Creating/updating a transcripts database

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Creating/updating a transcripts database

Transcripts are the easiest files to load, but you must load the files into a database created from the Transcript database template. The template is hard-coded with a CPL script that enables line numbering and does the work for you. You can import plain text transcripts, depositions, and West LiveNote portable transcript (.ptf) and portable case format (.pcf) files.

Transcript Import Guidelines

The transcript database must be created from the Concordance Desktop Transcript template

The maximum size for an imported transcript file is 11 MB

On average, transcripts have 24-25 lines per double-spaced page

To Create a Transcript Database

1.On the File menu, click New.

i.You are asked to log onto the Concordance Desktop server where you want to create the Transcripts database.  

ii.Note that you must either be logged into the physical server itself, or using Windows Remote Desktop to log into the server. You can only create databases when on the actual server computer itself.

iii.Note also that you must be a Concordance Desktop administrator on the server you are logging on to.

2.Type your Logon and Password for the specific Concordance Desktop server.

3.Type the Host name or IP address of the server and the Port you need to use to connect to it.

4.Click Connect. The New Database Creation Wizard dialog box opens.

5.Select the viewer for the new database and click the Transcript button.

6.Navigate to where you want to save the transcripts .dcb database file.

i.A dialog box opens allow you to select the location for the new database, and a file name.

7.Optional: Create a new folder for the database files.

8.Type the database file name in the File name field, and click Open.

The Concordance Desktop server does not support Unicode characters (such as Chinese or Japanese characters)  in database names. Currently, only single-byte characters (such as English characters) are supported.

i.A Load Transcripts dialog box opens.

9.In the Properties section, review the information Concordance Desktop has extracted from each of the transcripts you are importing.

10.Navigate to where the transcript files are located.

i.To view the transcript information for each transcript, click the transcript file name in the File column.

11.Make any necessary edits in the Properties section and click Save.

i.You can edit or add information in the Name, Date, Time, or Comments fields for each transcript before you save it. Use the preview pane at the bottom of the dialog box to locate information needed for those fields.

ii.If you do not want to review the extracted transcript properties for each of the imported transcripts, and just want to save the extracted transcript properties as they are, select the Save all with default settings check box and click Save.

iii.Clicking Save completes the transcript import.

12.To import additional transcript files, click the Load button.

13.To close the Load transcripts dialog box, click Done.

To Import PTF or PCF Transcript Files

1.On the Documents menu, point to Import, and click Transcripts.

The Transcipts menu command is only enabled when the current database was created using the Transcripts template.

i.Clicking Transcripts opens the Load transcripts dialog box.

2.Locate and open the .pcf transcript files you want to import.

i.Clicking Open opens the Load transcripts dialog box and automatically loads the transcript files into the transcript database.

ii.The process for importing .pcf transcript files is slightly different than importing TXT or .ptf transcript filess. Because .pcf files contain multiple transcripts, you are not able to edit and save individual transcripts within a file. Therefore, the step to edit and save the transcript metadata information is skipped in import process.

3.To import additional transcript files, click the Load button.

4.To close the Load transcripts dialog box, click Done.

To Verity the Imported Files

Once you have imported your transcript messages, it is best practice to verify the files imported correctly. After verification, you need to reindex or index the database.

1.In Concordance Desktop, open the Browse view.

2.In the Browse view, verify that the transcript messages you imported display properly.

3.If you have already indexed the database, reindex the database. Otherwise, run a full index.

i.For more information about indexing and reindexing databases, see Indexing and reindexing updates.

ii.If you get a message prompt stating, Dictionary file exists, overwrite?, click Yes.