Using CloudNine LAW > Deduplication, Near-Duplicate & Email Threading > Batch Processing > E-Print & TIFF Conversion Options

When you are using batch processing for printing or e-printing, you can have LAW generate separator pages. Separator pages can help to organize paper copies of documents and folders. You can choose whether to have separator pages generated whenever a new folder is encountered during printing, acting as a folder break, or to have separator pages printed instead of printing actual documents. For more information about the printing and e-printing options, see: Batch Printing or Output Settings for E-Print, TIFF Conversion.

When you are using batch processing for TIFF conversions, you can have LAW generate document placeholders. You can choose whether to have document placeholders generated for unsupported and excluded documents, and/or generated for the documents that could not be converted to TIFF and received an error during processing. For more information about the TIFF conversion options, see: Output Settings for E-Print, TIFF Conversion.

LAW comes with some predefined separator page and placeholder templates for the E-Print and TIFF Conversion processes. The predefined LAW templates are: Blank, Default Template, Folder and File (Centered), Filename Only (Centered), and Filename Only (Lower left). The predefined templates cannot be modified. You can also create and use custom separator page and placeholder templates for the E-Print, Print, and TIFF Conversion batch processes. You can map which separator page or document placeholder template is used for each source application, and which one is used when the batch process encounters errors or no source application.

For e-printing and TIFF conversion, you can also assign document placeholder templates to individual documents from the grid view and the Index tab on the main form using the Placeholder_Name field. When a document placeholder template is assigned to a document in the grid view or on the Index tab, during the e-print or TIFF conversion process, the assigned document placeholder will automatically be generated instead of printing or converting the document to a TIFF file. For TIFF conversions in this scenario, after the TIFF conversion, the TiffStatus field for the document is set to P.

Placeholder Template Hierarchy for e-print and TIFF conversion

In LAW there are multiple places you can select the separator page or document placeholder templates you want to use for e-printing and TIFF conversion. If a separator page or document placeholder template is selected in multiple locations for a document, the following template hierarchy will be used by CloudNine™ LAW:

1.Template is selected in the Placeholder_Name field

A document placeholder template is selected for a document in the Placeholder_Name field from either the grid view or Index tab on the main form. During e-print or TIFF conversion, the selected template will automatically be used to generate the document placeholder for the document instead of printing or converting the actual document to a TIFF or file.

2.A predefined LAW template is selected in the Template list for batch e-printing or the Placeholder Template list for batch TIFF conversion.

The Template list located under the E-Print options in the e-Print Options dialog box. The Placeholder Template list is located under the TIFF Output options in the TIFF Conversion Options dialog box.

3.<Custom> is selected in the Template list for batch e-printing or in the Placeholder Template list for batch TIFF conversion, and there are document placeholder or separator page templates mapped in the Map Placeholder Templates dialog box.

The mapped templates will be used to generate separator pages for e-print or document placeholders for TIFF conversion. If there is no template mapped to a row in the Map Placeholder Templates dialog, the predefined Default Template will be used for that row.

4.No template is assigned.

The predefined Default Template is used to generate separator pages and document placeholders.

Map Placeholder Templates

For the batch print you can map with separator page template is used to generator separator pages during a batch print job. For e-print and TIFF conversion processes you can map which separator page or document placeholder template is used when the batch process encounters errors, no source specified (for excluded or unsupported files), or a specific source application. Templates are mapped in the Map Placeholder Templates dialog box.

The batch e-print and batch TIFF conversion processes use the same template mappings in the Map Placeholder Templates dialog box. It does not matter whether you performed the template mappings in in the Map Placeholder Templates dialog box from the e-Print Options dialog box or the TIFF Conversion Options dialog box, the mappings apply to both processes. For example, if you create a template for the Adobe Acrobat source application, and map it to the Adobe Acrobat source application, the Adobe Acrobat template will be used for generating separator pages or document placeholders for the Adobe Acrobat source application in the batch e-print and TIFF conversion processes, depending on which process is running and which settings were selected.

