HelpMasterFile Loading Evidencetry it - using Express Load

try it - using Express Load

Power Assist mode
  • Click on [R+ Document and E-mail Loading > Express Load].

Express Load initializes itself to commence loading the first file found in the default Express Load directory; however before loading, we'll set default values for some of the required fields to reduce the work needed to load each document.

  • Click on "Show Defaults" to clear the profile area so you can set and save some defaults. Since none have been saved yet, this will display a blank profile.

Always show the current defaults first before setting new ones to ensure fields filled from the current file are not saved as defaults.

  • Set the following defaults:

Document type: Communications\Letter
Whose document: Ours
From: Alfred_Jones\James John & Campey
To: Jim_Lipton\Lipton & Associates
Original locations and/or file name: AJ--2003--96

  • Click on "Set Defaults" to save these values.
  • Choose "Evidence" for the "Load documents as evidence or work product" option. This forces all document files to be attached and does not embed file extensions specified.
  • Click "Select directory and files", navigate to (assuming you installed MasterFile with defaults) "C:\Program Files (x86)\MasterFile\Tutorial\Express Load\Power Assist" and select a file.
  • Click "Save" to set the folder.

You'll see the MasterFile Uniform Selector next. This lets you select all or specific files to load.

  • Click in the selection margin below, and then click OK.  Use Ctrl-a (or press Cancel) to select all files.

The Express Load window will already have the default values you set above.

Note that

  1. "Current document file" is set to the first file in the folder. This file will be embedded or attached depending on your earlier setting for its type.
  2. "Document date" is automatically set to the date of the document prefixed to its file name. Standard date prefixes MasterFile recognizes are
  3. "Original locations and/or file name" also contains the document's path and file name.

To return to the first file in the directory again, click in "Current Directory" field and then click elsewhere in the window.

If you click on "View current file", the file will open in its native application. We recommend native apps be positioned alongside MasterFile so any images or PDFs can be seen in full allowing easy data entry.

  • Enter the following in the "Summary" field: First test of Express Load.
  • Change any of the document profile fields that have default values or fill any blank profile fields as needed.
  • Click OK.

A new document profile is created and the current file is attached to it as well as any the text content of any matching OCR. The OCR text is numbered according to the line numbering option selected.

  • Click on " Skip file" to skip the current file and continue with the next.
  • Enter the following in the "Summary" field: Second test of Express Load.
  • Click OK.

A new document profile is created for this document and Express Load advances to the next file. It ends when there are no more files left in our selection.

  • You'll may one or more status messages. Unless they say error, click OK and then click "Cancel" to exit Express Load.

A newly created document profile's top half is shown below.

Note that there is no matching PDF version attached. If there was, it would have been loaded too. You can create it automatically using the Evidence Cruncher in a couple of clicks.

Extracted text is placed in the profile's lower half, in the "OCR / Transcript / Full Text of Document / Case or Issue Argument" section.

Batch mode
  • Click on [R+ Document and E-mail Loading > Express Load].

As with Power Assist, Express Load initializes itself to commence loading the first file found in the default Express Load directory; however before loading, we'll again set default values for some of the required fields to reduce the work needed to load each document.

  1. Click on "Batch Load".
  2. Click on "Show Defaults" to clear the profile area so you can set and save some defaults.
  • Set the following defaults:

Document type: Communications\Letter
Whose document: Ours
From: Alfred_Jones\James John & Campey
To: Jim_Lipton\Lipton & Associates
Original locations and/or file name: AJ--2003--96

  • Click on "Set Defaults" to save these values.
  • Choose "Evidence" for the "Load documents as evidence or work product" option. This forces all document files to be attached and does not embed file extensions specified.
  • Click "Select directory and files". navigate to (assuming you installed MasterFile with defaults) "C:\Program Files (x86)\MasterFile\Tutorial\Express Load\Batch Load\Letters\from - Alfred Jones", and select a file.
  • Click "Save" to set the folder.

You'll see the MasterFile Uniform Selector next. This lets you select all or specific files to load.

  • Click in the selection margin below, and then click OK. Use Ctrl-a (or press Cancel) to select all files.

