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Concordance Desktop

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Important notes on exporting to Concordance Desktop

Concordance Desktop can not append text at a later time, so Text will need to be enabled during the export if desired.

If you are exporting the database to a different computer/server than where LAW is located then the Concordance services need to be enabled as a network account instead of a local account.

Exporting from LAW to Concordance Desktop version 1.07 or earlier will not function properly if you are running on Windows Server 2019.

•If both images and native files are selected for export, images have priority over native files in the Concordance Desktop native viewer.

•Fields exported from LAW are created in Concordance Desktop if they do not already exist. Unicode field values are accepted, but field names with special characters are not permitted.

•When the exported text exceeds the Concordance Desktop allowable limit of 12 MB for a field, the excess text will be entered into the next incremental field up to a maximum of six fields. For example, if the first text field is LAW_OCR_01, the first 12 MB of text goes into that field. The next 12 MB of text goes into LAW_OCR_02 and so forth until LAW_OCR_06. If there is still text to be stored, an error message is logged indicating that the text size exceeded maximum space available and data was truncated.

If LAW 7.2+ and Concordance Desktop 1.7+ are installed in the processing environment then configuring the export to Concordance Desktop with a remote server provides more flexibility and options. This option allows for various LAW processing stations to directly export to Concordance Desktop instead of only using the Concordance Desktop database server as the only workstation to directly export to Concordance Desktop.

If the processing environment is using legacy versions of either LAW or Concordance Desktop then the only options are to make a Concordance export and manually build your database into Concordance Desktop or to configure export to Concordance Desktop.

This feature enables exports from a LAW workstation to build a Concordance Desktop database by entering the Concordance Desktop server's connection information. It does not require LAW to be installed or run the export from the Concordance Desktop Server. This export should only be started from a LAW machine that has LAW version 7.2+ and Concordance Desktop 1.07+ installed. If you are exporting the database to a different computer/server than where LAW is located then the Concordance services on the Concordance Desktop server need to be enabled as a network account instead of a local account.

Checklist for remote server export
LAW Workstation	Concordance Desktop Server
Installation Concordance Desktop 1.07+ LAW 7.2+	Installation Concordance Desktop 1.07+
Concordance Desktop is closed when exporting from LAW.	Concordance Desktop is closed when exporting from LAW. *This is not required if multiple Administrator licenses are available; however the same user name can't be logged into both the workstation and the server.
Read write & modify access to shared folder of Concordance Desktop export	Read write & modify access to shared folder of Concordance Desktop export
	In Services for the Concordance Desktop database server, both Concordance Admin Server and Concordance Server need to configured with a Network Login.
Test connection in Concordance Desktop from LAW workstation to Admin Server
The Export Path in LAW's Export Utility must be a UNC path.

1.In the main window, on the Tools menu, click Export Utility.

2.In the Export Utility, click the Formats/Documents tab.

3.In the Available Formats list, click Concordance Desktop, and then click Select >.

4.In the Selected Formats list, click Concordance Desktop, and then click Configure.

5.The Concordance Desktop Settings dialog box appears.

6.Click the Security button.

7.A new window opens for the Concordance Desktop Login.

8.Enter the Concordance Desktop database server's login information based on the following:

LAW's Concordance Desktop Login fields	Concordance Desktop fields	Value Description	Value Example
User	Logon	Administrative user name	Administrator Login
Password	Password	Password used for the Logon used	******
Server	Host Name	Computer name of the Concordance Desktop database server	Concordance Desktop Server
Admin port	Port	Port listed when connecting to the Admin Console in Concordance Desktop	10001
Server port	Port	Port listed in Concordance Desktop when going to File>Connect	443

9.Configure options according to the information in the following table:

Option

Description

Use specific database (*.dcb) override path

Allows users to append to the desired database.

Database path

This option is used in conjunction with the "Use specific database (*.dcb) override path" option. Click Browse to locate a Concordance Desktop database. Exported records will be appended to the selected *.dcb file.

If you are exporting the database to a different computer/server than where LAW is located then the Concordance services (Concordance Admin Server and Concordance Server services in services.msc) need to be enabled as a network account instead of local account.

Path Notation

The path notation is used to specify how image paths are written to the Opticon load file during the export process.

With Hard Path selected, the load file will display a full path to each output file, such as C:\Exports\TestCase\Vol001\image.tif.

