Exporting a folder load file

• Data Source:
  • Job Name—provide a descriptive job name so that you can identify and track that job on the Import/Export Job page. The Job name field accepts up to 50 characters.
  • Folders—select which workspace folder to export.
  • Export Sub-folders toggle—select this option to export sub-folders of the previously selected folder.
  • Views—select the workspace view that you want to use to export metadata.
  • Profile—the job configuration settings that were previously saved to a profile file (.ie or .kw*). You can reuse a profile for future jobs that use the same or similar settings. Reusing a profile is intended to reduce time and data entry errors when mapping fields.
    • None—select this option if you do not want to use a profile for this export or if you intend to create a new profile based on the settings entered in the upcoming steps. You can save the profile settings later on the Export Job Configuration Summary dialog. The file extension for the new profile created will be “.ie.”
    • From Local Disk Profiles—use this option to select a previously saved Import/Export profile (.ie file) or an existing .kw* profile to reuse the job settings for this workflow. Use the drag and drop feature or browse for a file to choose it. All job settings provided within the selected profile file are automatically entered where applicable in the succeeding workflow dialogs.
• Location and Files:
  • Export Location Type—select one or both of these options:
    • Local Disk—select this option to export the selected data from your workspace and download it to your local disk.
      • If you activated Express Transfer, click Local Folder and select the destination folder on your disk. After the export completes, Express Transfer downloads the exported data to that folder. Exporting with Express Transfer activated is recommended for all export volumes.
      • If you export data without Express Transfer, Import/Export exports and compresses it into a single zip file. After the export completes, you can download the zip file directly to your local disk by clicking Download.
      This temporary non-Staging Area location is automatically deleted after the download is completed when using Express Transfer, or is deleted after five days when using web mode for downloads. This data is not included in your Staging Area threshold.
    • Staging Area—select this option to create a copy of the data in the StructuredData folder in the Staging Area. You need to use Staging Explorer later to download the data. The exported data will not be compressed.
    • Local Disk and Staging Area—select both options to create a copy of the selected data in the StructuredData folder in the Staging Area, as well as download it to your local disk with Express Transfer or web browser.
      • The StructuredData folder is included in your Staging Area threshold. To avoid additional storage costs, you may want to delete the exported data from that folder after it is no longer needed.
      • For some combinations of job configuration and data, Windows system on your local machine may not be able to open ZIP archives due to too long file paths. You may receive an error message: “The compressed (zipped) folder is invalid.” For details, go to General recommendations for structured data import and export jobs.
• Notifications:
  • (Optional) Notification Addresses—enter the email addresses of the people you want to notify after the job completes, fails, or is canceled.

• Data File Format—select one of the following formats for the load file you are exporting:
  • .dat (Concordance)—load file exports with the standard Concordance delimiters.
  • .csv (Comma separated)—load file exports with comma separated delimiters.
  • .html (HTML)—load file is in HTML format and contains hyperlinks to launch any exported files.
  • .txt (Custom)—load file exports with the custom delimiters that you select in the Load File Characters section that appears when this option is selected.
    
• Start Line—select a line (record number) that identifies the initial document for export. The application begins with exporting the document with this number and continues exporting documents with subsequent record numbers.
• Data File Encoding—select the encoding type for the document-level load file from the drop-down list.
• Regional Settings (Date and Time)—select the desired format for the exported date and time data. A preview of the chosen format appears below the next field. Your selection for this field stays in effect for future export jobs until you change it or clear the browser cache. Clearing the browser cache defaults the format to "English (United States)."
• Long Time (with seconds)—by default, this toggle is off. Turn it on if you want to include seconds with the exported date and time information. For example, the time exports as 12:10 AM (HH:MM AM/PM) when the toggle is off. It exports as 12:10:25 AM (HH:MM:SS AM/PM) when the toggle is on.
• Export Multiple Choice Fields as Nested—select this option to maintain the hierarchy of Relativity aiR multiple-choice lists, when applicable. The Nested Value delimiter, a backslash, separates child choices.

Optionally, you can enter field name aliases to replace the original workspace field names in the exported load file. The Workspace Fields box displays all available fields, but only the fields in the Selected Fields box are exported.

You can move fields in the following ways:

• Select a field and click one of the directional arrow buttons in the center to move the field between boxes.
• Double-click on a field to move it between boxes.
• Use CTRL+ left mouse click to select multiple fields, then choose proper directional arrow to move them between boxes.
• In the Selected Fields column, drag the fields into the order you want them to appear in the load file.
  

