Set Up an eDiscovery Export

Exports > New Export Stream

Exports > selected Export Stream > New Export Volume

Requires Exports - Add/Edit Permissions

Users in a role with Exports - Add/Edit permissions can set up and perform an eDiscovery Export in the Project by using the New Export Stream option from either the Exports Summary or the Navigation tree.

If the Project in which you are creating the new Export Stream is integrated with Reef Review, a number of the controls on this dialog are affected; differences from the standard Export dialog are noted where applicable. For more information about Reef Review integration, see Reef Review Integration.

Before You Export

  • Become familiar with the Export process, as described in the Export Overview.
  • Make sure that there is at least one available Export Data Area. An Export Data Area (Export location) is defined as part of Organization resource management. Work with your designated administrator to ensure availability of the appropriate Export Areas (which are defined for Connectors of a type such as NFS or CIFS for an Organization). Access to the Export location is also negotiated between administrators.

    Note: If the Project in which you are creating the new Export Stream is integrated with Reef Review, a dedicated Export Data Area in Reef Review was created along with the Project, and is automatically selected on the Export dialog.

  • If you want to use a separate Export location for Volume Encryption, make sure you Add an Export Data Area for that purpose prior to setting up your Export, so that you can select it as part of the Export setup process.
  • Unless the Export is intended to capture all documents, make sure that files of interest have been tagged appropriately. You can manage Tags in the Project as part of the Project Settings, or in a Tag Template at the Organization Settings level.
  • If you want to export email or short message threads, be sure that the appropriate documents in the Project have been threaded so that the desired threads can be identified.
  • Use the Preview button to see what your export will look like after the software calculates your criteria.
  • If you have multiple Volumes associated with a named Export Stream, you can selectively include or exclude a Volume from being part of the deduplication calculations in subsequent Export Volumes. By default, an Export Volume’s documents are included in subsequent deduplication processing. To exclude documents in a particular Volume from future deduplication processing in the Export Stream, go to Exports and open an eDiscovery Export Stream in the Navigation Tree to view all of the Volumes, then right-click the Volume that you want to exclude and select Exclude from Export Stream to exclude the volume. This prevents that Volume from being part of the deduplication processing for a subsequent export. When you change the state of a Volume, a Work Basket task appears to confirm the state change (for example, Changing the state to Excluded for <stream_name> - VOL<#> volume). See Export Overview for an example.

eDiscovery Export Fields and Options

When you are setting up an eDiscovery Export Stream for the first time, you have all options available. Some options are associated, so your choices may further dictate selections. If you are setting up a subsequent Volume export of an Export Stream, most settings are available. The following can be selected only at initial eDiscovery Export and are unavailable for subsequent Volume Exports in the stream; all others are also available for subsequent Volume Exports.

  • Documents to Export
  • All selections in the Family/Thread Options section
  • Duplicates Processing selection (No Duplicate Removal, Remove Duplicates from Export, Remove Duplicates from Export and Load File)
  • Pad Size under Production Settings

If you are viewing eDiscovery Export Settings from a Stream or Volume Settings tab, note that you see a read-only version of the current settings, or the settings you have selected for a particular Volume.

Export Overview provides key information about Export Locations, Directory Structure, and Generated Files and how to verify your exported items and generated files (load files, settings files, production reports, and exception files). It also provides a table of export exceptions and reviews how family associations are maintained across volumes.

Export Name, Template, and Export Location

The following fields dictate the Export Stream name, the Export fields template in use, and Export Location (Export Data Area) for any export operation. When you a volume to an existing Export Stream, you can change the template and/or Export Location.

  • Export Name (required) — This setting determines whether you are creating a new Export Stream or adding a volume to an existing one.
    • To create a new Export Stream, enter a new name. Export Stream names must be unique within the current Project and can include alphanumeric characters and some additional characters (such as spaces, hyphens, underscores, and apostrophes), as well as characters from some foreign languages (for example, Korean characters). However, the following characters are not supported for Export Stream names or the names of most other tree items such as Imports, Tags, Folders, and so on: ! " # $ % & * + . / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”. Export names are case sensitive, and leading and trailing spaces are removed.
    • To add an Export Volume to an existing stream, select the stream name from the drop-down list (which includes all Export Streams within the current Project).
  • Export Fields — You can use the Project's default Export Fields template, which is initially selected, or use the drop-down list to select another available Project-level Export Fields template, an Organization-Level template, or a System Template, if available based on your permissions. (You must be a System User in a role with at least View permission to see a list of System templates for Export Fields.) If the Project in which you are creating the new Export Stream is integrated with Reef Review, a predefined template is automatically selected in the drop-down.
  • Export Data Area (required) —Select an available Export Data Area from the drop-down list (alphabetical order). These export mounts (export data areas) are managed as Organization Settings. Be sure to negotiate access to this location to retrieve files after export. You can always revisit the selection of an export location for each export operation. If the Project is integrated with Reef Review, , the Project's automatically-generated Reef Review Export Data Area is automatically selected.

Documents to Export

For the initial Export of an Export Stream only, you must identify which documents to Export by either using the checkbox to have export consider all documents in the view, or focus the export based on a query in which you typically include and/or exclude certain Tags.

Note: In general, you should not change the name of a Tag if you have existing Exports that rely on that Tag.

If you select All Docs, then ALLDOCS appears in the query box, which you can clear if desired. If you decide to select Tags for a Tag query or type a query, you can do the following:

  • Click Tags to use the Tag menu to select individual Tags. Select the appropriate Tag checkboxes and click OK. This enables you to initially populate the search query box with the selected Tags in the Tag view syntax format (for example, tag_view::“Potentially Hot”), where multiple Tag views are separated by a Boolean OR and quotes appear around the Tag name. You can then edit the Tag selection in the Tags popup or clear the formed Tag query from the query box (which enable you to select All Docs again).
  • Type the query (typically with Tag criteria) directly into the search query box, using the appropriate Boolean operators between the clauses, such as Tag view clauses. You can then edit the query in the query box or clear the query from the box. (If you have a long query that exceeds the width of the box, you can select the query and scroll left or right to view the query contents.)

Note: The search query box is generally used to supply a Tag Search format with the supported Boolean operators between Tag names (see Tagging Overview and Search Syntax topics). However, you can also use it to specify content or metadata. When you specify Tags directly, you can omit the quotes if the Tag name is a single word. Place the Tag name in quotes if the name contains multiple words. If the Tag name includes a valid special character such as a hyphen or underscore, place the Tag name in quotes.

