Add or Edit a Transformed Field for Export

Home > selected Project > menu or right-click > Settings > Export Fields > New Transformed Field
Project > Settings drop-down > Project Settings > Export Fields > selected template > New Transformed Field
Project > Settings drop-down > Project Settings > Export Fields > selected template > selected Transformed Field

Requires Project - Export Fields - Add/Edit Permissions

Home > selected Organization > menu or right-click > Settings > Export Fields > selected template > New Transformed Field
Project > Settings drop-down > Organization Settings > Export Fields > selected template > New Transformed Field
Organization Settings > Export Fields > selected template > selected Transformed Field

Requires the appropriate Setting Add/Edit Permission based on the Save to Template or Load from Template action

Home > Settings drop-down >System Settings > Export Fields > New Transformed Field
System Settings > Export Fields > selected Transformed Field

Requires System User with a System-level Role and Permissions

Users in a role with the appropriate permissions can add a Group (Transformed) field entry to do one of the following:

  • Use a Chain or Delimited Values mode to build a list of fields to evaluate at export for each document.
  • Use a Duplicate Values mode to select a single metadata field that will populate, for a master parent document, a list of unique field values for all duplicates of the document.

The following sections describe both uses of a Group (Transformed) field entry.

Using a Transformed Field for Chain or Delimited Values Mode

Users in a role with the appropriate permissions can add a Transformed field entry and build a list of fields to evaluate at export for each document. For example, you may want to designate a primary or custom field (such as a main date field, title field, or author-related field), and have it populated with information based on a check of all possible fields that might contain the information you want.

For a given document or email's metadata, you can do one of the following for a list of selected fields:

  • Specify that the first field in the list to have information is the one whose value populates the Transformed field. This is called Chain mode. In this mode, if none of the supplied fields contain information, a default value can be populated in the Transformed metadata field.
  • Specify that the values from multiple fields populate the Transformed field, where each field value is separated by a delimiter. This is called Delimited Values mode. In this mode, if none of the specified fields contain information, only the delimiters appear.

For example, you may want to designate a primary or custom field (such as a main date field, title field, or author-related field), and have it populated with information based on a check of all possible fields that might contain the information you want.

Chain Transformed Mode Examples:

A Transformed field called DocTitle might be populated with information from one of these fields:

edocsubject

subject

title

keywords

Here, the edocsubject field is checked first, then subject, then title, then keywords. This would cover email subjects as well as PDF or Microsoft Word titles, and keywords. The first field that has information is the one used to populate the Transformed field.

A Transformed field called DocAuthor might be populated with information from one of these fields:

author

from

participants

owner

Using a Transformed Field for Duplicates Values for a Single Selected Field

Users in a role with the appropriate permissions can add a Transformed field entry and select a single metadata field that will populate, for a master parent document, a list of unique field values for all duplicates of the document in an Export Stream. The selected field can be any regular, Analytic, or Export metadata field. This Duplicate Values Group field applies to all forms of Export Duplicates processing, and observes the current deduplication setting (Global or Custodial).

You can select a delimiter for the values (the default is a semicolon), and you can choose to propagate the values to all family members.

Note: In the load file generated at Export when you include a Transformed field entry (for example, a Transformedin Duplicate Values mode with ImportPathInfo as the selected field), you may see unknown if the field is not populated.

Transformed Field Options

These options generally apply to the standard use of a Transformed field entry.

  • Field Name – Assign a name to represent the Transformed field.
  • Mode – Enables you to select one of the following modes for the Transformed Field:
    • Chain – Enables the Transformed Field to hold a specified default value (the first field in the list of selected fields to have information).
    • Delimited Values – Enables the Transformed Field to hold multiple values (from the list of fields selected), optionally separated by the delimiter of choice. The default delimiter is a semicolon.
    • Duplicate Values – Enables the Transformed Field to hold a list of unique field values for all duplicates of a document, optionally separated by the delimiter of choice (by default, a semicolon). The single-selected field can be any regular document metadata field such as batch, filename, reviewfolder, containerfolder, or mediaid, an Analytic Metadata field such as custodian_view, or an Export-only field such as ImportPathInfo.
  • Propagate to Family – When selected, this option causes all attachments in a family to inherit the Transformedfield value from their parent. This makes the Transformed field value family-wide, where all members of a family will have the same value for the Transformed field. By default, this checkbox option is cleared, which means that each document will independently have its own value for the Transformed field.
  • Default Value (Chain Mode only) – This field is used only when no values can be populated in any of the selected fields for the Transformed Field. For example, for a custom DocAuthor field, the default value might be Unknown.
  • Delimiter (Delimited Values Mode and Duplicates Values Mode only) – This field is used to specify the delimiter used to separate the multiple (concatenated) fields, or duplicate values, for the Transformed Field. The default delimiter is a semicolon, but you can choose to not specify a delimiter, or specify a different delimiter (string or single character), such as a period, dash, or underscore).

Available Fields Information and Options

The Field Name list in the Available Fields section contains the available fields that have not yet been assigned to the list of Selected Fieldsfor Chain or Delimited Values mode, or selected as the single Selected Field for Duplicate Values mode. You can filter the list to find a field you are looking for by typing one or more characters of its name in the text box.

List Controls

How you use the list controls depends on the selected Transformed Mode.

Chain or Delimited Values Mode

In Chain or Delimited Values mode, you can use the center buttons or drag-and-drop controls to manage a group of selected fields, as follows:

To use the center buttons:

  • From Available Fields – To add fields to the Selected Fieldslist, select the fields (click to select each field) and then click the right arrow button .
  • From Selected Fields – To remove fields from the Selected Fieldslist, select the fields (click to select each field) and then click the left arrow . This moves the fields back to the Available Fields list.

To use drag-and-drop:

  • Use the icon to drag selected fields in the Available Fields list to the Selected Fields list. Hint text shows you where you can drag/drop newly added fields.

  • Use the icon to drag a given field or multiple fields in the Selected Fields list to the appropriate spot in the list to control field position within the list.
  • Use the icon to drag selected fields in the Selected Fields list back to the Available Fields list.

Duplicate Values Mode

In Duplicate Values mode, you use the center controls or drag-and-drop controls to manage a single selected field, as follows:

To use the center buttons for a single field:

  • From Available Fields – To add a single field to the Selected Field list, select the field and then click the right arrow button . If you have a field in the selected list and then move another field over from the available list to the selected list, the new field will replace the previous field.
  • From Selected Field – To remove the single selected field from the list, select the field and then click the left arrow to move the field back to the Available Fields list.

To use drag-and-drop for a single field:

  • Use the icon to drag a single selected field in the Available Fields list to the Selected Field list. If you have a field in the selected list and then drag another field over from the available list to the selected list, the new field will replace the previous field.

  • Use the icon to drag the field on the Selected Field list back to the Available Fields list.

OK or Cancel Options

  • OK – Saves your changes to the Transformed Field.
  • Cancel – Discards your changes to the Transformed Field.