The Relative Path setting uses a relative path to the images from the export path, instead of the entire path (minus the drive letter).

If the UNC Path option is selected, and the export path is a mapped network drive, the image paths are written using an UNC notation, for example:

\\computername\sharename\

If Record Match is Found

The selected option will determine the action LAW will take if a matching record is found in the Concordance database when utilizing the append feature. The three options are:

•Skip Record

Record will be omitted if it already exists.

•Update Existing Record

Any new information will be applied to the existing record, if one is located.

•Append All Records

All records will be appended to existing database.

Field Settings

Click this button to open the Concordance Field Settings dialog box, which lists the fields in the current LAW case. The fields can be selected as "Keyed" or "Indexed" fields before exporting the database to Concordance. When the Concordance database is opened, the selected key and indexed fields are listed in File > Modify.

Note: These field settings only apply to Concordance 8 databases (or higher). To modify fields for earlier database versions, edit the E-Discovery.dcb database template located in the Template folder in the LAW installation directory.

Security

Click Security to configure settings for the Concordance Desktop database server.

Concatenate DCB's across separate partitions

Select this option to concatenate the databases into one database and then export it into partitions. For example, a partition size of 650 MB creates partitions of the concatenated database that can be copied to CDs. All of the database partitions are treated as one database. The partition size is set in the Options tab of the Export Utility.

Include document/OCR text as a field in database file

When enabled, this feature includes exported text to a field in the database.

Type the field name in the text box provided.

Note: When the exported text exceeds the Concordance Desktop allowable limit of 12 MB for a field, the excess text will be entered into the next incremental field up to a maximum of six fields. For example, if the first text field is LAW_OCR_01, the first 12 MB of text goes into that field. The next 12 MB of text goes into LAW_OCR_02 and so forth until LAW_OCR_06. If there is still text to be stored, an error message is logged indicating that the text size exceeded maximum space available and data was truncated.

Link to images and native files in their current location

Leaves any images and/or native files included in the export in their current location (LAW case directory). This feature greatly improves the speed of the export because no files are being copied and LAW must only generate the load files. Paths in the load file will reflect the current location of the files.

Truncate text values that exceed their field size

If this setting is enabled, records with text values that exceed their field size in the target DCB will still be added to the database. The offending text values will be truncated and a warning will be logged. When disabled, these records will not be added to the DCB and errors will be logged. The warning and error messages will include the field name, field size, and the offending data size.

This export should only be started from a LAW machine that is also the Concordance Desktop License server or has a Mobile license of Concordance Desktop installed. If this Concordance Desktop installation has reviewer licenses only, it is recommended to do a standard Concordance export. See Configure Security for exceptions to this in version 7.2+.

1.In the main window, on the Tools menu, click Export Utility.

2.In the Export Utility, click the Formats/Documents tab.

3.In the Available Formats list, click Concordance Desktop, and then click Select >.

4.In the Selected Formats list, click Concordance Desktop, and then click Configure.

The Concordance Desktop Settings dialog box appears.

Prior to Version 7.2

Version 7.2+

5.Configure options according to the information in the following table:

Option

Description

Use specific database (*.dcb) override path

Allows users to append to the desired database.

Database path

Path Notation

The path notation is used to specify how image paths are written to the Opticon load file during the export process.

With Hard Path selected, the load file will display a full path to each output file, such as C:\Exports\TestCase\Vol001\image.tif.

The Relative Path setting uses a relative path to the images from the export path, instead of the entire path (minus the drive letter).

If the UNC Path option is selected, and the export path is a mapped network drive, the image paths are written using an UNC notation, for example:

\\computername\sharename\

If Record Match is Found

The selected option will determine the action LAW will take if a matching record is found in the Concordance database when utilizing the append feature. The three options are:

•Skip Record

Record will be omitted if it already exists.

•Update Existing Record

Any new information will be applied to the existing record, if one is located.

•Append All Records

All records will be appended to existing database.

Field Settings

Security (Only available in version 7.2+)

Click Security to configure Concordance Desktop database server settings for remote servers.

Concatenate DCB's across separate partitions

Include document/OCR text as a field in database file

When enabled, this feature includes exported text to a field in the database.

Type the field name in the text box provided.

Link to images and native files in their current location

Truncate text values that exceed their field size

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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