For batch print, the template mapping in the Map Placeholder Templates dialog box only applies to batch printing, and you can only access the batch print mappings in the Map Placeholder Templates dialog box from the Batch Print Options dialog box.

If a custom separator page or document placeholder templates is not mapped for errors, no source found, or a source application, the Default Template is used to generate separator pages and document placeholders.

To map templates for batch e-print and TIFF conversion:

1.Open the Map Placeholder Templates dialog box from the e-Print Options or TIFF Conversion Options dialog box.

To access the Map Placeholder Templates dialog box, see To access the Separator Page Options dialog box in this topic.

2.In the Template column, click the row associated with the <Error>, <No Source Specified>, or source application row to which you want to assign a custom template.

Clicking the Template column displays a dropdown list of available templates, including custom and the predefined LAW templates. In the template list, the predefined LAW templates names are displayed with the <> symbols. For example <Filename Only (Centered)>. At the top of the template list is a blank option. When the blank option is selected, the Default Template is assigned. Also, when a blank value is displayed for a row in the Template column, the Default Template will be used to generate separator pages or document placeholders for that row.

3.Click the template you want to use to generate separator pages or document placeholders for the associated <Error>, <No Source Specified>, or source application.

To apply a specific template to all rows, in the Select Template list, click the applicable template, and then click the Apply To All button. Clicking the Apply to All button adds the selected template to all rows in the Map Placeholder Templates dialog box.

Once you've applied a template to all rows, you can modify the template selection for individual rows, if needed.

4.When you are done assigning templates, click the Save button.

To create new or edit existing templates, click the Manage Templates button to open the Separator Page Options dialog box.

To map a template for batch print:

1.Open the Map Placeholder Templates dialog box from the Batch Print Options dialog box.

To access the Map Placeholder Templates dialog box, see To access the Separator Page Options dialog box in this topic.

2.In the Template column, click the Print row.

Clicking in the Template column displays the list of available custom templates. At the top of the template list is a blank option. When the blank option is selected, the Default Template is assigned. Also, when a blank value is displayed for the Print row in the Template column, the Default Template will be used to generate separator pages or document placeholders.

3.Click the template you want to use for generating separator pages.

4.Click the Save button.

To create new or edit existing templates, click the Manage Templates button to open the Separator Page Options dialog box.

Separator Page Options

If a separator page or document placeholder template is not mapped for a document or batch process, the predefined Default Template template is used to generate the separator pages or document placeholders for the E-Print, Print, and TIFF Conversion batch processes.

Custom separator page and placeholder templates are created and managed in the Separator Page Options dialog box, and can be created for individual LAW cases or all LAW cases. Separator page and document placeholder templates are mapped in the Map Placeholder Templates dialog box. The Separator Page Options dialog box is accessed by clicking the Manage Templates button in the Map Placeholder Templates dialog box.

Custom separator pages and placeholders are created in the Separator Page Options dialog box. You can access the Separator Page Options dialog box from three places in CloudNine™ LAW: the E-Print options in the e-Print Options dialog box, Batch Print Options dialog box, or TIFF Output options in the TIFF Conversion Options dialog box.

From the e-Print Options dialog box:

1.In the Batch Processing dialog box, click the Options menu.

2.In the Options menu, click E-Print Options.

Clicking E-Print Options opens the e-Print Options dialog box.

3.In the Categories list, click E-Print.

4.Select the Print separator pages check box.

5.In the Template list, click <Custom>.

Clicking <Custom> enables the Options button.

6.Click the Options button.

Clicking the Options button opens the Map Placeholder Templates dialog box.

7.Click the Manage Templates button.

Clicking the Manage Templates button opens the Separator Page Options dialog box.

From the Batch Print Options dialog box:

1.In the Batch Processing dialog box, click the Options menu.

2.In the Options menu, click Print Options.

Clicking Print Options opens the Batch Print Options dialog box.

3.Select the Include separator pages check box.

Clicking the Include separator pages check box enables the Options button.

4.Click the Options button.

