a different directory. Export Volume Options Volume Name Enter a name for the CD-ROM label or volume path directory. This field initially uses a number (e.g., 001) as the volume name. This setting is for database files.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • • Single Page PDF Files Multiple Page TIFF Files Multiple Page PDF Files The field contains the name of the folder where the images will be stored. Accept or change the default folder name. Document Text: This field contains the name of the folder where the text files will be stored. Accept or change the default folder name. Native File: This field contains the name of the folder where the native files will be stored.
Chapter 7, Creating Export Series and Export Jobs The following figure shows a Root Structure sample. Mirror File Structure: When selected, the specified export directory will have the same structure as the directories from which the files were discovered. The discovered directory pathing is “appended” to the specified export directory.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) document. If there is no text for a document (image where OCR wasn’t enabled, for example), there will not be an OT line. For the OI-inline option, the .LFP file will be larger than the LFP file generated when using the OT-file reference option. Replace Export Path with the following Drive Letter/Path Enter the path to replace the root path to the images in the export load files.
Chapter 7, Creating Export Series and Export Jobs Prefix: The Prefix portion of the image key number may have a total of 25 alphanumeric characters, dash [-], and/or underscore [_]. The Delimiters include: None, Underscore, Dash, Semi-colon, Period, or Space. Each section of the image key number may be padded up to 15 digits. See the section Using Rollover Numbering for Ringtail Format on page 7-177 if the Ringtail format was selected for additional information about the Rollover Numbering option.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Using Predefined Numbering Select Predefined to display the options: Click the drop-down arrow to display the available numbering options: • Use filename: Formerly called Use filename for Image Key. Do not use this option for Ringtail format because Ringtail relies on the Bates numbering scheme.
Chapter 7, Creating Export Series and Export Jobs • Ipro eCapture will extract all email attachments that are detected. Embedded files will be extracted unless the Discovery File Extraction option, Treat email inline images as attachments, is deselected. This option is used in conjunction with the Flex Processor rules, Create Parent Item ID List and/or Create Child Item ID list. A rule can be created to load the Item IDs from the native files for each individual job.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) any job that is started will have higher values for ExportedItemID than any job started before it. Select a Delimiter from the Delimiters drop-down list. If no delimiter is necessary, select (none). The Sample Image Key box is used to check the desired image key format. Suffix first page: Optionally select this when suffixing. If it is not selected, the first page is skipped.
Chapter 7, Creating Export Series and Export Jobs Click to conclude the autoloading into Eclipse. The job appears in the Job Queue and the Progress column shows Autoload Initiated. The job also appears under Process Exports in the Client Management tree view with the Eclipse icon. Autoload into Relativity - Processing Job Ensure that Relativity is configured prior to using this function.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) may be necessary to expand the tree to view the processing jobs. Proceed to Step 4 b. OR Select the Select Export Set option to display a list of Export Sets that were created in QC and then select an Export Set. If neces- www.iprotech.
Chapter 7, Creating Export Series and Export Jobs sary, expand any Export Set Containers to select an Export Set that is stored in a Container. Proceed to Step 4. 4. From the Export Type drop-down menu, select Direct to Relativity. 5. Enter an Export Job Name, or if a default name appears in the field, modify it if necessary. This is the name the system uses for the directory name where the exported data is stored. 6. Select a task table from the drop-down list.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • 9. Select an Export Series from the drop-down list. When an existing Export Series is selected, the , appears. When clicked, the Export settings dialogs will not appear; instead the Job is placed in the Job Queue. See the section About Export Series on page 7-264 for background information about Export Series.
Chapter 7, Creating Export Series and Export Jobs Select Export Formats and File Handling Options dialog appears unless was clicked for an existing Export Series. 10. Select from the following options: a. Export Image Files - When selected images and text files are exported. Select one or more Load Formats and select from the options described in c) and e). If deselected, there will not be any Image Load formats available 7-104 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) b. for selection (skip c and e); however, Ringtail and Summation DII are available for selection under Data Load Formats. In addition, the option, Use page-based numbering, appears to the right and is selected by default. When selected, page counts in image key numbering are retained.
Chapter 7, Creating Export Series and Export Jobs Options include: For small images, for large images, and for both small and large images. Center Vertically: Centers the image vertically on the canvas. The default vertical alignment is top. Center Horizontally: Centers the image horizontally on the canvas. The default horizontal alignment is left. Click the link, Apply to select file types only, to open the Image Normalization Inclusions dialog. By default, all file types are selected.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) soft Excel. Click OK to return to the Export screen. A message appears underneath the link stating the number of file types that will be included. d. e. Export Text Files - select this option to display additional Data Load Formats of LaserFiche, DB/Textworks, and OCR Control.lst. Note: if this option is deselected, then no text files are created except for the VolumeManifest.TXT.
Chapter 7, Creating Export Series and Export Jobs native which is located in the last screen of the Export Wizard.) Under Native file options, select from the following: • Name File Using Image Key: If this option is selected, the native file directory will no longer create an additional directory per document. By naming the file using the Image Key, it removes any chance of duplicate filenames occurring. Therefore, the additional level of directories are not necessary.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • Outlook Express - Check this option to export an alternate native file for Outlook Express files. The default export format is EML. GroupWise - Check this option to export an alternate native file for GroupWise files. The default export format is XML. Select one of the following formats: • .MHTFormat: Exports selected e-mail type to a standardized format rather than to .DXL or .XML.
Chapter 7, Creating Export Series and Export Jobs Click the link, Apply to selected file types and/or QC Flags, to open the Native File Export Inclusions dialog. By default, all file types are selected and the QC flags are not selected. For the file types, click Clear All, to clear all the selected file types and then select the specific file types and/or only documents to which the QC flag or flags are attributed.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 11. Click to display the Merge Data Options dialog. This dialog appears if at least one set of images or text exists in one of the Processing jobs or Export Sets selected for the Export job.
Chapter 7, Creating Export Series and Export Jobs • 12. Click deselect one or more merge jobs. By default, all merge jobs are selected. The “Original” item refers to the original images and text associated with the document. It appears as the last item in the list of merge jobs and remains selected. to display the Export Fields dialog.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) There are several field types that can be exported. These field types are designated as follows: S (System Fields): These fields only have meaning in the context of an Ipro eCapture export. If a document was viewed outside of the export, none of these field types would apply. Any brackets [] will be removed from the label when exporting. Some of these fields are applicable for endorsement only.
Chapter 7, Creating Export Series and Export Jobs EXPORT_NATIVE_FILES: Used when exporting native files. Shows export path to the native files. Defaults to Selected fields box when Export Native Files is selected from the Formats and File Handling screen. May be moved from Selected Fields box to Available Fields if required. ABSOLUTE_PARENT_ID: Obsolete - use PARENT_ITEMID instead. PARENT_ITEMID queries the ExportedItems table to get an absolutely accurate parent ID relating to the export.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) IDENTIFIED_ENCODING: List of encodings, identified by Basis Tech, that exist in the document. VOLUME_NAME: The value is the label for the document’s volume. ORIGINAL_CUSTODIAN: Populates with the name of the custodian the original file belonged to when an item duplicates against another file when doing deduplication at the Project or Client level. BATCHID: Contains the Batch ID assigned for the Discovery Job.
Chapter 7, Creating Export Series and Export Jobs M (Metadata Fields): These fields were retrieved from documents during processing. Starting with version 2.0, three additional Metadata fields were added. They are: Last Access Date, Last Access Date*DATE ONLY*, and Last Access Date*TIME ONLY*. Last Access Date is a volatile system field. The first time that Ipro eCapture discovers a directory of loose files, Last Access Date will be valid.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) The export will always export the non-displayed system fields [BATES_NUMBER] and [ITEM_ID] as the first two fields regardless of field selections shown. All other fields to be exported are displayed in the Selected Fields box and will be exported, in order, named as the field label. The next section, About the Select Export Fields Screen on page 7-23, describes how to populate the Selected Fields box.
Chapter 7, Creating Export Series and Export Jobs Selected Fields: Displays all fields selected from the Available Fields for export. Right-click a field to edit it, use the up or down arrows to reorder the fields. : Click to move a selected field from the Available Fields box to the Selected Fields box. box. : Moves all fields from the Available Fields box to the Selected Fields : Click to move a selected field from the Selected Fields box to the Available Fields box. box.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) To save a new template based on manually selected fields, click the dropdown list, choose Save As, click appears. . The Save Template As dialog Select from the following: • • System Template - available to all Export Jobs Client Template - available only to the Client For System Template or Client Template, enter a meaningful name for the template. • File - saves to a physical .
Chapter 7, Creating Export Series and Export Jobs Managing Field Templates User created System and/or Client templates can be renamed, edited, deleted, and viewed. From the Controller menu bar, choose Tools > Field Template Management. The Field Template Management dialog appears. Alternate click a template to display the context menu and choose: 7-120 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Rename Template- displays the Edit Template Name dialog. Enter a new Template name and click OK. Edit Template - displays the Edit Template name dialog. A different name may be given and the Type can be changed. If the type is changed to Client Template, the dialog expands to display a Client drop-down list where a different Client can be selected.
Chapter 7, Creating Export Series and Export Jobs Or, you can sort attachments by a field that you specify instead of by image key order. For example, you might want to group all of the Microsoft Word attachments together within their parent documents. To do this, you would create a Group based on Application Name (a metadata field), add it to the fields to export, and sort by that field.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) a. Click www.iprotech.com 877-324-4776 to open the Insert Custom Field dialog.
Chapter 7, Creating Export Series and Export Jobs b. c. By default, the Type Group is selected. To create a Custom User Field, see the section Inserting Custom User Field Labels on page 7-31. Enter a meaningful name for the group of fields in the Field label field. Select one of the following: Output values as delimited list and select a Delimiter to use from the drop-down list. d. e. . To display all fields, delete the value and click .
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) i. j. appears in the Selected Fields box. Notice that G appears in the Type column. G is for Group Field. Repeat steps a) through g) to create additional Group Fields. Click OK to return to the Select Export Fields screen or the Specify Endorsements screen. User Defined Group Field Functions These functions are available from the Select Export Fields dialog only.
Chapter 7, Creating Export Series and Export Jobs User fields are available for selection in the Specify Summation Options screen and in the Specify Endorsements screen. a. From the Insert Custom Field dialog, select the Type: User. The Insert Custom Field dialog appears. b. c. d. Enter a field label. Enter an optional Field Value. Click OK. The Insert Custom Field dialog closes and the field appears in the Selected Fields box.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) To delete the blank field, select it in the Selected Fields box and click the alternate mouse button to display the context menu. (Note: If a User field is needed in either the Summation or Endorsement screens, do not delete the field. Instead move it to the Available Fields box.) Choose Delete User Field. It is removed from the list.
Chapter 7, Creating Export Series and Export Jobs Click Options dialog. to open the Date Field Formatting Legacy Date Field Formatting: By default, this option is selected. Deselect this option to select from the Invalid date options and to select fields for date format handling. Date Field Formatting: If you want to change the date field to a different format, select from the following formats: • • 7-128 YYYYMMDD YYYY/MM/DD Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • • MMDDYYYY MM/DD/YYYY DD/MM/YYYY Otherwise, select the option, Do Not Convert Date Fields. Time Format: Select from: • • • 12-hour [displays time in 12 hour format e.g. 1:04] 24-hour [displays time in 24 hour format, e.g. 13:04] Regional [formats the time according to the “default” Regional Settings of the Worker the document is being exported on.
Chapter 7, Creating Export Series and Export Jobs Available Fields: Displays all fields available to be exported. Click the dropdown list located above the field list, and select a specific field type. By default, All Fields display. Ctrl-click to select non-contiguous fields. Shift-click to select a contiguous range. Filter Value - enter a value to filter the list. For example, to see only those fields that contain the word “date”, enter date and click fields, delete the value and click .
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 13. Click a. b. to display the Specify Endorsements screen. Select an Endorsement Zone. The zone displays a thick border to indicate it is the active zone. Click the drop-down list located above the Available Fields list, and select a specific field type (System [S] Flags [F], External [E], Metadata [M], and User Defined fields [U and G]). By default, All Fields display.
Chapter 7, Creating Export Series and Export Jobs ple, to see only those fields that contain the word “date”, enter date and click click c. . To display all fields, delete the value and . Select a field and click . The selected field appears in the Selected Fields box and is placed in the previously selected Endorsement box. Once a field has been selected for placement in a zone, it cannot appear in a different zone. A total of three fields may occupy a single zone.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Inserting Custom User Field Labels A custom message can be added to an Endorsement Zone through User Defined Fields. See the section Inserting Custom User Field Labels on page 731. Previewing the Endorsement Placements To preview the Endorsement Zones and the fields assigned to those Endorsement Zones, click .
