Manage Export Fields in a Project Template

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

Requires Project - Export Fields - View, Add/Edit, Delete Permissions

Project Members with the needed permissions can select Project Settings > Export Fields to view, modify, create, and use Project templates for the set of metadata fields that are exported to a load file or configured database. Creating multiple export field templates can support a Project in more easily managing fundamentally different types of Exports.

Loading from and Saving to Templates

The Selected Export Fields list (the fields that are exported) and Available Fields list (those that are not) are initially populated from the Organization's predefined Default Export Fields template, which is selected in the Templates pane; any other existing templates that you have access to are shown there as well. (If an Export Fields template was selected during Project creation, a copy of that template is the Project's default template instead of the default.) You can load any template either by right-clicking any of the listed templates or clicking the context menu icon () to its right, choosing Load from Template, and selecting the one you want from a list of those you have access to. (If you have the appropriate permissions, you can display and choose from among the existing Organization and System templates as well as Project templates.)

Note: You can use custom metadata field mapping in Project templates, but it is not permitted in Organization or System templates. For details, see Use Custom Fields in the Project.

After you have made changes to the Selected Export Fields list as described below, you can click Save to save to the current template, or save to a different template by choosing Save to Template from the context menu (as above) and selecting the target template from the list in the dialog. You can make your current field selections into a new template either by clicking at the top of the Templates pane or by choosing Save to Template from the context menu and selecting New Template.

To support sharing of templates among different Projects, Organizations, and Digital Reef systems, and to enable editing outside of Digital Reef, a template can be saved to and loaded from an XML file. To download the current Selected Export Fields and Available Fields lists as an XML file, select the Download as XML ... from any template's context menu. Downloaded template files are named Export_Fields-template_name-organization_name.xml. Upload an XML file and load the template it contains by selecting Load from XML ... from the context menu. The current contents of the Selected Export Fields and Available Fields lists are automatically overwritten by the contents of the loaded template, which you can then save as an existing or new template, optionally after having made further changes.

Note: Loading metadata fields from a template automatically overwrites your current selections with those in the template. Saving your selections to an existing template automatically overwrites the fields in the template. Some fields, however, such as those representing patterns, tags, domains, aliases and excluded content, are appended to the template you save to, leaving the fields currently in the template in place.

If you have the needed permissions, additional context menu options include Set as Default, which sets the selected template as the default Project template, Edit, which lets you modify the name and/or description of the selected template, and Delete, which deletes the selected template.

Available Fields

The DR Field Name column in the Available Fields section lists the available DR fields that have not yet been selected as export fields, in alphabetical order. Hover over a field name to see a description of the field, or refer to The Metadata List for more information.

You can reorder the Available Fields list by dragging one or more fields (using the drag control on the left) to a new location, or you can filter it by entering a name or partial name in the filter box. When the list is filtered, however, you cannot reorder the fields.

To add fields to the Selected Export Fields list, select one or more and drag them to any spot you choose within the current list, including the end (Drag fields here ...).

Selected Export Fields

The DR Field Name column in the Selected Export Fields section lists the fields that are selected for export to a load file or configured database. (When you create a new template, almost all of the available fields are included and subject to export.) Hover over a field name to see a description of the metadata field, or refer to The Metadata List for more information. To select additional export fields, choose one or more in the Available Fields list and drag them to any spot you choose within the current list, including the end (Drag fields here ...).

In the Export Field Name column, you can optionally specify a different name to be used as the label for an exported field. Export field names must be unique across the system.

Some metadata fields are for export only, which can be useful in an eDiscovery workflow. Export-only field names are in mixed case with an initial capital; examples include DateBackedUp and AltBccName. The names of metadata fields that can represent document data after import (and by default can also be used in export are shown in lowercase only. EDRM fields are not included in this list; they are relevant to EDRM XML only and are not configurable.

A transformed field can represent either a set of metadata fields to evaluate for each document at export or a single metadata field that populates, for a master parent document, a list of unique field values for all duplicates of that document. When you add a Transformed Field entry by clicking New Transformed Field, you assign it a name and define the field information, which you can later edit using the icon. The entry appears at the bottom of the Selected Export Fields list with a DR Field Name of TRANSFORMEDFIELD and the name you created it under as the Export Field Name. For detailed information about transformed fields, see Add or Edit a Transformed Field for Export.

You can reorder the fields in the Selected Export Fields list by selecting one or more and either dragging them (using the drag control on the left) to the desired location or using the Move Up and Move Down buttons at the top. (Field reordering is not recognized if the export is to a database.) You can also filter the DR Name column by entering a name or partial name in the filter box; when the list is filtered, however, you cannot reorder the fields, and you cannot drag fields from the Available Fields list to specific locations within the Selected Export Fields list but only to the bottom.

To remove one or more fields from the list and return them to the Available Fields list, select them and use the Delete Selected button.

Note: If you are exporting to a database, you can select which fields are populated in the database using the Export Fields tab, but custom Export Field names and ordering do not affect the export database schema.