Generate a New Load File for an Export Stream or Volume

Exports > Exports > Selected Export Stream or Volume > Generate Load File...

Users in a role with permissions can use the Generate Load File option from the Documents tab for an Export Stream or Volumeto 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 formats (note that SQL DB does not apply to this operation).
  • A change to the time zone, or date/time formats.
  • A change in mapping used for an Export Volume or entire Stream, to generate a new version of an existing load file.
  • A change to load file options, such as Include Full Text, Separate Duplicates, Duplicate Overlays, ThreadGroup includes Attachments, Max Records per File, and BegAttach starts with options and DAT File Encoding.
  • Last update dates, so you can generate a filtered load file that contains only the last updated entries associated with update dates you select.

Some settings and options discussed here may not be available for review-integrated Projects; for more information, see Set Up an Export.

A common use case is changing the load file format. For example, you may have produced a series of Volumes for a given export and want to change the load file format from EDRM XML to DAT because there was a change in client counsel and the new counsel want the load files to be produced in DAT format. You can select the Volume, select the toolbar option to generate a new load file, select the new format, and submit the request. A new DAT appears in the same location as the previous XML file.

If you generate a new version of an existing load file, the new version will reside under the appropriate Volume directory at the Export Area and will include a timestamp in the filename that enables you to track versions (for example, VOL0001-20130809171945.csv). The timestamp is the file system time for the operation. The original version is preserved (for example, VOL0001.csv). If you use Update Export to replay Volumes, you will also see update load files, which include the word update in the filename (for example, VOL0001-update-20130809201314). Generating a new load file also generates a settings file with a timestamp. This settings file does not reflect any changes you make to the generate load file options; it continues to reflect the settings (on the Settings tab) for the associated volume export (that is, what is persisted in the database).

Select an Export Data Area

You can specify the following options:

  • Export Data Area (required)–Select an available Export Location 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.For review-integrated Projects being promoted to the review system, the Export Data Area control is always locked to the dedicated Export Data Area automatically created for the associated review project you are exporting to.

Production Settings

For a given Export Stream or Volume, you can use the following options:

  • Base path (DR by default) — Allows you to change 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 (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). The base path can include any of the standard characters permitted in paths on Microsoft Windows and Linux (for example, a comma). However, you cannot specify the " (quotation marks), < (less than), > (greater than), or | (pipe) characters. Note that your specified 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), but does not affect what appears at the physical export location after export.
  • Include Volume Label and # in Path Fields — Includes or excludes the Volume label and Volume # in the appropriate export metadata fields (NativeLink, TextLink, and/or PDFLink) of the load file. Select the checkbox to include the Volume label and Volume #. This checkbox will be set automatically and cannot be changed if you select the One Consolidated Load File option.

Filter by Last Update

For the Export Stream or Volume for which you want to generate a new load file, you may want to filter entries in the load file by one or more last update dates (listed in timestamp format with a checkbox for each timestamp). Selecting one or more checkboxes enables you to generate a load file that provides an "overlay" of the associated last update dates, thereby limiting the load file content to entries last updated on the dates reported in the timestamps.

By default, your generated load file will include information from all last update updates (that is, no entries will be filtered).

The Filter by Last Update section provides a list of last update dates for the Export Stream or Volume in timestamp format:

  • For an Export Stream, the list of timestamps for Filter by Last Update for an Export Stream will be a superset of last update dates.
  • For a given Volume, the list will be a subset of last update dates, and the list of timestamps will represent the appropriate last update dates for the load file entries in the Volume.

Sample timestamp list (Last Update Dates)

The following sample shows available timestamps listed for an Export Stream (export1) and its three Volumes.

Making selections is useful when the list includes multiple entries.

List for Export Stream export1:

2013-08-15-20-10-59 (represents the initial Export)

2013-08-15-21-13-33 (represents the last Update of entries for VOL0001)

2013-08-15-21-19-11 (represents the Export of VOL0002, which changed Duplicate Custodian information for an entry in VOL0001)

2013-08-15-17-57-06 (represents the last Update of entries for VOL0003)

List for export1-VOL0001:

2013-08-15-20-10-59

2013-08-15-21-13-33

2013-08-15-21-19-11

List for export1-VOL0002:

2013-08-15-21-19-11

List for export1-VOL0003:

2013-08-15-17-57-06

 

About Timestamp Generation

The timestamps use the format yyyy-MM-dd-HH-mm-ss in UTC (Coordinated Universal Time). The following will cause a timestamp to be generated:

  • Complete Volume Export (without Prepare first)
  • Staging (Prepare) of a Volume
  • Export of a Prepared Volume
  • Change in Duplicate Custodian information
  • Update Export to retry Production Errors (right-click on a Volume and select Update Export)
  • Update Export to produce additional formats

The Create Near-Duplicate Metadata operation does not generate a timestamp.

To illustrate how timestamps are listed for updates, consider the following scenario:

  • You have 5 exported files in a Volume.
  • You run Update Export for the Volume twice to add more formats (once to add text file versions, and a second time to add PDF versions).
  • In this case, the timestamp list will include a timestamp for the second update only, since that last update affected all 5 entries in the Volume.

    • Main Options to Submit or Cancel the Load File Generation

    At the bottom of the dialog, click OK when you are ready to submit the information, or click Cancel if you want to cancel the operation.