Chapter 7, Creating Export Series and Export Jobs Use the first three icons in the toolbar to adjust how the image appears for viewing: Fit Normal, Fit Horizontally, and Best Fit. The Magnify Glass icons are used to Zoom In and Zoom Out respectively. The Percentage values can also be used to Zoom In or Zoom Out. The Sample can be saved if necessary. 7-134 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) 14. Click screen. www.iprotech.
Chapter 7, Creating Export Series and Export Jobs Export Directory Path indicates the directory where the exported data will be saved. Initially, this field shows the area established during workstation setup, but you can click and navigate to a different directory. Export Volume Options Volume Name Enter a name for the CD-ROM label or volume path directory. This field initially uses a number (e.g., 001) as the volume name. This setting is for database files.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) • • • Single Page PDF Files Multiple Page TIFF Files Multiple Page PDF Files The field contains the name of the folder where the images will be stored. Accept or change the default folder name. Document Text: This field contains the name of the folder where the text files will be stored. Accept or change the default folder name. Native File: This field contains the name of the folder where the native files will be stored.
Chapter 7, Creating Export Series and Export Jobs The following figure shows a Root Structure sample. Mirror File Structure: When selected, the specified export directory will have the same structure as the directories from which the files were discovered. The discovered directory pathing is “appended” to the specified export directory.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) document. If there is no text for a document (image where OCR wasn’t enabled, for example), there will not be an OT line. For the OI-inline option, the .LFP file will be larger than the LFP file generated when using the OT-file reference option. Replace Export Path with the following Drive Letter/Path Enter the path to replace the root path to the images in the export load files.
Chapter 7, Creating Export Series and Export Jobs Prefix: The Prefix portion of the image key number may have a total of 25 alphanumeric characters, dash [-], and/or underscore [_]. The Delimiters include: None, Underscore, Dash, Semi-colon, Period, or Space. Each section of the image key number may be padded up to 15 digits. See the section Using Rollover Numbering for Ringtail Format on page 7-177 if the Ringtail format was selected for additional information about the Rollover Numbering option.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) Using Predefined Numbering Select Predefined to display the options: Click the drop-down arrow to display the available numbering options: • Use filename: Formerly called Use filename for Image Key. Do not use this option for Ringtail format because Ringtail relies on the Bates numbering scheme.
Chapter 7, Creating Export Series and Export Jobs • Ipro eCapture will extract all email attachments that are detected. Embedded files will be extracted unless the Discovery File Extraction option, Treat email inline images as attachments, is deselected. This option is used in conjunction with the Flex Processor rules, Create Parent Item ID List and/or Create Child Item ID list. A rule can be created to load the Item IDs from the native files for each individual job.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) any job that is started will have higher values for ExportedItemID than any job started before it. Select a Delimiter from the Delimiters drop-down list. If no delimiter is necessary, select (none). The Sample Image Key box is used to check the desired image key format. Suffix first page: Optionally select this when suffixing. If it is not selected, the first page is skipped.
Chapter 7, Creating Export Series and Export Jobs 15. Click screens. to display one of two Relativity Workspace and Options This previous screen appears if the API Case Selection option was selected in the Relativity Configuration dialog. See Chapter 2, Ipro eCapture Controller and the section Configuring Integration with kCura Relativity on page 2-21 for more information about the API option. If necessary, expand the workspace categories and select the workspace to receive the data. Proceed to Step 16.
Creating a Processed Data Export Job (Export Processed Data/New Process Export Job) If the API Case Selection option was not selected, the following screen appears. See Chapter 2, Ipro eCapture Controller and the section Configuring Integration with kCura Relativity on page 2-21 for more information about the API option. Enter the Relativity Workspace ID. Proceed to Step 16. 16. Select the option, Copy Files to Repository. 17. (Optional) Click to open Select Directory for Sample Load Files.
Chapter 7, Creating Export Series and Export Jobs overwrite files. Click Yes to overwrite or No to return and select a different directory.) Click OK. The directory is accessed and displays the sample files (CONCORD.DAT and OPTICON.OPT). 18. Under Relativity Settings File, click for: • Field Map (.KWE) - browse to the .KWE file and click Open. • Image Import (.KWI) - browse to the .KWI file and click Open.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) • • • • • • • LaserFiche (includes image links) DB/Textworks (includes image links) Ipro Data Review Ringtail Summation DII OCR CONTROL.LST’ Ipro DLF (Eclipse) Ipro eCapture automatically includes the searchable text along with the images and metadata. Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Data Extraction Export Jobs are created from completed Data Extraction Jobs.
Chapter 7, Creating Export Series and Export Jobs from the context menu to display the New Export Job dialog. Proceed to Step 3 and letter a. Or, if you want to select an Export Set instead, see Step 3 and letter b. 3. Do one of the following: a. b. 7-148 Select the Select Jobs option to display the Tree View and expand it. Select one or more jobs for exporting. Proceed to Step 4.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) sary, expand any Export Set Containers to select an Export Set that is stored in a container. Proceed to Step 4. 4. From the Export Type drop-down menu, select Direct to Disk. For Eclipse, see the section Autoload into Ipro Eclipse - Data Extract Job on page 7-184. For Relativity, see the section Autoload into Relativity - Data Extract Job on page 7-100. 5.
Chapter 7, Creating Export Series and Export Jobs 8. (Optional) Do one of the following: • • • 9. 7-150 Leave the default setting [none] under Export Series. Select an Export Series from the drop-down list. When an existing Export Series is selected, the , appears. When clicked, the Export settings dialogs will not appear; instead the Job is placed in the Job Queue. See the section About Export Series on page 7-264 for background information about Export Series.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Select Export Formats and File Handling Options dialog appears unless was clicked for an existing Export Series. www.iprotech.
Chapter 7, Creating Export Series and Export Jobs 10. Select from the following options: a. b. Export Text Files - select this option to display additional data load formats of LaserFiche, DB/Textworks, Ipro Data Review, Ringtail, Summation DII, and OCR Control.lst. Data Load Formats: Select one or more Data Load Formats. For Ringtail, see the section Ringtail Format on page 7-259 for more information on assigning export_extras field types.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) • Copy to Output Directory: This option was replaced with the option Directory for each native which is located in the last screen of the Export Wizard. Native files are copied to a directory separate from the images. The directory numbers match their corresponding image file. Under Alternate Email Export Options, select from: • • • • Outlook - Check this option to export an alternate native file for Outlook files.
Chapter 7, Creating Export Series and Export Jobs • • • • • • 7-154 Multipurpose Internet Mail Extension HTML (MHTML) format with an .MHT file extension. All relative links in the Web page are remapped and the embedded content is included in the .MHT file.) Rich Text Format (RTF): Uses Microsoft Word to open the MHT and saves it as an RTF; a more widely accepted format. HTML: HTML documents can have inline images, the images themselves are not included in the HTML.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Click the link, Apply to selected file types and/or QC Flags, to open the Native File Export Inclusions dialog. By default, all file types are selected and the QC flags are not selected. For the file types, click Clear All, to clear all the selected file types and then select the specific file types and/or only documents to which the QC flag or flags are attributed.
Chapter 7, Creating Export Series and Export Jobs • The Custom Load Delimiters screen appears if the Data Load Format, Custom Export Format was selected in the previous screen. See the section Custom Export Format (Image Load and/or Data Load Format) on page 7-262 for information on populating this dialog. 7-156 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) 12. Click to display the Merge Data Options dialog. This dialog appears if at least one set of text exists in one of the Data Extract jobs or Export Sets selected for the Export job.
Chapter 7, Creating Export Series and Export Jobs • 13. Click • 7-158 deselect one or more merge jobs. By default, all merge jobs are selected. The “Original” item refers to the original images and text associated with the document. It appears as the last item in the list of merge jobs and remains selected. to proceed to the Export Fields screen. The Select Export Fields screen appears. Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Defining Export Fields for Databases If you are creating any database load file formats during the Ipro eCapture export process, you need to define the export fields that Ipro eCapture will export. This step ensures that the data exported from Ipro eCapture matches the fields in the database where the data will be used. There are several field types that can be exported.
Chapter 7, Creating Export Series and Export Jobs ABSOLUTE_PARENT_ID: Obsolete - use PARENT_ITEMID instead. PARENT_ITEMID queries the ExportedItems table to get an absolutely accurate parent ID relating to the export. ABSOLUTE_PARENT_ID reads from the Items table. Both should agree, but if not PARENT_ITEMID is the more accurate of the two. RELATIVE_PARENT_ID: This field is relative to the Discovery Job, not the Export.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) EXTRACTED_ATTACHMENT_COUNT: Counts the children of a document as it relates to the export. The count should always match up with the number of ItemIDs in the field ATTACHMENT_ITEMIDS and image keys in the ATTACHMENT_BATES field. Note: This field will be zero for all documents in the export that have a parent in the export.
Chapter 7, Creating Export Series and Export Jobs M (metadata Fields): These fields were retrieved from documents during processing. Starting with version 2.0, three additional metadata fields were added. They are: Last Access Date, Last Access Date*DATE ONLY*, and Last Access Date*TIME ONLY*. Last Access Date is a volatile system field. The first time that Ipro eCapture discovers a directory of loose files, Last Access Date will be valid.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) The export will always export the non-displayed system fields [BATES_NUMBER] and [ITEM_ID] as the first two fields regardless of field selections shown. All other fields to be exported are displayed in the Selected Fields box and will be exported, in order, named as the field label. The next section describes how to populate the Selected Fields box.
Chapter 7, Creating Export Series and Export Jobs box. : Moves all fields from the Available Fields box to the Selected Fields : Click to move a selected field from the Selected Fields box to the Available Fields box. box. : Moves all fields from the Selected Fields box to the Available Fields Field List: This list contains the following field list templates: Ipro Basic Field List, Ipro Standard Field List, Ipro Extended Field List, and Ipro Enterprise Field List.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) To save a new template based on manually selected fields, click the dropdown list, choose Save As, click appears. . The Save Template As dialog Select from the following: • • System Template - available to all Export Jobs Client Template - available only to the Client For System Template or Client Template, enter a meaningful name for the template. • File - saves to a physical .
Chapter 7, Creating Export Series and Export Jobs Managing Field Templates User created System and/or Client templates can be renamed, edited, deleted, and viewed. From the Controller menu bar, choose Tools > Field Template Management. The Field Template Management dialog appears. Alternate click a template to display the context menu and choose: 7-166 Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Rename Template- displays the Edit Template Name dialog. Enter a new Template name and click OK. Edit Template - displays the Edit Template name dialog. A different name may be given and the Type can be changed. If the type is changed to Client Template, the dialog expands to display a Client drop-down list where a different Client can be selected.
Chapter 7, Creating Export Series and Export Jobs If the Concordance DAT File data load format was selected, the Export OCRTXT field for Concordance option appears. Select this option if you want to export the OCRTXT field. Select the version that applies from the drop-down list. Options include v7.x 4mb truncate, v8.x 12mb, truncate, v7.x 4mb, report only, and v8.x 12mb, report only. Click ting Options dialog.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Date Field Formatting: If you want to change the date field to a different format, select from the following formats: • • • • • YYYYMMDD YYYY/MM/DD MMDDYYYY MM/DD/YYYY DD/MM/YYYY Otherwise, select the option, Do Not Convert Date Fields. Time Format: Select from: • • • 12-hour [displays time in 12 hour format e.g. 1:04] 24-hour [displays time in 24 hour format, e.g.
Chapter 7, Creating Export Series and Export Jobs Field Selection The only fields that are not present in the list are *DATE_ONLY* and *TIME_ONLY*. The fields in the available field list are comprised of fields that are marked as valid for date formatting. This is determined by the value of TRUE in the ExportAttemptDateParse field located in the EncounteredMetatdataFieldList table. Date field formatting options affect only those fields in the Fields Selected for Date Format Handling box.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) 14. Click . If the Image Load Format, Summation DII, was selected, the Specify Summation Options screen appears. www.iprotech.
Chapter 7, Creating Export Series and Export Jobs Summation Options • • • Path Notation: Specify Summation Path Notation: Removable Volume (@V) or Directory(@I). Include @FullText Command: None - no @T command will be included in the DII file, Page Level (default) - the page will add 1 @T command for each page, Document Level - the document will add 1 @T command. Treat eMail as edocs: This option is used to retain previous EDII format.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) 15. Click to proceed to the Export screen where you will select additional options for the Export. www.iprotech.
Chapter 7, Creating Export Series and Export Jobs Selecting Export Directory and File Options Export Directory Path: indicates the directory where the exported data will be saved. Initially, this field shows the area established during workstation setup, but you can click Browse to change it. Export Volume Options Volume Name: Enter a name for the CD-ROM label or volume path directory. This field initially uses a number (e.g., 001) as the volume name. This setting is for database files.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Native File: This field contains the name of the folder where the native files will be stored. Accept or change the default folder name. The default name OF is an LFP command that contains the location and original filename. See Appendix D, LFP Files and the section Original File for EDD Image (OF) on page D-12 for additional information. Increment in Root or Subdirectory: Root is the default.
