Concordance Desktop provides the tools you need to permanently burn headers, footers, and annotations onto the new .tif or .pdf files. This ensures that your files are branded properly and that opposing counsel and any internal review staff do not receive original copies or view privileged content.
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When creating productions, close all other database tabs and the Admin Console. |
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Do not open the Admin Console while running a Production. |
Each time you produce a batch of records, a new set of production files are created. This ensures that the original records are never changed, and that there is always a backup copy of document changes.
If your current database is using the Concordance Viewer, follow the information below. Otherwise if you are using the Concordance Desktop Viewer, see Production with Concordance Desktop Viewer.
Locate Documents for a Production
When using Concordance Desktop, you first need to identify and locate the documents you want to produce.
1.In Concordance Desktop, open the database containing the documents you want to produce.
2.Run a search query to locate the documents you want to produce.
i.For more information about searching, see Available search tools.
3.Create a tag specific to this production, such as PROD1, and apply the tag to the applicable documents.
i.For more information about creating and applying tags, see Creating and applying tags.
Annotating Documents for Production
Make sure that the proper annotations have been applied to the records you want to include in a production.
Annotations to consider adding to records for productions:
•Redactions to indicate and/or cover confidential or privileged information.
•White redaction to hide internal control numbers, vendor branding, and other information you do not need to include in the production.
See Adding markups in Concordance Viewer for additional information.
Capturing Tag Activity for the Production
Before running a production, consider running the Tag To Field command, Tools > Manage Tags/Issues. The Tag To Field command copies the contents in tags to a specific field in a database. Executing this command before creating the production captures tags that were applied to each record just before the production was created.
Running the Tag To Field command:
1.In Concordance Desktop, create a database field, such as PRODTAGS1, to store the tag information.
2.For more information about database fields, see About fields and Creating databases.
3.On the Tools menu, click Manage Tags/Issues.
4.In the Tag and Issue Management dialog box, click the Tag To Field button.
5.From the Select Field list, select the field you want to copy the tag names.
6.From the Select Delimiter list, select the delimiter to separate the tag names in the field.
7.Click the Start button.
8.When prompted, do one of the following:
•Click Yes to confirm that you want to write the tag names in the selected field.
•Click No to append the tag names to the existing field contents.
•Click Cancel to abandon the changes.
9.When finished, click Done, and verify that the selected field displays the tag names separated by the selected delimiter.
To Run a Production
1.From the Tools menu click Production, and then Production.
2.The Concordance Production dialog opens.
3.Specify the desired production parameters needed. See details for the various production parameters in the sections below.
4.Before you Start production or Cancel, it is recommended to review your production settings and save them to a template if desired. If you need to cancel the production it is easier to resume your production from a template of your settings.
5.If your settings are correct then click Start production to process your images.
After running a production, it is best practice to verify the produced images and production data, such as carefully reviewing the production log in the database logs folder; checking redacted documents; and confirming page numbers and page counts match expected output. If an OPT load file was created as part of the production, consider editing it to reflect a relative path to the images rather than a full path before sharing the file outside your organization.
Creating Production Numbers
1.Select the check box 
for Create production numbers to expand the numbering options.
2.Choose to create New production numbers or use numbers From existing field in the drop-down list box.
a.To create New production numbers, do the following:
•In the Prefix field, type the prefix you want to precede the production number. The prefix can be any combination of letters, numbers, or punctuation that are valid folder or file names. There is a limit of 57 characters.
•In the Starting number field, type the number you want to use to start numbering the production files. Zero fill your starting number to determine the desired number width. There is a limit of 9 digits.
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The Starting Number field accepts a zero-filled number up to 10 digits in length (maximum number of two billion). |
•Select the Add a numeric suffix check box to add an incrementing numeric value to a production number for each page in a document.
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When adding a numeric suffix, the pages within document will be produced with a beginning .0001 suffix and incremented accordingly. Therefore, if a single document within the production set contains more than 10000 pages, page 9999 will contain the suffix .9999 and page 10000 will contain the suffix .10000. This may cause sorting issues for other applications used to view documents/images if not loaded into the application with a corresponding OPT file. |
•In the Begin production number field, select from the drop-down list the field you want to use to store the beginning production number in the corresponding Concordance Desktop database.
•In the End production number field, select from the drop-down list the field you want to use to store the ending production number in the corresponding Concordance Desktop database.
•In the Copy production numbers to field, select either Append or Overwrite.
i.Depending on your selection, any existing field data will have the production numbers appended to the data or overwritten completely.
b.To create production numbers From existing field, do the following:
•In the Production number field select drop-down arrow 
to choose the field in that Concordance Desktop database from which you want the Production numbers to be created.
•In the Begin production number field, select from the drop-down list the field you want to use to store the beginning production number in the corresponding Concordance Desktop database.
•In the End production number field, select from the drop-down list the field you want to use to store the ending production number in the corresponding Concordance Desktop database.
•In the Copy production numbers to field, select either Append or Overwrite.
i.Depending on your selection, any existing field data will have the production numbers appended to the data or overwritten completely.
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The BEGPRODNO and ENDPRODNO fields are included in the standard database template as production fields. If the production number appends to an existing field, the numbers may truncate if the content exceeds the field length. |
Output Settings
In the Output Settings section of the Concordance Production window, select the check box for any or all of the desired options:
•Use production numbers for media keys, to use the new production numbers as media (image) keys in the produced .opt file.
•Use production numbers for file names, to replace the current file name with the generated production number when naming the new production files.
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If Create production numbers is not enabled in the Concordance Production settings then Use production numbers for media keys and Use production numbers for file names will not be displayed. |
•If Create place holders for unsupported/missing files is selected, the produced image for the unsupported or missing file will appear with the text "Image not available".