Family/Thread Options

All family (email or document family) options apply to the initial Export of an Export Stream only. Select one of the following options to control the scope of files flagged for export:

  • Selected Documents Only — Exports only those files, attachments, or emails that were explicitly tagged (for example, as Potentially Responsive). An explicitly tagged email attachment or document attachment is always included in the Export when this option is enabled, so the Separate Email Attachments option Separate PDF OLE Attachments, and Separate OLE Attachments options selected and locked. Selected Documents Only does not export the associated email of a tagged attachment unless that email has been explicitly tagged as well. Using Selected Documents Only means that family relationships will not be maintained in the appropriate load files upon Export (that is, metadata fields such as AttachmentID, AttachmentRange, and BegAttach will be blank).
  • Associated Family Docs ) — For each item being exported, exports the other contents of its associated document family. Remember to set Separate Email Attachments and Separate PDF OLE Attachments (with or without its nested option) if you want to Export email attachments and PDF OLE attachments (with or without other OLE attachments) as separate files.
  • Associated Threads — For each file being exported, exports the other contents of its associated thread (for example, all associated messages and contained attachments).

Additional family options are as follows and apply to the initial Export of an Export Stream only:

  • Separate Email Attachments — When selected (with the Associated Family Docs mode), the export process includes email attachments of a parent email as separate files; when clear, attachments are instead embedded within their parent email (for example, an EML). Note that this option must be enabled if you want to use the PDF option Highlight Search Terms.
  • Separate PDF OLE Attachments — When selected on its own without its nested option, restricts the export of separate OLE Attachments to just PDF OLE attachments (files embedded within parent PDF files, called PDF Portfolios). You can control this and its nested option when Associated Family or Associated Threads is enabled. These modes expand the initial document selection to include any missing parent or child documents prior to applying this option. When Selected Documents Only is enabled, this option is fixed as enabled. Make sure that the Separate Email Attachments option is selected to ensure expected results regarding the export of separate OLE attachments attached to emails.
    • Separate OLE Attachments —Exports copies of files embedded within other files through Object Linking and Embedding. For example, if you export a Word document that contained an Excel spreadsheet with Separate OLE Attachments enabled, you would also export a discrete copy of the spreadsheet. You can control this option when Associated Family Files or Associated Threads is enabled. These modes expand the initial document selection to include any missing parent or child documents prior to applying this option. When Selected Documents Only is enabled, this option is fixed as enabled.
  • Include Container Reference — This option ensures that the load file contains a record for each exported document's container (for example, a PST), if containers have not been removed from the Project (for example, with exclusion searches). When this option is set, each container for an exported document will be assigned a Doc ID so that it can be referenced in the ParentContainer metadata field. Note that container references added by this option appear in the load file only (they are not produced). Even without this option, you may see the ParentContainer field populated (for example, if an exported document's container file is part of the export and already has a Doc ID).
  • Remove Attached Archives — Removes any successfully parsed archives that are family members (that is, part of the MAG or DAG). This option applies to File Archive types, Disk Image types, Message Archives, and Compressed types that have been successfully parsed and have a docclass of Message_Attachment, Message_OLE_Attachment, or EDoc_OLE_Attachment. (Only archives that have been successfully parsed can be removed.) This option does not apply if the Family scope is Selected Documents Only.

Duplicates Processing

Export supports duplicate processing and Near-Duplicate processing (see Analytic Processing).

For the initial Export of an Export Stream only, you can select one of the following methods of handling duplicates:

  • No Duplicate Removal — For the initial export, you can optionally keep all exact duplicates of a document flagged for export. Exact duplicates are assigned unique IDs and can be referenced as a group in the appropriate load file if they are included.
  • Remove Duplicates from Export ) — Removes the duplicates from export but maintains records for the duplicates in the appropriate load file. Only one duplicate within a set of duplicates is physically placed in the appropriate export file location. You can use the Separate Duplicates option, which places the non-duplicate entries in one load file and the duplicates without produced documents in another load file.
  • Remove Duplicates from Export and Load File — Excludes duplicates from both the export process and the export load file. This means that duplicates are neither exported nor tracked.

Note: The handling of email duplicates at export is determined by the Email deduplication settings defined under Project Settings > Analytic Settings. For example, a set of duplicates is per Custodian if your Project deduplication settings are Custodial.

Analytic Processing

The Analytic Processing options are not available for Projects that are integrated with Reef Review.

Near-Duplicate Processing

Export near-duplicate processing differs from the near-duplicate processing performed as part of searches for near-duplicate documents. Export near-duplicate processing is characterized by the following:

  • Handling of Numerics based on Export Settings — By default, the Project Export Settings include Numeric values for Export near-duplicate processing. If you want, you can have Numeric values ignored for Export near-duplicate processing by changing the Export Settings, but you must make this change before you perform any Export near-duplicate processing or the change will have no effect.
  • Removal of Tokens — For documents processed prior to Release 4.3.11.0, the software always removes Tokens for Export near-duplicate processing. For regular document processing during Import prior to Release 4.3.11.0, the software uses Tokens to identify the type of content in a document, errors, and supported Patterns (regular expressions).
  • Inclusion of Stop Words — The software always includes Stop Words for Export near-duplicate processing and therefore does not use the Stop Words list. Stop Words are always included for Indexed operations such as Term Searches and ignored by default for Clustering and similarity comparisons (including a search for near duplicates of a document).
  • Export near-duplicate processing observes a minimum term length setting of 1 character and a maximum term length setting of 64 characters.
  • Use of Shingling for 2 Adjacent Terms — The Export near-duplicate processing employs shingling for each set of 2 adjacent terms (that is, it will evaluate and partially overlap adjacent terms, 2 terms at a time). This imposes an order to the terms (and means that the 2 terms are not considered in the reverse order). For example, with the 2-term shingling, an occurrence of The quick brown fox will have The quick in one set, quick brown in a second set, and brown fox in a third set.
  • Near Duplicates are calculated at the end of the Export Prepare stage (after duplicates have been handled for the Export, and the Export contents have been determined).
  • A near-duplicate Work Basket task shows the potentially long-running Near Dupe task, which you can cancel if necessary. If all of your Export data is not backed by an Analytic Index, this Work Basket task will display a failure.
  • If you export many documents, be aware that the Near-Duplicate processing can be a time-consuming process.