Chapter 7, Creating Export Series and Export Jobs discovered directory paths are: H:\FILES\DOC, H:\FILES\PPT, and H”\FILES\XLS, then the exported directory pathing will look like the following: Z:\EXPORT\Job001\H_\FILES\DOC, Z:\EXPORT\Job001\H_\FILES\PPT, and Z:\EXPORT\Job001\H_\FILES\XLS. Each of these directories will contain the images and extracted text of the respective, original files.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Page: If you do not enter a value in this field, the system will assign a starting Image Key of 000000001 or the next available Image Key. Otherwise, you can enter a value, not to exceed 15 numeric only characters (0-9). Document: The Document portion of the Image Key may have a total of 15 numeric only characters (0-9). Parent: The Parent portion of the Image Key may have a total of 15 numeric only characters (0-9).
Chapter 7, Creating Export Series and Export Jobs Note: The numbering input allows for configuring the maximum number of images per folder. The usual standard is 999; however, this could be anything up to the maximum number of pages - which in this case is 9999 - because the last segment is four digits. If the last segment was 01, then the maximum number would be 99, etc. Enter the maximum number of images per directory that is needed. Suppose the starting number is IPRO.400000.001.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) …… …… IPRO.999999.999.0999 (This is the maximum theoretical number in the sequence.) Some additional information to make note of: • • A document will not be split across number/directory boundaries. For example, if numbering were up to IPRO.400000.002.0995 and the next document is a 10 page Word document, it would start at IPRO.400000.003.0001 rather than IPRO.400000.002.0996.
Chapter 7, Creating Export Series and Export Jobs c. d. Select a Delimiter from the Delimiters drop-down list. If no delimiter is necessary, select (none). The Sample Image Key box is used to check the desired image key format. Indicate Base Numbering to be used for Page and/or Document Level numbering. One-Based is the default setting.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) An inconsistent Bates numbering scheme will result in incorrect data output. • • Originally processed as a native file. Ipro eCapture will extract all email attachments that are detected. Embedded files will be extracted unless the Discovery File Extraction option, Treat email inline images as attachments, is deselected.
Chapter 7, Creating Export Series and Export Jobs If this is for an Export Series, the Series name will appear in the Client Management tree view under Data Extract Exports; located under Export Jobs. The Export Series will then be available for selection when creating a Data Extract Export job. Encoding Options Select an encoding option from the drop-down list. Options include: • • • Unicode UTF-16 - load files and extracted text are saved in this format if Force ANSI is not selected.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) This function is used to apply new or modified metadata fields onto an existing data set. It modifies the load files that were selected for the original export job. Data is organized by overlay and volume. The Export wizard launches and will display screens based on the original load files selected for the original export job. The settings for the load file types may be modified.
Chapter 7, Creating Export Series and Export Jobs Autoload into Ipro Eclipse - Data Extract Job Ipro EclipseSE version 1.4.1 or later is required for autoloading. An existing Ipro Eclipse case must exist to use this option. It does not create an Ipro Eclipse case. Ensure the Ipro Eclipse server is running. You can load Ipro eCapture Data Extract Job data directly into an Ipro Eclipse database. Ensure that the Eclipse Server Information was configured.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) may be necessary to expand the tree to view the data extract jobs. Proceed to Step 4. b. OR Select the Select Export Set option to display a list of Export Sets that were created in QC and then select an Export Set. If neces- www.iprotech.
Chapter 7, Creating Export Series and Export Jobs sary, expand any Export Set Containers to select an Export Set that is stored in a Container. Proceed to Step 4. 4. From the Export Type drop-down menu, select Direct to Eclipse. 5. Enter an Export Job Name, or if a default name appears in the field, modify it if necessary. This is the name the system uses for the directory name where the exported data is stored. 6. Select a task table from the drop-down list.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) • • • 9. Leave the default setting [none] under Export Series. Select an Export Series from the drop-down list. When an existing Export Series is selected, the , appears. When clicked, the Export settings dialogs will not appear; instead the Job is placed in the Job Queue. See the section About Export Series on page 7-264 for background information about Export Series.
Chapter 7, Creating Export Series and Export Jobs tinue to export or cancel, QC the jobs, and then export again.) The Eclipse Case Selection dialog appears. 10. 7-188 Select a Case that will receive the Ipro eCapture data. Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) 11. Click OK. The Select Export Formats and File Handling Options dialog appears unless ing Export Series. 12. was clicked for an exist- Select from the following options: Point to eCapture file storage from Eclipse: The text/native files will remain in the Ipro eCapture system directory. Eclipse will access the files from this location.
Chapter 7, Creating Export Series and Export Jobs a. b. Export Text Files - select this option to display additional Data Load Formats of LaserFiche, DB/Textworks, and OCR Control.lst. Note: if this option is deselected, then no text files are created except for the VolumeManifest.TXT. Include Image Key in Document Text: This option is not available for selection for direct to Eclipse exporting.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) • Copy to Output Directory: This option was replaced with the option Directory for each native which is located in the last screen of the Export Wizard. Native files are copied to a directory separate from the images. The directory numbers match their corresponding image file. Under Alternate Email Export Options, select from: • • • • Outlook - Check this option to export an alternate native file for Outlook files.
Chapter 7, Creating Export Series and Export Jobs • • Multipurpose Internet Mail Extension HTML (MHTML) format with an .MHT file extension. All relative links in the Web page are remapped and the embedded content is included in the .MHT file.) Rich Text Format (RTF): Uses Microsoft Word to open the MHT and saves it as an RTF; a more widely accepted format. HTML: HTML documents can have inline images, the images themselves are not included in the HTML.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Click the link, Apply to selected file types and/or QC Flags, to open the Native File Export Inclusions dialog. By default, all file types are selected and the QC flags are not selected. For the file types, click Clear All, to clear all the selected file types and then select the specific file types and/or only documents to which the QC flag or flags are attributed.
Chapter 7, Creating Export Series and Export Jobs 13. Click to display the Merge Data Options dialog. This dialog appears if at least one set of images or text exists in one of the Processing jobs or Export Sets selected for the Export job. Do the following: • 7-194 from the drop-down menu, select the order (Date, Ascending; Date, Descending (default); Name, Ascending; Name, Descending; Custom - use the up/down arrows) merge jobs display in the Merge Jobs drop-down menu in the Image tab or View tab.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) • 14. deselect one or more merge jobs. By default, all merge jobs are selected. The “Original” item refers to the original images and text associated with the document. It appears as the last item in the list of merge jobs and remains selected. Click to display the Export Fields dialog.
Chapter 7, Creating Export Series and Export Jobs There are several field types that can be exported. These field types are designated as follows: S (System Fields): These fields only have meaning in the context of an Ipro eCapture export. If a document was viewed outside of the export, none of these field types would apply. Any brackets [] will be removed from the label when exporting. The System field definitions are as follows: ITEM_ID: The Ipro eCapture unique identifier for the document.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) RELATIVE_PARENT_ID: This field is relative to the Discovery Job, not the Export. Compound document options may result in the relative parent being excluded from the export. NOTE: PARENT_ITEMID can differ from ABSOLUTE_PARENT_ID if compound document options cause the absolute parent to be excluded from the export. PARENT_ITEMID is relative to the Export; ABSOLUTE_PARENT_ID is relative to the Discovery Job.
Chapter 7, Creating Export Series and Export Jobs VOLUME_NAME: The value is the label for the document’s volume. ORIGINAL_CUSTODIAN: Populates with the name of the custodian the original file belonged to when an item duplicates against another file when doing deduplication at the Project or Client level. BATCHID: Contains the Batch ID assigned for the Discovery Job. FULLTEXT: Contains combined contents of body text and OCR text. EXPORTED_TEXT_FILES: Contains the path to the exported extracted text files.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) M (metadata Fields): These fields were retrieved from documents during processing. Starting with version 2.0, three additional metadata fields were added. They are: Last Access Date, Last Access Date*DATE ONLY*, and Last Access Date*TIME ONLY*. Last Access Date is a volatile system field. The first time that Ipro eCapture discovers a directory of loose files, Last Access Date will be valid.
Chapter 7, Creating Export Series and Export Jobs The export will always export the non-displayed system fields [BATES_NUMBER] and [ITEM_ID] as the first two fields regardless of field selections shown. All other fields to be exported are displayed in the Selected Fields box and will be exported, in order, named as the field label. The next section describes how to populate the Selected Fields box. Sorting Fields Alternate click a field and choose Make Sort Field from the shortcut menu.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) box. : Moves all fields from the Available Fields box to the Selected Fields : Click to move a selected field from the Selected Fields box to the Available Fields box. box. : Moves all fields from the Selected Fields box to the Available Fields Field List: This list contains the following field list templates: Ipro Basic Field List, Ipro Standard Field List, Ipro Extended Field List, and Ipro Enterprise Field List.
Chapter 7, Creating Export Series and Export Jobs To save a new template based on manually selected fields, click the dropdown list, choose Save As, click appears. . The Save Template As dialog Select from the following: • • System Template - available to all Export Jobs Client Template - available only to the Client For System Template or Client Template, enter a meaningful name for the template. • File - saves to a physical .INI file in selected location For a File template (.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Managing Field Templates User created System and/or Client templates can be renamed, edited, deleted, and viewed. From the Controller menu bar, choose Tools > Field Template Management. The Field Template Management dialog appears. Alternate click a template to display the context menu and choose: www.iprotech.
Chapter 7, Creating Export Series and Export Jobs Rename Template- displays the Edit Template Name dialog. Enter a new Template name and click OK. Edit Template - displays the Edit Template name dialog. A different name may be given and the Type can be changed. If the type is changed to Client Template, the dialog expands to display a Client drop-down list where a different Client can be selected. If the type is changed to System Template, the dialog collapses to hide the Client drop-down list.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) If the Concordance DAT File data load format was selected, the Export OCRTXT field for Concordance option appears. Select this option if you want to export the OCRTXT field. Select the version that applies from the drop-down list. Options include v7.x 4mb truncate, v8.x 12mb, truncate, v7.x 4mb, report only, and v8.x 12mb, report only. Click ting Options dialog.
Chapter 7, Creating Export Series and Export Jobs Date Field Formatting: If you want to change the date field to a different format, select from the following formats: • • • • • YYYYMMDD YYYY/MM/DD MMDDYYYY MM/DD/YYYY DD/MM/YYYY Otherwise, select the option, Do Not Convert Date Fields. Time Format: Select from: • • • 12-hour [displays time in 12 hour format e.g. 1:04] 24-hour [displays time in 24 hour format, e.g.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Field Selection The only fields that are not present in the list are *DATE_ONLY* and *TIME_ONLY*. The fields in the available field list are comprised of fields that are marked as valid for date formatting. This is determined by the value of TRUE in the ExportAttemptDateParse field located in the EncounteredMetatdataFieldList table.
Chapter 7, Creating Export Series and Export Jobs 15. Click log. to display the Map eCapture Fields to Eclipse Fields dia- Only the selected fields will be available for mapping. The fields available for selection are the fields that presently exist in the selected Ipro Eclipse case. The mapped fields cannot be modified. At least one field must be selected for mapping in order to proceed. A mapped field can only be selected once. Not all fields have to be mapped.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) will be ignored. To see document text, the [FULLTEXT] field must be mapped to Eclipse’s text field, indicated by EXTRACTED TEXT for the field type. 16. For each Field name, select a mapped field from the drop-down list. 17. Click one of the following: 18. • to map Ipro eCapture fields to Eclipse fields by position. The first field for Ipro eCapture will be mapped to the first field for Eclipse, and so on.
Chapter 7, Creating Export Series and Export Jobs 19. 7-210 Click screen. to display the Specify Export Directory and File Options Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Export Directory Path indicates the directory where the exported data will be saved. Initially, this field shows the area established during workstation setup, but you can click and navigate to a different directory. Export Volume Options Volume Name Enter a name for the CD-ROM label or volume path directory. This field initially uses a number (e.g., 001) as the volume name. This setting is for database files.
Chapter 7, Creating Export Series and Export Jobs Increment in Root or Subdirectory: Root is the default. For Subdirectory, indicate the name of the subdirectory; e.g. 0001. This folder will increment once the Max Data Size (MB) or the number of files specified in the Increment Output Directory field is reached. Click to view a sample of the selected Subdirectory Structure: Root or Subdirectory. The following figure shows a Subdirectory Structure sample. The following figure shows a Root Structure sample.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Z:\EXPORT\Job001\H_\FILES\XLS. Each of these directories will contain the images and extracted text of the respective, original files. If this option is not selected, then only one directory is created: Z:\EXPORT\Job001\IMG_0001; it will contain all of the images. Create load files only: When selected, no images, text files, or native files will be copied to the export output directory. Only load files will be created.
