Transcript reports and printing transcripts

You can export the different annotations and items that have been linked to transcripts using either the Relativity.Transcripts or Transcripts application, depending on the file type you are working with. If you have an MDB file, you can use Relativity.Transcripts and you can use the Transcripts application if you have one of the following file formats: .ptf, .xmptf, .rtf, .trn, .lef, .xmef, and .txt.

Once you have downloaded a report to your workstation, you can conveniently print the PDF.

You can also print a .ptf, .xmptf, .rtf, .trn, .lef, .xmef, and .txt. transcript document from the Viewer using the Transcript application.

Relativity.Transcripts

Creating a transcript report

To create a transcript report:

1. Navigate to the Documents tab and open an MDB transcript document.
2. Click on the Export icon to expand the panel.

3. Select one of the following report Type options. Each report has different fields available so that you can tailor the report to your needs. You can click on the name of each report Type below to learn more about its fields.
   • Transcript with Annotations—Generate a report that includes the full transcript text and any desired type of annotation.
   • Annotations—Generate a report that only includes the selected types of annotations. The line in the transcript before and after the selected annotation types also displays in the report.
   • Key Terms—Generate a report that only includes sections of the transcript that match the entered key terms. The line in the transcript before and after the key term matches also displays in the report.
4. Complete the remaining fields for the report Type as desired.
5. Click Export.
   A PDF copy of the transcript report is downloaded to your workstation.

Transcript with Annotations

This report contains the following fields:

• Pages per sheet—Select one of the following options to determine how the transcript displays in the report:
  • 1 Page—One page of the transcript displays on a single page in the report. Optionally, you can include comments if you select this option.
  • 4 Pages—Four pages of the transcript display on a single page in the report. Comments cannot be included in the report with this option selected.
• Print with—Optionally, you can select one of the following options to include the name of the workspace or the transcript in the report:
  • All—Select to display both the name of the workspace and the transcript file in the report.
  • Workspace Name—Select to display the name of the workspace where you generated the report.
  • Transcript Name—Select to display the name of the transcript file based on the File Name field.
• Location—These options only display if you select one of the Print with options. Select an option to determine the location of the Workspace Name or Transcript Name in the report.
• Header—Select to include the Workspace Name or Transcript Name at the top of the report.
• Footer—Select to include the Workspace Name or Transcript Name at the bottom of the report.
• Left—Select to include the Workspace Name or Transcript Name on the left side of the report.
• Center—Select to include the Workspace Name or Transcript Name in the center of the report.
• Right—Select to include the Workspace Name or Transcript Name on the right side of the report.
• Include—Select one of the following options to determine if comments and designations display in the report:
  • All—This option is only available if you select 1 Page for the Pages per sheet field. Select to include both comments and designations in the report.
  • Comments—This option is only available if you select 1 Page for the Pages per sheet field. Select to display comments in the report.
  • Designations—Select to display designations in the report.
• Designation Types—This option only displays if All or Designations are selected for the Include option. By default, all designation types are included in the report.
  You can use this option to determine which types of designations display in the report. Click on the drop-down menu and select or deselect designation types as desired. Only the selected designation types will display in the report.
• Legend—This option only displays if All or Designations are selected for the Include option. Enable this option to display a legend that contains the designation type on each page that has one or more designations. If this option is disabled, the legend does not display in the report.

Annotations

This report contains the following fields:

• Include—Select one of the following options to determine if comments, exhibit links, and designations display in the report:
  • All—Select to display comments, exhibit links, and designations in the report.
  • Comments—Select to display comments in the report.
  • Exhibits—Select to display exhibit links in the report.
  • Designations—Select to display designations in the report.
• Designation Types—This option only displays if All or Designations are selected for the Include option. You can use this option to determine which types of designations display in the report. Enable this option to display a legend that contains the designation type on each page that has one or more designations. If this option is disabled, the legend does not display in the report.
• Include entire question & answer—This option determines if the nearest question and answer are included in the annotation.
  • Yes—If selected, the nearest question and answer are included in the annotation. For this option to work, the transcript file should have the questions and answers marked with the letters Q and A. If your transcript file does not have questions and answers marked, consider using the Additional lines above & below option to provide more context in the report.
  • No—If selected, the nearest question and answer are not included in the annotation.
• Additional lines above & below—Click on the drop-down menu and select an option to determine how many rows above and below each comment, exhibit links, and designation display in the report. For example, if you select 2, there will be two lines above and below each comment, exhibit links, and designation in the report.

