Generating a Native File Export

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Generating a Native File Export

1.Click the Case Manager tab.

2.Double-click a case to open it.

3.Click the Export tab.

4.If this is the first export created for this case, the Create a New Export pane is displayed on the left.  The Export Name defaults to Export-001, but can be modified to be whatever you want.  Click Create Native Export.


5.If this is not the first time exporting for this case, click Manage in the upper right of the left pane.  The Manage Exports dialog is displayed.  Select Native for the Export Type, type the Export Name you want (or accept the default), and then click Done.


6.Select the Target Directory.  The Target Directory determines the target location for the Native Export (where files generated for the export will be saved).  You can change the Target Directory by editing the field or clicking the ellipsis button and browsing to the appropriate folder.


The Target Directory must be a network location accessible to all CloudNine™ Explore computers.  Explore will automatically convert the value to a UNC path if a mapped network drive is entered or selected when browsing to a folder.


Make sure the path to the output directory does not exceed Microsoft Windows path limitations.  Exceeding the Microsoft Windows path limitations will cause the export to fail.

7.Determine the Settings to use by selecting one of the following:

a.Load - Loads a previously saved Native Export profile.

b.Save As - Saves the current Native Export profile for use in other exports.

c.Configure - Allows you to modify the Native Export settings. See the section below on Configuring Native Export Settings.

d.Do nothing and use the defaults.

8.Select a Numbering Seed.  This value displays the starting number for the files in the Export Set and determines the number format used for naming the exported files.

9.There are two check-boxes in the Native/Text Files you can select.  Select associated settings on the Native/Text Files tab of the Configure Export Settings dialog by clicking Configure.

a.Export native files - Includes native files in the export.

b.Export text files - Includes text files in the export.

10.Configure your desired Load Files options. There are 4 different configuration items available:

a.Fields to export - Indicates the number of fields currently selected for export.  Five fields (EdaId, Export Number, Directory, Filename, FileUri) are included by default.  You can configure the fields for export by clicking Select.

b.Create EDRM 1.0 - Creates an EDRM XML 1.0 file in the export.  Select associated settings on the Load Files tab of the Configure Export Settings dialog by clicking Configure.

c.Create Concordance DAT - Creates a Concordance DAT file in the export. Select associated settings on the Load Files tab of the Configure Export Settings dialog by clicking Configure.

d.Regenerate load file - Allows you to export a DAT or EDRM XML load file again with a different set of fields.  The output folder location must be the same as the original.  This option does not add or remove exported records, and will only update information within the load files.

11.Choose a Documents to Export option:

a.All filtered documents - Exports all files that remain after filters were applied to the case, regardless of the tags applied to those files.

b.Documents tagged with - Exports files by tag.  If you select this option, available tags are displayed below.  See the section below on Exporting Files by Tags.

12.The Start button will be enabled once Create EDRM 1.0 or Create Concordance DAT has been selected.  Click Start to start the Native Export.  The export progress displays in the Export Statistics section.

13.You can review data in the Export Statistics section using the available links.


You can Stop an export to adjust it if necessary, then resume again by selecting Start.


There is an Export Status below Documents to Export that shows progress during the export and the final status.  A Completed successfully message will display if everything was exported properly.  If the export failed, then a message will display along with a View Detail link that can be selected to view those errors.


Configuring Native Export Settings

The Configure Export Settings dialog has 5 available tabs, allowing you to configure how you want your Native Export to work.


Output Structure


The Target Directory is the path where the CloudNine™ Explore case resides on your network.  The case directory path is followed by $EdaDirectImport\(Export Name).


Document Numbering


The Numbering Seed defines the document id format for the exported documents.  Select Alpha-numeric to have the document ids increment using alphabetic characters, otherwise the numbers will only increment numerically.

Number Attachments will add a string to each document id for [Attachment Level # - Family Count #]:

Attachment Level - Starts with 0 at the parent, and increases by 1 for each attachment

Family Count - The total number of attachments in the family

The Preview window on the right illustrates how the document ids will be assigned based on your selections.

Document Grouping allows you to choose what value(s) Explore uses to group and generate export items.  The records are grouped during Native Export by Custodian, Source, or Session.