• Production Images Type:
  • Original Images—select to export only the original, non-produced images.
  • Produced Images—select to export a produced version of the images.
• Select Productions:
  • Include original images toggle—select to export original images for the documents that are not in a specified production.

• Export Native Files toggle—select this option to export native files.
• Export Images toggle—select this option to include images in the export. If turned on, you must set the Data File Format for image-level load file, that is Opticon, IPRO, or IPRO (FullText). You must also set the File Type for exported images, that is Single-page TIFF/JPG, Multi-page TIFF/JPG, or Rendered PDF.
• Export PDF toggle—select this option to include existing stored PDFs in the export. No document-to-PDF conversion is performed in this step. The PDFs must already exist as PDF files. If this option is turned on, you must set the Data File Format for PDF-level load file, that is Opticon, IPRO, or IPRO (FullText).

• Text and Native File Names:
  • Named after—select one of the following naming conventions for exported files:
    • Control Number—select this option to name files using the document identifier/control number.
    • Custom name—select this option to customize file names. If selected, enter data in the following fields that appear:
      • Prefix—choose Control Number or Production Begin Bates as the prefix.
      • Select spacing—select the desired spacing option from the drop-down list.
      • Select field—choose a field from your workspace or choose Custom Text and enter your text.
      • Preview—you can preview the custom file name, then update the fields as needed.
  • Append original filename toggle—select this option to append the original file name, which is defined as the file name as it was on disk, to the end of the exported file name.
    
    Rename settings do not apply to images or PDFs. You can rename only native and text files.
• Folder Structure:
  • Group files by—select one of the options for grouping the exported files:
    Exports that group files by Workspace Structure can take several times longer than exports grouped by File Type. Unless you need the workspace structure, we recommend using the File Type option.
    • File Type—select this option to group files by their type and place them in separate folders based on type, such as in Natives, Images, Text, and PDFs folders. 
    • Workspace Structure—select this option to preserve the workspace folder structure. This option may help reduce the time for preparing production data because you do not need to manually realign the files later to replicate the folder structure in the workspace.

• Export Text Field as Files toggle—determines the export method of the extracted text or OCR. Select this option if you want to export files as individual document-level text files, with one file per document. Turn the toggle off to include text as part of the load file.
• Text File Encoding—if Export Text Field as Files toggle is turned on, select the encoding format for the document-level text files.
• Text Fields Precedence—select and assign an order to long text fields that Relativity checks for text when performing an export. The Text Fields Precedence column displays the file path to the exported files if you turned the Export Text Field as Files toggle on. Relativity adds the Text Fields Precedence column as the last column in the load file. You must select at least one long text field to use this functionality. Select fields from the Add Fields drop-down list, then click Add. To delete a selected field, click its trashcan icon. To order the precedence of the fields, click the six-dot handle next to the field name and drag it to the proper ordering position.
  During an export, the system checks the first field in the list for text. If the field is null, it checks the next field in order of precedence for text, and so on. When Relativity finds a field that contains text, it adds the contents of that field to the Text Fields Precedence column in the document load file. Then, the system continues checking the fields for the next document and so on. For example, if you listed the Extracted Text field first and the Production OCR field second, the system would first check the Extracted Text field for content, and if it was null, it would move on to the Production OCR field, and so on.

• Volume Information—this section controls the naming and size of the volume identifier. Complete the following options in this section:
  • Prefix—enter the alpha prefix for the volume identifier.
  • Start—enter the first number used for the numeric section of the volume identifier. Multiple volumes increment numbers during export creating unique volume identifiers.
  • # of digits—enter the number of digits attached to the prefix. For example, if you enter 3, the output is VOL001, VOL002, and so on.
  • Max Size (MB)—enter the maximum size allowed for each volume.
• Subdirectory Information—this section controls the naming and size of volume sub-folders. Set the following options in this section:
  • Image Prefix—enter the alpha prefix for the sub-folder that stores exported images.
  • Native Prefix—enter the alpha prefix for the sub-folder that stores exported native files.
  • Text Prefix—enter the alpha prefix for the sub-folder that stores exported extracted text files.
  • PDF Prefix—enter the alpha prefix for the sub-folder that stores exported extracted PDF files.
  • Start—enter the starting number for the sub-folders.
  • # of digits—enter the number of digits of the sub-folder prefix. For example, if you enter 3, the output is IMG001, IMG002, and so on.
  • Max Files—enter the number of files to store in each sub-folder.

For more information, see Load file export recommendations.