Work with Documents in an eDiscovery Export Stream

Exports > Selected Export Stream > All Docs tab

Requires Exports - View Permissions Permissions

Users in a role with permissions can select an eDiscovery Export Stream ) to view a list of all documents from all Volumes in the Export Stream. You can also use this tab to export all Volumes not previously exported for the stream, or search the Stream documents.

For information that applies to all document lists, see Work with a Document List.

This topic focuses on the columns and options that apply to a selected Export Stream.

Supported Tabs

An Export Stream supports the following top-level tabs:

All Docs — A general view of all documents in the Export Stream.
Settings — A read-only view of the selected Export Stream settings.

Export Stream Documents List

By default, the All Docs tab for an Export Stream view provides the following columns:

Note: Unlike regular document lists (which use the Date field as the default sort column to show you families grouped), Export Streams and Export Volumes use Doc ID as the default sort column. These views also show you families grouped.

Document Information for an Export Stream

Doc Number – A three-part number representing the Document Number in the format C.V.N, where C =A Data Collection (Data Set) number, unique per Organization, V =A Data Collection Checkpoint Value, unique per Data Collection, and N = A document number, unique within the Data Collection Checkpoint. When searching for a Document Number using the docnum metadata field, specify the entire value, since wildcards are not supported for this field. You can also use a range search. Example: docnum::[3.101.50000~~3.101.60000]. Family members (a parent and its children) have sequential document numbers.
Family /Thread – Enables you to identify whether a document is part of a Family and/or Thread. For a family, the parent document and its family members are listed together. A parent document that has family members will provide the icon so that you can close the display of the entire family (and then click to open the family again). You can also open a Family in the Document Viewer by clicking the Family icon and you can open a Thread in the Document Viewer by clicking the Thread icon .
Tags – This column displays Tags. Each Tag has a color assigned to it. Select a Tag from the list to apply it. You can see up to 3 individual Tags applied to a document in the Tag column. To see a complete list of Tags, you can hover over the icon, which shows you the full list of applied Tags. (To Tag using the complete list of Tags, use the Tag option listed in the document entry, or the Tag option from the toolbar.)
Name (always displayed) – This column displays key information about the file. The information displayed depends on the type of file:
- The icon indicates that the file is a document found on disk and is followed by the filename. Note that embedded documents extracted during import are assigned a filename in the format <parentfilename>_OLE_<value>.<ext>. Embedded documents include Microsoft Excel files and text files.For example, for an Excel (xls) file that is the first OLE child linked to a Word document named spreadsheet.doc, the OLE filename would be spreadsheet.doc_OLE_1.xls.
- The icon indicates that the file is an email and is followed by the subject line of the email. This applies to email messages, calendar items, as well as journal entries and tasks. (Note that embedded images are not extracted for MSGs, EMLs, or eDocs during import by default, but are identified in the embeddedchildren metadata field with a value of image.)
- The icon indicates a directory, if directories have not already been excluded from the Project Data. Your eDiscovery Administrator can take advantage of default exclusion queries in the Analytic Settings to exclude items such as directories, NIST files, and archive files from Project Data. If directories are included in the Project Data, then this column identifies the name of the directory.
- The icon indicates that the file is an attachment. An attachment is shown indented under its parent in a non-search results view.
Doc ID (default sort column for export-related document lists) – The unique Document ID, a number assigned to a document for export when document-level numbering is used for the export. If page-level numbering is explicitly enabled for the Stream, each page of a document will have its own, incrementally numbered document ID, and this column will display the beginning document ID for a document (BegDoc). Document IDs apply to documents in staged or exported Volumes of an Export Stream only. Sample Doc ID: DOC0000000011.
Reason Code – A reason code assigned by Digital Reef to provide insight into why the document was included in the export stream (for example, SEARCH).
Volume – The export stream Volume associated with the document.
Date – This column displays the primary date information based on the file type of the source file, displayed in the format yyyy-MM-dd-HH-mm-ss. The date information is shown according to the Project time zone, either the default time zone of Coordinated Universal Time (UTC), or a time zone selected using the Project Preferences. The value in this field is propagated from parent files to their child files (and the children will have that primary date only, not their own). Date is the default sort column for all Project Data-based views except results views, Cluster views, shown export-related views, and it enables you to see families grouped. This field displays information associated with the dateprimary field, which determines the primary date as follows (in order of precedence):
- For eDocs – The primary date is selected by checking the following fields, in this order:
1. datemodified
2. lastmodifiedtime
3. datecreated
4. createdtime
5. dateaccessed
- For email messages – The primary date is selected by checking the following fields, in this order:
1. sent
2. received
3. datecreated
- For the non-email Message class (for example, Calendar items) – The primary date is selected by checking the following fields, in this order:
1. sent
2. received
3. datestarted
4. datemodified
5. lastmodifiedtime
6. datecreated
7. createdtime

