Fields Tab

The Fields tab in the Export Utility is used to select the index fields to be included in the load files, create and maintain custom fields for exports, and to select the Image Tag, or document identifier, that links the index field data to the associated image or native document.

 

•To access this feature, from the main window, on the Tools menu, click Export Utility, and then click the Fields tab.

 

    Fields tab in the Export Utility dialog box

 

hmtoggle_plus1Selected format

The Selected Format list will contain up to five items, depending on the formats selected in the Formats/Documents tab:

•Default (always present in list)

•Summation

•Concordance

•Concordance Direct (DCB)

•Ringtail

In certain situations, users may need to include certain fields in a Summation load file and a different set of fields in a Concordance load file, for example, but would like to perform both exports at one time. CloudNine™ LAW allows customization of the field selection and field names for each of the four aforementioned formats while still maintaining a "default" field selection for any other selected formats. This option eliminates creation of multiple exports solely to change index field information for one or more of the formats.

 

For example, suppose you need to export to Summation, Concordance, and Storm Viewer, and the specifications call for different index fields to be included in each type of load file.

1.You would first choose the Storm Viewer fields with <Default> as the Selected Format in the Fields tab.

2.Next, you would select Summation from the Selected Formats list, check the "Use format specific fields over default selections" option, and then choose the desired fields for the Summation load file.

3.The final step would be to choose Concordance from the Selected Formats drop-down, check the "Use format specific..." option, and then choose the desired fields for the Concordance load file.

In another example, supposed you are asked to export to Summation and Storm Viewer. A requirement is for the export to include the same fields for both formats.

•In this scenario, you could choose <Default> in the Selected Format drop-down and then select the desired fields. These fields would then be included in both the Storm Viewer database and the Summation load file.

The Use format specific fields over default selections option enables the Available and Selected Fields lists when a format other than <Default> is chosen, allowing users to choose fields to be included in that format's load file.

 
hmtoggle_plus1Selecting fields

Available Fields

The Available Fields area displays a list of both user-defined and system fields that are available for export. The following table provides guidance on how to accomplish common tasks:

To accomplish this result

Do this

Include a field in the export

1.Highlight an index field in the Available Fields list.

2.Click Select or double-click the field name.

The field moves to the Selected Fields list.

 

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When performing native file productions it is important to export a unique reference number for the image tag from LAW for use in the reviewing database. Typically, the DocID will be used as for this purpose. This number will serve as the link between the two databases and will be used to tag the records in LAW that will be produced to TIFF, PDF, or paper.

 

Remove a field

Double-click a field in the Selected Fields list.

Or

Select a field and then click the Remove button.

Fields may also be selected or deselected by clicking the Select All or Remove All buttons.

Change the order of fields

To change the order of the fields in the Selected Fields list, in the Selected Fields list, click the field you want to move, then click one of the following buttons:

• Top. Moves the selected field to the top of the field list.

• Move Up. Moves the selected field up one level.

• Move Down. Moves the selected field down one level.

• Bottom. Moves the field to the bottom of the field list.

 

Selected Fields

The Selected Fields list is divided into three columns:

•# - Each each field added to the Selected Fields list is assigned a number in the # column, based on where the field falls in the list. For example, the first field in the list has a 1 in the # column, and if there are 5 fields in the list, the last field in the list has a 5 in the # column.

•Field Name - Displays the name of the selected index field.

•Export As - Allows users to rename the field upon export. This does not rename the field in the LAW case itself, just in the load file. This is useful for applications that require fields to be named a certain way, such as Summation.

 

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Field names displayed in red once moved to the Selected Fields list indicates the field name is not compatible with one or more of the selected export formats (i.e., field name is too long or contains unsupported characters). The field will need to be renamed in the 'Export As' column prior to export. The field name will no longer appear in red once the name has been properly changed.

 

 
hmtoggle_plus1Custom fields

In CloudNine™ LAW, you can create custom fields for exports in export profiles. Custom fields can be used to create fields that combine multiple LAW fields into a single field, customize existing fields, and export the same fields more than once. Custom fields are created and maintained in the Custom Field Editor dialog box. To make custom fields easy to identify, all custom field names start with the @ symbol.