Express Load will already have the default values you set above.

Note that

  1. "Current document file" is set to the first file in the folder. This file will be embedded or attached depending on your earlier setting for its type.
  2. "Document date" is automatically set to the date of the document prefixed to its file name. Standard date prefixes MasterFile recognizes are YYYY-MM-DD. Periods are also acceptable; slashes are not permitted in filenames.
  3. "Original locations and/or file name" also contains the document's path and file name.
  • Click OK.

Express Load starts processing the directory, creating a profile for each file and attaching the file to it. Since we did not provide a default value for the "Summary" field, Express Load provides a standard value.

When required fields are given standard values, those profiles are collected under an issue/topic beginning "MasterFile -- Error -- ..." in the in the [L+ Documents > by Issue/Topic] view.

See Review and Revision tools

  • Click "OK" when Express Load advises you there are no more files left in the directory.
  • Click "Cancel" to close the Express Load window.

Documents loaded with Express Load into a MasterFile database stored on a Domino server need to be "refreshed" (they display a lightning bolt to their left) with the Extract Refresher agent. This should happen automatically, but if not, click on [R+ Profile Maintenance/Extract Refresher] to run the agent immediately.

CSV mode

In CSV mode, the CSV loadfile and the document files being loaded must be in the same directory.

  • Click [R+ Document and E-mail Loading > Express Load].
  • Click on "CSV File Load".
  1. Choose "Evidence" for the "Load documents as evidence or work product" option. This forces all document files to be attached and does not embed file types (extensions) specified.
  2. Click "Select CSV" file and navigate to (assuming you installed MasterFile with defaults), "C:\Program Files (x86)\MasterFile\Tutorial\Express Load\CSV Load" and select "tutorial with mapping.csv (semicolons - new).csv" as shown.
  3. Click "Preview selected CSV file.

When the Preview window displays, as shown below, random information or information from a prior use of Express Load may be displayed. The contents are irrelevant and can be ignored. When you press Shift-F9 the correct content will be displayed.

  • Press Shift-F9. The Preview refreshes with the content of the sample "tutorial with mapping.csv (semicolons - new).csv" file.

The first data line shown in Preview is actually line 2 in any CSV file MasterFile loads. Therefore, you'll only see "Process CSV line numbers" start at 2 and never at 1.

Since the "For start processing line" button is already set, choose a starting line and hit Enter or Click OK.

  • Click OK to set the start at the first data line of the CSV.
  • Click the "For end processing line" button, scroll to the bottom of the Preview, select the last data line and click OK.
  1. The lines you selected are shown here.
  2. Preview only shows 100 lines from a CSV file. If you have a large load files, type a number to jump to that line. Typing an arbitrarily large number will take you to the end to select the last line.

You can toggle the CSV Field Mapping if you are interested to see how the CSV fields map across to MasterFile. It's useful if you need to troubleshoot mapping errrors.

"Required Information" shows you the first file being loaded with its meta data coming from the CSV file. In the "Links" section, issues specified in the CSV file to which the document will be linked, are shown.

  • Click OK.

Express Load starts processing the CSV file. It creates a profile for each document and completes the profile with data from the CSV file. Any errors (such as missing files) will be reported in the "CSV Load errors" area.

Unlike Batch Load, if any required fields are missing in the CSV file, or do not have values, Express Load will not load those documents and will report them as errors. Furthermore, dates found in file names or Express Load defaults are overriden with values, if any, found in the CSV file.

  • Click "OK" when Express Load advises you there are no more files left to load.
  • Click "Cancel" to close the Express Load window.
  • Click on [L+ Miscellaneous > by Last edit date] and scroll to the top where the files just loaded appear.

The [L+ Miscellaneous > by Last edit date] and [L+ Miscellaneous > by Entered date] are very useful to see what was last loaded into the case and what edits last took place.

Documents loaded with Express Load into a MasterFile database stored on a Domino server need to be "refreshed" (they display a lightning bolt to their left) with the Extract Refresher agent. This should happen automatically, but if not, click on [R+ Profile Maintenance/Extract Refresher] to run the agent immediately.