Formats/Documents Tab

You use the Formats/Documents tab to specify the following:

•Export type

•Files to be included for exporting

•Type of files (e.g., native files)

•Target application name

•Target application configuration settings

•Image format

 

hmtoggle_plus1To start the Export Utility

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

•Or click the Export Utility button button from the main or from the embedded grid toolbar.

The Export Utility dialog appears.

Formats/Documents tab in the Export Utility dialog box

 

 
hmtoggle_plus1To configure file and text export options

Because LAW is both a scanning and an electronic discovery application, the Export Utility allows users to choose which type of data should be included in the export.

The options available in the File Types area of the Export Utility are described in the following table:

Option

Description

Selected Types

The Selected Types drop-down contains three options:

•All Records — This option may be used when a LAW case contains both scanned (or imported) images and native files, and the user wishes to include both types in the export. This option may also be used if the case is all e-discovery or all scanned data.

•Scanned Data — Use this option when exporting only scanned images or images imported using a feature other than the ED Loader (such as Import Raw Images).

•Electronic Discovery — This option will be used to export files that were imported as e-discovery only. This may include native files and/or the TIFF images or PDF files for each ED record (if files were converted to TIFF or PDF).

Note: Keep in mind, not all target applications support native file review. Currently, native file exports apply only to Blue Trace, CaseLogistix, Concordance, Concordance Desktop, Concordance Direct (DCB), Delimited Text, EDRM XML 1.0, EDRM XML 2.0, iCONECT, Introspect eCM, Ringtail, and Summation.

Include Images

Includes scanned images, images imported via Import Raw Images or Import Load File, and images created during the TIFF Conversion batch process or single document tiffing.

Include Full Text

Includes text files for any documents that contain text. This text may have been extracted during the pre-save or created during the OCR process. The type of text included in the export will depend on the option selected in the Text Options dialog (see below).

Include Native Files

Includes the native files imported during the e-discovery import process. Again, not all export formats support native file review. If Include Native is the only option selected, only Blue Trace, CaseLogistix, iCONECT, Concordance, Concordance Desktop, Concordance Direct (DCB), Ringtail, and Summation will be displayed in the Formats section.

This option is disabled if the Scanned Data export type is selected.

Include records without files

When enabled, includes a record in the export load file or database for all LAW records that do not have a native file associated with them.

For example, if a duplicate file was detected during an inport from ED Loader or Turbo Import, and the action was set to log a record but exclude the native file, then the record in LAW would not have a native file. If this export setting is disabled, this record would not be included in the export output and a warning would be logged.

Options... button

Opens the Text Options dialog box.

Text Options dialog box

 

Set four conditions to determine precedence of text types for export:

•Option 1: Extracted Text, Linked Text, OCR Text (default), or Printed Text

•Option 2: <None>, Extracted Text (default), Linked Text, OCR Text, or Printed Text

•Option 3: <None>, Extracted Text, Linked Text, OCR Text, or Printed Text (default)

•Option 4: <None>, Extracted Text, Linked Text (default), OCR Text, or Printed Text

 

Text priority example configuration:

If the following text priorities are selected:

Option 1: OCR Text

Option 2: Extracted Text

Option 3: Printed Text

Option 4: Linked Text

 

•When the export runs, LAW will export the OCR text for any documents that have associated OCR.

•If no OCR text is found, LAW will export the extracted text for any documents that have extracted text.

•If no extracted text is found, LAW will export printed text if it has been created from the native documents during the TIFF conversion process.

•If no printed text is found, LAW will export the text from linked text files for any documents that are linked to a text file.

Documents are linked to a text file if the "Link to source files in place when importing load files" check box was selected on the Preferences tab in the Options dialog box (Tools menu > Options), and the document was imported into LAW using a load file.

 

•Text Encoding — Determines what type of text encoding is used for extracted text files during the export.

•Use existing encoding — LAW exports the extracted text files in their current format without modifying their text encoding during the export.

•Add BOM to Unicode only — LAW includes any Unicode® characters in the exported text if present. If a text file contains Unicode characters, the file is encoded as UTF-8 and a byte order mark (BOM) is added at the beginning of the text file. If the text file already contains a BOM and Unicode, both are retained. If the file does not contain Unicode, it is exported without a BOM. This feature should be used with caution as many export formats do not support Unicode characters.

•ANSI — LAW converts the default UTF-8 extracted text files to ANSI during the export. Any Unicode content is lost.

•UTF-8 with BOM — LAW converts all files to UTF-8 encoding and adds a UTF-8 byte order mark (BOM) at the beginning of all files.

 

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The Allow Unicode data in Concordance load file setting does not have any impact on exported text files. Note that this setting only affects the *.dat load file.

 

•Export as single page text — Single-page text files for each document will be exported if this option is enabled. Only two formats, Summation and Sanction, support single-page text.
 

•Include placeholder file when text is missing — Export includes the placeholder text .txt file for documents without text content during the export. If the Include Full Text check box is selected on the Formats/Documents tab in the Export Utility dialog box, when the text files are being copied during the export, the placeholder .txt file will be copied for each document without text content.
 