Document Grouping is used to cluster the exported documents according to the levels selected.  It does not sort according to the groups.  


Below the lowest grouping level you choose, documents are then ordered by Family/Inventory Item.


Native/Text Files


Export native files is automatically selected for Native Exports.  Select the Message Format you want e-mail messages to be exported as:

Native - All files are exported in the original format (.msg, .eml, or .html). If you select Native and a message contains a number of recipients that exceeds the maximum number a .msg file can support, the message will be converted to an .html file or to an .mhtml file if the message contains inline images.

Html - All files are exported to .html format except for mime (.eml) messages. If the message contains inline images, they will be placed in a directory with the same file name (minus extension) as the .html file (*currently, always export number).

Html (Mhtml when images are present) - Any message that contains inline images will be converted to .mhtml format, otherwise it is converted to .html format.

Mhtml - All messages are exported to .mhtml format.


The Message Format selected affects all Microsoft Outlook email settings exported: Export native files, Include e-mails in thread, or Include attachments.  For Microsoft Outlook e-mail messages, you can export the messages as .msg, .html, or .mhtml files.

Select Include native placeholders for extraction errors in order to generate placeholders for contained/embedded/attached files that have an error during export.


If selected, the placeholder will contain the error message encountered when Explore attempted to access the source file.  If not selected, any errors will be referenced in the .dat file.

Export text files is automatically selected for Native Exports.  When selected, if a native text file does not contain any content, the native export will generate an empty native text file in the native export output directory.  If you do not want to export text files, make sure to disable this check-box.

The Header Format can be:

Standard Email header, no Edoc header - text for Edocs will not contain a metadata header, and text for Emails will contain the following headers:








Legacy Email and Edoc headers - text for Edocs will contain a metadata header, and text for Emails will contain the following headers:

oMessage Class







Select Include e-mails in thread if you want all items of an e-mail thread, including any item contained in the thread that is filtered, to be included in the export.  This will allow you to review the exported items in the context of the entire thread.  If an email thread is tagged, and that tag has been excluded from the export, the email thread will not be exported.


If email threading is disabled for the case, the Include e-mails in thread check box only applies to email threads from Microsoft Outlook. Email threading is enabled on the Analysis tab in the New Case Settings or Edit Case Settings dialog box. For more information, see Analysis Case Settings and Near-Duplicate & Email Thread Analysis.

Include attachments is automatically selected for Native Exports.  This forces all attachments to be included for documents that are exported.


Load Files



When Create EDRM 1.0 load file is selected, the export will generate an EDRM version 1.0 .xml file. The .xml file will reference the actual location of the native files.

Select the Date/Time Format to use in the export for date-related fields like Sent and Received.  Available EDRM date/time formats:


Monday, November 25, 2013 2:15 PM

Monday, November 25, 2013 2:15:16 PM

11/25/2013 2:15 PM

11/25/2013 2:15:16 PM


Mon, 25 Nov 2013 14:15:16 GMT

2013-11-25 14:15:16Z


When an EDRM .xml load file is generated by the CloudNine™ Explore Native Export, the folder structure for custodians and sources in CloudNine™ Explore is not retained in the EDRM .xml file, so that the folder structure in CloudNine™ Explore is not re-created during the import into CloudNine™ LAW.  Each of the folders is created, but the entire folder structure is not created. For example:

Folder structure in CloudNine™ Explore:

Custodian: Jane Smith

Source: Jane's Email Messages

Source: Jane's Documents

How the folders are created in CloudNine™ LAW:

Jane Smith

Jane's Email Messages

Jane's Documents


Concordance DAT

When Create Concordance DAT is selected, the export will generate a Concordance .dat file.  The .dat file will reference the actual location of the native files.

For the Concordance .dat export, you can define Delimiters to use for Comma, Quote and Newline.  Restore the default values for these delimiters by selecting Restore Defaults, or select the delimiter to use for each using the drop-downs.

You do not need to change these default values unless the files you are exporting contain those delimiter characters in the text of the documents. The Comma delimiter separates one field from another field. The Quote delimiter is a text qualifier that encloses text to differentiate it from field delimiters which may appear in the data. The Newline delimiter is a substitute carriage return. Some programs use the Newline delimiter to designate multi-level fields or fields-within-fields. Concordance replaces all carriage returns or carriage return linefeed combinations with the newline code in the data of a field. The record itself is still terminated with a real carriage return and a line feed.

