Manage Export Fields in an Organization Template

Home > selected Organization > menu or right-click > Settings > eDiscovery Templates > Export Fields
Project > Settings drop-down > Organization Settings > eDiscovery Templates > Export Fields

Requires Organization - Export Fields - View, Add/Edit Permissions

System and Organization Users with the appropriate permissions can select Organization Settings > Export Fields to view, modify, create, and delete Organization templates for the set of metadata fields that are exported to a load file or configured database. Creating multiple export field templates can support Projects with differing mappings in more easily managing fundamentally different types of Exports.

Loading from and Saving to Templates

The Selected Export Fields list (the fields that are exported) and Available Fields list (those that are not) are initially populated from the predefined Default Export Fields template (the default for both Organizations and Projects) selected in the Templates pane, which also includes any user-created Organization templates. You can load any template by either selecting it in the Templates pane or clicking the context menu icon () to the right of any of the listed templates, choosing Load from Template, and selecting it from a list of the templates to you have access to. (If you have the needed permissions, you can also display, load from, and modify existing System templates.).

Note: Custom metadata field mapping is not permitted in Organization templates. Use a Project Export Fields template to select custom fields for export.

After you have made changes to the Selected Export Fields list as described below, you can click Save to save to the current template, or save to a different template by choosing Save to Template from the context menu and selecting the target template the list in the dialog. You can make your current field selections into a new template either by clicking at the top of the Templates pane or by choosing Save to Template from the context menu and selecting New Template.

To support sharing of templates among different Organizations and Digital Reef systems, and to enable editing outside of Digital Reef, a template can be saved to and loaded from an XML file. To download the currently loaded template as an XML file, select the Download as XML ... context menu option; the downloaded file is named Export_Fields-template_name-organization_name.xml. To upload a local XML file and load a template from it, select Load from XML ... from the context menu.

Note: Loading metadata fields from a template automatically overwrites your current selections with those in the template. Saving your selections to an existing template automatically overwrites the fields in the template. Some fields, however, such as those representing patterns, tags, domains, aliases and excluded content, are appended to the template you save to, leaving the fields currently in the template in place.

If you have the needed permissions, additional context menu options for individual templates include Set as Default, which sets the selected template as the default Project template, Edit, which lets you modify the name and/or description of the selected template, and Delete, which deletes the selected template.

Available Fields

The DR Field Name column in the Available Fields section lists the available metadata fields that have not yet been selected as export fields, in alphabetical order. Hover over a field name to see a description of the field, or refer to The Metadata List for more information.

ou can reorder the Available Fields list by dragging one or more fields (using the drag control on the left) to a new location, or you can filter it by entering a name or partial name in the filter box. When the list is filtered, however, you cannot reorder the fields.

To add fields to the Selected Export Fields list, select one or more and drag them to any spot you choose within the current list, including the end (Drag fields here ...).

Selected Export Fields

The DR Field Name column in the Selected Export Fields section lists the fields that are selected for export to a load file or configured database. (Typically, when you create a new template almost all of the metadata fields are included and subject to export.) Hover over a field name to see a description of the metadata field, or refer to The Metadata List for more information. To select additional export fields, choose one or more in the Available Fields list and drag them to any spot you choose within the current list, including the end (Drag fields here ...).

In the Export Field Name column, you can optionally specify a different name to be used as the label for an exported field. Export field names must be unique across the system.

Some Digital Reef metadata fields are for export only, which can be useful in an eDiscovery workflow. Export-only field names are in mixed case with an initial capital; examples include DateBackedUp and AltBccName. The names of metadata fields that can represent document data after import (and by default can also be used in export) are shown in lowercase only. EDRM fields are not included in this list; they are relevant to EDRM XML only and are not configurable.

A transformed field can represent either a set of metadata fields to evaluate for each document at export or a single metadata field that populates, for a master parent document, a list of unique field values for all duplicates of that document. When you add a Transformed Field entry by clicking New Transformed Field, you assign it a name and define the field information, which you can later edit using the icon. The entry appears at the bottom of the Selected Export Fields list with a DR Field Name of TRANSFORMEDFIELD and the name you created it under as the Export Field Name. For detailed information about transformed fields, see Add or Edit a Transformed Field for Export.

You can reorder the fields in the Selected Export Fields list by selecting one or more and either dragging them (using the drag control on the left) to the desired location or using the Move Up and Move Down buttons at the top. (Field reordering is not recognized if the export is to a database..) You can also filter the DR Name column by entering a name or partial name in the filter box; when the list is filtered, however, you cannot reorder the fields, and you cannot drag fields from the Available Fields list to specific locations within the Selected Export Fields list but only to the bottom.

To remove one or more fields from the list and return them to the Available Fields list, select them and use the Delete Selected button.

Note: If you are exporting to a database, you can select which fields are populated in the database using the Export Fields tab, but custom Export Field names and ordering do not affect the export database schema