Key Terms

This report contains the following fields:

• Include entire question & answer—This option determines if the nearest question and answer are included in the annotation.
• Yes—If selected, the nearest question and answer are included in the annotation. For this option to work, the transcript file should have the questions and answers marked with the letters Q and A. If your transcript file does not have questions and answers marked, consider using the Additional lines above & below option to provide more context in the report.
• No—If selected, the nearest question and answer are not included in the annotation.
• Additional lines above & below—Click on the drop-down menu and select an option to determine how many rows above and below each key term match in the report. For example, if you select 2, there will be two lines above and below each key term match in the report.
• Key Terms—enter the exact terms you would like to search for in the transcript document and highlight in the report and press Enter on your keyboard. Enter each term on its own separate line. Wildcards are not supported.

Transcripts application

Creating a transcript report

To create a transcript report:

1. Navigate to the Documents tab.
2. Select one or more transcript documents to report on.
3. Click the mass operations button and select Transcript Report. A pop-up appears.
4. Select one of the following report types:
   • Annotations Digest
   • Key Terms
5. Complete the remaining applicable fields.
6. Select Export.

Annotations Digest

The Annotations Digest report exports a PDF with the selected annotations that contains the following information:

• Case Name
• Transcript Name
• Type of annotation with total number of annotations selected
• Individual representations of each annotation with corresponding page and line numbers
• Case Dynamics items
• Time and date of digest generation

To run the Annotations Digest, fill out the following fields:

• Include All Annotations - select all or which annotation types and Case Dynamics items you would like to include. In the bottom section of the report pop-up, you can choose to include or exclude specific annotations.
  Comments within notes are included when you select Notes, so you can see the full dialogue on printed transcripts.
• Include Entire Question and Answer - select Yes/No to include the nearest question and answer in the selected annotation.

Key Terms

The Key Terms report exports a PDF with the chosen key terms that contains the following information:

• Case Name
• Transcript Name
• List of key terms
• Individual representations of each key term with corresponding page and line numbers, including the additional lines above and below the term
• Time and date of digest creation

Key terms are highlighted in the report.

To run the Key Terms report, fill out the following fields:

• Include Entire Question and Answer - select Yes/No to include the nearest question and answer in the selected annotation.
• Additional Lines Above & Below - enter up to 10 additional lines that you would like to include above and below the line where the term is located.
• Key Terms - enter the key terms you would like to run the report on, with each term on a separate line.

Printing from the Viewer

To print transcripts from the Viewer:

1. Open a .ptf, .xmptf, .rtf, .trn, .lef, .xmef, or .txt document in the Viewer.
2. Click on the Print/Save As PDF icon in the Viewer toolbar.
3. Complete the following fields as desired:
   • Pages per sheet—Select to print transcript pages as one page per sheet or select condensed printing to print four pages to a sheet.
   • Branding—Select to include branding as a Center Header, Center Footer, or select None for no branding.
   • Include—Select to include the Workspace Name, Transcript Name, Deposition Date, Deponent Name, and/or Page Numbers.
   • Print with—Select any of the following to include them in the print out:
     • Designations—Designations will only display if you select to print transcripts as one page per sheet.
     • Notes—Notes will only display if you select to print transcripts as one page per sheet. If Notes is selected, comments within notes are included so you can see the full dialogue on printed transcripts.
     • Legends—Select this option to include a designation cover page and legend to help you understand the designations included in the printed transcript. The designation legend is displayed at the bottom-right of the transcript page. If there is more content than can be displayed in a single page, the extra designation legend content will display on a second page.
4. Select Print Transcript.