For any Export of an Export Stream, you can select from among the following settings:

  • Group Near-Duplicates — You can select this option to enable Near-Duplicate processing, where the scope of the processing is restricted to the documents meeting the Documents to Export criteria. Near-Duplicate processing includes the calculation of pivot documents and the identification of the compliant Near-Duplicate documents. If a subsequent Export of an Export Stream enables Near-Duplicate processing, any newly added or newly Tagged documents that meet the criteria are evaluated. If you select the Group Near-Duplicates option, you must supply values in the appropriate range for the threshold and the minimum terms:
    • Threshold (required) — Specifies the similarity threshold (80 by default) used for Near-Duplicate processing. You can specify any value in the range 0-99, where 0 specifies detection of a nonzero amount of similarity or commonality. To require a higher degree of similarity or commonality, select a higher value. In general, the lower the threshold, the more results you will see, since you are requiring less similarity or commonality.
    • Minimum Terms <value> (required) — Specifies the minimum number of terms for Near-Duplicate Processing, 25 by default. The permitted range is 0 to 9999.
    • Process Attachments (optional) — Specifies whether email or OLE attachments are processed as part of Near-Duplicate processing. By default, attachments are not processed independently for Near-Duplicate Processing. This option is available when Separate Email Attachments and/or Separate OLE Attachments are selected.
  • ThreadGroup includes Attachments(optional) — This option is available for any Export of an Export Stream. When selected, it enables the ThreadGroup fields (ThreadGroupID, ThreadGroupIndent, and ThreadGroupSort) to be populated for attachments that are part of the Thread Group (and exported separately using the Separate Email Attachments and Separate OLE Attachments options). In the hierarchy reported in the ThreadGroupSort field, the attachments will be with their associated parent message in the appropriate position (for example, DOC0000000011.1!A00000001). By default, the ThreadGroup fields are not populated for any attachments that are part of the Thread Group.

Output Options

All of the Output options are available at any Export of an Export Stream, except those from Projects integrated with Reef Review, which can use only the .DAT option (the others are unavailable).

  • DAT, LST, DII, CSV, – For any Export of an Export Stream except those from Projects integrated with Reef Review, you can select any combination of these export formats, or you can clear all formats and export only files, which may be suitable in some cases.
    • DAT  — Exports tagged and associate files, or all files, from a view with support for the LexisNexis Concordance® format for eDiscovery. This export type provides a .DAT file, and is automatically selected for Projects integrated with Reef Review.  A Concordance DAT file provides all Digital Reef metadata fields subject to export. The Metadata List has more information. This
    • LST — Exports tagged files or all files from a view to a Relativity LST file. The LST file includes a small number of pertinent metadata fields such as DocID and TextLink.
    • DII — Exports tagged files or all files from a view to a CT Summation Document Image Information (DII) file. This file contains the Digital Reef fields mapped to standard DII tokens (for example, bcc becomes @BCC). User-selected fields and fields that do not have standard mappings are identified by a custom token, as @C.
    • CSV — Exports tagged files or all files from a view with a comma separated value (CSV) file serving as a manifest of files. The CSV file includes all Digital Reef metadata fields subject to export. If you are going to generate search reports, remember to select this option.
    • EDRM XML — Exports tagged files, or all files, from a view with support for the Electronic Discovery Reference Model (EDRMClosed The Electronic Discovery Reference Model defines a standard for eDiscovery products and services so that data can be easily exchanged between organizations and eDiscovery products. The supported version is currently 1.1.). With this export type, an XML file contains EDRM metadata as well as all Digital Reef metadata subject to export. The availability of the EDRM XML file enables a EDRM-compliant, third-party application to import the exported files for further analysis.
    • SQL DB — — For the initial Export of an Export Stream only, you can choose to export load file information to an established MS SQL database. You must have a Database connection configured; if you do not, you cannot select this option. You can configure an Export DB in the Organization Settings, and then select the appropriate database connection in the Project. You can configure one or more MS SQL Export Databases for the Organization, but you can configure only one active database for the Project in the Project Export Settings. If you do not have any database available, consult your System Administrator. You can select which Metadata fields are populated using a Project Export Fields template, but renamed fields are not recognized in the database, and field reordering is not recognized. Exporting to a database does not preclude the export of files and other load files to an export location; it is an additional type of export to populate a database with load file information. See How to Export to a Database for more information about the configuration steps required to export to an MS SQL database. If a database connection fails during Export, the entire Export will fail. The Export will remain in a Staged state, and when the error has been resolved, you can click the Export button to perform the Export.
      • DB Table Name <Table Name> (selectable at any Export) — This field is enabled when you select the SQL DB format and your Export Stream is configured for export to an MS SQL database. You can either use the default DB Table Name for the Export Stream (using the format DR_< >_<streamname>), or you can override that name and specify your own. If either the Project Name or the Stream Name contains characters from foreign languages, you will be prompted to change the DB Table Name. The DB Table Name is validated. The DB Table Name can be a maximum of 100 characters, and characters exceeding the length will be trimmed at the end; it cannot contain spaces, a leading digit, or characters other than underscore, a-z, A-Z, and 0-9, and unsupported characters are converted to underscores automatically. As long as the DB Table Name is valid, the Digital Reef software then creates a table with that name (if it is not already present) to contain the document information. For subsequent Volume Exports, the last DB Table Name used for the Export Stream appears, but you can specify another DB Table Name. Note that two additional tables are also generated, once per database, to provide information about Export Settings and status for each produced Volume. See How to Export to a Database for more information about the tables that are part of the schema.

Note: The fields included in an exported load file, as well as their order and names, are dictated by the settings managed by the Project Export Fields (for more information see Manage Export Fields in a Project Template). Regardless of the load file type, an additional .CSV file called <volume>-TagReasonCodes.csv is generated at export to identify how the Tags included in the export were originally applied. This .csv file lists Search IDs for each exported Tag. Each Search ID in the list references a task to which an exported Tag was applied. In the appropriate load file, a given document may report one or more Tags in the TagID field and one or more Search IDs in the SearchID field (one for each Tag applied).

