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Production with Concordance Viewer
Production is the generation of a subset of document TIFF or PDF files, some of which have been redacted. Concordance Viewer production settings can be saved and used each time you create a production. See Production Parameter Settings for more information.
Before starting a production run, you need to run a query to locate all the documents for the production.
During a production with Concordance Viewer, you may choose to create production numbers and write the numbers back to the database. If Create production numbers is selected, Concordance saves the new production numbers to the new or appended .cib file and writes the beginning and ending production numbers for each document back to the Concordance database in the fields you specify. The additional parameters in the Numbering section of the Concordance Production dialog determine the generated production numbers.
Take an example of a production with three documents (A - 1 page, B - 4 pages, C - 2 pages). If you set Prefix to ABC, Starting number to 0001, and select Add a numeric suffix then the production numbers will be generated in this way:
•Document A: Beginning Production Number = ABC0001.0001, Ending Production Number = ABC0001.0001
•Document B: Beginning Production Number = ABC0002.0001, Ending Production Number = ABC0002.0004
•Document C: Beginning Production Number = ABC0003.0001, Ending Production Number = ABC0003.0002
Using the same example details above, but unselecting Add a numeric suffix would result in these production numbers:
•Document A: Beginning Production Number = ABC0001, Ending Production Number = ABC0001
•Document B: Beginning Production Number = ABC0002, Ending Production Number = ABC0005
•Document C: Beginning Production Number = ABC0006, Ending Production Number = ABC0007
1.If you have not done so already, run a search query to locate the documents you want to produce.
2.In Concordance, from the Tools menu, select Production, then click Production. The Concordance Production dialog displays.
3.Select Create production numbers and edit the production number settings:
•Select New to create new production numbers. Then:
oIn Prefix, type the value you want to precede each production number. The Prefix can be any combination of letters, numbers, or punctuation characters that are valid for file or folder names. The Prefix can be a maximum of 57 characters.
oIn Starting Number, type the number you want to use to start numbering the production files. Zero fill your Starting Number to define the desired number width. This can hold a maximum of 10 digits.
oSelect Add a numeric suffix if you want to add an incremental numeric value to a production number for each page in a document. The pages within a document will be produced beginning with a suffix of .0001 and incremented accordingly. If more than 9999 pages exist in the document, the suffix values will roll over to .10000 and so on. This numbering may cause sorting issues for other applications used to view documents/images.
oFor Begin production number field, select the field you want to use to store the beginning production number.
oFor End production number field, select the field you want to use to store the ending production number.
oSelect Append for Copy production numbers to field if you want the production numbers appended to any data that exists in the production number fields, or select Overwrite to overwrite any existing data in the production number fields.
If the production number appends to an existing field, the numbers may truncate if the content exceeds the field length.
•Select From existing field to select a Concordance database field to use for production numbers. Then:
oIn Production Number Field, select the existing field that should be used for production numbers.
oSet Begin production number field, End production number field, and Copy production numbers to field as specified above.
4.In the Output Settings section:
•Select Use production numbers for media keys to use the new production numbers as media (image) keys in the produced .opt file. This option is only available if Create production numbers is selected.
•Select Use production numbers for file names to replace the current file name with the generated production number when naming the produced files. This option is only available if Create production numbers is selected.
•Select Create place holders for unsupported/missing files if you want an Image not available placeholder image to appear for unsupported or missing files.
•Select Volume folders to create volume folders for the production files. Then specify the following:
oPrefix specifies what should precede the volume number. The Prefix can be any combination of letters, numbers or punctuation characters that are valid for folder and file names.
oStarting Number specifies the initial number for the volume folders.
oMaximum Volume Size specifies the maximum size for a volume folder. This value should be specified as MB, GB, or TB with no space between the number and unit specified (i.e. 10MB, 20GB, or 5TB).
The contents of the volume directories can be copied to external media for distribution. Make sure you know the capacity of that external media before setting the Maximum Volume Size. This ensures that the entire contents of the volume can be copied without running out of space.
After a volume fills to the maximum size, a new volume folder is created and this process will continue sequentially. An individual produced file will not be split across volumes.
•Select File folders to organize the production files within the volume folders. Then specify the following:
oPrefix specifies what should precede the file folder. The Prefix can be any combination of letters, numbers, or punctuation.
oStarting Number specifies the initial number for the file folders. Zero fill the Starting Number to determine the desired number width.
oMaximum Record Count specifies the maximum number of records to include in each folder.
•Click Browse next to Production path. Navigate to and select a folder location where the output files should be stored. The Production path should not exceed 250 characters.
•Select Create OPT to generate an .opt file for the production files. Click Browse next to OPT path and file name to navigate to and specify an output .opt file name.
It is recommended to select the Add a numeric suffix option under Numbering when you select the Create OPT option. This will ensure the produced documents/images can be loaded properly in a viewer application.
•Select Create scrub redacted text files if you want to remove redacted text from your produced text files. Additional parameters for scrub text include:
oClick Browse to navigate to a folder to use as the Output path for text files.
oIf desired, select OCR all production documents.
oIf you want to write the extracted text back to a field in the database, select the field in the Extracted text field dropdown.
oIf you want to write the path to the extracted text file to a field in the database, select Copy exported text path to field and select the field in the drop down underneath.
5.In the Image Settings section:
•In File Type, select Tiff or Pdf for the image output type.
•In Page settings, select either Multi-page or Single-page.
•In Color settings you can choose to produce files with Black and white CCITTFSX4 compression or Color LZW compression.
All redactions are produced as black when Black and white is selected for Color settings. Color redactions will appear as they were defined when Color is selected for Color settings.
Color LZW compression cannot be used with Concordance Image.
•Select Fit image inside header/footer to reduce the size of the produced document or image to accommodate the specified headers and footers.
6.In the Markups section select one or more markups to include in the produced output. You can choose Select All to turn on all markups.
Be sure to include Redaction in your produced output if reviewers used redaction markups to hide protected or privileged information.
7.Select Include headers and footers to define header, footer, and watermark settings. A header or footer is a string of text assigned to a specific location within a document. The text can be static text or updated values such as date, time, and page number. Headers and footers can appear at the top and bottom of the document and can also be placed in the right and left margins. A watermark is a semi-transparent string of text that appears behind the existing document content. A watermark appears across each produced file from bottom left to top right and has a transparency setting of 20%. To set header, footer, and watermark parameters:
•For each item in the Headers and Footers, Margins, and Watermark sections, you can type a string of text or select a field from the drop down to be produced in that location within the output documents.
•Click Font to edit the font properties for all the Header/Footer and Watermark text.
8.Click Preview to see what the current document will look like once it is produced with the settings you have chosen.
9.After you have completed defining your production settings, click Start production. A progress dialog displays while production is running. Once production is complete, an information screen displays. click OK to close this dialog.