Manage Project Export Settings

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

Requires Project - Export Settings - View, Add/Edit Permissions

Users in a role with the appropriate permissions can use the Project Export Settings to manage the following for Exports of data from the Project:

  • File Output Options — These options are related to the format used to export files in any Export of data in the Case, including the document prefix, folder size, and volume prefix.
  • Image Exceptions — These are queries that enable the Export process to find documents that have hidden content, annotations, or track changes. Such documents may warrant special handling before they can be produced in PDF format.
  • Other Options — These options include active Export Database selection, Volume Encryption Key, a near-duplicate processing option, and a file extension correction option.

If you change any of these options, click Save to put them into effect (or click Discard Changes to cancel the changes). The system will prompt you if you have made changes and have not applied them yet.

You can also save settings to a template or load settings from a template, as follows:

  • If you have permissions to view and use templates, after applying your changes, you can save your Export Settings to a template using the Templates > Save to option, which enables you to select a target template for the settings, or you can select New Template, which launches the New Template dialog.
  • If you have permissions to view and use templates, you can load the Export Settings from a template you select using the Templates > Load from option. The loaded settings then appear in the Case Export Settings and are saved automatically. When you use Load from to load settings (and you do not make other individual changes to the settings), you do not have to click Apply.

File Output Options

<Volume_Prefix><4-digit value> \<optional output dir> \<5-digit value for folder>\<Document_Prefix><value up to 10 digits>

Note: To edit any of these settings, type in the box and click Enter.

  • Document Prefix — Assigns a prefix to the document identifier. The default document prefix is DOC. (A document identifier consists of the prefix, plus a value up to 10 digits.) The document prefix can include alphanumeric characters, and some supported characters (such as a hyphen, period, or underscore). During validation, the software will also allow characters from foreign languages (for example, Korean characters). However, spaces as well as the following characters are not supported for the prefix and will generate an error message indicating that your entry contains invalid characters:

! " ' # $ % & * + / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

  • Documents per Folder — Sets a maximum number of files per folder. The default is 2500 files. Be careful not to set this value too low or too high.
  • Volume Prefix — Assigns a prefix to the Export volume identifier, which consists of the prefix plus a 4-digit value. The default volume prefix is VOL. The volume prefix can include alphanumeric characters, and some supported characters (such as a hyphen, period, or underscore). During validation, the software will also allow characters from foreign languages (for example, Korean characters). However, spaces as well as the following characters are not supported for the prefix and will generate an error message indicating that your entry contains invalid characters:

! " ' # $ % & * + / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

These settings affect how the data appears in the export area as well as the information that appears in the load file. (See the Export Overview for information about the organization of exported data at the export area.) These settings can also be set for a particular export stream using the Export dialog, which would effectively override the values in the Project Settings (or export template), if the values differ.

Image Exceptions

This section provides three default queries that enable the software to find documents that have different types of comments and annotations, hidden content, and track changes flags so that they can later be addressed separately at Export. Such documents may warrant special handling before they can be produced in PDF format.

To add your own Image Exceptions query, enter a name for the query for Search Name and enter the query for Search Query.

Note: The maximum length for an Image Exceptions query is 1024 characters.

Each query addition generates a new line so that you can continue to add queries, if desired. If you need to delete a query, click the icon.

The queries are initially run when you add documents to Project Data. Each query generates a search Work Basket task. A document flagged as an image exception will also have the image_exception metadata field populated with true in the Document Viewer.

Comments and Other Annotations

This query identifies documents with comments (Word, Excel, or PDF comments), Word Revisions, Excel Track Changes, and other Excel annotations, such as Excel Auto Filter, Excel Protected Sheets, and Excel Protected Workbook.

docannotations::<exists>

Hidden Content

This query identifies hidden text in Word documents, hidden PowerPoint slides, or hidden content in Excel documents such as Excel Hidden Columns, Excel Hidden Rows, Excel Hidden Worksheets, and Excel Very Hidden Worksheets.

hiddendata::<exists>

Word Track Changes

This query identifies Word documents with Track Changes enabled.

trackchanges::true

Other Options

This section provides four options that affect export.

Export Database

You can use the following option to select the active Export Database in effect for the Project:

  • Export Database — A Project can support one active MS SQL database. If you have multiple database instances defined for the Organization using Export Database, you can select only one as the active database for the Project. Initially, the Export Database drop-down box is blank, requiring selection of an available database. If you do not see any available databases in the list, you must first configure an Export database for the Organization.

See How to Export to a Database for more information about all configuration steps required to export to an MS SQL database.

