Express Load settings
Both Express Load and the Email Loader control operation via a very similar "Settings" section. If you have used either, you will be familiar with the other. Both are configured in [R+ Administration > User settings]. We cover Express Load in depth here.
Settings for three modes of Express Load are identical with the exception of a few commands and options specific to each. We cover Power Assist below, and then the differences in the others.
This is the Power Assist mode settings panel.
- "Documents & profile data" -- The default choice.
- "Profile data only" -- Create document profiles only without loading documents. Use this to quickly catalogue documents 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 load document files for profiles created with option (2) above.
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 CSV Import/Export guide here.
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.
When you receive a PDF that itself contains tens or hundreds of logical documents, set this option to split and load each actual document from the aggregate PDF in its own profile. That's necessary not only for ease of review and analysis but also for future production tasks. There are two methods to split a PDF on-the-fly
- via bookmarks, or
- via two special columns in a CSV loadfile in CSV mode
These are covered in detail here.
Express Load processes files by directory. You can change the default in the Express Load section of [R+ Administration > User Settings]. You can override the default by navigating to any folder here.
You can set information common to documents you are loading via Power Assist or Batch Load with this option.
To set defaults,
- First click "Show Defaults" to display any current values.
- Set field values as appropriate and click "Set Defaults".
Defaults you've set stay in effect till you click show defaults again when you can modify or remove them or when you cancel Express Load.
Express Load ignores any defaults set here for
- Native email files. For these files, i.e. .MSG and .EML, with the exception of fields like "Whose document?", Issues and Topics, etc., all email specific meta data like subject, From, To, CC, etc. is taken from the native email.
- CSV mode. CSV mode ignores any values you set here. All meta data is set from the CSV file and nothing you set here in any field is used.
Express Load can add page and line numbers to OCR or transcript files if you require. Options are:
- No page and line numbering,
- Sequential line numbering for the whole file, without page numbers, or
- Automatic page and line numbers which take the page and line numbers from a transcript (in a supported format) or PDF file.
- Transcripts printed to PDF. This is covered in detail here.
If the file to be loaded is a PDF and a matching OCR file is not found, text (if any) will be automatically extracted from the PDF, paginated and loaded with page and line numbers.
If your document has an odd page length, simply type the number of lines per page into this field and Express Load will number the lines and paginate extracted text accordingly.
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. Similarly, a reverse doc-link will be created from the attachment to the source document.
You can also extract attachments later, or extract attachments of already loaded e-mails, by selecting them and then clicking on [R+ Profile Maintenance > Process attachments].
Since meta data regarding the attachment is unknown, attachment profiles will be filled with the same information as the source document. We suggest you use Power Assist Edit to revise the attachment profiles as needed and then use [R+ Profile Maintenance > Attachment processing] to refresh the doc-link descriptions with the revised information.
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 also shows you
- the current file's details,
- the profile's required fields, and
- the remainder of the document profile's fields (only the "Links" section is shown below).
A date prefix on a filename will be used to fill the "Document date" field a long as it is in the format YYYY-MM-DD. Periods are also acceptable; slashes are not permitted in filenames.
"Settings" reveals an additional setting for Batch Load, "How many files to load", where you specify the number of files to process.
You can switch to Power Assist mode to resume processing files one by one on-the-fly, or Batch Load another set with different profile settings (if necessary), and so on without exiting Express Load.
The CSV mode settings panel is quite different from the other two modes and reveals several new settings.
Click "Select CSV file" to navigate to and select the CSV load file. The CSV load file must be in the same folder as the files being loaded.
The Preview function is used to
- check the fields in the CSV file and make sure they are correctly formatted, and
- set the number of files to load by setting the starting and ending line numbers from the CSV file.
CSV Preview only presents 100 lines of a CSV file. You can jump to any section by entering a starting line number in the "Preview CSV from line number" field. To set the end of a CSV file with thousands of lines or rows, type a large number like 99999 so you can pick its last entry.
Whenever you use Preview, you'll see red and green codes on each row. You can pick any starting and ending point of a range to load but the starting row must be green and the ending row must be red. That ensures all parent/child attachments which that indicates are preserved and loaded.
In the above section of the CSV file, I can pick line 40, 43 or 41 to start my batch, but I must pick line 42 or 43 as the ending line (from what's shown) or jump lower in the CSV and pick another line that's red. Lines 40 through 42 are one document and its attachments. Line 43 is one document which has no attachments.
The line range that will be displayed when you click "Preview selected CSV file" is shown here.
MasterFile tries to determine what date format is used in the CSV. You can set that value here if detection was not possible or to simple speed up the process. Day, month and year can be separated by "/" or "-". YYYY and YY are valid formats.
The default separator for multi-valued fields changed from MasterFile version 6 and later to a semicolon. If you are using a version 5 or earlier CSV loadfile, set this to "colon".
Expanding the twisty here will show exactly how the CSV fields map to document profile fields so, if necessary, you can check all values are being mapped correctly to the document profile's fields.