When this option is selected, click Browse to add the placeholder .txt file you want to use. The placeholder .txt file can be any .txt file containing the text you want to include in the placeholder file.
 

•Insert page markers in text (OCR / Printed text only) — Exports specified field replacements and stamps the page markers on the exported text. By default this option is disabled, which means no page markers would be added to the exported text. When enabled, you can type your own page marker or use the following default page marker:  
   

<<< &[PageID] / &[Pages] >>>
 

•Omit text for tagged documents — Removes OCR, printed, or extracted text from the export for certain records. Use this option to help avoid creating overly large text files. A tag field must be created and records tagged prior to launching the Export Utility. The tag field will appear in the drop-down list below this option.

 

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To help filter large text files from export, you can use the Capture Text File Sizes run command along with the Omit text for tagged documents option. The command stores the file size of the extracted text associated with a document in an index field. The option prevents text of tagged files from being exported.

Note that the Capture Text File Sizes command has not been fully tested and cannot be supported in the event of a problem.

 

 
hmtoggle_plus1To configure document export options

Use the Documents section to specify the documents to include in the export.

Documents section on the Formats / Documents tab

•All Documents — Includes all documents in the case, depending on the selected Export Type. For example, if this option is selected, and Electronic Discovery is chosen in the File Types section, LAW will only export records imported as e-discovery. Non-electronic discovery data will not be included in the export.
 

•Search Results — Includes all records currently displayed in the grid. This option will only be enabled if the Export Utility is launched while a grid display is active or if it is launched directly from a grid.
 

•Select Documents - Use this option to specify the folders and/or ranges of documents within folders to include in the export.
 

1.Click the Select button next to the Select Documents option.

Clicking the Select button opens the Select Folders dialog box.

Select Folders dialog box

2.Select the check box next to the folders you want to to export.

3.To select a range of documents, click the check box for folder containing the desired records, then click Set Range.

Clicking the Set Range button opens the Select Document Range dialog box.

Select Document Range dialog box

4.Select the check box next to the starting and ending documents, and then click OK.

Clicking OK saves the document ranges and closes the Select Folders dialog box.

By default, the Calculate total documents check box is selected. When the check box is selected, the export includes document counts in addition to the total number of folders selected. For large cases, selecting the Calculate total documents check box can cause a delay when returning to the Formats / Documents tab.

 

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In cases with a large number of documents and/or pages, a delay may be experienced when launching the Batch Process or Export Utility dialog boxes while LAW calculates the total number of pages to display.

 

To avoid the potential delay, disable page counting.

1.On the Tools menu, click Options, and then click the Preferences tab.

2.Clear the Calculate total pages in batch/export dialogs setting before you launching the Export Utility.

The number of pages will no longer appear beside the number of documents.

 

5.Click OK.

Clicking OK saves your folder and document selections and closes the Select Folders dialog box. The Select Documents option on the Formats / Documents tab is now selected.

 

 

•Regenerate Load File(s) — Use this option to regenerate a load file for one of the case's existing exports. The Regenerate Load File(s) option is only available for SQL cases.
 

1.Click the Select button next to the Regenerate Load File(s) option.

Clicking the Select button opens the Select Existing Export dialog box.

Select Existing Export dialog box

LAW generates an export session for each SQL case export. The Select Existing Export dialog box contains the list of exports already run for the case. For each export, the export session name, export status, total number of documents exported, and the export creation date and time are displayed.

2.Select the row for the export for which you want to regenerate the load file.

3.Click OK.

Clicking OK closes the Select Existing Export dialog box and populates the Export Utility tabs with the export settings from the export you selected. Also, the Regenerate Load File(s) option on the Formats / Documents tab is now selected. Some of the export settings for the selected export cannot be edited.

 

 
hmtoggle_plus1To select export formats

Use the Formats section to specify the target application(s) as well as the load file/image format. Although you may select multiple applications,  not all export formats support the same options. Also, certain applications will have special configuration settings available in the Export Utility.

 

To select a format

1.Select an application title from the Available Formats list.

2.Select either Single-Page or Multi-Page.

Note: The image format must be selected before moving the application format to the Selected Formats list.

3.Click Select.

4.To determine if a format has additional configuration options, select the application title in the Selected Formats list. If the Configure button becomes enabled, this indicates additional settings exist and can be viewed by clicking Configure.

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Note the following when configuring output formats:

 

•When exporting PDFs to any single-page format other than PDF Conversion, if <Default> is selected as the output format, the PDFs will be converted to image-only. If PDF is the output format, the PDFs will be searchable.  
   

•If exporting multi-page color or grayscale TIFF images to a single page format with the Output Format set to Default, LAW will automatically export these files as JPEG images. This is done for better compatibility with older image viewers that may not support TIFF w/JPEG compression and to minimize the file sizes of the color images. B&W TIFF images will not be affected by this process.

 

 

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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