Selecting Include field names as first record will generate a header row containing field names as the first row in the exported .dat file.


If there is an existing .dat file in the export output directory with the same file name as the .dat file being generated by the current export, the export will append the existing file. In this scenario, if you selected the Include field names as first record check box after the existing .dat file was created, the field header row will not be created for the .dat file. The .dat file will only be updated with the changed field information.

Include Volume name in folder path uses the last folder in the Target Directory's folder path as the volume name in the exported .dat file.   This allows easy access to change the path based on the volume name in the .dat files.  For example: if the Target Directory is C:\Exports\Smith, then the .dat file with paths for the NativeFile and TextPath would start with Smith. For example:  þSmith\001\00001788.ntv.msgþþSmith\001\00001788.txtþ.

Selecting Enable support for Concordance Native Viewer will generate an additional .opt file for viewing the native files exported from Explore in Concordance Native Viewer.  If this option is selected, be sure to also select Export natives files in the Native/Text Files section under Settings in the left pane on the Export tab, otherwise the .opt file will not be generated.

Note the following:

Date Format - Determines the format to use for all date fields exported to the .dat file.  Possible formats are:






oMonday, November 25, 2013

oNovember 2013

Time Format - Determines the format to use for all time fields exported to the .dat file.  Possible formats are:



o02:15:16 PM

o02:15:16.0017 PM

o2:15 PM

o2:15:16 PM


Export Fields


The Export Fields tab allows you to configure which CloudNine™ Explore field data is exported during the Native Export.  For more information about the fields available for export, see Explore Field Descriptions.

Use the Categories drop-down to narrow down the list of Available Fields:

General categories are fields that pertain to all records within the database

Edoc categories are specific to Edocs (for example Author and Subject).

Email categories are specific to Emails (for example To, CC, and BCC).

Near Duplicate categories are specific to near duplicate fields.

Use the arrows in the center of the display to move Available Fields into or out of the Selected Fields list until the list reflects what you want included in the export.  The total number of selected fields is shown in parenthesis above the list.

Use the arrows on the right of the display to order the Selected Fields list.

The Alias column in the Selected Fields list allows editing the field name for .dat files while maintaining the full name for EDRM exports.  You can click directly on the Alias name to edit.  This may be necessary if the field name in Explore does not match the corresponding field in Concordance.  Changing the field name Alias does not affect the field name in Explore, it only changes the field name for the export. Each field name Alias must be unique, and can be up to 50 characters long.  If you selected Create EDRM 1.0, and select a field associated with an EDRM tag, any Alias entered for the field will be ignored by the export, and the corresponding EDRM field name will be used instead.

You can use the Create a custom export field link in the bottom left to create a unique field that combines several fields into one during the export.  The process for creating a custom export field is similar to selecting fields to export, except that all fields selected will be merged into one custom field separated by the selected delimiter.  See Creating Custom Export Fields below for more details.


If you selected Create Concordance DAT, Explore will use the Uid field as the image tag for the export. The Uid field is automatically included in the export for Concordance, so you do not have to include Uid in the Selected Fields list.

The ExportNumber field is required if you select the Enable support for Concordance Native Viewer on the Load Files tab, or if you select Export text files on the Native/Text Files tab.  If you forget to add the ExportNumber field, you will be prompted to add the field when you start your export.


In Explore, the Created field contains both the date and time. Concordance requires the date and time be populated in two different fields.  If you choose to export the Created field, the Created field in Concordance will contain the date value, and the companion field TmCreated will automatically be created and populated with the time value from the Created field. If you enter an Alias for the Created field, that Alias is not applied to the companion field (TmCreated).


Concordance .dat load file field names have a limit of 12 characters. If Include field names as first record is selected for Concordance DAT Export, any field names exceeding 12 characters will automatically be truncated to the first 12 characters by the export.

If truncating a field name or Alias creates duplicate field names, the export will add a numeric suffix to the field name or Alias to prevent duplicate names.  For example, multiple "longfieldname" Aliases would be exported as "longfieldna1", "longfieldna2", etc.