Chapter 7, Creating Export Series and Export Jobs As you populate the Image Key fields, the number displayed in parenthesis, directly to the right of the Field label, will decrement accordingly. The Sample Image Key field is used to check the Image Key as entered. You may change the Image Key as often as necessary BEFORE you click Finish to begin the Export process.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Using Generated Numbering Select Generate. The Image Key Numbering prefix segment shows {Native Filename}. The Parent and Document segments are disabled. a. b. c. d. Enter a Prefix in the Prefix segment. Enter a Page number in the Page segment. Select a Delimiter from the Delimiters drop-down list. If no delimiter is necessary, select (none). The Sample Image Key box is used to check the desired image key format.
Chapter 7, Creating Export Series and Export Jobs The option, Use Filename, allows for data to be initially pre-processed using third party tool, such as Ipro Allegro, and then have that same data processed through Ipro eCapture. Caveats The data that will be processed in Ipro eCapture must have the following characteristics when using this feature: • Consistent Bates numbering scheme.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Encoding Options Select an encoding option from the drop-down list. Options include: • • • Unicode UTF-16 - load files and extracted text are saved in this format if Force ANSI is not selected. Unicode UTF-8 - same as UTF-16 output except for the encoding applied to output files. Force ANSI - Select this option and select a character from the dropdown list.
Chapter 7, Creating Export Series and Export Jobs Autoload into Relativity - Data Extract Job Ensure that Relativity is configured prior to using this function. See Chapter 2, Ipro eCapture Controller and the section Configuring Integration with kCura Relativity on page 2-21 for information about configuring Relativity. 1. Click the Client Management Tab. 2. Do one of the following: • • 3. Do one of the following: a.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) may be necessary to expand the tree to view the data extract jobs. Proceed to Step 4. b. OR Select the Select Export Set option to display a list of Export Sets that were created in QC and then select an Export Set. If neces- www.iprotech.
Chapter 7, Creating Export Series and Export Jobs sary, expand any Export Set Containers to select an Export Set that is stored in a Container. Proceed to Step 4. 4. From the Export Type drop-down menu, select Direct to Relativity. 5. Enter an Export Job Name, or if a default name appears in the field, modify it if necessary. This is the name the system uses for the directory name where the exported data is stored. 6. Select a task table from the drop-down list.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) • • 9. Select an Export Series from the drop-down list. When an existing Export Series is selected, the , appears. When clicked, the Export settings dialogs will not appear; instead the Job is placed in the Job Queue. See the section About Export Series on page 7-264 for background information about Export Series.
Chapter 7, Creating Export Series and Export Jobs Select Export Formats and File Handling Options dialog appears unless was clicked for an existing Export Series. 10. Select from the following options: Export Text Files - select this option to display additional Data Load Formats of LaserFiche, DB/Textworks, and OCR Control.lst. Note: if this option is deselected, then no text files are created except for the VolumeManifest.TXT.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) (Optional) Export Native Files - (Note: When this option is selected along with the Ringtail Image Load File format, the Name file using image key and Copy to output directory options are automatically selected. Starting with version 5.6, the Copy to output directory option was replaced with the option Directory for each native which is located in the last screen of the Export Wizard.
Chapter 7, Creating Export Series and Export Jobs • • • • Outlook - Check this option to export an alternate native file for Outlook files. The default export format is MSG. Lotus Notes - Check this option to export an alternate native file for Lotus Notes files. The default export format is DXL. Outlook Express - Check this option to export an alternate native file for Outlook Express files. The default export format is EML.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) • Replace incorrect extensions - replaces incorrect extensions with correct extensions or missing extensions. Click the link, Apply to selected file types and/or QC Flags, to open the Native File Export Inclusions dialog. By default, all file types are selected and the QC flags are not selected.
Chapter 7, Creating Export Series and Export Jobs 11. Click to display the Merge Data Options dialog. This dialog appears if at least one set of images or text exists in one of the Processing jobs or Export Sets selected for the Export job. Do the following: • 7-226 from the drop-down menu, select the order (Date, Ascending; Date, Descending (default); Name, Ascending; Name, Descending; Custom use the up/down arrows) merge jobs display in the Merge Jobs dropdown menu in the Image tab or View tab.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) • deselect one or more merge jobs. By default, all merge jobs are selected. The “Original” item refers to the original images and text associated with the document. It appears as the last item in the list of merge jobs and remains selected. 12. Click to display the Export Fields dialog.
Chapter 7, Creating Export Series and Export Jobs There are several field types that can be exported. These field types are designated as follows: S (System Fields): These fields only have meaning in the context of an Ipro eCapture export. If a document was viewed outside of the export, none of these field types would apply. Any brackets [] will be removed from the label when exporting. Some of these fields are applicable for endorsement only.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) EXPORT_NATIVE_FILES: Used when exporting native files. Shows export path to the native files. Defaults to Selected fields box when Export Native Files is selected from the Formats and File Handling screen. May be moved from Selected Fields box to Available Fields if required. ABSOLUTE_PARENT_ID: Obsolete - use PARENT_ITEMID instead.
Chapter 7, Creating Export Series and Export Jobs IDENTIFIED_ENCODING: List of encodings, identified by Basis Tech, that exist in the document. VOLUME_NAME: The value is the label for the document’s volume. ORIGINAL_CUSTODIAN: Populates with the name of the custodian the original file belonged to when an item duplicates against another file when doing deduplication at the Project or Client level. BATCHID: Contains the Batch ID assigned for the Discovery Job.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) M (Metadata Fields): These fields were retrieved from documents during processing. Starting with version 2.0, three additional Metadata fields were added. They are: Last Access Date, Last Access Date*DATE ONLY*, and Last Access Date*TIME ONLY*. Last Access Date is a volatile system field. The first time that Ipro eCapture discovers a directory of loose files, Last Access Date will be valid.
Chapter 7, Creating Export Series and Export Jobs The export will always export the non-displayed system fields [BATES_NUMBER] and [ITEM_ID] as the first two fields regardless of field selections shown. All other fields to be exported are displayed in the Selected Fields box and will be exported, in order, named as the field label. The next section, About the Select Export Fields Screen on page 7-23, describes how to populate the Selected Fields box.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Selected Fields: Displays all fields selected from the Available Fields for export. Right-click a field to edit it, use the up or down arrows to reorder the fields. : Click to move a selected field from the Available Fields box to the Selected Fields box. box. : Moves all fields from the Available Fields box to the Selected Fields : Click to move a selected field from the Selected Fields box to the Available Fields box.
Chapter 7, Creating Export Series and Export Jobs To save a new template based on manually selected fields, click the dropdown list, choose Save As, click appears. . The Save Template As dialog Select from the following: • • System Template - available to all Export Jobs Client Template - available only to the Client For System Template or Client Template, enter a meaningful name for the template. • File - saves to a physical .INI file in selected location For a File template (.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Managing Field Templates User created System and/or Client templates can be renamed, edited, deleted, and viewed. From the Controller menu bar, choose Tools > Field Template Management. The Field Template Management dialog appears. Alternate click a template to display the context menu and choose: www.iprotech.
Chapter 7, Creating Export Series and Export Jobs Rename Template- displays the Edit Template Name dialog. Enter a new Template name and click OK. Edit Template - displays the Edit Template name dialog. A different name may be given and the Type can be changed. If the type is changed to Client Template, the dialog expands to display a Client drop-down list where a different Client can be selected. If the type is changed to System Template, the dialog collapses to hide the Client drop-down list.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Or, you can sort attachments by a field that you specify instead of by image key order. For example, you might want to group all of the Microsoft Word attachments together within their parent documents. To do this, you would create a Group based on Application Name (a metadata field), add it to the fields to export, and sort by that field.
Chapter 7, Creating Export Series and Export Jobs a. 7-238 Click to open the Insert Custom Field dialog. Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) b. c. By default, the Type Group is selected. To create a Custom User Field, see the section Inserting Custom User Field Labels on page 7-31. Enter a meaningful name for the group of fields in the Field label field. Select one of the following: Output values as delimited list and select a Delimiter to use from the drop-down list. d. e.
Chapter 7, Creating Export Series and Export Jobs i. j. appears in the Selected Fields box. Notice that G appears in the Type column. G is for Group Field. Repeat steps a) through g) to create additional Group Fields. Click OK to return to the Select Export Fields screen or the Specify Endorsements screen. User Defined Group Field Functions These functions are available from the Select Export Fields dialog only.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) User fields are available for selection in the Specify Summation Options screen and in the Specify Endorsements screen. a. From the Insert Custom Field dialog, select the Type: User. The Insert Custom Field dialog appears. b. c. d. Enter a field label. Enter an optional Field Value. Click OK. The Insert Custom Field dialog closes and the field appears in the Selected Fields box.
Chapter 7, Creating Export Series and Export Jobs To delete the blank field, select it in the Selected Fields box and click the alternate mouse button to display the context menu. (Note: If a User field is needed in either the Summation or Endorsement screens, do not delete the field. Instead move it to the Available Fields box.) Choose Delete User Field. It is removed from the list.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Click Options dialog. to open the Date Field Formatting Legacy Date Field Formatting: By default, this option is selected. Deselect this option to select from the Invalid date options and to select fields for date format handling. Date Field Formatting: If you want to change the date field to a different format, select from the following formats: • • YYYYMMDD YYYY/MM/DD www.iprotech.
Chapter 7, Creating Export Series and Export Jobs • • • MMDDYYYY MM/DD/YYYY DD/MM/YYYY Otherwise, select the option, Do Not Convert Date Fields. Time Format: Select from: • • • 12-hour [displays time in 12 hour format e.g. 1:04] 24-hour [displays time in 24 hour format, e.g. 13:04] Regional [formats the time according to the “default” Regional Settings of the Worker the document is being exported on.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Available Fields: Displays all fields available to be exported. Click the dropdown list located above the field list, and select a specific field type. By default, All Fields display. Ctrl-click to select non-contiguous fields. Shift-click to select a contiguous range. Filter Value - enter a value to filter the list.
Chapter 7, Creating Export Series and Export Jobs 13. 7-246 Click screen. to display the Specify Export Directory and File Options Ipro eCapture User Guide Q1 2014 www.iprotech.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Export Directory Path indicates the directory where the exported data will be saved. Initially, this field shows the area established during workstation setup, but you can click and navigate to a different directory. Export Volume Options Volume Name Enter a name for the CD-ROM label or volume path directory. This field initially uses a number (e.g., 001) as the volume name. This setting is for database files.
Chapter 7, Creating Export Series and Export Jobs Increment in Root or Subdirectory: Root is the default. For Subdirectory, indicate the name of the subdirectory; e.g. 0001. This folder will increment once the Max Data Size (MB) or the number of files specified in the Increment Output Directory field is reached. Click to view a sample of the selected Subdirectory Structure: Root or Subdirectory. The following figure shows a Subdirectory Structure sample. The following figure shows a Root Structure sample.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Z:\EXPORT\Job001\H_\FILES\XLS. Each of these directories will contain the images and extracted text of the respective, original files. If this option is not selected, then only one directory is created: Z:\EXPORT\Job001\IMG_0001; it will contain all of the images. Create load files only: When selected, no images, text files, or native files will be copied to the export output directory. Only load files will be created.
Chapter 7, Creating Export Series and Export Jobs As you populate the Image Key fields, the number displayed in parenthesis, directly to the right of the Field label, will decrement accordingly. The Sample Image Key field is used to check the Image Key as entered. You may change the Image Key as often as necessary BEFORE you click Finish to begin the Export process.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Using Generated Numbering Select Generate. The Image Key Numbering prefix segment shows {Native Filename}. The Parent and Document segments are disabled. a. b. c. d. Enter a Prefix in the Prefix segment. Enter a Page number in the Page segment. Select a Delimiter from the Delimiters drop-down list. If no delimiter is necessary, select (none). The Sample Image Key box is used to check the desired image key format.
Chapter 7, Creating Export Series and Export Jobs The option, Use Filename, allows for data to be initially pre-processed using third party tool, such as Ipro Allegro, and then have that same data processed through Ipro eCapture. Caveats The data that will be processed in Ipro eCapture must have the following characteristics when using this feature: • Consistent Bates numbering scheme.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) Encoding Options Select an encoding option from the drop-down list. Options include: • • • Unicode UTF-16 - load files and extracted text are saved in this format if Force ANSI is not selected. Unicode UTF-8 - same as UTF-16 output except for the encoding applied to output files. Force ANSI - Select this option and select a character from the dropdown list.
Chapter 7, Creating Export Series and Export Jobs 14. Click screens. to display one of two Relativity Workspace and Options This previous screen appears if the API Case Selection option was selected in the Relativity Configuration dialog. See Chapter 2, Ipro eCapture Controller and the section Configuring Integration with kCura Relativity on page 2-21 for more information about the API option. If necessary, expand the workspace categories and select the workspace to receive the data. Proceed to Step 15.
Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) If the API Case Selection option was not selected, the following screen appears. See Chapter 2, Ipro eCapture Controller and the section Configuring Integration with kCura Relativity on page 2-21 for more information about the API option. Enter the Relativity Workspace ID. Proceed to Step 15. 15. Select the option, Copy Files to Repository. 16. (Optional) Click to open Select Directory for Sample Load Files.
Chapter 7, Creating Export Series and Export Jobs overwrite files. Click Yes to overwrite or No to return and select a different directory.) Click OK. The directory is accessed and displays the sample files (CONCORD.DAT and OPTICON.OPT). 17. Under Relativity Settings File: • click Open. for Field Map (.KWE) and browse to the .KWE file. Click If this is for a Data Extract Export Job, it will appear in the Ipro eCapture Controller’s Job Queue. Start the Data Extract Export job.
Export Formats Select Concordance DAT File under Data Load Formats (Process Export Job or Data Extract Export Job). Export to Summation Case If you want to import the Ipro eCapture data into a Summation case, you can have Ipro eCapture create the necessary files, then import those files into the Summation case. 1. Select the Summation export formats: a. b. 2. Select Summation DII File under Image Load Formats for a Process Export Job or under Data Load Formats for a Data Extract Export Job.
Chapter 7, Creating Export Series and Export Jobs @BATESBEG 000000002 @BATESEND 000000002 @MEDIA eDoc @DATECREATED 7/26/2005 @FROM Documentation @DATESAVED 7/26/2005 @APPLICATION Microsoft Word 2000 @D @V 003 IMG_0001\000000002.TIF Directory option creates a DII file entry similar to: @FULLTEXT PAGE ; Record 1 @T 000000001 @DOCID 000000001 @BATESBEG 000000001 @BATESEND 000000001 @MEDIA eDoc @APPLICATION Plain Text @D @I\002\ IMG_0001\000000001.
Export Formats @FROM Documentation @DATESAVED 7/26/2005 @APPLICATION Microsoft Word 2000 @D @I\002\ IMG_0001\000000002.TIF Export to OCR CONTROL.LST File This file can be used for loading OCR text files into a third-party database. The file contains the image key number followed by its image path; one record per line. For example: 000000001,001\Exported_0001\000000001.TXT 000000002,001\Exported_0001\000000002.
Chapter 7, Creating Export Series and Export Jobs When the Ringtail format is selected for either a Processing Export or Data Extract Export Job, the following screen appears after the Export Fields are selected from the Export Fields screen. From this screen you may individually map fields using any one of four data types: • 7-260 MEMO - All fields default to MEMO for new exports. The ‘theMemo’ field will be populated with the field contents. Ipro eCapture User Guide Q1 2014 www.iprotech.
Export Formats • • • TEXT - The ‘theValue’ field will be populated with the field contents. NUMB - The ‘theValue’ field will be populated with the field contents. DATE - If the field source is one of the *DATE ONLY* fields and contains a valid date, the contents will be put into the ‘theValue’ field in dd-MMM-yyyy format. Otherwise, the contents of the field will be put into the ‘theValue’ field exactly as they would for other export formats.
Chapter 7, Creating Export Series and Export Jobs Ipro DLF (Ipro Eclipse) The DLF file is used for loading into Ipro Eclipse. For Process Export Jobs, two files are generated: DATA.DLF and IMAGE.DLF. For Data Extract Export Jobs, one file is generated: DATA.DLF. Select the option Include OCR word coordinates in DLF (located at the bottom of the Export Formats and Handling Options screen) to increase the amount of time it takes to build the load file.
Custom Export Format (Image Load and/or Data Load Format) The Load Formats selected in the Export Formats screen affect the options you can or cannot select in the Select Custom Load Delimiters dialog. Custom Image Load Delimiters: Select a Between Fields delimiter from the drop-down list and an Around Fields delimiter from the drop-down list. The delimiter selection lists show the ASCII character number and a picture of the character to help you choose the correct delimiters. The Example (i.e.
Chapter 7, Creating Export Series and Export Jobs Note: These options are valid for a Data Extract Export Job. Select a Between Fields delimiter from the drop-down list and an Around Fields delimiter from the drop-down list. The delimiter selection lists show the ASCII character number and a picture of the character to help you choose the correct delimiters. The Example (i.e.:) shows you how a record will appear in the export file.
About Export Series The Client Management tree view shows the following hierarchy for a new Client: This hierarchy does not show any user created Series or Export Jobs. The following figure shows the hierarchy (Process) after the user created an Export Series and an Export Job. Notice that ProcessExportJob2 is tied to ExportrSeriesA. Export Jobs that are not tied to a Series (independent) will appear in the hierarchy as shown in the next figure: In this example, there is an ExportSeriesB.
Chapter 7, Creating Export Series and Export Jobs When an Export Series is created for either a Process Export or a Data Extract Export, initial information is entered/selected that includes: the Export Series name, an optional description, and an existing .INI load file (template). For Series linked to Process Exports, you can elect to export the images. The initial information, with the exception of exporting images, is the same for Series linked to Data Extract Exports.
About Export Series The New Series dialog appears. Proceed to Step 2. 2. Do the following: • • • • From the Export Type drop-down list select one of the following: Direct to Disk, Direct to Eclipse, or Direct to Relativity. For Enter an Export Series Name. (Optional) Enter a Description. (Optional) Browse to the .INI file to load previously saved Export settings. 3. Click OK. The Export dialog appears. 4.
Chapter 7, Creating Export Series and Export Jobs • • For a Process Export Series: Proceed to Autoload into Ipro Eclipse Processing Job on page 7-52. Begin with step 9 and follow through the rest of the procedures. For a Data Extract Export Series: Proceed to Autoload into Ipro Eclipse - Data Extract Job on page 7-184. Begin with step 16 and follow through the rest of the procedures.
About Export Series Do one of the following: • • • Click Yes to reset/rollback the volume and image key number information for the Series. For example, if there were three Jobs and the last started Job was the third job with the Volume number of VOL003 and an ending image key number of EXH-0000254, then the next Job for the series would be VOL003 with a starting image key number of EXH0000255 Click No. The next Job’s volume and image key number will not be reset.
Chapter 7, Creating Export Series and Export Jobs See the section Creating a Processed Data Export Job (Export Processed Data/ New Process Export Job) on page 7-3 or the section Creating a Data Extract Export Job (Export Extracted Data/Data Extract Export Job) on page 7-147. Saving Export Settings You can save export settings regardless of completing the export or not. The appears in most Export screens as available. If you click , then the settings up to that point are saved to an .INI file. The .
8 Running Reports In this Chapter Overview ......................................................................... 8-1 Ipro eCapture Legacy Reports ......................................... 8-2 Selecting Legacy Discovery Report Options ........................ 8-3 Selecting Legacy Processing Report Options ....................... 8-4 Selecting Legacy Data Extract Report Options .................... 8-5 Running the Selected Legacy Reports ................................ 8-6 Closing the Report Module ...
Chapter 8, Running Reports All reports can be saved to a .CSV output file and imported into a spreadsheet program. Ipro eCapture Legacy Reports 1. From the Ipro eCapture Controller, choose View > Legacy Reporting from the menu bar to open the Legacy Reports Module. The Legacy Reports Module opens as a separate application. 2. Choose the Client from the drop-down list. The Projects and Custodians for the selected Client appear in the Project/Custodian Filter area. 3.
Ipro eCapture Legacy Reports 4. Select one of the following tabs: • • • 5.
Chapter 8, Running Reports Warning Example For example if you run a Detailed Error Report for a Discovery Job and you see Discovery Warnings listed, they will be classified as either Node or Item. The following example uses two specific tasks that occur during discovery: indexing and extraction. There are other tasks that occur during the Discovery process.
Ipro eCapture Legacy Reports • • • • Filtered Items: List of items not processed due to filter settings. Search Results: List of items selected for processing by search string. De-duplication: List of duplicate items and what they were duplicates of. Office Linked Content: List of hyperlinks and OLE links found in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint documents.
Chapter 8, Running Reports • • • • • • Errors: List of errors encountered during processing. Filtered Items: List of items not processed due to filter settings. Search Results: List of items selected for processing by search string. De-duplication: List of duplicate items and what they were duplicates of. metadata: List of items processed during data extraction that contain metadata.
Ipro eCapture Reports (3.x and later) Ipro eCapture Reports (3.x and later) Multiple jobs of the same type may be selected. For Summary Reports, the data for the multiple jobs will be combined into one report. For Detail Reports, one report will be generated for each job. For example, if you selected three Data Extract Jobs and chose to run a Detailed Items Report, three separate Report windows would open - one for each Data Extract Job.
Chapter 8, Running Reports 1. From the Ipro eCapture Controller, choose View > Reporting from the menu bar to open the Reports Module. The Reports Module opens as a separate application. 2. Choose the Client from the drop-down list. The Projects, Custodians, and Jobs appear, for the selected Client, in a tree view. 3. Select one or more than one of the same job type. 4.
Ipro eCapture Reports (3.x and later) • • Selecting Data Extract Report Options on page 8-12. Selecting Export Report Options on page 8-14. Selecting Discovery Report Options Select from the Discovery Reports options for one or more selected Discovery Jobs: • • • • • • • • Discovery Summary: Summary of items discovered by item type and category. Report lists Node and Item level discovery errors, indexing exceptions, and number of password-protected files.
Chapter 8, Running Reports Item Type Descriptions from the Discovery Report Node level error (e-mail store) indicates that the system was unable to extract a portion of a .PST or an archive. Item level error would be at the file or e-mail level. For example, if a file was password protected we would not be able to index it. Indexing exceptions indicate those Items that errored out completely on indexing. Warnings vs.
Ipro eCapture Reports (3.x and later) Summary Reports: Comprehensive: Combination Report consisting of summaries of discovery, filtering, de-duplication, and processing. If job has metadata fieldnames exceeding 50 characters, the report will show this above the Totals line. Keyword Hits: Summary of keyword hits by phrase and document counts resulting from Flex Processor rules.
Chapter 8, Running Reports Flex Processor Results: List of items not processed due to the rules settings. Columns include Rule (Order), Criteria, Search String, Action, Item ID, File Path, File Name, Extension, and File Size. De-duplication: List of duplicate items and what they were duplicates of. Displays de-duplication settings and Project/Custodian descriptions. For MD5Hash duplicates, the MD5Hash column appears between the columns File Size and Project.
Ipro eCapture Reports (3.x and later) pound complete. Shows a percentage of document population containing search hits. A separate breakdown of search terms is listed below the reports with totals for: Documents, Total Hits, Unique Documents, and Unique Documents Compound Complete. Items: Summary of items processed by type and category. If job has metadata fieldnames exceeding 50 characters, the report will show this above the Totals line. Errors: Summary of errors encountered during processing.
Chapter 8, Running Reports Office Linked Content: List of hyperlinks and OLE links found in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint documents. Custodian Pivot: List of each item encountered as a duplicate. The Report columns are: OriginalItemID, OriginalFileName, DuplicateCustodianInfo (Item IDs and Custodian Names), and DuplicatePathInfo (duplicate ID, container name, , and [discovery path]).
Ipro eCapture Reports (3.x and later) Closing Individual Report Windows Most Reports open in their own separate individual window unless otherwise specified. To close a Report window, click the Close Icon in its title bar. Closing the Report Module The Reports Module is entirely self-contained. You can open more than one instance of the Reports Module without any conflicts. Click the Close Icon in the Report Module title bar. www.iprotech.
Chapter 8, Running Reports 8-16 Ipro eCapture User Guide Q1 2014 www.iprotech.
Appendix A Using the Flex Processor Rules Manager In This Appendix Overview ......................................................................... A-1 Preparation ..................................................................... A-1 Rule Bar Options ............................................................A-6 Using the Rule Set Management Wizard .......................... A-8 Import/Create Rules ..................................................... A-10 Export/Copy Rules ..........................
Appendix A, Using the Flex Processor Rules Manager Each Rule is executed on every single document in the order in which they were defined. Each Rule is an “OR” in the rules list. The selection of two or more criteria in a rule uses the “AND” Boolean logic. The document is given to each rule. If it fits the criteria, it is marked as a rule hit. There may be multiple rule hits, but only one final action.
Preparation The following diagram depicts flex processor rule criteria (document selection, multiple criteria options) as it pertains to an action: process, placeholder, or remove. There is one action per rule. Criteria options includes: date range, search terms, file types, file extensions, file size, ItemIDs/ItemGUIDs, Hash/NIST list, de-duplication (job, custodian, project, client levels). www.iprotech.
Appendix A, Using the Flex Processor Rules Manager The following table contains common action/criteria pairings.