•Select Volume folders to create volume folders for the production files. After selecting:
oIn the Prefix field, type the prefix you want to use to precede the volume number. The prefix can be any combination of letters, numbers, or punctuation; however, the characters must be valid folder and file name characters.
oIn the Starting Number field, type the number you want to use for the starting number for the volume folders.
oIn the Max Volume Size, enter the value for the maximum size for each volume.
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The contents of the volume directories can be copied to an external storage for distribution. If you plan to copy the production files to an external storage medium, make sure that you know the available space prior to setting the Max Volume value. 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, if requested, will continue sequentially. Production files will not be split across volumes. |
•Select File folders to organize the production files within the volume folder. After selecting:
oIn the Prefix field, type the prefix you want to use to precede the file folder number. The prefix can be any combination of letters, numbers, or punctuation; however, the characters must be valid folder and file name characters.
oIn the Starting Number field, enter the number, you want to use as the starting number for the file folders. Zero fill your starting number to determine the desired number width.
oIn the Maximum Record Count field, type the maximum number of records to include in each folder.
•Click Browse next to the Production path to specify the folder location where the output files are to be stored.
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The Production path including the file name should not exceed 250 characters as this may cause the application to close unexpectedly. |
•Select Create OPT to generate an .opt file for the production files. Click the Browse button, navigate to the location for the .opt file, enter a filename to use, and click Open.
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It is recommended that you create an OPT file when using the Numeric Suffix option to ensure the produced documents/images can be loaded properly in Concordance Desktop viewer and Concordance Image, as well as other viewer applications. |
Image Settings
Image Settings allow you to configure output files as TIFF or PDF, single-page or multi-page, black and white (greyscale) or color in any combination of these three settings.
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LZW color compression produces a small file size image, which cannot be used with Concordance Image. |
The available image settings are:
•File Type - select from the drop down list either TIFF or PDF for the image output type.
•Page Settings - select either Multi-Page or Single-page.
•Color Settings - select either Black and white CCITTFAX4 compression or Color LZW compression.
•Select the Fit image inside header/footer checkbox to reduce the size of the produced document or image to accommodate the space needed for the number of lines of text and font size for the specified headers and footers.
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All redactions are produced as black when Black & White is selected for the production output. Color redactions will appear as selected when Color is selected for the production output. |
Markups
To specify markup types to include in the production click the check box next to the desired markups to be included.
To include all markups click the check box next to Select All.
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Be sure to include Redaction in your produced output if reviewers used the redaction markup to hide any protected or privileged information. |
Headers and Footers
Click Include Headers and Footers to enable settings for Headers, Footers, Margins, and Watermarks. The headers, footers, and watermarks are integrated into a production file as a fixed element that cannot be moved, changed, or deleted.
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Printing and Production headers/footers and watermark settings are separate entities. Parameters you set in the CDV Printing dialog box are only available for printing, and parameters you set in the Concordance Production dialog box are only available for production. |
Font
1.Clicking Font opens a new Select Font window where you can change the font settings for all text in headers, footers, margins, and watermarks.
•Select the Font Family you want from the list box.
•Select the Font Size you want from the list box.
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Overlapping text in headers and footers may occur if the specified font size is too large. |
•Select the Font Style options you want by selecting the corresponding check boxes for Bold and/or Italic.
2.The Sample Text will show an example of text using the font options as you are selecting them so you can see what it will look like.
3.Click OK to return to Concordance Production.
Headers and Footers
Headers and Footers are a string of text assigned to a specific location within the top and bottom margins of the produced image. Headers and footers contain information such as production page number, date, time, field content, etc.
Free text can be typed in each section or you can select from the drop-down list of variables and fields. If you specified to create new production numbers, you may select Page ID to endorse the image with the new production page number.
Margins
For productions the text is not restricted to just the top and bottom of a document, you can also place them in the right and left the margins of a document.
The text can be typed in to the field or selected from the drop-down list of variables and fields.
Watermark
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%.
Similar to markups and redactions, headers and footers, watermarks are integrated into a production file as a fixed element that cannot be moved, changed, or deleted.
Production Setting Templates
In order to save time for production runs that are similar in nature, you can save your production settings to a template file for future use. If you save your settings as the default settings, the next time you run a production all the settings will be predefined accordingly when you open the Concordance Production dialog box.
To Name a Template
1.From the Tools menu click Production, and then Production.
2.The Concordance Production dialog opens. Any available saved settings templates will be shown in the Settings drop down. The first time a production is started from a station or with a new login, the Settings drop down will be blank.
3.Make sure that whatever settings you want saved as a template have been selected in the Concordance Production window.
4.Type the desired name of the template in the Settings field.
•Click Save to save the template with a specific name.
•Click Save as default to save the template as the default template to use whenever a Production is started.
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The templates are saved locally in C:\Users\(User name)\AppData\Local\CloudNine\CVProductionSettings.conf. |
To Select a Saved Template
1.From the Tools menu click Production, and then Production.
2.The Concordance Production dialog opens.
3.The default template will be displayed in the Settings field.
4.Expand the Settings drop down to see the full list of available templates.
5.Select the desired template and make changes as needed.
6.If the changes should be saved to the template, then be sure to select Save once the changes are complete.
To Remove a Saved Template
1.From the Tools menu click Production, and then Production.
2.The Concordance Production dialog opens.
3.The default template will be displayed in the Settings field.
4.Expand the Settings drop down to see the full list of available templates.
5.Select the template you want to delete and and click Remove.
6.The template is removed from the Settings list.
7.You can now select another template or create a new one.