Creating Custom Export Fields


The custom export field is for export purposes only and is not stored within Explore, so it is not search-able.

1.Select an item from the Categories drop-down, and then choose from the Available Fields list.  Use the arrows in the center of the display to include the Available Fields in the custom export field.

2.Use the arrows on the right of the display to reorder the individual fields within the custom export field.

3.Select a value from the Use Separator drop-down to use as a separator between the individual fields within the custom export field.

4.Click OK to save your custom export field.  The Custom Export Field Definition dialog closes and your new custom export field now displays in the Selected Fields list, along with an Edit link that allows you to modify the custom export field again if necessary.


Exporting Files by Tags

1.In the Export column, select the check box next to the tags you want included in the export.

i.When tag check boxes are selected, the export will only include the files that have been filtered and contain the selected tags. For example, if the selected tags have been applied to 5 files in the case, but after filtering only 3 of these files are left, then only the 3 files containing the tags will be exported.

ii.In the Documents tagged with section, the Count column displays the total number of top-level files to which a tag has been applied. Top-level files include loose files and parent files, such as e-mail messages.

iii.The Family Count column displays the total number of top-level files and any attachments or child files to which a tag has been applied.

iv.The Size (GB) column displays the total size of the documents in gigabytes (GB). The total size is calculated using family size. When a parent document contains attachments, the attachments are not included in the file size calculation because the parent document file size already reflects the file size of its attachments. This prevents doubling the actual file size of attachments.

v.If you change any of the filter settings for the case before generating the export set, be sure to click the Refresh button in the Documents tagged with section to update the values in the Count, Family Count, and Size (GB) columns.

vi.To view the list of filtered files for a specific tag in the Documents tagged with section, click the row for the tag. Clicking the row displays all files to which the tag has been applied that remain after applying filters to the files in the case.


If a parent-level archive item is tagged to be Exported, but none of its attachment items are tagged for Export, then it is assumed that the archive contents are to be exported as well. The same is true for sub-archives contained within the original archive.

2.In the Exclude column, select the check box next the tags you want to exclude from the export.

i.When used in conjunction with an Export tag(s), the Exclude column can be used to exclude any documents associated with a tag, such as documents tagged as Privileged, Private, Confidential, or Trade Secret. The Exclude column can also be used to exclude individual documents from a mail store or archive file that is included in the export set.


The Exclude column settings take precedence over the Export column settings for tags. For example, if you are exporting by tag and a document contains one tag that is flagged for export and one tag that is flagged as excluded from export, then the document will be excluded from the export.

ii.E-mail items and archive items are treated differently when used with excluded tags (Exclude check box is selected for tags). If any item contained in an e-mail thread is tagged as being excluded, the entire thread will be excluded from the export up to the first level message of the thread.  If an archive item (such as a zip file) contains multiple files tagged to be exported (Export check box is selected for tags), but one of the items is excluded, then the remaining items in the archive will still be exported.


When excluding documents from a mail store or archive file, only the first level of documents within an mail store or archive file can be excluded. For example, if the parent archive file contains another archive file, you cannot exclude the content of the sub-archive file. All the files contained within the sub-archive will be exported.


Reviewing a Native Export Set

After a native or native subset export set is exported to the native file export directory, you can review the export statistics and the details of individual items in the export set.



Last Export

The date and time of the most recently generated export set.


The number of items included from all runs of the active Export Set. The Clear All link removes all documents from the set. For more information, see To open an existing export set. The Show link displays all documents in the set within the Document list of the Export tab.

The Clear All link is not available for Native Subset Exports.


The number of new items included in the most recently generated Export Set. The Remove link removes any documents in the set that have not yet been exported.

The Remove link is not available for Native Subset Exports.

Exported (%)

The total number of exported items. The percentage of the export that is currently completed is displayed next to the Exported value.


The number of processing errors triggered by the previous Export Set. The Reset link makes any files in the export set that are associated with errors available for re-exporting. The Show link displays the files associated with those errors in the Document list of the Export tab.

For more information about export errors, see Exporting.

In the Export Statistics section, click Show next to the total field.

When you click Show, the Document list is populated with the list of files in the Export Set. The Document Details pane displays the details for the currently selected file.