Clicking the Options button opens the Map Placeholder Templates dialog box.

5.Click the Manage Templates button.

Clicking the Manage Templates button opens the Separator Page Options dialog box.

From the TIFF Conversion Options dialog box:

1.In the Batch Processing dialog box, click the Options menu.

2.In the Options menu, click TIFF Options.

Clicking TIFF Options opens the TIFF Conversion Options dialog box.

3.In the Categories list, click TIFF Output.

4.Select the Print placeholders for excluded/unsupported documents and/or Print placeholders for documents that error during conversion check box.

5.In the Placeholder Template list, click <Custom>.

Clicking <Custom> enables the Options button.

6.Click the Options button.

Clicking the Options button opens the Map Placeholder Templates dialog box.

7.Click the Manage Templates button.

Clicking the Manage Templates button opens the Separator Page Options dialog box.

To Create a Custom Separator Page or Document Placeholder Template

Both separator page and document placeholder templates are created in the Separator Page Options dialog box. In the Separator Page Options dialog box there is no distinction between creating custom separator page or custom placeholder templates. What determines if a template is a separator page or document placeholder template are the settings defined for the template and where the template is used. If a template is used for the batch printing or e-printing process, the template is used for generating separator pages. If a template is used for the batch TIFF conversion process, the template is used for generating document placeholders.

1.In the Separator Page Options dialog box, click the Add New button.

Clicking the Add New button opens the Add Placeholder Template dialog box.

AddPlaceholderTemplate

2.In the Placeholder Template field, type the template name.

The following special characters are not allowed in template names: \ / : * ? < > |

3.In the Placeholder Scope list, click one of the following:

•All Cases. The custom template is available for selection in all LAW cases.

•Current Case. The custom template is only available for selection in the current LAW case.

4.Click OK.

Clicking OK closes the Add Placeholder Template dialog box and adds the new template to the Placeholder list in the Separator Page Options dialog box.

5.Make sure your new template is selected in the Placeholder list.

6.Configure the template header.

7.Configure the template options.

The Options section of the Separator Page Options dialog box contains a number of features to allow further customization of the separator page or document placeholder template.

•Placeholder Type - The Placeholder Type list determines the type of separator page and document placeholder.

•File. Separator pages will print in front of e-documents imported via ED Loader, Turbo Import, or XML load file.

•Folder. Separator pages will be printed each time a new folder is encountered and will apply to the E-Print and Print batch processes. The field selection will not apply to folder pages as the fields are only document-level or page-level. The folder path, in addition to the specified header and footer text, will be printed on each folder separator page.

•E-Mail. Separator pages will be printed in front of e-mail records and other store-based items including calendar items, contacts, tasks, journal entries, and notes.

•Attachment. Separator pages will be printed in front of any attachment records loaded into the case using ED Loader or Turbo Import and is based on the Attachment value found in the _DocCat field.

The File, E-Mail, and Attachment placeholder types will also be used as placeholders for excluded/unsupported records or as an error placeholder during the TIFF conversion process.

The currently selected placeholder type is displayed in parentheses beside the Fields section heading just above the Selected Fields list for the e-print and TIFF conversion processes.

•Synchronize field settings for all types - When enabled, the fields selected for the placeholder type currently selected in the Placeholder type list will be applied to the File, E-Mail, and Attachment separator pages and placeholders. Also applied with this setting are the following: field fonts, Do not print field names for blank values and Show comments field check box and text field settings.

•Synchronize Header/Footer options for all types - When enabled, the header and footer information you enter in the Header and Footer sections of the Separator Page Options dialog box are applied to the separator page headers and footers across all files types.

•Margins - The separator and placeholder margins can be modified by entering the desired values in the Top, Bottom, Left, and Right fields. The values should be entered as twips as indicated in the interface (1440 twips = 1 inch). The margin settings are unique to each placeholder type.

•Vertical field spacing (in twips) - Use this setting to configure the amount of white space between fields on the separator pages and placeholders. The values should be entered as twips as indicated in the interface (1440 twips = 1 inch). This setting is unique to each placeholder type.