Preparation The Flex Processor Rules Manager screen is shown here. The Flex Processor Rules Manager is comprised of four main sections: • Rule Bar Section: From here you can create New Rules, Save Rules, Discard Changes made to rules, Delete Rules, Preview the Results of the Rules, Access the Rule Set Manager Wizard, and Exit from the Flex Processor Rules Manager. See the section Rule Bar Options on page A-7. www.iprotech.
Appendix A, Using the Flex Processor Rules Manager • • Action section: This section includes naming each rule, specifying what action that Rule will perform, scope criteria, and whether the affected files will be applied a QC flag. See the section Defining Actions for a Flex Processor Rule on page A-15. Criteria Selection Tabs: The selection criteria can be mixed and matched to refine exactly what you are looking for. In some cases, criteria is exclusive and cannot be combined with other criteria.
Preparation Arrows facing Up indicate that the rule is a Search-In-Results based rule. Arrows facing right indicate a New Rule at Level 0, or a dependent/child rule if it is at Level 1, Level 2, etc. See the next section Rule Bar Options on page A-7 for information about New Rules and Search-In-Results rules. Rule Bar Options New Rule: This button activates the Rule for criteria selection.
Appendix A, Using the Flex Processor Rules Manager Tree hierarchy will be used to display the level of dependent rules. For example, Level 0 represents a parent rule. Level 1 would represent the child rule for Level 0. Level 2 would represent the child rule for Level 1.
Using the Rule Set Management Wizard The Flex Processor Preview dialog appears after the rule application status bar closes and applies each Rule to the data collection. The Flex Processor Preview displays an Item level report for the Rules as well as the number of Records. Use this Preview to verify the accuracy of the Rules and their desired results. The following figure shows the Preview fields. These results can be saved to a .CSV file for distribution.
Appendix A, Using the Flex Processor Rules Manager matically moved to the end. (Ipro eCapture prompts with a warning that this occurred.) Only one de-duplication rule can be created using the Wizard. If a de-duplication rule exists when creating a new rule, the de-duplication criteria will be disabled. De-duplication occurs “on the fly” during processing and will not reflect in the effective rules. This is the same case with NIST de-duplication.
Using the Rule Set Management Wizard The first screen in the Rule Set Management Wizard displays four separate main options (as shown in the previous figure). When you select one of these main options and click Next, the next Wizard screen displays additional, related options for the selected main option. The next four sections describe the related options for each main option.
Appendix A, Using the Flex Processor Rules Manager Use current rule (Note: When Edit Rule is clicked, it opens the Rule Template Wizard for further edits. See the section Using the Flex Processor Rules Manager Wizard on page A-47 for information on the options.) If this option is selected, the next screen presents four “category” options. See the section Category Options on page A-12 for more information. OR Create a new rule and set that rule as the current rule.
Using the Rule Set Management Wizard • Don’t use a category - No category will be assigned to any rules. Only the search terms will appear. Note: If any one of the other “category” options are selected, a Field Mapping Utility preview screen appears that displays the contents of the selected Search Terms file. In the example indicated on page A-11, a pipe delimiter was used to separate the search term field from the category field.
Appendix A, Using the Flex Processor Rules Manager • • • Use each search term as the category - This creates a category named the same as the search term. The import file has a category entry for each search term - The category will be included in the search term import file as a second field. Use a specific (user-defined) category for all search terms - This applies whatever you enter or select as the category.
Using the Rule Set Management Wizard Defining Actions for a Flex Processor Rule There are 5 Action options of criteria that can be used to create any Rule. Only 2 Action criteria are required for every created Rule: Action and Scope. Rule Title: Assign a (singular) Rule Title to reflect the Action and Criteria. If you choose a Placeholder Action, the Rule Title will display on the created placeholders. A Rule Title can be a full page or narrative. A maximum of 750 characters is permitted.
Appendix A, Using the Flex Processor Rules Manager the number of pages below the set threshold value and all subsequent pages are blank. (This behavior is new starting with version 2013.1.0.) Convert to PDF: Converts documents to text-based PDF files that are PDF/A compliant. Uses dynamically created PDF print drivers (PDFCreator). Documents will be converted via PDF-XChange drivers and single page PDFs become the intermediate output.
Using the Rule Set Management Wizard cates and/or the Data Extract Job Duplicates options are not selected under the General Criteria Tab. If either or both of these options are selected, the Scope options change to: Maintain compound document structure and Treat documents individually. The four scope criteria options are as follows: 1. Apply this rule to all items of a compound document if the parents match: The action will be performed on a file if the criteria match the file or the file's parent.
Appendix A, Using the Flex Processor Rules Manager Customizing Placeholders Custom placeholders can be created for each rule in a Processing Job. To utilize this option the ‘Action:’ must be set to ‘Placeholder’ or ‘Placeholder with Document Text’ to display the Customize Placeholder option ‘Select metadata fields’. Customize the placeholder by selecting from Available Fields: ‘All Fields’, ‘System’, ‘Flags’, ‘Metadata’, and ‘User Defined’.
Using the Rule Set Management Wizard 2. Click Select metadata fields to display the Custom Placeholder Configuration dialog. 3. Click the drop-down list located above the Available Fields list, and select a specific field type. By default, All Fields display. To further narrow the field list, enter a value in the Filter Value field located below the Available Fields list. For example, to see only those fields that contain the word “date”, enter date and click delete the value and click www.iprotech.
Appendix A, Using the Flex Processor Rules Manager : Click to move a selected field from the Available Fields box to the Selected Fields box. : Click to move a selected field from the Selected Fields box to the Available Fields box. : Opens the Insert Custom Field dialog where you can create new group fields and new user fields. Inserting Custom Group Fields is discussed in Chapter 7, Creating Export Series and Export Jobs in the section, Inserting Custom Group Fields on page 7-27.
Using the Rule Set Management Wizard Line Spacing: Determines the number of lines or font points that separate each metadata field. Options include None, Single, 1.5 Lines, and Double. Single is the default. Truncation: Determines the number of characters at which the field value will be truncated. Default value is 128 characters. www.iprotech.
Appendix A, Using the Flex Processor Rules Manager Date Field Formatting Options Click Options dialog. to open the Date Field Formatting Legacy Date Field Formatting: By default, this option is selected. Deselect this option to select from the Invalid date options and to select fields for date format handling. Date Field Formatting: If you want to change the date field to a different format, select from the following formats: • A-22 YYYYMMDD Ipro eCapture User Guide Q1 2014 www.iprotech.
Using the Rule Set Management Wizard • • • • YYYY/MM/DD MMDDYYYY MM/DD/YYYY DD/MM/YYYY Otherwise, select the option, Do Not Convert Date Fields. Time Format: Select from: • • • 12-hour [displays time in 12 hour format e.g. 1:04] 24-hour [displays time in 24 hour format, e.g. 13:04] Regional [formats the time according to the “default” Regional Settings of the Worker the document is being exported on.
Appendix A, Using the Flex Processor Rules Manager Date field formatting options are set at the Job level. Available Fields: Displays all fields available to be exported. Click the dropdown list located above the field list, and select a specific field type. By default, All Fields display. Ctrl-click to select non-contiguous fields. Shift-click to select a contiguous range. Filter Value - enter a value to filter the list.
Using the Rule Set Management Wizard 3. Click . The Enter Description dialog appears. 4. Enter an optional description. A maximum of 100 characters is permitted. Use a single space if a description is not necessary. 5. Click OK. A dialog prompt appears stating Placeholder saved as ID n. The settings are saved to the CONFIG database. 6. Click OK to close the Custom Placeholder Configuration dialog.
Appendix A, Using the Flex Processor Rules Manager 2. Click 3. Select a Stored Placeholder. 4. Click 5. Click Yes to delete the placeholder. A-26 to open the Load Stored Placeholder dialog. . The Confirm Deletion dialog appears. Ipro eCapture User Guide Q1 2014 www.iprotech.
Defining Selection Criteria Defining Selection Criteria General Criteria Tab Options All Files: A rule with this option selected will apply to all of the files in the Processing Job. It is typically used as the first Rule in a Rule set so you can start with everything and then remove or placeholder certain files based on more specific criteria. From the Action drop-down list select Image (if a Processing Job) or Data Extract (if a Data Extract Job).
Appendix A, Using the Flex Processor Rules Manager If Advanced Duplicate Checking is enabled, then MD5 hash matches are verified with bit-by-bit comparison before being flagged as a match. File Name Match requires that the filenames of the two files (loose files only, not e-mails) must be the same. Bit-by-bit comparison and file name comparison does not occur for e-mail types. (If de-duplication is selected all other criteria is not available.) A file is checked for duplication when a job starts.
Defining Selection Criteria In addition, versions prior to 6.1 would treat children as originals unless otherwise specified. An example follows when de-duplication is enabled: Compound Doc Scope = MAINTAIN STRUCTURE Child items still inherit the status of the parent. If the parent is deduplicated, the child is also de-duplicated. Loose (independent) files can still be filtered if they match the rule criteria or are not selected by rule criteria (no Effective Rule).
Appendix A, Using the Flex Processor Rules Manager Excel1 EM1 Doc1_Att Tiff1_Att Excel1_Att the loose files are now considered originals. The parent is checked against these two files; it is not a duplicate, so it is not removed. The attachments, though duplicates of the loose files, inherit the status of the parent, and are also not removed. b) Treat Documents Individually: The file is evaluated independent of its family.
Defining Selection Criteria Allow Child Originals: Allows documents, including loose files, to de-duplicate against child documents. If unchecked, forces duplicate checks at the parent level only. This option is disabled for the Scope: Treat documents individually. File Size: When File Size is selected for a rule, it applies to the files in the Processing Job which have sizes on disk of either greater than or equal to, or less than or equal to, the size specified. The size is expressed in KB.
Appendix A, Using the Flex Processor Rules Manager File Extensions: You can specify specific extensions of files you do not want to process. Click Add... to add the extension to the list. Repeat for each extension. To import a list of file extensions from a .CSV file, click Load From File. Select the .CSV file and click Open. An Import From File progress bar appears. If any errors were encountered during the import, such as duplicates, an Information dialog appear with the errors. The .
Defining Selection Criteria To limit discovery to files created within a specific date range: 1. Select the option Filter by Date. 2. Specify the date range (Start Date and End Date) for files that you want to select. Only files whose dates fall within the selected range will be selected during discovery sessions. Note: If the work is ongoing, use an end date as far into the future as possible so you may re-use the Rule, if necessary. The filter starts/ends at midnight on the selected date. 3.
Appendix A, Using the Flex Processor Rules Manager Search Criteria Tab Options If you do not run a search, then every item from the Discovery Job will be selected. Otherwise, you can run a search and specify the search criteria when creating Data Extraction Jobs or Processing Jobs. If the option, Create dtSearch index during initial discovery, was deselected for a new Discovery Job, then searching is not available for a new Processing Job that includes that non-indexed Discovery Job.
Defining Selection Criteria Search Request box: Where the search phrase or the search words are entered. During a word search, parents are automatically selected when a child meets a search requirement. The compound document settings determine this behavior. Using Previous Searches Click located in the upper right portion of the Search Request box to display the Search Request dialog.
Appendix A, Using the Flex Processor Rules Manager This feature allows you to use the same search options and search string for a new Processing and/or Data Extract Job rather than manually selecting the search options again and retyping in the same search string. Note: If you Cancel out of this dialog, then the search terms remain unchanged. 1. Select the search item in the listview screen. When you select it, you will see its search string displayed in the text box below.
Defining Selection Criteria • • All Words: This search request is similar to Any Words (previous bullet item), with the exception that all of the words in the search request must be present for a document. Boolean Search: Activates and, or, not, w/5, w/25, and fields under the Search Request box. Use these as you compose your search request. The following table describes Boolean examples/interpretations and additional search options.
Appendix A, Using the Flex Processor Rules Manager Click to display the Search Fields dialog. Select the metadata field from the list and click OK. For example, if you selected Filename, the Search Request box would contain the following: From the Search Request box: (Filename contains ( )) A-38 Ipro eCapture User Guide Q1 2014 www.iprotech.
Defining Selection Criteria The cursor automatically appears between ( )) ready for an entry. Enter the filename. The finished result would look like this: From the Search Request box: (Filename contains (ProfessionalReport.doc)) To select an additional metadata field, click instructions. .
Appendix A, Using the Flex Processor Rules Manager • Natural Language: Automatically weights the words in an “Any Words” search to disregard words such as AND and OR and focus on the more relevant, less frequently found words. An example follows: Enter the terms Find the memo on ski-induced paralysis to weight “ski-induced” and “paralysis” very high in the search results, helping to weed out hits for “memo”. Stemming: Extends a search to cover grammatical variations.
Defining Selection Criteria Fuzzy Searching: Finds words even if they are misspelled. A search for alphabet with a fuzziness of 1 would also find alphaqet. With a fuzziness of 3, the same search would find both alphaqet and alpkaqet. It is useful for text that may contain typographical errors or that has been imaged and OCRed. Use the slide meter to adjust the fuzzy search level.