  • Include Full Text Text — This option is available for any Export of an Export Stream and generally requires selection of the Extracted Text option. (It is not available for Projects integrated with Reef Review Remember to set this option if you want to include the text from the text files subject to Export in the load file. When selected on its own without its nested option, this option will ensure that full email header information is included in the load file.This option applies to DAT and EDRM load files, and to an export to an MS SQL database. For an MS SQL database, the text in the extracted_text field can be up to 2 GB per document. If a file exceeds 2 GB, then the extracted_text field will be empty and the table’s text_link field will provide a reference to the extracted text file on disk. (The text_link field is not populated unless the limit is exceeded.) For DAT or EDRM load files, the text can be up to 12 MB of data per document (up to approximately 12 million ASCII characters for a given document, and the number of characters will be less if you have non-ASCII characters or special characters such as a ®). If a document's text is greater than the limit, the text will not be included, but the load file will include a reference to the extracted text file. In general, if you want to use the Include Text option, enable the Extracted Text option (as a Production Settings option). The EDRM XML load file populates the EDRM XML element InlineContent when the Include Text option is selected; the DAT load file includes a field called inlinetext1 when the Include Full Text option is selected.
    • Exclude Email Headers (available when Include Full Text is selected) — This option affects load file content and enables you to exclude the email header information from the included text of the text files subject to Export and include just the email body in the load file. For example, this would allow you to just include the email body in MS Teams data.
  • Separate Duplicates — This option is available for any Export (or Load File Generation) and places the entries for non-duplicates and duplicates into separate load files (for example, VOL0001.csv and VOL0001-duplicates.csv). It is not available for Projects integrated with Reef Review. If you use the default setting of Remove Duplicates from Export, having a separate duplicates load file segregates records with no TextLink and NativeLink information into a separate load file (for example, for manual loading to Relativity). This option does not apply if you remove duplicates from both the export and the load file.
  • Duplicate Overlays — This option is available for any Export (or Load File Generation) and triggers the generation of overlay manifest files containing any updated records for previous volumes due to processing of the current volume (for example, due to new or changed DuplicateCustodian metadata). It is automatically selected for Projects integrated with Reef Review. DAT is the default output format, but you can select another format, such as CSV. For example, if VOL1 contains an original document, and duplicates of that file appear in VOL3 and VOL5, you would see entries in the CSV files VOL0001.csv, VOL0003-overlay.csv, and VOL0005-overlay.csv. When you select this option, the export also includes two load files in your selected format named PreviousMasterDupes and CurrentMasterDupes. These files respectively list the ExportedVolNameand DocID field values of master duplicates from volumes prior to the current one and the master duplicates new to the current export volume. For the first volume in an export stream, the PreviousMasterDupes file is empty. If a load file is generated for the whole stream, all master duplicates are listed in the PreviousMasterDupes file. If you also select the Separate Duplicates option for an export or load file generation, the export includes an overlay file for the duplicates CSV (for example, VOL0003-duplicates-overlay.csv). Overlay manifests are also generated automatically as part of the Generate Search Reports option.
    • Include All Master Duplicates (enabled when you select Duplicate Overlays for Export or Load File Generation): When you opt to generate overlay manifest files, the default behavior is to limit the master duplicate records from prior volumes in the stream and include only those with updates to metadata values based on corresponding duplicates added to the most recent volume. Existing master duplicate records without corresponding duplicates added to the most recent volume are therefore excluded from the overlay manifest files by default. If you want the overlay files to include all master duplicate records instead, select the Include All Master Duplicates checkbox. (This option is not available for Projects integrated with Reef Review
    • Export Fields for Overlays (enabled when you select Duplicate Overlays for Export or Load File Generation): When you opt to generate overlay manifest files, you can use the associated drop-down menu to select an available Export Fields template to use for the overlay manifest files. This enables you to configure and then use a custom Export Fields template specifically for the overlay file, perhaps one with a smaller subset of fields. If you do not specify a custom Export Fields template for the overlay file, then your designated Export Fields System Created Template for the Project is used. For Projects that are integrated with Reef Review, a predefined template is automatically selected in the drop-down and cannot be changed.
  • BegAttach starts with – For any Export of an Export Stream, you can specify this option with one of the following for the starting attachment (or embedded document) value:
    • Parent Email — Uses the parent email or document ID to represent the beginning attachment range (BegAttach value) for an entire family, which may include email attachments or embedded documents (members of a MAG or DAG). For example, if doc1.doc with an ID of 00001 has three embedded documents (embed1.doc with ID 00002, embed2.doc with ID 00003, and embed3.doc with ID 00004), the BegAttach value contains parent ID 00001 for all members of the family. For Projects that are integrated with Reef Review, , Parent Email is automatically selected and cannot be changed.
    • First Attachment — Uses the first email attachment ID or first embedded document ID to represent the beginning attachment range (BegAttach value) for an entire family (members of a MAG or DAG). For example, if doc1.doc with an ID of 00001 has three embedded documents (embed1.doc with ID 00002, embed2.doc with ID 00003, and embed3.doc with ID 00004), the BegAttach value contains first embedded document 00002 for all members of the family.
  • Max Records Per File — For any Export of an Export Stream, you can set this option and supply a non-zero value if you want to generate load file batches (chunks) based on a maximum number of records per batch. If you select the Max Records Per File option, you must supply a value, 0 or higher, of up to 12 digits. Specifying 0 just creates the standard Export, without load file batches. If you want to generate load file batches, specify a non-zero value, and keep in mind that the non-zero value you supply sets the upper boundary for each load file batch. The number of records for a given load file batch may be less than the Max Records Per File value to prevent a family from being split across two load file batches. Any family that is larger than the Max Records Per File value will be split across batches. This option eases the loading process in a downstream review tool, and helps reviewers get started with batches while others are loading. Note that this option applies to DAT, CSV, and EDRM XML load file types, but not DII or LST. (This option is not available for Projects integrated with Reef Review
  • Export Volume Encryption — For any Export of an Export Stream, you can, with the appropriate configuration in place, enable Export Volume Encryption for the Export, which then enables you to select an available Export Location. Export Volume Encryption is based on a supplied Key. You supply this key for the Project using the Volume Encryption Key option in the Project Export Settings. (This option is not available for Projects integrated with Reef Review
    • Export Encrypted Files To: <Drop-down to select an Export Location> — If you select Export Volume Encryption, this associated drop-down becomes active, and you must specify an Export location, typically a different Export Location (Export Data Area) for the encryption (versus the regular Export Location). Select an available Export Location from the drop-down list (in alphabetical order).

Note: If you want to use Export Volume Encryption, contact Digital Reef Support, since the feature requires additional configuration and software.