When an export profile containing custom fields is imported into another case, the custom fields are automatically created for the case when the export profile is imported into the case.

 

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If an export profile imported into a case has a custom field containing a LAW field that does not exist in the case, the custom field will not be created in the case to which the export profile is being imported.

For example, if the export profile contains the custom field @ETFileInfo, which is a combination of the LAW Filename and ET_ThreadID fields, but the case the export profile is being imported into does not contain the ET_ThreadID field, the @ETFileInfo field will not be created in the case.

 

LAW comes with eight pre-defined custom date fields. These pre-defined fields cannot be edited or deleted in the Custom Field Editor dialog box, and are only available for electronic discovery-enabled cases. These custom date fields are combinations of existing LAW date fields:

•@Accessed = DateAccessed + TimeAccessed

•@ApptStart = DateAppStart + TimeAppStart

•@ApptEnd = DataAppEnd + TimeAppEnd

•@Created = DateCreated + TimeCreated

•@LastMod = DateLastMod + TimeLastMod

•@LastPrint = DateLastPrnt + TimeLastPrnt

•@Received = DateRcvd + TimeRcvd

•@Sent = DateSent + TimeSent

 

1.Open the Export Utility.

2.Click the Fields tab.

3.Click the Custom Fields button.

Clicking the Custom Fields button opens the Custom Field Editor dialog box.

Custom Fields Editor dialog box

4.Click the New button.

Clicking the New button opens the New Custom Field dialog box.

New Custom Field dialog box

5.In the Name field, type the field name.

Field names can be up to 30 characters and must be unique to the case. Unicode® characters are not supported in custom field names.

You do not need to type the @ symbol at the beginning of the field name. The @ symbol is automatically added to the field name when you click OK in the New Custom Field dialog box.

6.In the Definition field, type the custom field definition or select the name of the LAW field(s) you want to use for the custom field.

To select a field, for each field you want to add the to the Definitions field, click the Insert Field button, Insert Field button, next to the Definition field.

Clicking the Insert Field button, opens the Insert Field Reference dialog box.

Insert Field Reference dialog box

7.Click the field you want to add to the Definition field.

User-created page-level fields are not displayed in the Available Fields list in the Insert Field Reference dialog box.

8.Click OK.

Clicking OK adds the custom field to the Custom Field Definitions list.

 

1.Open the Export Utility.

2.Click the Fields tab.

3.Click the Custom Fields button.

Clicking the Custom Fields button opens the Custom Field Editor dialog box.

Custom Fields Editor dialog box

4.In the Custom Field Definitions list, click the custom field you want to edit.

5.Click the Edit button.

Clicking the Edit button opens the Edit Custom Field dialog box.

Edit Custom Field dialog box

6.Make the necessary edits.

7.Click OK to save your changes and return to the Custom Field Editor dialog box.

 

1.Open the Export Utility.

2.Click the Fields tab.

3.Click the Custom Fields button.

Clicking the Custom Fields button opens the Custom Field Editor dialog box.

Custom Fields Editor dialog box

4.In the Custom Field Definitions list, click the custom field you want to delete.

5.Click the Delete button.

Clicking the Delete button deletes the custom field.

 
hmtoggle_plus1Image Tag field

The Image Tag is a document identifier field. Use it to link images or native documents to the matching index field data. The BegDoc# and DocID fields are commonly used for this purpose, but other user-defined fields may be used provided they contain a unique value and do not contain blank values for any record.

 

 

Need additional help? E-mail the CloudNine™ LAW Technical Support team at: lawsupport@cloudnine.com, or contact a support representative at 713-462-6464 for CloudNine™ LAW Ext. 12 or CloudNine™ Explore Support Ext. 13. The Technical Support team is available between the hours of 9:00 A.M to 7:00 P.M. Eastern Time, Monday - Friday.

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