View and Manage Batches in Project Data

Project Data > Batches

Requires Batches - View Permissions for viewing,
Batches - Add/Edit Permissions for New or Edit, and
Batches - Delete Permissions for Delete

The Batches summary provides information about all defined Batch views in the Project and enables you to perform actions such as filtering the list of Batch views and manage Batch assignment.

A document can only belong to one Batch view. Save operations to a selected Batch enable you to specify or change the assignment of a document to a Batch.

Your Project supports the following types of Batch views:

  • Unassigned Batch View— Documents that are not assigned to any Batch in your Project are part of the Unassigned Batch view. This view allows you to manage the pool of documents not currently assigned to any Batch in the Project. You cannot delete this type of Batch view. For example, you may decide to remove selected documents from an explicitly created Batch view because those documents are really not associated with that Batch. The documents remain in the Project, they are just moved to the Unassigned view.
  • Explicitly Created Batch Views — These are named Batches explicitly added to the Project and appear with the icon . Once you have the Batch views you want, you can save documents to a selected Batch view to control the Batch assignment. See New Batch for the Batch naming rules.
  • Auto-generated Batch Views — Each Batch created automatically as part of the import process (if the Project Index Settings are set up to import staged Batch data). Auto-generated Batches use the staging to make the initial assignment, but you can change this by saving documents to another Batch view or to the Unassigned Batch view.

Note: From a document list of any view, you can use the Add to option from the documents list toolbar to add documents to a Batch. A given document can only belong to one Batch.

Batch Summary

This summary table provides key Batch information, as follows:

Note: The Unassigned Batch is always listed first, but you can sort other entries by Batch Name, Date Created, or Documents. The default sort column is initially highlighted for you. In addition, an arrow before the column name indicates whether the sort is in ascending or descending order. For the Batch Summary, entries other than Unassigned observe the default sort column of Name in ascending order and will appear in alphabetical order under the Unassigned Batch (in the summary and in the Navigation Tree). If you change the sort column, the current sort column is highlighted for you with the appropriate ascending or descending order. The sort is maintained until you change the sort again or leave the Project.

  • Batch Name — The name assigned to a Batch view. This is either Unassigned for the Unassigned Batch, or the name you assigned (or the default name) when you imported a Data Set as a Batch. See New Batch for the Batch naming rules. You can click a given Batch name (shown in blue to indicate it is a hyperlink) to open that Batch view. Batches you create or that are auto-created have the icon .
  • Filter text box – You can use the Filter text box under the Batch Name column. (The icon indicates that filtering is available.) Using the Filter box enables you to pinpoint the items you want to work with based on a Filter term search containing one or more characters you enter. You can explicitly apply a filter by typing one or more characters in the text box and clicking Enter (the return key). If you type one or more characters in the text box, the software will automatically apply the filter for you, and the text box changes to a yellow background color. For any applied filter, you can then clear the filter by removing the text in the box and clicking Enter, by removing the text from the box, or by clicking the that appears at the far right of the Filter box. Clearing a filter restores the list to its original state. (Note that any column with a Filter text box cannot be moved.) In this release, any filtering performed will retain the Unassigned Batch entry, since that must always appear.
  • Any filtering performed does not retain the Unassigned Batch unless the filter itself includes matching characters.
  • Description — The description assigned to a Batch view. If this is an Batch discovered at import using the Batch Directory Location, the description field will say Auto created Batch. For the Unassigned Batch, the description is Unassigned Batch created for the Project.
  • Documents — The number of documents currently assigned to a given Batch or the Unassigned Batch.
  • Date Created — The date (full timestamp) on which the Batch was created (for example, 2018-09-05 10:13:13).

New and Selected Batch Options

To add a new Batch, use the New Batch option. You can select this option from the summary or by right-clicking on Batches in the tree. When you create a Batch, a view for that Batch is added to the Project under Batches and appears under Project Data.

