Access DB (MDB) load file specifications

Note: We’ve streamlined our Staging boundaries to more effectively separate staging data from workspace and system data. With this change, you can no longer write to or access data outside of the four defined staging area folders. The four defined staging area folders: ARM, ProcessingSource, StructuredData, and TenantVM.
Folders removed in the update include FTA, Temp, Export, and dtSearch. In addition to any other folders you manually created. Refer to the Staging Area topic and Staging Area FAQ in Community for more details.

Note: The import and export workflows with Access DB (MDB) are designed for and are currently available for the Asia-Pacific region.

In certain markets, the Import/Export supports data transfer of structured data defined in Access DB load files. The structure of the Access DB contains the following four tables.

Table Name Table Description
Export Main document information.
Parties People and organization information for each document.
Pages Listing of electronic image filenames for each document.

Export_Extras

 Additional data fields for each document.
  • Import workflow: Import/Export supports import from Access DB load file with .mdb or .accdb extension.
  • Export workflow: Import/Export generates a single Access DB load file with .mdb extension.

Export table

This table holds the primary information about a document.

Field Data Type Explanation—Document Types and Coding Method and Possible Values If Mandatory
Document_ID Text, 255 Uniquely identifies the document and is the link to the other four tables. Yes
Host_Reference Text, 255 If the document is an Attachment, this field contains the Document ID of its host document. No, can be left blank
Document_Date Text, 11

Dates in the format "DD-MMM-YYYY", where:

  • "DD" equals the day date;
  • "MMM" equals the month;
  • "YYYY" equals the year.

For example, 26 March 2017 would be represented as "26-Mar-2017".

 Yes, if information is available

Estimated

 Text, 3 The estimated date for a document (for example: YES, NO, Y, N). No
Document_Type Text, 255 The document type (for example: letter, minutes, maintenance reports, etc.). No
Title Text, 255 The title for a document. No
level_1 Text, 20 The Party level of the Document ID. Yes
level_2 Text, 20 The Box level of the Document ID. No
level_3 Text, 20 The Folder level of the document ID. No
Description Long Text The description for a document. No

 

Parties Table

This table holds the names of people associated with a particular document and their relationship to the document. It may also hold organization information for these people.

There is a one-to-many relationship between the Export table containing the primary document information and the Parties table, because multiple people could be associated with a single document.

Field Data Type Explanation If Mandatory
Document_ID Text, 255 Identifies the document (related to the Export table via the Document_ID field). Yes
Correspondence_Type Text, 100 Correspondence Type (for example: To, From, CC, BCC). Yes
Persons Text, 255

Hard copy—information from the face of the document in the format "Last Name, First Name" or "Last Name, Initial".

Emails and other electronic files—information should be in the format as extracted from the document metadata.

 No

Organisations

 Text, 255 The organization information from the face of the document or extracted from the document metadata. No

Note: Persons and Organisations fields are treated as a single value on import with the correspondence type as <Corresondence_Type>_Persons_and_Organisations. This way it can be imported into a single workspace field on the import. That allows you to select it on export as a single value as well.
Example value: Last Name, First Name [Organisation].

Pages table

There will be an entry in the Pages table for every TIFF page, text, or PDF document that relates to a single document in the Export table.

There is a one-to-many relationship between the Export table and the Pages table. Where Native Electronic Documents only are exchanged, no TIFF, text, PDF files or placeholder pages, there will only be one entry in the Pages table corresponding to each Native Electronic Document.

Field Data Type Explanation If Mandatory
Document_ID Text, 255 Identifies the document (related to the Export table via the Document_ID field). Yes
Image_File_Name Text, 128 Filename, including extension of each indexed document. Yes
page_label Text, 32

Label for each document (for example: Native, Text, PDF, or Document ID).

 Yes

page_num

 Number, Double An integer indicating the order in which the files related to the Document ID should be sequenced when viewing the full document. Yes
num_pages Number, Long Integer The number of pages in the file. For rendered PDF files, this will be the number of pages in the PDF. For native electronic files (including native PDF files), this will be set to "1". No

Export_Extras table

This table holds any additional metadata the parties wish to exchange that is not held in the other three tables.

Field Data Type Explanation If Mandatory
Document_ID Text, 255 Identifies the document (related to the Export table via the Document_ID field). Yes
theCategory Text, 50 Identifies the data type (supported types currently are: TEXT, NUMB, BOOL, DATE, PICK, MEMI). Yes
theLabel Text, 255

The name of the field.

 Yes

theValue

 Text, 255 If not Memo, Custom Field Data. No if MEMO category
memoValue Long Text or Text fixed-length setup as length > 255 If Memo, Custom Field Data. No if not MEMO category

Example of values in Export_Extras table

This table presents exemplary values in Export_Extras table.

theLabel theCategory theValue or memoValue Explanation
File Name TEXT Monthly Reports.docx For all electronic files, the original filename (including extension).
MD5 TEXT 08a008a01d498c404b0c30852b39d3b8 The MD5 (a message-digest algorithm) hash value of the file.
Sent Date/Time DATE

26/05/1999 8:33 PM

 The date and time the email was sent.

Export recommendations

If you need to export a date with the time zone and have the date formatted "Day name, DD Month YYYY hh:mm:ss TZ", for example, "Thursday, 28 June 2012 6:29:00 PM (UTC+10:00) Canberra, Melbourne, Sydney", include the Time Zone Field in the Export_Extras at the time of export.

If you need to add the num_pages to the Pages table for PDF documents, include the Relativity PDF Page Count field to the Export_Extras at the time of export.

As the Import/Export generates a single Access DB load file, consider splitting the large volumes of export data into smaller jobs, and select the option to extract long text field, for example Extracted Text, to a separate file. The MDB file limit is 2GB for the load file, excluding: external file exported as native, images, PDF, extracted text.