Appendix A, Using the Flex Processor Rules Manager • • • • • • ItemID Name of the File Score (Percentage Value) Hits - total number of search terms that appear in a single document. For example, the number 7 may indicate that a single term appeared 7 times in the document or that 2 terms appeared, one term 3 times and the other term 4 times. Location (File’s path) Size of the File Select an item and click to view the file in its native application.
Defining Selection Criteria Advanced Criteria Tab Options There are several new ways to select files for action mapping. These different selection types depend on hash values or Item IDs, which need to be identified in order to be used. The NIST NSRL files have already been identified through NIST. Keep in mind that when loading or importing lists, the existing list is overwritten. If you want to import more than one list, create a separate, additional Rule.
Appendix A, Using the Flex Processor Rules Manager Import from Another Job ItemIDs can be imported from another job by clicking Import from Job dialog appears. 1. Select the job from which to import items. 2. Select one of the following: • • A-44 . The Items Processed - Specify which statuses (e.g. Queued, Error, etc.) to import. Items with no effective rule - This option allows for the capability of using all items not in the results of the selected job. Ipro eCapture User Guide Q1 2014 www.
Defining Selection Criteria The Flex Processor Rules Manger will then place the Item IDs that meet those criteria into the list. Load from File Click if you want to load a file of ItemIDs or ItemGUIDs into a rule. The file’s format should be one ItemID or one ItemGUID per line, with no punctuation. Only the ItemIDs or ItemGUIDs that are already part of the selected Discovery Jobs of the current Job will be included.
Appendix A, Using the Flex Processor Rules Manager Custom Hash List Matches: (Note: The hash lists must be loaded before using this feature. See Chapter 2, Ipro eCapture Controller and the section Loading the Hash Lists on page 2-23 for loading hash list information.) This is an exclusive criterion (it cannot be combined with other criteria). In most cases, the Action will either be Remove or Placeholder.
Using the Flex Processor Rules Manager Wizard See Chapter 7, Creating Export Series and Export Jobs and the sections Use filename: Formerly called Use filename for Image Key. on page 7-49 or Using Generated Numbering on page 7-179 for specific information regarding the Use Filename for Image Key feature and the caveats for the data to be exported. This feature is grayed out and not available until the Discovery Job has completed. Click or to load all Parent item IDs or Children item IDs (respectively).
Appendix A, Using the Flex Processor Rules Manager When you click General Options. to start the New Rule Wizard and display the See the section General Criteria Tab Options on page A-27 for information on the options in this screen. After selecting the options, click Next to display the Date Range Filtering Options. A-48 Ipro eCapture User Guide Q1 2014 www.iprotech.
Using the Flex Processor Rules Manager Wizard See the section Date Criteria Tab Options on page A-32 for information on the options in this screen. After selecting the options, click Next to display the Search Options. See the section Search Criteria Tab Options on page A-34 for information on the options in this screen. After selecting the options, click Next to display the Advanced Options. www.iprotech.
Appendix A, Using the Flex Processor Rules Manager See the section Advanced Criteria Tab Options on page A-27 for information on the options in this screen. After selecting the options, click Next to display the Title and Action Options. See the section Defining Actions for a Flex Processor Rule on page A-15 for information on the options in this screen. After selecting the options, click Next to display the Summary Information. A-50 Ipro eCapture User Guide Q1 2014 www.iprotech.
Using the Flex Processor Rules Manager Wizard Do any of the following that apply: • Go back through the screens if you need to change any settings. • Click to create another rule. The system displays the General Criteria screen. Proceed to create a new rule. • Click to close the Rule Wizard. The Rule appears in the Current Filtering Rules list (Processing Job Options or Data Extract Job Options:Filtering Tab). www.iprotech.
Appendix A, Using the Flex Processor Rules Manager A-52 Ipro eCapture User Guide Q1 2014 www.iprotech.
Appendix B Fail Task Warning Messages Overview This Appendix lists Fail Task types and their associated warning messages detailing the impact of failing the task. Not all task types can be failed. Failing tasks is performed from the Controller’s Worker Status Information tab - Activity grid. (Note: Failing tasks is not available in the Limited Controller.) See Chapter 2, Ipro eCapture Controller and the section Worker Status Information Tab View on page 2-49 for information on how to fail a task.
Appendix B, Fail Task Warning Messages Fail Task Type Warning Given ExtractMessagesFromLotusStore, ExtractMessagesFromLotusStoreFolder Failing this task will prevent any messages from being extracted from this group of files. ExtractFilesFromArchive Failing this task will result in no files being extracted from this archive. ExtractEmbeddedFilesFromFile Failing this task will prevent embedded files or e-mail attachments from being extracted from this file.
Overview Fail Task Type Warning Given DataExtractNotesPreparedDocument Failing this task will result in a data extract task being inserted for this file. ApplyFlexProcessorRule Failing this task will result in the rule being set to error status and the job being returned to unstarted status after rule application completes. www.iprotech.
Appendix B, Fail Task Warning Messages B-4 Ipro eCapture User Guide Q1 2014 www.iprotech.
Appendix C Lotus Notes In This Appendix Overview ......................................................................... C-1 Locating the User ID File .................................................C-1 Copying the User ID File ..................................................C-2 Switching the ID.............................................................C-3 Changing the Password ...................................................C-4 Switching Back to the Original User ID (if necessary) ..........
Appendix C, Lotus Notes 3. Click . The User Security dialog appears and shows the location of the ID file in the ID File field located in the Who You Are section. 4. Make note of the location. 5. Close the User Security dialog. Copying the User ID File 1. Open Windows Explorer and navigate to the path where the User ID file is located. 2. Make a copy of the User ID file. This copy will be used for switching the ID. C-2 Ipro eCapture User Guide Q1 2014 www.iprotech.
Overview Switching the ID 1. From the Lotus Notes menu bar, choose File > Security > Switch ID. A prompt dialog appears stating the Lotus Notes Client supports multiple users. 2. Click Yes. The Choose User ID to Switch To dialog appears. 3. Select the Copy of the ID file. 4. Click Open. The Password dialog appears. 5. Enter your password. www.iprotech.
Appendix C, Lotus Notes 6. Click . 7. Choose File > Security > User Security. The User Security dialog appears. 8. Ensure the ID File is the copy that was created under the section Copying the User ID File on page C-2. 9. Leave the User Security dialog open. 10. Proceed to the section Changing the Password on page C-4. Changing the Password 1. From the User Security dialog, click dialog appears. 2. Enter your password. C-4 Ipro eCapture User Guide Q1 2014 . The Password www.iprotech.
Overview 3. Click 4. Click 5. Click Yes. A prompt appears stating the password change succeeded. 6. Click OK to return to the User Security dialog. 7. Close the User Security dialog. The Copy of User ID file may be opened from this point without having to enter a password. www.iprotech.com 877-324-4776 . The Change Password dialog appears. . A prompt appears to confirm choice for No Password.
Appendix C, Lotus Notes Switching Back to the Original User ID (if necessary) 1. From the Lotus Notes menu bar, choose File > Security > Switch ID to display the Choose User ID to Switch To dialog. 2. Select the original User ID file. 3. Click Open. The Password dialog appears. 4. Enter the original password. 5. Click 6. Exit Lotus Notes. . Applying the Lotus Notes .ID to Password Protected Files This procedure only works with Lotus Notes 8.5x Basic and Ipro eCapture 4.1.x and later.
Applying the Lotus Notes .ID to Password Protected Files You should now have a new folder with the .NSF, .ID and .PWD file in it; no other files should be included. When you discover this folder, Ipro eCapture will open the NSF and find that it is Password protected. A pop up dialog appears noting that it is password protected and it will prompt for the password. Give Ipro eCapture a few seconds and it will insert the password in and the box will disappear. www.iprotech.
Appendix C, Lotus Notes C-8 Ipro eCapture User Guide Q1 2014 www.iprotech.
Appendix D LFP Files In This Appendix Overview ......................................................................... D-1 Changing Boundaries ...................................................... D-5 Adding Information to Images ........................................ D-8 Highlighting Search Text ............................................... D-12 Removing Information from Images ............................. D-14 Moving Images .............................................................
Appendix D, LFP Files • Using the Ipro Tech Utility program to export a project range or export volume entries You can view and edit an LFP file using a text editor. Each record (or line) in the LFP file begins with a 2-letter code that determines the action that line will perform. Commas separate each part of the record. The sequence of the records in the file does not matter.
Overview • • Using the View/Update Boundaries function in the Ipro Tech Utility program to insert boundary definitions. Importing another LFP file that provides the image’s new boundary. Ipro Tech supports Group IV TIFF files, JPEG, PDF, PNG, PCX, BMP, and two internal formats: STF and IMG (no longer used). Importing a New Page (IM) This command is used to build the image master database for a project or to append additional image master records to an existing project.
Appendix D, LFP Files [Offset] is the location of the Ipro Tech image in the file. If your images are standard single image files, the offset for each record will be 0 (zero). For example, the fourth image in the file has an offset of 3. [Unique Filename] is the complete filename and path to the image. The first part of the filename portion is the volume name. All volume names are preceded by the at sign (@). If the volume name is supplied, the drive letter is not necessary.
Changing Boundaries 99 - Placeholder [Rotate] is the degree that a page is rotated. This setting is not present until the image has been rotated. Values include: 0=0, 1=90, 2=180, 3=270 Example 1 IM,ALG-1-000001,S,87576658,0000001K.TIF;2 IM,ALG-1-000001,S,87576658,0000001K.JPG;1 This example shows two Ipro Tech image master records for the same image. The first image is upside down and the second image is rotated 90 degrees to the right. Example 2 IM,0001,F,1,@FLD02;IMAGES\00\00;0000.
Appendix D, LFP Files Setting an Image’s Boundary Flag (BF) This command sets the boundary flag to the value specified in the LFP file. If you do not supply a boundary flag parameter in the command, you will delete any current boundary flag and the image will become a page. The boundary flag must match one of the boundary flags specified in the project setup. Format: BF,[Image Key],[Boundary Flag] Examples: BF,ALG-001,B This example marks ALG-001 as the first image in a Box.
Changing Boundaries BM,ALG-010, This example turns ALG-010 into a page in a document. Grouping a Range of Images (BR) This command can be used to group a range of images together. For example, you can group 100 images into a single folder while retaining their document and child settings. Because the syntax of the BR command includes an image key begin/end range, you can easily modify an ASCII file of begin/end ranges and use the BR command to set document breaks.
Appendix D, LFP Files This example groups 99 images into a single folder. Any images in the range ALG-002 through ALG-099 that are set to Document and Child will retain their boundary settings. If ALG-100 is not already set to Folder or higher, it will be set to Folder in order to prevent it from being unintentionally grouped with the image range specified in this BR command. Assigning Level Codes (LC) This command is used for tracking physical binding elements of a scanned collection.
Adding Information to Images IO is the identifier that tells the system this is an information field import process. [Image Key] is the image key to which the information field is to be applied. [Information Field Number] is the field number assigned to the information. Valid information field numbers are 1, 2, 3, 4, 5, 6, 7, 8, 9, and 10. You can use a single file to load multiple fields into the same image key. You must have a separate record for each information field number.
Appendix D, LFP Files Importing Boundary (Folder) Descriptions (FD) Ipro Premium Scan enables imaging shops to capture descriptive names to aid in reviewing an image collection. These descriptions are called “folder descriptions” because they provide an efficient way to capture the name of a manila folder (or other physical binding element) at scan time.
Adding Information to Images Creating a New Issue Tag (IN) You can create a new issue tag without applying it to any images. The Ipro View user can add the tag to their palette and apply it to images as they work. Format: IN,[Issue Name] IN is the identifier that tells the system to create the new issue tag. [Issue Name] is the name of the tag being created, such as marginalia or correspondence. Limit: 40 characters. Example: IN,Correspondence This command creates a tag called Correspondence.
Appendix D, LFP Files Highlighting Search Text Full Text Search Highlights (FT) This LFP command provides the search words for an image along with the necessary information to highlight the word when it is found in an OCR text search. Each command in the LFP file starts with the command FT, followed by the search word and the word’s size and position on the page. If the OCR program provides the level of confidence, it is preceded by a colon.
Highlighting Search Text To view the original document, open the project in Ipro View, navigate to the image and click the button in the Ipro View toolbar. If the currently displayed image does not have an OF command loaded, this button is disabled. Format: OF,[Image Key],[Unique Filename (complete filename and path to the file)],[Page in File] OF is the identifier that tells the system this is an original filename (EDD) record.
Appendix D, LFP Files Including OCR Text in the LFP File (OI) An option in Ipro OCR, Include Original OCR Text in Ipro LFP File, will automatically include the OCR text in the LFP file when it generates the Word List LFP file during OCR processing. For every image OCRed, the LFP file will contain the LFP command OI, followed by the Image Key, and then the OCR text for that image. This command and its data will follow the FT command and its data for each image in the LFP file.