For a selected Batch in the Summary, right-click the Batch or click the ellipses at the far right to see a menu with the following options, as long as you have permissions to perform those actions (actions that are not permitted will be grayed out, such as actions that do not apply to empty, 0 count, views):

  • Add Tags... – Launches the Tag dialog, from which you can select Tags to apply. You can also create a Tag and use it right away.
  • Remove Tags... – Launches the Tag dialog, from which you can select Tags to remove.
  • Add to... – Enables you to save selected documents or all documents to a selected Custodian, MediaID, Batch, or Folder view based on your current view and your permissions. For more information about save-related options, see Add to or Remove Documents from Select Project Data Views.
  • Remove from... – From any documents list or Search Results, removes documents from the selected Custodian, MediaID, Batch, or Folder view. The documents are still available within the Project, they just no longer reside within that item. For a Batch, removing documents from a given named Batch automatically reassigns the documents to the Unassigned Batch. (Removing documents from the Unassigned Batch is not permitted; if you want to assign documents from Unassigned to another Batch, perform an Add To operation to the appropriate Batch view.
  • Find Exact Duplicates – Enables you to search the view for Exact Duplicates. An exact duplicate would have the same file MD5 value.
  • Find Content Duplicates – Enables you to search the view for Content Duplicates. A content duplicate has the same content and content MD5 value.
  • Calculate Word List – Calculates the Word List for the view. You cannot issue this command while the Word List is being generated.
  • View Word List... – Enables you to view the calculated Word List for the view. As long as the Word List for this view has been generated, this option enables you to view the calculated Word List for the view. This option will be disabled until you calculate the Word List.
  • Create Manifest... – Launches the Create Manifest dialog, from which you can generate a CSV or XML manifest of a view, using either the current fields or all fields. From the Work Basket task for the manifest generation, you can then right-click and select Download to download the file to a destination local to your computer. Users with permissions can also save the manifest to a server location. For download of a large manifest file (over 200 MB), the software places the manifest in a ZIP file, which you can then unzip. Note that this process can take time.
  • Create Comparison... – Launches the Create Comparison dialog, from which you can set up a Comparison of two sets of data or views in the Navigation Tree so that you can see how much content is in both, or just in one of the sets versus the other.
  • Create Sample... – Launches the Create Sample dialog, from which you can set up a Sample view of data based on certain criteria.
  • Download All as PDFs — Enables you to download all documents in the view as PDFs to your local environment so that you can view the documents in PDF format. When you select this operation, you can select the Stamp Document Number option if you want to include a stamp with the document number (docnum) on the bottom right of each page in the PDF. Note that this operation will also show a Warning popup that states the following: You are attempting to download all documents in this list as PDFs. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the PDFs directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectname>_PDFs.zip. An information popup indicates that the PDFs are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that certain file types are ignored for PDF generation, including any selected directory folders not removed from your Project during setup by your administrator, disk images, file archives, mail archives, empty files, and files for which the native is not available. A WARNING_DETAILS_REPORT.csv file identifying the files that were skipped or failed PDF generation can be downloaded from the appropriate PDF-related Work Basket task. See About Downloading Documents as PDFs and Natives for more information.
  • Download All Natives — Enables you to download all documents in the view to your local environment so that you can view the documents in their native format. You will see a Warning popup that states the following: You are attempting to download all natives in this list. Depending on the size of the documents, this could take considerable time and/or render the browser unresponsive. Consider creating a new export stream to produce the natives directly to an export location instead. At this point, you must either confirm the operation by clicking Continue, or click Cancel instead. If you proceed, the software will prepare a ZIP file, by default named <projectname>_Documents.zip. An information popup indicates that the documents are being prepared for downloading, and once finished, the archive (ZIP) can be downloaded from the Work Basket. Note that any directory folders are ignored for the download. A WARNING_DETAILS_REPORT.csv file identifies any native files that were not downloaded. See About Downloading Documents as PDFs and Natives for more information.
  • Add Family – Adds an missing family members to the view.
  • Edit ... – Launches the Edit Batch dialog, from which you can edit Batch information for a selected Batch you created (for example, the name of a Batch you created). You cannot edit information for the Unassigned Batch view.
  • Delete – Click this to remove an existing Batch (other than the Unassigned Batch) and all document associations to that Batch from the Project. You are asked to verify the removal of the Batch. Note that this does not remove the documents from the Project; just from the assignment to the Batch. If the documents are not assigned to any other Batch, they would then be considered Non-Custodial data and you can view them in the Unassigned Batch view.

Page Controls

For multi-page lists, you can select a page to display. By default, a given page will display 100 items.

The paging area shows a range and enables you to enter the page number in the box or use the appropriate arrows to navigate.

You can perform an immediate refresh by clicking the icon on the Page Control bar.