Optional Columns to Display for an Export Stream

The following columns are hidden by default for an Export view, but you can change your column selections to display them, and you can change the column order by dragging a column to the desired position:

Sent (optional field to display in Project Data-based views) – The sent display date for emails in the format yyyy-MM-dd-HH-mm-ss (for example, 2000-02-17-06-17-13). You can sort on this column in order to see families grouped. To search by sent, always use the format YYYY-MM-DD-HH-MM-SS.
Received (optional field to display in Project Data-based views) – The received date for emails in the format yyyy-MM-dd-HH-mm-ss. You can sort on this column in order to see families grouped.

To – For emails, this is derived from the display name, if available (for example, Joe Jones), or the email address of the email sender and recipient (for example, jjones@someco.com). Each recipient is separated by a comma or semicolon, depending on the source data.

Note: When you change column selections and/or position for a view, your current selections are retained for that type of view for the duration of your session. This enables you to keep your column preferences for a given view type in effect as you navigate to different places in the application. For example, if you make column selection and/or position changes for an Export-based view, you can open the Document Viewer and see those selections, then close the Viewer and still see your Export-based view selections. Your selections are maintained whenever you switch from one view to another view of the same type (for example, you switch from an Export Stream to an Export Volume view), even if you move to another type of view in between. For example, if you change column selections and positions for an Export-based view, then move to a Data Set view (which shows its column selections), and then move to another Export-based view, you would still see your column selections and positions.

Export Stream Document Options

Once you select one or more documents, use the Document drop-down menu to see a list of options available for an Export Stream based on permissions. For more information about operations and their associated permissions, see View and Manage Role-Based Permissions.

For options that require an entire view, use the right-click options for the Export Stream view in the Navigation Tree.

Note: For operations that require you to select a target Folder or other view, be aware that the available target options change based on your context. For example, if you are removing documents from a Folder, you cannot create a new Folder.

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 add documents to a selected Custodian, MediaID, Batch, or Folder view in Project Data based on permissions. For more information, see Add to or Remove Documents from Select Project Data Views. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.
Remove from... – Removes documents from the selected Custodian, MediaID, Batch, or Folder view in Project Data based on permissions. The documents are still available within the Project, they just no longer reside within that view. Removing documents from a given named Custodian (or MediaID or Batch) automatically reassigns the documents to the Unassigned view of that type. (Removing documents from an Unassigned view is not permitted; if you want to assign documents from Unassigned to another view such as a Custodian, perform an Add to operation to the appropriate view. For more information about managing Custodian views, see Manage Custodians and Data Assigned to Custodians.)
Find More Like These... – Launches the Find More Like These dialog. This search uses a selected set of documents/emails in the current folder or search results, selected documents, or an entire page of documents as comparison criteria to search for similar content. This type of search finds documents that have the most content similarity to the documents submitted as the focus of the search. It assesses whole-document similarity and reports a Score and %Terms match.
Download as PDF – Enables you to download a single document, multiple selected documents on a page, or all documents in the view as a PDF 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. If you select the top checkbox to save all documents as PDFs, you will see 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. Whether you select one, multiple, or all documents to download, 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 Native – Enables you to download a single document, multiple selected documents on a page, or all documents in the view to your local environment so that you can view the documents in their native format. Any selected directory folders not removed from your Project during setup by your administrator 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.) If you select the top checkbox for all documents, 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. Whether you select one, multiple, or all documents to download, 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.

Selected Document Options

When you select a single document in an Export Stream document list and right-click (or use the click the ellipses at the far right), a document context menu appears with a list of options:

Open Document Inline – Launches the Document Viewer and have it appear in place of your Document List content in the lower portion of the screen. When working inline, you can select view modes, navigate documents by using the page controls at the bottom, and perform operations such as tagging.
Open Document in New Window – Launches the Document Viewer in a new browser window (or tab, depending on your browser options). This version of the Document Viewer enables you to select any document in the paged Document List and see the full content of that document (or other views, such as Metadata or History). You can also launch multiple windows for different documents to perform side-by-side reviews of multiple documents. When you open the Document Viewer in a new browser window, you can select view modes in the top center portion of the screen, navigate documents by using the page controls at the bottom, and perform operations such as tagging.
Open Family Inline – Launches a Family-specific version of the Document Viewer for a given Family (MAG or DAG) inline and have it appear in place of your Document List content in the lower portion of the screen.
Open Family in New Window – Launches the Document Viewer for a Family (MAG or DAG) in a new browser window (or tab). Launching this version of the Document Viewer enables you to focus on the other family members of a selected parent email/document or email or embedded attachment. Family members are indented under their parent. MAGs are sorted by the email sent date.