Removing Information from Images Format: IO,[Image Key],[Information Field Number],[leave information empty] IO is the identifier that tells the system this is an information field import process. [Image Key] is the image key from which the information field data is to be deleted. [Information Field Number] is the field number assigned to the information. Valid information field numbers are 1, 2, 3, 4, 5, 6, 7, 8, 9, and 10. You can use a single file to load multiple fields into the same image key.
Appendix D, LFP Files [Image Key] is the image key from which the issue is being removed. [Issue Name] is the name of the tag being removed, such as Marginalia or Correspondence. Example: RT,ALG-1-000006,Correspondence Moving Images These commands effectively move or rename an image or volume. Moving an Image File to Another Volume (VF) This command updates the volume location for the filename. It does not change the image key.
Moving Images This example applies to any Ipro Tech supported image format. In the above example, the volume location for the filename LH200007.TIF is changed to the DEMO volume under the IMAGES subdirectory for an Ipro Tech image type 2 (.TIF). Changing the Location of a Volume (VN) This command updates storage location. Format: VN,[Volume Name],[Storage String][Access Type] VN is the identifier that tells the system that this is a volume name record. It is required. [Volume Name] is required.
Appendix D, LFP Files Changing an Image’s Filename (FN) This command changes an image’s filename. If this is a standard single image file and the filename appears in more than one directory in the project, the command must include the complete path to each image key. The Offset is the position of the Ipro Tech image in the file. If the images are standard single image files, the offset will be 0 (zero) for each record.
Removing Images from a Project Removing Images from a Project Removing a Single Page (RP) You may occasionally want to remove records from the image master database. For example, you might need to delete images that have been rescanned for corrections. This command removes the requested image keys and all associated tags and annotations from the database. Format: RP,[Image Key] RP is the identifier that tells the system this is a Remove Page function. [Image Key] is the image key to be removed.
Appendix D, LFP Files Securing Images If you restrict individual images, only users with special privileges can view them. The project must be set up to support restricted images. Restricting a Page from Being Viewed (SR) This command restricts a page from being viewed or included in image sets. Users who have the View Restricted Images, Full Project Level Update, or System Level Administration privileges will be able to view the restricted images.
Comment Line (##) Example: ##,This is the new path for the volume. www.iprotech.
Appendix D, LFP Files D-22 Ipro eCapture User Guide Q1 2014 www.iprotech.
Appendix E Password Protected Detection OutsideIn File Types Overview This list represents a default list of file types that are checked for password protection if the Discovery Job option, Enhanced Password Detection, is selected in the Discovery Options dialog box. See Chapter 5, Creating Clients, Projects, Custodians, and Jobs and the section Setting Discovery and Indexing Options on page 5-35.
Appendix E, Password Protected Detection OutsideIn File Types 1470, FI_ENCRYPTED_EXCEL2007_BINARY 1482, FI_ENCRYPTED_EXCEL2010 1483, FI_ENCRYPTED_EXCEL2010_BINARY 1637, FI_ENCRYPTED_PPT2007 1819, FI_ENCRYPTED_UNKNOWNMSFTOFFICEDOC 2228, FI_ENCRYPTED_PPT2010O Microsoft Access 1218, FI_ACCESS1, Microsoft Access 1222, FI_ACCESS7, Microsoft Access 7 1229, FI_ACCESS2000, Microsoft Access 2000 1230, FI_ACCESS2007, Microsoft Access 2007/2010 1231, FI_ACCESSWEBDATABASE, Microsoft Access Web Database 1232, FI_ACCES
Overview 1448, FI_EXCEL2002, Microsoft Excel 2002 1451, FI_EXCEL2003, Microsoft Excel 2003 1455, FI_EXCEL2007, Excel 2007 1457, FI_EXCEL2007_BINARY, Excel 2007 Binary format 1458, FI_DRM_EXCEL, Excel DRM 1459, FI_DRM_EXCEL2007, Excel 2007 DRM 1464, FI_EXCELTEMPLATE2007, Excel Template 2007 1465, FI_EXCEL2007_MACRO, Excel Macro Enabled 1466, FI_EXCELTEMPLATE2007_MACRO, Excel Template Macro Enabled 1467, FI_EXCELXML2003, Microsoft Office Excel 2002/2003 XML 1471, FI_EXCEL2007_ADDINMACRO, Excel 2007 Addin Mac
Appendix E, Password Protected Detection OutsideIn File Types Microsoft Word 1000, FI_WORD4, Word for DOS 4.x 1001, FI_WORD5, Word for DOS 5.x 1029, FI_MACWORD3, Mac Word 3.0 1030, FI_MACWORD4, Mac Word 4.0 1052, FI_MACWORD4COMPLEX, MACWORD4COMPLEX 1054, FI_WINWORD1, Word for Windows 1.x 1055, FI_WINWORD1COMPLEX, Word for Windows 1.x 1064, FI_WINWORDSTAR, Wordstar for Windows 1065, FI_WINWORD2, Word for Windows 2.0 1073, FI_MACWORD5, Mac Word 5.x 1076, FI_WORD6, Word for DOS 6.0 1082, FI_WINWORD6, Word 6.
Overview 1314, FI_WINWORDTEMPLATE2007, Unused as new schemas of Office do not differentiate them 1317, FI_DRM_WORD, Word DRM 1318, FI_DRM_WORD2007, Word 2007 DRM 1327, FI_WINWORD2007_MACRO, MS Office 12 2007 Word - Macro Enabled XML format 1328, FI_WINWORDTEMPLATE2007_MACRO, MS Office 12 2007 Word Template - Macro Enabled XML format 1336, FI_WINWORD2010, MS Office Word 2010 1337, FI_WINWORDTEMPLATE2010, MS Office Word 2010 Template 1338, FI_WINWORD2010_MACRO, MS Office Word 2010 Macro 1339, FI_WINWORDTEMPL
Appendix E, Password Protected Detection OutsideIn File Types 1567, FI_POWERPOINTMACB4, Mac PowerPoint 4.
Overview 2240, FI_POWERPOINTSLIDESHOW2013_MACRO, PowerPoint 2013 Slideshow Macro Enabled Microsoft Project 1223, FI_MSPROJECT98, Microsoft Project 98, 1224, FI_MSPROJECT2000, Microsoft Project 2000 1225, FI_MSPROJECT2002, Microsoft Project 2002 1226, FI_MSPROJECT2007, Microsoft Project 2007 1228, FI_MSPROJECT2010, Microsoft Project 2010 Microsoft Visio 1586, FI_VISIO4, VISIO4 1595, FI_VISIO5, Visio 5 1597, FI_VISIO6, Visio 6 1607, FI_VISIO3, VISIO3 1631, FI_VISIO2003, Visio 2003 2012, FI_XML_VISIO, XML V
Appendix E, Password Protected Detection OutsideIn File Types to This will write debug output to the log files into the same location as the Worker log. The log files are named "ServiceHost-log4net[Premium EDD Driver ].log. E-8 Ipro eCapture User Guide Q1 2014 www.iprotech.
Appendix F Glossary _ImageKeyErrors.TXT: Contains image key errors encountered during export. _ImageKeyWarnings.TXT: Contains image key warnings encountered during export. .LFP File: Also referred to as a load file. A file used to load images and image data into the Ipro View database. Each record in the file contains a 2-letter command followed by various parameters, such as the image key and the data to be loaded. .LOG File: A file that shows the status of a process.
Appendix F, Glossary Blank Page Threshold: A value (in bytes) that is used to determine whether Ipro eCapture should discard any file, as a blank page, that is below the indicated threshold value. Busy: From the Worker Status Information Tab, Status column. All threads are currently performing a task. Categories: In Ipro eCapture, used to describe the file type(s) by which to open a QC Job. Client: The highest level in the Ipro eCapture hierarchy. A Client is required to create Projects.
Database: A 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).
Appendix F, Glossary Discovery: Process used to determine file type(s) to later be processed. The process of making data known to the Ipro eCapture system and assigning an index value to this data. Document: In Ipro eCapture, refers to an electronic file (letter, spreadsheet, slideshow, etc.) that can be discovered; or discovered and processed. Electronic Data Discovery (EDD): The act or process of discovering data by using a computer and appropriate software.
GUID: Globally Unique Identifier - In Ipro eCapture, used to more positively identify Ipro eCapture items records. Can be selected as a Content Type when performing a Data Extract Job - Data Extract Import. Also available as an Advanced Criteria option in the Flex Processor. ID: In the Ipro eCapture Controller, a number assigned (through the SQL database) to every Project, Discovery Job, or Processing Job. Inaccessible Path: From the Worker Status Information Tab, Status column.
Appendix F, Glossary Load File: A file used to load images or data into a third-party application such as Concordance® or into Ipro Tech’s Suite. In Ipro eCapture, these load files are created during the export process. Several load file formats are available. Low Disk Space: From the Worker Status Information Tab, Status column. The free space available on the network storage used by eCapture has dropped below the allowable limit.
Page Threshold: a setting (in page numbers) used for bypassing larger files and inserting a placeholder for them. For example, if you set a threshold page value of 10, then Ipro eCapture will process items with 1 to 10 pages and insert a placeholder for items with 11 or more pages. Page Threshold Report: Shows a list of processed items that exceeded the page threshold. The page threshold is set under the Processing Option, General Options tab.
Appendix F, Glossary Project Priority: In Ipro eCapture, a project’s priority (place in the queue) can be changed. Priority values range from 1 to 10 with 1 representing the highest priority. When a project’s priority is changed from 5 to 1 for example, then it will be moved into the appropriate position in the Project Tree of the Client Management tree view. Project: In Ipro eCapture, the level beneath Client in the hierarchy. Projects can have one or more Custodians.
Ready Unlicensed: From the Worker Information Status Tab, Status column. The Worker is Ready, but there are more Workers than licenses and the Queue Manager has designated this worker as unlicensed. Restricted Documents: Though multi-threaded processing is supported, certain document types can only be processed one at a time. For example, when using Internet Explorer to print HTML documents, we are forced to set a systemwide default printer.
Appendix F, Glossary WorkerAgent.LOG file: Located in the path of ...eCapture\Worker, this file records information related to the worker agent and worker restarts. WorkerDiagnostics.LOG file: Located in the path of ...eCapture\Worker, this file records status information every time worker diagnostics is run. Zero-byte File: Files that contain no data. Zero-byte Files Report: Two types are available - Discovery Reports tab - A discovery report that lists any discovered items with zero length.
Index Symbols B .
Index viewing 2-3 testing, connection of 2-4 Worker Status Information Tab, described 2-49 creating clients 5-3 custodians 5-8 data extract import processing jobs 5-56 data extraction export job 7-147 data extraction jobs 5-94 export jobs 7-3 processing jobs, standard 5-51 projects 5-4 Task Tables 2-13 custodians creating 5-8 described 5-8 custom image load file formats 7-262 D data extraction job options described 5-97, 5-102 data extraction jobs creating 5-94 creating import data extraction job 5-98 des
Index IPRO Eclipse autoloading 7-52, 7-184 IPRO Eclipse DLF format 7-262 kCura Relativity autoloading 7-100, 7-218 OCR CONTROL.LST file 7-259 Ringtail format 7-259 save settings to an .INI file 7-86, 7-209 sets 7-264 Summation Case 7-257 export job completed data extract 7-6, 7-55, 7-103, 7-187, 7-221 creating from existing export series 7-269 creating processed data 7-3 export series, creating 7-266 export series, deleting 7-268 export series, editing 7-268 exporting .
Index indexing discovery job options 5-41 exceptions errors 8-3, 8-10 items shown 2-53 search 5-43 info only fields removing data D-14 information only fields appending to (in .LFP file) D-9 loading (in .
Index P page removing a restriction (in .LFP file) D-20 restricting (in .
Index stopping execution of 3-14 testing connection of 3-4 Queue Status Information Tab components described 2-51 R records displaying group that meets criteria 6-58 modifying fields of 6-50 sorting columns of 6-52 Relativity exporting, autoloading into 7-100, 7-218 removing all tags from a page D-15 image records from a project D-19 info only field data D-14 tag D-15 reports closing application 8-6, 8-15 custodian pivot 8-12, 8-14 described 8-1 discovery, running 8-3, 8-9 export 8-14 extract, running 8-5
Index U described 2-27 functions accessed from 2-46 refreshing 2-48 searching in 2-46 sorting 2-29 unknown files described 6-99 reprocessing 6-99 user guide caution icon, explained 1-7 conventions used 1-7 described 1-5 note icon, explained 1-7 V volume changing (in .LFP file) D-16 changing location (in .
Index Index-8 Ipro eCapture User Guide Q1 2014 www.iprotech.
