Express Load makes short work of importing evidence, transcripts, e-discovery files, authorities and production, as well as work product, in any native file type, selectively or in bulk. Its simple to use controls let you manage all document ingesting yourself.
Express Load processes files by directory, automatically creating a document profile and importing each file found. Its three modes (explained below) let you import small, medium and large batches of documents, with or without a load file, and vary the extent of metadata to complete at the import stage. Large PDFs that are collections of tens or hundreds of documents are split and loaded as the actual documents automatically, too.
In Power Assist mode, you manually complete the remaining required fields as each document is processed. This mode is useful when adding small batches of new documents on a regular basis, such newly arrived mail which is scanned each day, for example.
Batch File mode is useful to load documents quickly without filling out all required profile information. For required fields not set with specific values, MasterFile uses internal standard values. The summary field is filled with the file's path and name so you can identify documents until those are completed. Profiles missing required field values appear in the "by Issue/Topic" views where they can be selected and corrected using [R+ Review and Revision Tools > Power Assisted Edit] or [R+ Review and Revision Tools > Global Replace].
Batch File mode is also useful to load documents which can be organized in batches thereby allowing default field values to be set before loading. For example, grouping documents first by case file ID, then as correspondence and finally as "from John Smith" enables you to specify default values for these required fields. To import, you simply select the number of files to load. Any remaining required profile fields will be filled automatically by MasterFile with standard internal values and the profiles created without any further assistance from you.
MasterFile sets each profile's summary description with the original file path and name so you can locate it easily until the profile's fields are completed. You'll find this technique useful in loading existing work-product stored on your servers or workstations.
CSV and Concordance load files
In CSV mode, profile field values are provided in a CSV (comma separated value) file. MasterFile loads as many files from the directory as you specify.
Although CSV mode is designed for large batches of documents with full profile information, it can be used when required profile fields are missing. As with Batch Load mode, standard internal values are used for required profile fields without values. Profiles missing required field values appear in the "by Issue/Topic" views where they can be selected and missing field values quickly completed using [R+ Review and Revision Tools > Power Assisted Edit] or [R+ Review and Revision Tools > Global Replace].
CSV import/export specifications are covered in the guide here.
The Express Load settings panel below controls its operation. Defaults can be preset and configured in [R+ Administration > User Settings]. Its sections are explained below.
- "Documents & profile data" -- The default choice.
- "Profile data only" -- Create document profiles only without loading documents. Use this to quickly catalogue your document inventory so you're able to reference them or extracts as needed in facts, etc. Key documents can always be attached to profiles later.
- "Revised profile data" -- Use this to load revised or additional profile data such as new information, corrections, Near duplicate analysis, Bates numbers, etc.
- "Revised documents & profile data" -- This option lets you reload documents dumped from MasterFile for processing with external utilities (such as for bulk redaction) or document files for profiles created with option (2).
Options (3) and (4) need a CSV file with the revised information. MasterFile will attempt to match each line of the CSV to the corresponding profile. Please refer to the CSV import/export guide.
Options (3) and (4) replace existing profile data. A blank value in the CSV file erases the corresponding field's value in the existing document profile. If a field is absent from the CSV (i.e. the column is absent), its value is not altered in the existing profile. See the CSV import/export guide for full details. Appending new Bates numbers to existing values, rather than replacing them, is also explained there.
Option (4) will replace the contents of the "Scanned document image or application file" field at the top of the profile (all documents, both native and PDF, will be deleted and replaced) or, if reloading redacted documents, the contents of the "Redacted or alternate image to use in production" field will be replaced.
Express Load processes files by directory. You can set a default directory with this setting. You can override it from within Express Load if needed.
Express Load can add page and line numbers to OCR or transcript files if you require. Options are:
- no line numbering,
- sequential line numbering for the whole file, without pagination,
- automatic page and line numbers which take page and line numbers from a transcript or PDF file (formatted as described below), or
- enter a number for your page length and let Express Load start line numbering from 1 on each page (to see the page length, open the file and count the lines/page or till the page break symbol).
If the file to be loaded is in PDF format and a matching OCR file is not found, the text will be automatically extracted from the PDF, paginated and loaded with page and line numbers.
As it profiles and saves each file, Express Load can delete the file from its original directory. This lets you resume with the next file if you have to interrupt Express Load or stop the process midway.
By default Express Load stores attachments for documents loaded in the "Attachments" field. If you wish to extract document attachments and store them in their own profiles instead, select "Yes" for "Extract attachments".
Doc-links to the attachments will be created in the attachment field of the source document and similarly in the parent field of the attachment document. You can also extract attachments later, or extract attachments of already loaded e-mails, by clicking on [R+ Profile Maintenance > Process attachments].
Since profile information regarding the attachment is unknown, attachment profiles will be filled with the same information as the source document. We suggest you then select and revise the attachment profiles using Power Assisted Edit. Once this has been done, you can update the doc-link descriptions in the source documents by selecting the documents in a view and using [R+ Profile Maintenance > Attachment processing]. This will update the doc-link descriptions in the source documents.
The contents of the "Attachments" field will be replaced when [R+ Profile Maintenance > Attachment processing] runs and updates the attachment name or description, so we suggest you update attachment doc-links before editing or adding any other information to the "Attachments" profile field.
The value set here is used by the E-mail Loader as well as Express Load.
This option automatically displays each document in its viewer as you proceed with import in Power Assist Mode. We suggest you arrange the viewer window next to MasterFile.
Express Load's other green, red and white panels show respectively
- the current file's details,
- the profile's required fields, and
- the profile's remaining optional meta data fields (only the 'Links' section is shown below).