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When paper documents are scanned to TIFF formatted files, the documents are unitized according to their physical or logical boundaries. When loaded into Concordance Desktop, parent documents and their attachments may be broken out into separate records.  

If a document and its attachments were scanned as one entire document, there may be only a Begin and End Bates number field for each record in the database that reflect whole documents. If parent documents and attachments have been broken out into separate records, there may be a Begin and End Bates number field, 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 files, in which case, they could be treated the same as paper documents .tiff 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.

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 more information about setting up the fields for the Find Attachment command for the database, see Defining preferences.

Document and Attachment Field Examples

The following examples show some possible document and field scenarios in a Concordance Desktop database:

Example 1

Parent Document with Two Attachments

Notice that in each example above, the BEGDOC and ENDDOC fields reflect the Bates number range of the parent document and each attachment document. The BEGATTACH and ENDATTACH fields reflect the Bates range of the entire document (parent and all attachments).

Example 2

Parent Document with One Attachment using Attachment Range Field

Example 3

Doc IDs with a Parent Document and One Attachment

In this scenario, the PARENTDOCID field establishes the parent to attachment relationship for this document. Notice there are many field naming conventions and other possible styles for Parent and Attachment fields in a Concordance Desktop database.

To Locate Documents and Related Attachments

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

i.The search results are returned.

2.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 .