Formatting Settings

These options include the following:

  • Time Zone — For any Export of an Export Stream, you can select a time zone and adjust the exported date and time metadata accordingly. Coordinated Universal Time (UTC) is the default for Projects that are not integrated with Reef Review; for Reef Review Projects, the default is Eastern Standard Time (EST). You can select from the displayed subset of the most common time zones, select Other ... from the drop-down to display an expanded, filterable list of other available time zones, or enter your own time zone using the standard time zone name (for example, America/New_York). The selected time zone affects document conversion to PDF, HTML, or TXT, and the export load file contents.
  • Date Format — For any Export of an Export Stream, for Projects that are not integrated with Reef Review only, you can select a date format. The default complete date and time format is MM/dd/yyyy HH:mm:ss. (For Projects that are integrated with Reef Review, this is the only available format.). The Date Format drop-down box enables you to select a format for the date, or type in your own date format using the guidelines for custom date formats:
    • MM/dd/yyyy
    • MM/dd/yy
    • yy/MM/dd
    • yyyy-MM-dd
    • dd-MMM-yy
  • Delimiter – If you type in your own format (for any Export of an Export Stream), you must select a separator (space by default) to separate the date information and the time information. Other common delimiters are a semicolon or a hyphen. You are not limited to a single character; you can supply a text string.
  • Time Format – For any Export of an Export Stream, you can use a drop-down box to select a format for the time, or type in your own time format using the guidelines for custom time formats:
    • HH:mm:ss
    • HH:m:s
    • hh:mm:ss a
    • h:mm:ss a

    Guidelines for Specifying Custom Date/Time Formats:
    When supplying your own Date/Time format, see Formatting Characters for Custom Date/Time Formats, or consult sites such as https://docs.oracle.com/en/java/javase/15/docs/api/java.base/java/text/SimpleDateFormat.html to learn about the accepted formatting characters used to create date and time patterns. If you type any text other than formatting characters in the Date or Time format boxes and you want that text to be preserved, you must place the text in single quotes. For example, type the Time format hh 'o' 'clock' a in the Time Format box to produce a Time that preserves o'clock. This format (where a is the formatting character for AM or PM), may yield a Time such as the following: 12 o'clock PM. An example of a Date and Time format with the word at as the Separator is yyyy.MM.dd G at h:mm a. In this example, you would type yyyy.MM.dd G in the Date Format box (where G designates an era), the word at (no single quotes are needed for text typed in the Separator box), and h:mm a in the Time Format box. This format may yield a date/time format such as 1996.07.10 AD at 12:08 PM.

    Note: The specified format affects the load file format of the date-only export metadata fields (for example, DateCreated), time-only fields (for example, TimeCreated), and the fields that represent combined dates and times for load files other than EDRM XML. EDRM XML has its own format and does not observe your date/time format.

  • Unit of measure — You can select the desired unit of measure for any Export of an Export Stream: Bytes (the default), KB, MB, or GB.
  • DAT Encoding — For DAT load files only, you can set one of the following options for any Export of an Export Stream:
    • ASCII/UTF-8 — Produces an ASCII-delimited file with UTF-8 encoded values. UTF-8 and ASCII are identical for ASCII values only; for any non-ASCII value (for example, in file names, metadata values, or content), multiple bytes encoded according to the UTF-8 encoding rules will be used to represent the character. In this case, the DAT file would contain multibyte characters. Note that if you use this encoding type and want to import the DAT file back into the system, your Load File Import Settings must use the encoding type MIXEDMODE, which accommodates the ASCII/UTF-8 mix. (This option is not available for Projects integrated with Reef Review
    • Unicode — Produces the DAT file using UTF-16 LE encoded values. Note that if you use this encoding type and want to import the DAT file back into the system, your Load File Import Settings must use the encoding type UTF16LE.

Production Settings

You can manage most of the configurable Production Settings for any Export of an Export Stream. This section starts with the different elements that make up the full path of the Export Volume, as reported in the appropriate export metadata fields (NativeLink, TextLink, and/or PDFLink) in a load file. You can configure many portions of the reported path.

Note: The Volume Label, Document ID Prefix for the Document ID are initially derived from the Export Settings template (or the current Project Export Settings, if the Export Settings have been changed for the Project).

The following Production Settings are available only for Projects integrated with Reef Review

  • Base Path — Enables you to specify the base path that you want reported in the load file fields NativeLink, TextLink, and/or PDFLink, which are populated when you include the production of native, text, and/or PDF versions. You can use the default base path (DR), specify your own base path, or omit the base path completely (for example, if you plan on importing a DAT file back into the system and do not want to have to trim the base path in the Load File Import Settings). Note that what you put in the base path determines what appears in the NativeLink, TextLink, and/or PDFLink export fields in the load file (if you include native, text, and/or PDF versions). This base path does not affect what appears at the physical export location after export, just the reporting of the path in the appropriate load file fields. The Base Path can include alphanumeric characters, and some supported characters permitted in paths on Microsoft Windows and Linux (such as a hyphen, period, comma, or underscore). You can specify a Base Path with a maximum of 50 characters. If you provide a Volume Label that exceeds the limit, an information popup informs you of the limit and that one or more characters were trimmed at the end. 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 base path and will generate an error message indicating that your entry contains invalid characters:

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

  • Include Volume Label and # in Path Fields — Select to include the Volume label and Volume # (see below) in the appropriate Export metadata fields (NativeLink, TextLink, and/or PDFLink) of the load file. Output Directory (optional) may appear after the Volume # based on whether one was specified for Native, Text and/or PDF in the Production Options section.
  • Folder # — Displays the current 5-digit folder number that will be part of the path. You cannot configure this value.

The following Production Settings are available only for Projects integrated with Reef Review

The following Production Settings are available only for Projects that are integrated with Reef Review:

  • Document Folder — Lets you select an existing folder in the Project's dedicated Export Data Area in Reef Review as the Export's destination, or create a new destination folder under an existing folder. Does not apply if you select name-based foldering (see Volume Label below).

  • Export Name — Enables name-based foldering, in which Reef Review creates a top-level folder named for the Export Stream and a destination subfolder named for the Volume Label and Volume #, for example ProjA-Export2\VOL0001.

  • Folder by — Distributes exported documents into subfolders of the selected destination folder based on the selected field, for example by Custodian.