•Print Delays (in ms) - The print delay settings can be configured to cause a delay before (Pre-print delay field) and after (Post-print delay field) pages print in an attempt to prevent a separator page from printing before a file and vice versa (i.e. separator, separator, file, separator). Certain printers rearrange jobs in the spooler causing the printing of smaller files first while larger files are still spooling. LAW cannot always prevent every occurrence of this behavior, but specifying a print delay can reduce the chances of this occurring. Enter values in milliseconds (1000ms=1 second) and test various values to determine what works best in your environment. The print delay values are unique to each placeholder type. The values will be forced to zero and grayed out when configuring placeholders for TIFF conversion.

8.Configure the template field information.

The Fields section of the Separator Page Options dialog is used to determine which fields appear on the separator page or placeholder. The value selected in the Placeholder Type list in the Options section determines which fields are currently listed in the Selected fields list. The value currently selected in the Placeholder Type list is displayed in parenthesis next to Fields title in the Fields section. For example, if File is selected, the Fields section heading is displayed as Fields (File).

The Fields section is disabled when Folder is selected in the Placeholder Type list. This is because field information does not exist at the folder level.

Most system fields and all user-defined fields are available for selection in the Selected Fields list. The fields enclosed in chevrons < > are those derived from the Default Template for each placeholder type. Some of these fields display calculated or formatted values on the separator page or document placeholder to match the output displayed on the Default Template.

1.To add a field to the separator page or document placeholder template, select the Include check box for the field.

Any field with the Include check box selected is included in the template, any field with the Include check box not selected is excluded from the template.

The Field Name column displays the actual field name. The Display As field displays how the field name is displayed on the separator page or document placeholder. If the Display As field is blank, the name in the Field Name column is displayed on the separator page or document placeholder.

2.If you want to change the field name displayed on the separator page or document placeholder, in the Display As column, double-click in the applicable field row, and enter the field names as you want it to be displayed.

To help you locate a field, you can sort the Selected Fields columns in ascending and descending order by clicking a column header.

To move a field in the list, click the field you want to, and then click the Move up button to move the field up one level or click the Move down button to move the field down one level.

Clicking the Group button groups all of the selected fields at the top of the field list.

Clicking the Sort List button sorts the fields in the list in alphabetical order in ascending order (A-Z).

3.During the batch printing, e-printing, or TIFF conversion process, if one of the fields selected in the Selected Fields list does not contain any data for a document, you can prevent the field name from being displayed on the separator page or document placeholder by selecting the Do not print field names for blank values check box.

To have a selected field's name displayed on the separator page or document placeholder even if the field's value is blank, clear the Do not print field names for blank values check box.

The Show comments field check box determines whether a message is displayed in the Comments field on a document placeholder in the following scenarios:

•During the batch e-printing or TIFF conversion process, when the batch process encounters an unsupported or excluded file type, and document placeholders are generated for unsupported or excluded file types.

•When a placeholder template is selected for a document from the Placeholder_Name field in the grid view or on the Index tab and the document is being e-printed or converted to a TIFF file.

4.In both scenarios, to have a message displayed on a document placeholder, select the Show comments field check box.

When the Show comments field check box is selected, the text in the Show comments field text field is displayed on the document placeholder in the Comments field. By default, UNSUPPORTED OR EXCLUDED FILE TYPE is displayed.

5.To change this text, click in the Show comments field text field, and enter the message you want to display on the document placeholders.

If you do not want the message to display on document placeholders in either scenario, clear the Show comments field check box.

6.To customize the field text font, click the A button below the Show comments field text field.

Clicking the A button opens the Font dialog box.

7.Select the font options you want to use.

8.Click OK to save the font settings.

The font settings apply to all selected field names and values and the Show comments field field text.

9.Configure the template footer.

10.Click OK to save the template settings.

Separator Pages & Placeholder Templates

Separator Pages & Placeholder Templates

Map Placeholder Templates

Separator Page Options