Finding attachments

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Finding attachments

When paper documents are scanned to TIFF formatted files and loaded into Concordance Desktop, parent documents and their attachments may be broken into separate records.  If a document and its attachments are scanned as one document, there may be only a Begin and End Bates number field for each record in the database that reflects whole documents.  If parent documents and attachments are separate records there may be a Begin and End Bates number as well as a Begin and End Attachment field or Attachment Range field in the database for each record.

When native e-mail files are processed, they may be converted to TIFF formatted files, in which case, they could be treated the same as paper document TIFF formatted files, in terms of the Begin and End Bates number and Attachment number fields in the database. If they are not converted to .tiff files and were reviewed in native format, document ID fields are used to assign a unique identifier to each document and attachment.  A document ID is a document level identifier, rather than a page level identifier.

When searching a database that has documents and attachments, the search results may return some of the attachments for a document but not the parent document, or just the parent and not the attachments, etc.  If it is important to produce the entire document set (parent and all attachments related to those document that returned as the result of a search), it may be necessary to run the Find Attachments command to gather the related parents and attachments.

The Find Attachment command gathers related parent and attachment documents in a database based on the fields containing the attachment information for an active query. The Find Attachments command looks for attachments where the attachment ranges are stored in a single field or two separate fields. The Find Attachments can be set up when creating a database using the New Database Creation wizard, or using the preferences.  For concatenated databases, only the primary database settings will work for all other databases in concatenated set, even if non-primary databases have different settings. For more information about setting up the fields for the Find Attachment command for the database, see Defining preferences.

When using the Find Attachments feature, it is best practice to setup the fields as paragraph type fields to increase the performance and make sure to index/reindex the database. For more information about the Find Attachments command, see Finding attachments.

To Locate Documents and Related Attachments

1.Run the appropriate search to locate the documents for review.

i.The search results are returned.

2.To find related attachments, on the Search menu, click Find Attachments.

3.When finished, press Enter.

To Run a Query and Include All Documents and Attachments

1.In the Search field, type the query to locate the documents and attachments.

2.In the Navigation pane, click the Search tab.

3.In the Options section, click the Include Attachments check box.

4.On the Search toolbar, click the Go button .