The following settings are common to all Projects regardless of Reef Review status:

  • Volume Label — Specifies a starting production Volume Label (prefix), VOL unless changed in the Export Settings. The Volume Label is truncated if it exceeds 50 characters and can include alphanumeric characters, some additional supported characters (such as a hyphen, period, or underscore), and characters from some foreign languages (for example, Korean). However, spaces as well as the following characters are not supported for the Volume Label: ! " ' # $ % & * + / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

  • Volume # — Displays the current volume number that will be appended to the Volume Label (for example, VOL0001). You cannot configure this value.
  • ID Prefix (required Document prefix) — Enables you to enter the prefix you want to use for a Document ID, or select an existing prefix from drop-down; as you enter characters in the text box, the drop-down is automatically filtered so you see only the existing prefixes containing the character sequence you have entered. The default ID Prefix for the first Volume Export in an Export Stream is DOC (or the prefix configured in the Project Export Settings). For subsequent Volume Exports in a given Export Stream, the prefix shown in the dialog is the last ID Prefix used (as reflected in the Stream Export Settings). Your prefix selection then determines the Starting ID, which will be set to the appropriate value based on the existing prefix selected, or reset to 1 (for example, to 0000000001) for a new prefix for the Stream. Note that the Volume Settings will reflect your ID Prefix and Starting ID selections, with the Starting ID reflecting the next-available ID. In addition, the Export Stream Documents tab will reflect the ID Prefix and Starting ID used by each Volume in the Stream. ID prefixes other than the default prefix are specific to a given Export Stream. For restrictions on the contents and length of an ID Prefix, see Volume Label above.
  • Starting ID — Enables you to specify a starting production Document ID for a given export. The default starting ID in a new Export Stream is a 10-digit starting ID, 0000000001. A separator follows the Doc ID, followed by the Page ID (if document-level numbering is used) and then the document extension. You can specify a value greater than (or equal to) the shown starting ID, but not a smaller value than that shown. As you add Export Volumes within a Stream for a given prefix, the starting ID value (and value shown on the Settings tab) will reflect the next-available ID.
  • <separator> between Starting ID and Page ID (applies only for document-level numbering, not page-level numbering) — Enables you to use the default separator (_, underscore) or select a period or a hyphen as the separator between the Starting Doc ID and the Page ID.
  • Page ID (applies only to document-level numbering, not page-level numbering) — Enables you to specify a starting production Page ID for a given export that includes PDFs. The default is a 4-digit Page ID, 0001. The document extension is displayed at the end of the ID (for example, .pdf).
  • Page-Level Numbering — You cannot change this option after the initial export of an Export Stream; therefore, the enabled or disabled state of this option will apply to all Volumes in a Stream. When enabled, this option uses incremental numbering to assign each page of a document (PDF included in the export) its own Doc ID instead of using document-level numbering, in which the same Doc ID supports suffixes for the different Page IDs. If you select this option, the Page ID part of the path no longer appears or applies. Other than Doc ID, page-level numbering will affect a number of Export metadata fields, as follows:
    • Fields that report starting values — AttachmentID, BegAttach, BegDoc, NativeLink, NearDupePivotDocID, OLEChildID, OLEParentID, ParentContainer, ParentID, PDFLink, TextLink, ThreadGroupID, ThreadGroupSort, ThreadID, ThreadIDOrphanRef, and ThreadIDParentRef.
    • Fields that report ending values — EndAttach and EndDoc.
    • Fields that report document ranges — AttachmentRange and DocumentRange.
    • PageCount field — If included in the list of Export Fields for your selected Export Fields template, this field reports the number of pages produced for each document subject to export using page-level numbering.

    Note: An export that uses page-level numbering will fail if the export encounters missing images (for example, because of a conversion failure). In this case, you will see the failure in the Work Basket task, which will show the error message "Documents that could not be numbered at a page-level were encountered in the export. Please download the errors file for this task for more information." You can then click Download for the Work Basket task to download the errors file, WARNING_DETAILS_REPORT.csv. This file provides a list of document handles and the associated error for each (for example, CONNECTOR_FAILURE, CONNECTOR_READ_ERROR, CONVERSION_FAILURE, NATIVEFILE_NOT_FOUND, or UNKNOWN). An export using page-level numbering will also fail if the numbering of a staged volume no longer reflects the page count of the volume once it is actually being exported. In this case, the failed Work Basket task will show the error message "The image page count of this volume has been altered since staging. Please recreate the volume in order to update the page-level numbering."

  • Doc ID Pad Size — Enables you to specify a pad size for the Document ID. The default is 10, and you can specify a different value of 1-9. You cannot change the value of this option after the initial export of an Export Stream.
  • Page ID Pad Size — This option, which is s available for document-level numbering only, enables you to specify a pad size for the Page. The default is 4, and you can specify a different value of 1-4. You cannot change the value of this option after the initial export of an Export Stream.

Native, Extracted Text, and PDF Production Options

For any Export of an Export Stream, you can specify these additional Production options to export Native, Text, and/or PDF versions of the files marked for export. The following Production Settings are available for Projects integrated with Reef Review

Note: For Projects integrated with Reef Review, you must select both the Native and Extracted Text options, and you cannot specify a target Output Directory (files are always exported to the volume directory).

  • Native ) – Whether to include Native versions of the files.
    • Output Directory – Enables you to specify a target directory for the native files that are exported. If you do not specify a directory, the files will be exported to the volume directory. Output Directory names are truncated if longer than 50 character, and cannot contain the following characters: ! " # $ % & * + . / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

    Note: The Extension Conversion setting in the Project at the time of Export determines whether extension conversion occurs for that Export. When the Extension Conversion setting is On, an Export producse 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 change the Extension Conversion setting to Off in your Project Export settings, the next Export produces the native files based on the docext field, which is the extension seen on disk. Your Extension Conversion setting determines how the NativeLink field is populated in the manifest at Export. It is important to note that 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.

    • Email Format: (requires Separate Email Attachments option):

      • Native — Exports the associated parent email body using native EML or MSG format.

      • HTML — As long as the Export includes Native files (using the Native production option), this option converts all successfully parsed files that are eligible to HTML. Eligible files include those with a filetype of email, a file type of vCalendar (Lotus Notes Calendar items), or an auxfiletype of msg (for example, items from MSGs, such as those with an msgclass of calendar, journal, todo, or contact). Files with a filetype of vCard (Lotus Notes contacts) are not eligible for conversion. Embedded images are not included in the Export.
      • MHTML — As long as the Export includes Native files (using the Native production option), this option converts successfully parsed files that are eligible to MHTML. Eligible files include those with a filetype of email, a file type of vCalendar (Lotus Notes Calendar items), or an auxfiletype of msg (for example, items from MSGs, such as those with an msgclass of calendar, journal, todo, or contact). Files with a filetype of vCard (Lotus Notes contacts) are not eligible for conversion. With MHTML conversion, embedded images are included in the exported mht files. (Embedded images are not subject to extraction.)
      • HTML/MHTML — As long as the Export includes Native files (using the Native production option), this option converts successfully parsed files that are eligible as follows: emails with embedded images (embeddedchildren::image) are converted to MHTML, and all other successfully parsed files that are eligible are converted to HTML. Eligible files include those with a filetype of email, a file type of vCalendar (Lotus Notes Calendar items), or an auxfiletype of msg (for example, items from MSGs, such as those with an msgclass of calendar, journal, todo, or contact). File with a filetype of vCard (Lotus Notes contacts) are not eligible for conversion.
      • PDF (available as of 5.4.2.0) — As long as the Export includes Native files (using the Native production option), this option converts only successfully parsed emails that are eligible to PDF format. Note that adjusting the time zone for the Export will not apply to the generated PDFs, unlike when you choose HTML or MHTML as the Email Format.