Open Thread Inline – Launches a Thread-specific view of the Document Viewer inline, within your current browser window.
Open Thread in New Window – Launches a Thread-specific view of the Document Viewer in a new browser window (or tab). This enables you to focus on each message in the Thread and the associated attachments, if applicable.

Find Exact Duplicates of This... – Searches for documents that have exactly the same content and metadata as the selected document. An exact duplicate would have the same file MD5 value.
Find Content Duplications of This... – Searches for documents that have the same content as the selected document.
Find Near Duplicates of This... – Searches for documents whose content is almost the same as a selected document. Evaluation of what constitutes a near-duplicate document includes comparison of the overall term length, but not file type or format. A Threshold setting enables you to specify the level of content match for the operation. Find Near Duplicates requires an Analytic Index.

Navigation Tree Options for an Entire Export Stream

For a list of options that apply to or require an entire Export Stream view, you can use the right-click options for the Export Stream view in the Navigation Tree.

In general, options that include ... in the name indicate that they have an associated dialog. Options without ... run when you select them and do not have an associated dialog.

The right-click options for an entire Export Stream in the tree (or from the Exports Summary) are as follows:

New Export Volume... (applies to a Staged, Exported, or Empty Stream) – Launches the Export dialog with the current Export Stream name and settings and enables you to modify per-Volume settings. This option applies to any type of Export.
Export All Staged (applies to a Staged Export only) – Stages and exports all Volumes in the Export Stream that have not already been exported. Selecting this option after an export failure will ignore any previously reported errors and proceed with the Export. This option does not apply to an Empty Export or a Stream in the Exported state.
Generate Load File... (applies to a Staged or Exported Stream, but not Empty) – Launches the Generate Load File dialog, which enables you to generate a new load file or new version of an existing load file based on the following:
- A change to the Export Location
- A change to the load file format and option to split the load file
- A change in mapping used for an Export Stream (or Volume), to generate a new version of an existing load file
- Last update dates, so you can generate a filtered load file that contains only the last updated entries associated with update dates you select.
Export Duplicates Volume... (applies to a Staged or Exported Stream, but not Empty)– If an eDiscovery Export Stream has settings that include Remove Duplicates from Export and Load File, you can use this option to launch the Export Duplicates Volume dialog and generate a Duplicates Export Volume that either produces the Duplicate Files at the Export Data Area (along with a Load File), or produces only a Load File that contains references to the previously exported Duplicate Source Files.
Create Near-Duplicate Metadata... (applies to a Staged or Exported Stream, but not Empty)– For a selected Staged or Exported Stream, you can use this option to launch the Create Near-Duplicate Metadata dialog and request Near-Duplicating processing on-demand to create Near-Duplicate Metadata for the Export Stream. This enables you to perform Near-Duplicate analysis at any time for an Export Stream, unless the Export Stream's Near-Duplicate information is up-to-date.
Update Custodians (applies to a Staged or Exported Stream, but not Empty) – An Export Stream provides a snapshot of the Custodian assignments for its documents at the time the Export Stream was processed. If you subsequently change the Custodian assignment for documents that are part of your Export Stream, you can use the Update Custodians operation to propagate the changes to the Export Stream. (A given document can only be assigned to one Custodian, so saving a document to a Custodian will change the Custodian assignment.)
Edit... (applies to a Staged, Exported, or Empty Stream) – Launches the Edit Export dialog, which enables you to edit the name or description of the Export Stream (for example, to fix a typo in the name, or to add a helpful description about the name change).
Delete (applies to a Staged, Exported, or Empty Stream) – If you have Exports - Delete permissions, deletes an existing eDiscovery Export Stream and all Volumes associated with that Export Stream. You are asked to verify the deletion of the Export. You cannot delete all Export Streams at a time.

Related Operations

You can click the Settings tab to view or manage the Export Stream Settings, which enable you to review the export criteria and export status for an Export Stream.

For a given export stream in the Navigation Tree, you can also select a Volume and use the Export Volume Document View to manage that Volume.