For the discovery process, it is common practice to pre-process documents, by converting them to image files for review. However, it is often more desirable to review certain documents in PDF format so they appear just as they do in their native format. Concordance Desktop provides an "Optimize" feature that allows you to create PDFs of one document, a query of documents, or all documents in a database. While the viewer provides access to both the PDF file copies and the images, thus speeding up the review process.
When PDF copies of the files are available, the viewer opens the PDF copy of the native document including images, layout and more. The PDF can be reviewed, redacted, and marked-up for production. These PDFs are referred to as "optimized" PDFs, because they allow for any type of document to be viewed in the viewer.
When importing native documents into Concordance Desktop for viewing in the viewer, the database must contain a valid media (image) key and file path field. The media (image) key field is used to link the Concordance Desktop database with the viewer. In the database records, the FILEPATH field stores the path to the native document.
Concordance Desktop Imagebase Load File Formatting
A load file (.opt, .log, .txt) format is a delimited ASCII file containing all information necessary to insert links into the imagebase. The load file consists of seven delimited entries. Reference the following table and examples when formatting images.
Format |
Description |
|---|---|
ALIAS |
Should match your media (image) key from the Concordance Desktop database. Concordance Desktop stores this key in order to reference the image. Media keys are case-sensitive. |
VOLUME |
Name of the volume where the documents and image reside, typically the volume name of a CD or DVD server. |
PATH |
Full path and file name (and extension) of the image. |
DOC_BREAK |
Enter a Y to denote whether this image marks the beginning of a document. |
PAGES |
Number of pages associated with the document or image |
Character |
Description |
Y |
First page of a document |
Comma (,) |
Indicates a page break or pages |
Example: Viewer format for single-page files
00010002,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010002.tif,Y,,,1
00010003,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010003.jpg,Y,,,1
00010004,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010004.gif,Y,,,1
00010005,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010005.tif,Y,,,
00010006,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010006.tif,Y,,,
Example: Viewer Format for Multiple-Page files
00010036,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010036.pdf,Y,,,1
00010065,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010065.tif,Y,,,2
00010067,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010067.doc,Y,,,3
00010070,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010070.pdf,Y,,,1
00010071,NROTEK001,C:\MY_DATABASES\NROTEK001\001\00010071.pdf,Y,,,1
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A load file does not necessarily need the volume name, but still needs the parameter for the volume name (the commas). The format is Imagekey/Alias,Volume Name,Pathname,Doc Break,Folder Break, Box Break, Page Count Example: Format with the VOL name: 0000001,NROTEK001,D:\VOLO001\001\0000001.tif,Y,,,1 Example: Format without the VOL name: 0000001,,D:\VOLO001\001\0000001.tif,Y,,,1 |
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A document or image media key and file path cannot contain a comma (,) when loading documents and images for the viewer. The comma is used as a delimiter in the exported OPT file. |
Unique Identifier (Media Key)
Your load file format’s alias (media key) should match your image key from the Concordance Desktop database. Concordance Desktop stores this key in order to reference the image.
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The alias in your load file matches the database field that has the Image check box selected on the Modify dialog box for the database in Concordance Desktop. For more information about the Image check box, see About fields. Note that this check box should only be checked when you have an imagebase. If you want to import a database that does not have an imagebase, then you need to ensure that the Image Key check box is not checked, prior to starting the import. |
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The viewer will not load documents and images if the media (image) key contains over 1000 characters. |
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A document or image media key and file path cannot contain a comma (,) when loading documents and images for the viewer. The comma is used as a delimiter in the exported OPT file. |