Update the Production for a Volume

Exports > selected eDiscovery Export> right-click on the last exported Volume in a stream > Update

Requires Exports - Add/Edit Permissions

Users in a role that has permissions (for example, as an Organization Administrator) can update the Production of an eDiscovery Export volume.

For a given Export Volume, you can update the Export production to perform one of the following:

  • Retry previous production errors
  • Update Export with additional formats
  • Re-export the entire production of the volume with selected formats

Each update generates an update load file (for example, VOL0001-update-20130807201413.csv). See Generate a New Load File for an Export Volume or Stream for information about generating a load file based on last update dates.

Note: For Volumes that have support for the Volume Settings tab (to control Export Options per Volume), the formats set previously for the Export Volume will be displayed but will be grayed out; you can only select additional formats. After the update, the Volume Settings will be updated accordingly. For older Volumes that do not have support for the Volume Settings tab, you can set the formats and supply a directory for each. For these older Volumes, though, you will not see the Volume settings updated (the Settings tab continues to show Not Available), but the next time you do an update, the settings will be reflected on the Update Export dialog, and only those formats not set before will be available.

Update Export Production Options

When you right-click a produced (exported) Export Volume and select Update Export, you can choose the appropriate options for the update of the Export production.

Select an Export Data Area

  • Export Data Area (required) –Select an available Export Data Area from the drop-down list (alphabetical order). If you have multiple Export Data Areas available, the last one you used is shown in the drop-down, and you can select another one if desired. If there is only one location available, it is selected for you. These Export Data Areas (export mounts) are managed as Organization Settings. Be sure to negotiate access to this Export Data Area location to retrieve files after Export.

Select an Update Option

You can pick one of the following main production options:

  • Retry Production Errors Only  (default) — If you keep the default setting, you can retry the previous production errors to get different results.
  • Add Output Formats — Based on the settings in place for your Export, you can view the current time zone (a Formatting Setting) and the current formats (part of the Production Settings. You can choose additional formats (based on what was set previously, since you can only select additional formats, not change a previously set format).
  • Redo Entire Production — Performs a full update, as a replay of production. You can select a time zone and any formats for the production, or use the formats previously used. Note that this operation involves deletion of existing files at the selected export location. Because of the deletion of existing files, a warning message appears when you submit the operation.

Formatting Settings

In this section, you can do the following depending on your main option:

  • If you are using Add Output Formats, you can only view the current time zone set for the Export.
  • If you are using Redo Entire Production, you can change the time zone set for the Export.

The time zone drop-down enables you to select another time zone, if applicable:

  • Time Zone – The selected time zone that controls the exported date and time metadata. Export supports a wide range of time zones. The default is Coordinated Universal Time (UTC). The drop-down includes an Other selection to enable you to select other time zones.

Production Settings

In this section, you can modify production formats depending on your main option:

  • If you are using Add Output Formats, you can view the current selected formats and select additional formats.
  • If you are using Redo Entire Production, you can select any formats and any of their associated options.

The production format options are as follows:

  • Native (selected by default for eDiscovery Exports) – When selected, includes Native versions of the files.
    • Output Directory– 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. If you specify an output directory, the name is validated.

    Note: The following characters are not supported for output directory names and will generate an error message when you save, stage, or run the Export indicating that the name contains invalid characters:
    ! " # $ % & * + . / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

    • Email Format:

      • Native (default) — 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 Include 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 Include 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.

      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 (cleared by default) –When selected, includes 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 – 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. If you specify an output directory, the name is validated.

    Note: The following characters are not supported for output directory names and will generate an error message when you save, stage, or run the Export indicating that the name contains invalid characters:
    ! " # $ % & * + . / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

    • Exclude Email Headers (cleared by default) – By default, email header information (metadata) is included in extracted 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 (cleared by default) – When selected, includes PDF versions of native files in the Export. If you select 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 alone will not convert image files.
    • Output Directory – 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. If you specify an output directory, the name is validated.

    Note: The following characters are not supported for output directory names and will generate an error message when you save, stage, or run the Export indicating that the name contains invalid characters:
    ! " # $ % & * + . / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

    • Highlight Search Terms (V2 Parsing Library Projects only) – On a per-volume basis, if 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. 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) in the produced PDFs. Metadata is not highlighted. This option is cleared by default for Export.
    • Generate Remaining Images – On a per-volume basis, enables you to export image files in PDF format. By default, the export process (conversion) will 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

    Search Terms

    If you selected Highlight Search Terms (V2 Parsing Library Projects only), or if you selected the Generate Search Reports option for Export, this section enables you to view your specified search terms and/or complex queries. If you have not previously selected PDF at Export, or are redoing production, you can opt to Highlight Search Terms and edit these queries or add queries, and you can include not only search terms and phrases, but queries using all supported syntax, such as proximity searches and metadata field searches. When you add PDF as an output format with Highlight Search Terms and queries, PDF versions will highlight based on your supplied queries. When you redo a production with PDF and Highlight Search Terms with modified queries, new PDF versions will highlight based on your modified queries. (Note that changes you make to the queries do not alter the Export Volume Settings; that is, these changes are not currently persistent.) Note also that if highlighting fails for certain documents for some reason, the updated export will still provide the PDF versions, just without highlighting, and the Export Exceptions CSV will report a PDF_HIGHLIGHT_WARNING.

    • You can supply 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. The queries box can support up to 5000 linesas a maximum. When the maximum is reached, an error message appears to inform you of the limit.
      • 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. The software will read the contents of the text file with line-delimited search queries. Each line in the file will appear in the queries box as part of the search and will generate a Work Basket entry. (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 the operation. Validating queries is recommended but not required. You can still proceed without performing validation. Validation generates a Work Basket task called Validating Search Terms for Export. During validation, each individual query 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. For queries with warnings and/or errors, you will 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.

Submit or Cancel the Export Update

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

If you have selected the option to Redo Entire Production, you will see a warning message to alert you that this operation will delete files at the selected export location.

Once you issue the update, the Work Basket displays the appropriate task:

Retrying Production Errors on <stream>-<stream-volume> in <project>

Producing Additional Formats on <stream>-<stream-volume> in <project>

Re-exporting <stream>-<stream-volume> at <data area name>

You can then monitor the progress in the Work Basket task.