      Note: Upon export, the appropriate converted version of an email with both sender and from field values will have the format [sender value] on behalf of [from value]. Encrypted files with a parsing status of 00027 ENCRYPTED are not converted and always exported in Native format. Files with a parsing status of 00015 NO_EMAIL_BODY are eligible for conversion, even if the only portion converted is the email header. Note that you can control the Separate Email Attachments option when either the Associated Family Docs or Associated Threads option is selected, but not when the Selected Documents Only option is selected.

  • Extracted Text – Determine whether you want to include extracted text versions. By default, text files of the equivalent Native files are not exported, and text files produced by OCR processing are not exported. Select this option if you want to export text files of the equivalent Native files, as well as the text files produced by OCR processing. Note that if you use the Include Text option to include text in a DAT or EDRM load file, or in an MS SQL Database, you must also enable the Extracted Text option.
    • Output Directory – Enables you to specify a target directory for the extracted text files that are exported. If you do not specify a directory, the files will be exported to the volume directory. Output Directory names are truncated if longer than 50 character, and cannot contain the following characters: ! " # $ % & * + . / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”
    • Exclude Email Headers – By default, email header information (metadata) is included in the produced text versions. This includes metadata from emails, calendar items, tasks, and journal entries. Set this option if you want the produced text versions to exclude metadata from the email header and include only the email body.
  • PDF – Enables you to include PDF versions of native files in the Export. If you decide to perform this PDF conversion, Export will see if there are available images for the non-PDF native files (that is, images that were either imported through a Load File Import or part of an External Image Import). If not, Export will convert the non-PDF native files to PDF format. Copies of existing native PDF files are exported if you specify a separate directory for the PDFs. The native PDFs are used if you export native and PDF versions to the same directory or if the export is set up for PDF versions only. If both native and PDF formats are selected and go to the same directory, then a PDF with the naming convention <DocID>.orig.pdf will also appear. By default, selecting PDF Conversion does will not convert image files.
    • Output Directory – Enables you to specify a target directory for the PDF files that are exported. If you do not specify a directory, the files will be exported to the volume directory that contains the other exported files. Output Directory names are truncated if longer than 50 character, and cannot contain the following characters: ! " # $ % & * + . / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”
    • Highlight Search Terms (V2 Parsing Library Projects only) – On a per-volume basis, when PDF is selected to export PDF versions, this option enables you to highlight search terms that match queries you supply in the Search Terms section. The Search Terms section appears when you select Highlight Search Terms and/or Generate Search Reports. To use Highlight Search Terms, you must have the Separate Email Attachments option enabled for the Export. (If you clear the Separate Email Attachments option, you will not be able to use Highlight Search Terms.) In the generated PDFs when Highlight Search Terms is enabled, all matching terms are shown in a single color (yellow). Metadata is not highlighted. You can use this option with or without the Generate Search Reports option, which generates a number of reports based on the supplied queries. Note that your supplied search terms are subject to highlighting for each production of a volume (each time a PDF is generated for a document eligible for Export). This gives you the option to modify your search terms and have them highlighted in the PDFs generated for a volume. Note that if highlighting fails for certain documents for some reason, the export will still provide the PDF versions, just without highlighting, and the Export Exceptions CSV will report a PDF_HIGHLIGHT_WARNING.
    • Generate Remaining Images – On a per-volume basis, enables you to export image files in PDF format. By default, the export process does not convert image files. The conversion process supports the following image formats:
      • Portable Network Graphics Format (png)
      • Tagged Image File Format (tiff)
      • Windows Bitmap (bmp)
      • Compuserve GIF (gif)
      • Progressive JPEG (jpg, jpeg)
      • JPEG 2000
      • JPEG 2000 jpf Extension
      • JPEG 2000 mj2 Extension
      • JPEG File Interchange
      • Paintbrush

Other

Generate Search Reports (per-volume option) – Select this option when you want to generate search reports (as CSVs, as part of the Export) based on queries that you provide (similar to Bulk Search). Note the following about generating these reports:

  • Make sure that the Separate Email Attachments option is enabled for the Export.
  • Enter queries in the Search Terms section to set up a streamlined Bulk Search that will be used to generate the reports; you can do this either manually entering or cutting and pasting up to 5000 queries, one per line, or by using the Load from Local File button to load queries from the file you select (no limit). Selecting one or both of the Generate Search Reports and Highlight Search Terms (above) options will display the Search Terms section. Make sure that the Separate Email Attachments option is enabled if you want to use one or both of the Generate Search Reports and Highlight Search Terms options. If Separate Email Attachments is subsequently disabled, then the Search Terms section will be closed, Generate Search Reports will be cleared, and Highlight Search Terms will be disabled. In this case, although you can still reselect the Generate Search Reports option and view your queries in the Search Terms section again, remember to reselect Separate Email Attachments to ensure proper behavior of the option and to make Highlight Search Terms selectable again. In general, if you clear the checkbox for Generate Search Reports and/or Highlight Search Terms after you have entered queries in the Search Terms section, your queries will be retained when you select either of the options again. Although you can use the Highlight Search Terms and Generate Search Reports options independently, enabling both options enables you to generate the search reports and see matching terms highlighted in a color in the exported PDF versions.
  • Review Include Metadata — This checkbox option applies when you select Generate Search Reports and is enabled by default to expand the search of each keyword in a query to include a set of metadata fields as well as content. You can select the Search Fields you want to have searched automatically. See Using the Include Metadata Option for a list of the default fields searched. It does not apply to Highlight Search Terms, since metadata is not highlighted in the exported PDF versions.

Search Terms

When you select the Highlight Search Terms (V2 Parsing Library Projects only) and/or Generate Search Reports options, this section appears so that you can specify search terms and or more complex queries. You can specify search terms on a per-volume basis. You can include not only search terms and phrases, but queries using all supported syntax, such as proximity searches and metadata field searches.

Note: For any use of the Search Terms section, keep the Separate Email Attachments option enabled for the Export (if it is disabled, use of the Search Terms section will cause the Export to fail).