Note: Once you have selected the active database for a Project and have performed an Export to a database, you can select another available database for subsequent Exports, but do NOT set the Export Database to blank. Doing so will cause all subsequent Exports of any database-enabled Export Stream to fail.

Volume Encryption Key

You can use the following option to define the following Volume Encryption information for the Project:

  • Volume Encryption Key — A Project can support one Key for Export operations that include postprocessing (to accommodate volume encryption). If you are going to use a volume encryption key for Export, supply a key in the text box and then be sure to select the Export Volume Encryption option for the Export.

Note: If you want to use this option for export volume encryption, contact Digital Reef Support, since the feature requires additional configuration and software.

Include Numeric Values in Near-Duplicate Processing

You can use the following to control whether Export ignores numerics or includes numerics when performing near duplicate processing. Near duplicate processing is an Advanced Analytics operation that assesses document similarity, but it behaves differently for Export than it does for near duplicate search operations:

  • Include numeric values in near-duplicate processing— This option is selected by default to ensure that export includes numeric values for near-duplicate processing. If you want export to ignore numeric values for near-duplicate processing, clear this checkbox instead.

Note: Select this setting before performing any Export near duplicate processing. If you change this setting after you have performed any near duplicate processing, the change will have no effect.

Enable File Extension Correction

You can use the following option to control whether file extensions of Native files are converted at export to the appropriate extension (corrected) based on what was discovered for the file type:

  • Enable file extension correction — By default, file extensions are converted and thus corrected for export. If you do not want to convert file extensions, clear this checkbox instead.

This setting applies to documents that have a populated origdocext field as well as a populated docext field. The origdocext field is populated when a file's doc extension does not match its file type. Your Extension Conversion setting determines how the NativeLink field is populated in the manifest at Export.

For example, a file with the Extensible Markup Language (XML) file type may have a docext of twb (for Tableau) and the origdocext field may contain xml to indicate what the extension should have been based on the file type. Converting the extension at Export will ensure that the file can be opened properly in a downstream review tool. Another example is a tab-delimited file with a Text 7-bit File type and a docext of xml that can be converted to the origdoctext of txt.

By default, the Extension Conversion setting is enabled, which means that an Export will produce native files with the origdocext file extension, which is based on the intended file type instead of the file extension seen on disk. If you disable the Extension Conversion setting in your Project Export settings, the next Export produces the native files based on the docext field, which is the extension seen on disk.

In general, the setting in the Project at the time of Export determines whether the extension conversion occurs for that Export. For an existing Export, you can use the Update Export operation with Redo Production if you want to redo your export production after enabling the setting.

Note: The software will not use a document extension during native file production if that extension contains any of the following characters: \ / : * ? " < > | or ASCII characters 0 through 31. In this case, the produced native file will not have an extension.

Export Setting Usage Notes

Usage notes include the following:

  • You can select which Metadata fields in a Export Fields template are populated in the database (using the Export Fields tab), but custom names and ordering do not affect the export schema. Any fields that you remove will be empty (if they are not required fields, such as handle).
  • Exporting to a database does not preclude the export of files and other manifests to an export location; it is an additional type of manifest export.

Export Settings: Save or Discard Changes

If you do not save your changes before navigating away, you will be prompted to either save your changes and continue navigating away, discard your changes and continue navigating away, or cancel your changes and remain in the current location.

  • Save – Saves your changes to the Export Settings.
  • Discard Changes – Discards your changes to the Export Settings.

Export Settings: Save to and Load from Template Options

If you have the appropriate permissions, you can save your Export Settings to a template or load the settings from a template. To do this, click the ellipses to the right of Export Settings in the tree of eDiscovery Project Settings, as follows:

Note: Save to and Load from operations for this setting observe an "overwrite" behavior. For example, for a Load from operation, your current settings are replaced by the settings from the selected template/settings. Note that some settings, such as Patterns, Tags, Domain Lists, Alias Lists and Excluded Content observe an "append" behavior instead.

  • Save to Template - If you have Add/Edit permissions to Export Settings templates in the Organization, you can use the Save to Template option to save your current settings to a selected Organization template. You can either select an existing Organization template (including the Default Export Settings template), or you can select the top-level (New Template,) which launches the New Template dialog.
  • Load from Template - If you have Add/Edit permissions to Export Settings in the Project, you can use the Load from Template option to load settings from a selected template (from a list of available Organization templates). The loaded settings then appear and are saved automatically. Note that loading from a System template requires System-level View permission for a given Setting. (This means you must be a System User in a role with at least View permission to see a list of System templates for a particular type of template.)