  • For this streamlined version of Bulk Search for Export, supply search term queries in one of two ways:
    • Enter queries in the queries box — Enter the queries (one per line), or paste a series of search queries copied from a file. These may include clauses consisting of simple terms, phrases, field searches, or other forms of supported syntax. If you have Custodians in your Project, you can use these searches to identify one or more Custodians to report on for Generate Search Reports. The queries box can contain up to 5000 lines as a maximum.
    • Load from Local File... — You can also populate the queries box with queries by uploading a local text file of queries (one per line). Click this button to launch a popup that enables you to navigate to a text file on your local computer or network location and upload that file. Digital Reef reads the contents of the text file with line-delimited search queries. Each line in the file appears in the queries box as part of the search; the 5000 query limit does not apply to uploaded text files. (Note that this streamlined version of Bulk Search for Export does not support a Connector file.)
  • — Click this to validate the queries before you run the search terms as part of Export. Validating queries is recommended but not required. You can still proceed with your Export without performing validation. Validation generates a Work Basket task called Validating Search Terms for Export. During validation, each individual query in the list of search terms is checked. Icons and messages confirm when your queries are valid, or identify queries with warnings and/or errors. To help you, each query displays a line number. If you see a status message <count> queries contain warnings/errors. You can then navigate through each line with an invalid query or a query with a warning for a Unicode character by using the previous and next controls shown in the message and validate again when you are done addressing all of the warnings and/or errors. Make corrections as needed and validate your queries again. See Set Up and Perform a Bulk Search for more information about query validation.

Note: The search term queries you run as part of Export are evaluated on a per-volume basis (that is, the queries are not maintained volume to volume). When you are viewing the Export Settings for a Volume, the first five queries are shown in the Queries box. You can use the scroll bar to navigate a longer list of queries.

  • After Export, your Export Data Area contains the generated reports (in CSV files). See the topic for details about these reports. For example, the <volume>_summary_count_size.csv file provides a summary of the document count/size and family count/size information for the files subject to the Export criteria. This file now reports the calculated deduplication counts by family and by the appropriate deduplication mode (Global, also known as Horizontal, or Custodial, also known as Vertical by Custodian).
  • The searchterms metadata field, a special Export-only field, applies to the Generate Reports option. As long as the selected Export Fields template contains the Export field searchterms, you can check the searchterms column in the generated load file to view a semicolon-separated list of the submitted search terms/queries matching a given document. For example, if a document matched submitted terms demo, newsletter, and the phrase of the, the searchterms field for that document would contain demo;newsletter;(of the).
  • The Export Data Area will also contain an overlay file in the appropriate format when there is updated data for a given volume (for example, if DuplicateCustodian field information changes for multiple Exports of an Export Stream).

Actions

Choose one of the following actions when they are available (based on the state of the Export and whether the Export passes field validation):

Note: The buttons for these actions will initially display an error status (for example, ) to indicate that you have to supply an appropriate entry for any required fields before you can proceed. Hovering over the button will tell you that errors have been found and that you can click the button to highlight all of the errors. When you address all errors correctly, you will see the status change to a success status (for example, ). Note that for a New Export Volume, the Save Empty Export button will appear disabled and will not display a status.

Save Empty Export (available for a new Export Stream only) – Click this button for a new Export Stream to create an empty Export with the settings you have chosen for configuration. You can use the empty Export if you want to deduplicate a given search against the empty Export (for example, to get the HTML size information based on the selected email format), without actually having the first Volume of the Export in place. Once the empty Export is in place, you can view the settings you selected on the Export tab, but the Documents tab will be empty. This button will be grayed out and unavailable when you are setting up a new Volume in an existing Export Stream.

Stage Export – Click this button to stage the Export, which performs preliminary calculations necessary to perform the export. Error popups appear in red to indicate the errors. A Work Basket task is generated for the Staging in the format Staging <streamName> at <exportdatarea>:<projectName>-<streamName>-<volumeName> (for example, Staging export1 at exportda1:test424-export1-VOL0001)

Export – Click this button tostart the Export process. See Export Overview for more information about verifying the exported items and generated files (load files, settings files, production reports, and exceptions). It also reviews how family associations are maintained across volumes. Note the following:

  • For a new Export Stream, clicking Run Export creates the named Export Stream, creates the first Volume under Exports, persisting the Volume to disk.
  • For an existing Export Stream, clicking Run Export creates another Volume under the Export Stream, then stages and exports any Volume for this Export Stream that has not already exported.
  • A Work Basket task is generated for an Export (not previously Staged) in the format Exporting <streamName> at <exportdatarea>:<projectName>-<streamName>-<volumeName> (for example, Exporting export1 at exportda1:test424-export1-VOL0001). If the Export has been previously Staged, then the Work Basket task does not include the Export Data Area.

Cancel Click to cancel the Export operation.

Note: The Export process will not process files for which there is no discernible content, such as image files, no-content files, or stop words-only files (if stop words are ignored in an Analytic Index, for similarity and Cluster operations).

Virus Detection of Exported Native Files

Upon export of native files, virus detection software installed on the system will check the exported native files for viruses. This virus detection performed at export occurs regardless of whether you have the Detect Viruses Index Setting enabled, as long as the virus detection software is installed. Any native files found to have viruses will be quarantined automatically. Once the export completes, a count of the files that were quarantined will be reported in the export volume report (and in the production report at the Export Area). Additional virus detection files will also be available at the Export Area for the volume. See the section about Virus Detection Files in Export Overview for more information.

As you monitor the progress of an export task in the Work Basket, note that the export task will not complete until the virus detection process is complete. Therefore, any export that includes native files will take longer to complete as of Release 5.4.0.0 because the export includes automatic virus detection.

Note: This feature requires installation of the virus detection software on the system.

Tracking Your Export Task

Once you run an Export, an Export task will appear in the Work Basket, enabling you to track its progress.

Right-click the task and select View Details when the task is in progress. This will show you the state of the task, the various system components, and the configuration settings you used. (See the example below.)

Note: If you cancel the Export task once it is in progress, the state of the volume for the Export Stream after the cancellation depends on how far along the Export was before it was canceled. If, for example, you start a large Export and then cancel it right away, if the Export has not crossed into the Staged state, then the open volume will be deleted upon cancellation. If the Staged or Exported state has been crossed, then the volume will remain in that state. For example, if you cancel an Export at approximately 50%, the Export will be Staged and the Stream and Volume will appear populated in the tree, but no documents will be produced at the Export location. You can then right-click the Export Stream in the tree and use Export All Staged to complete the Export and produce the appropriate files.

Here is an example of task details for an export task in progress:

See also: