

When you are ready, you can export files for review, production or any other purpose you may have. Use the steps provided in the following sections to run your exports.
Note: For more information on how to export through the RPC, see the Using the RPC Exporter video webinar on the Relativity Training site.
Note: The Comments window serves no purpose at this time.
Option | Description |
---|---|
As an Include filter | Includes any document that matches the criteria set in this filter. For example, you could add a keyword search as an include filter, so that all documents with this keyword are exported. Note: Select the checkbox under Use Metadata to export keyword, and its frequency in a document. This functionality is available because metadata is actually stored in filters. New columns with the metadata are added. |
As an Exclude filter | Excludes any document that matches the criteria set in this filter. |
As a Dedupe filter (Exclude) | Same as an Exclude filter, except that the RPC uses a different logging code for deduplication. You can run a report on this code to identify files excluded due to deduplication. |
As a Reference Only | References the criteria in the filter and may perform an action based on a match. For example, tagging information obtained from Relativity could be used to apply tags to documents that match the metadata in the filter criteria. All documents are exported and tagged as required. |
As a Privilege Filter (Reference) | Similar to a Reference Only filter. The Potentially Privileged column is updated to Y for any document that matches the filter criteria. All documents are exported. |
As a Placeholder filter | Inserts a placeholder for any document that meets the criteria set in this filter. For example, you could use this filter to substitute a placeholder for all Excel/Power Point or large text files in a production. When you select this filter, the RPC runs the export job and substitutes the placeholder for these files without modifying the PDFs already generated. This eliminates the need for you to image these files, since you can leave them as-is. |
Note: You can't modify filters used in an export that uses a setting of New, Replacement or Supplemental. If you need to alter a locked filter, you must first clone the filter and then edit the clone.
Note: You can add the same task multiple times to an export job. Depending on the task, you can assign a different file name or folder location to each copy of the task. For example, you could export a set of metadata for a client and another for opposing counsel by adding the Write metadata task twice. You would then modify the name of the task added under Document Tasks, and the name of file output for each task. If the export job needs to be repeated, you do not need to redo each of the document or page tasks. You can clear the checkboxes for the tasks that do not need to be redone, and then perform the export. For example, you may want to add new fields to the metadata file, so you can select only Write metadata under Document Tasks.
In the export wizard, each document and page task has multiple parameters that you can update to meet the requirements of a specific export job. Some of these parameters are universal to all export tasks while others are specific to that task. The table below outlines the various parameters, what tasks utilize them and if they are universal or specific.
Parameter |
Associated Tasks |
Universal or Specific |
Notes |
---|---|---|---|
Bates Number |
All |
Universal |
Also serves as control number for document level exports. Should be left as {BatesBeginDoc}, expand this section to format the bates/control number. |
DocLevel |
All |
Universal |
If True, numbers are incremented at the doc level. |
Ignore Number |
All |
Universal |
If True, the value in the StartAt field will be disregarded and only the prefix and suffix will be used. |
Prefix |
All |
Universal |
The prefix to prepend each bates/control number. |
Reset Condition |
All |
Universal |
When the value entered here changes, the control/bates number will reset to the StartAt number. Typically used with {Custodian} |
Reset Counters |
All |
Universal |
When set to true, any generic or file counters will reset when the reset condition is met. |
StartAt |
All |
Universal |
The starting number to assign. |
Suffix |
All |
Universal |
The suffix to append to each bates/control number. |
CopyMode |
Copy Images |
Specific |
Normal = export images and create image load files, BuildNoCopy = create image load files but don't actually export the images. This setting is rarely changed from Normal. |
Custom Foldering |
Copy Images & Copy Text (page level) |
Specific |
When set to False the system will automatically the standard 00\00 folder structure after the Image Sub-Folder. When True the system will use the value in the Image Sub-Folder field only, allowing the user to enter custom counters if desired. |
Distributed |
Copy Images, Copy Text, Copy Natives & Copy PDFs |
Universal |
True = all copying and branding is performed by the workers. False = these tasks are performed by the machine running the export. |
Endorsement |
Copy Images, Copy Text & Copy PDFs |
Semi-Universal* |
Settings for what to brand on images, page level text and PDFs. |
Bottom Left |
Copy Images, Copy Text & Copy PDFs |
Semi-Universal* |
What to endorse in the bottom left corner. |
Bottom Right |
Copy Images, Copy Text & Copy PDFs |
Semi-Universal* |
What to endorse in the bottom right corner. |
Gap |
Copy Images, Copy Text & Copy PDFs |
Semi-Universal* |
Space between endorsement and image in inches. |
Margin |
Copy Images, Copy Text & Copy PDFs |
Semi-Universal* |
The distance between the edge of the page and the endorsement. |
Top Left |
Copy Images, Copy Text & Copy PDFs |
Semi-Universal* |
What to endorse in the top left corner. |
Top Right |
Copy Images, Copy Text & Copy PDFs |
Semi-Universal* |
What to endorse in the top right corner. |
Image / Text / PDF / Extracted Sub-Folder |
Copy Images, Copy Text, Write extracted text & Copy PDFs |
Specific |
The subfolder to write the files to. Will be a subfolder of the value entered in the Working Folder field. |
Jpeg Natives |
Copy Images |
Universal |
True = use the native file if the native is a jpeg. False = use the imaged version of the native. Setting is ignored if endorsing is enabled. |
LFP Filename |
Copy Images, Copy PDFs |
Specific |
LFP file name to use. An OPT is also automatically created and will have the same name. |
Overwrite Images / Files |
All |
Specific |
Overwrite existing files in the destination folder. |
Production Name |
Copy Images, Copy PDFs |
Universal |
The export volume name. This is the default value used for the LFP name. This value is used to populate the volume column in the LFP & OPT. |
Working Folder |
All |
Univeral |
The base folder to write all output to. If the export work is to be distributed to the workers it needs to be a location they have write access to. UNC pathing is strongly recommended. |
Compress Text |
Copy Text, Write extracted text |
Specific |
When set to true, all blank lines and leading or trailing spaces are removed from the text. |
Default Text |
Copy Text, Write extracted text |
Specific |
If a document has no extractable text, this text is used instead of nothing. |
Multipage |
Copy Text |
Specific |
Specifies whether to combine single page text files into a doc level text file or not. |
Page Separator |
Copy Text |
Specific |
Specifies what separator to use between each page of text if Multipage is set to True. |
Strip Non-ASCII |
Copy Text, Write extracted text, Write cross-reference file, Write metadata |
Specific |
Strips non-ASCII characters from the data or text before writing. |
Text Encoding |
Copy Text, Write extracted text, Write cross-reference file, Write metadata |
Universal |
Specifies the type of encoding to use when writing to the file. |
Wrap Lines |
Copy Text, Write extracted text |
Specific |
Word-wrap lines so they do not exceed the specified length. Use 0 to disable. |
Copy Condition |
Copy native file, Copy PDFs |
Specific |
The condition to evaluate to determine whether or not to copy the file. 0 or False means do not copy the file, 1 or True means copy the file. |
Default Extension |
Copy native file, Copy PDFs |
Specific |
The extension to use if the file doesn't have an extension. |
Filename |
All document level tasks |
Specific |
The file name to use. |
MaxExtLength |
Copy native file, Copy PDFs |
Specific |
The maximum number of characters in the file extension, 0 for no limit. |
MaxNameLength |
Copy native file, Copy PDFs |
Specific |
The maximum number of characters in the file name, 0 for no limit. |
Placeholders Only |
Copy native file, Copy PDFs |
Specific |
True = File will only be copied if the image for the document is a placeholder. |
Source File |
Copy native file, Copy PDFs |
Specific |
You won't need to change this. Ever. We promise. |
UnicodeFilenames |
Copy native file, Copy PDFs |
Specific |
If set to False, filenames are converted to ANSI and unconvertable characters are replaced with an underscore. If True, the original Unicode file name is used. |
Highlight |
Write extracted text |
Specific |
Highlight search hits from the filters applied to the export. Requires Text Format to be set to Rich Text |
Text Format |
Write extracted text |
Specific |
Specifies to use Text or Rich Text as the format. |
Metadata Content |
Write Metadata |
Specific |
The metadata to write to the file. Can include any number of metadata fields in just about any format. Can also have no metadata if desired. |
* Semi-universal items only apply to other tasks of the same type. For example, if you made endorsement settings to one image export task, those settings would also apply to any other image export task but they won’t apply to endorsements on a Copy PDF task.
Note: You can rename any of the tasks if desired, just left click once on the name to highlight and a second time to edit it. For instance, if you are exporting two different metadata files, you may want to name one ‘Opposing Metadata’ and the other ‘Our Metadata.'
Any parameters that aren't accessible via a drop-down option, with the exception of Working Folder, have an ellipsis button providing access to a Field Editor for that setting.
Note: You aren’t required to use the field editor; you can enter simple data directly in the window.
The field editor is a powerful tool that provides access to all metadata captured so far in the instance, as well as numerous ways to manipulate that data.
The upper pane displays what will be returned for a given parameter. In the view above you see the default fields for Metadata Content. The top line represents the header and the second line the fields of metadata.
The Show Fields button opens the lower pane which provides access to the various fields of metadata. The presets option lets you quickly change between three common delimiter settings but you aren’t limited to these.
You can enter any values you want in the Quote and Separator fields to the left. To add a field of metadata, find what metadata you want to include in your export in the lower pane and do one of three things:
Once a field is added, if it’s an editable field, you can edit it by double clicking on the field in the upper pane. Fields that are editable include dates and multi-value fields.
There are a multitude of advanced functions available under the Edit dropdown. Some are only available if you have a field of metadata highlighted. The more common features are detailed below but all of them provide a brief description if you mouse-over them. If you have questions about any of the ones not listed (or listed for that matter), contact support.
Use the following settings to edit dates in the field editor:
Use the following settings to edit multi-value fields in the field editor:
Note: Unlike the preset field separator values, there is no function to change all multi-value separators. If you are changing them from the default | character, be sure to change them on all multi-value fields.
This example illustrates how to endorse a PDF by adding a Bates number to it.
Note: The Distributed parameter is set to True by default in the previous illustration. This export job will queue up a task to the workers. The workers can then do the branding, imaging, generating PDFs and other tasks. You do need to ensure that the destination location is visible to these worker machines. When this parameter is set to False, the job will run only on the machine that you are using, but it will be multithreaded. You might disable this parameter if you were exporting to a USB drive that other machines cannot see, or if you were debugging.
You can also edit this field by clicking the Browse button. In the Field Editor dialog box, click Show Fields to display a list of available metadata. Expand a metadata group, and double-click on a field to add it to list box.
Some fields also include statistics about the document, such as the ClientSubmitTime under Matter (Metadata). The occurrence value for this field lists how frequently it appears in the collection. You can use this occurrence information to determine if a metadata field is relevant to the current data set.
If you want to truncate the string, click String Truncate to display the Field Properties pop-up where you can define the maximum length.
Change the default value and close the pop-up to display the Field Editor with the updated formatting information.
A switch statement is an IF/THEN/ELSE statement. A simple IF/THEN/ELSE statement might look like the following:
if (X = 1)
print “Hello”
else
print “Good Bye”
The colored text above and throughout this section corresponds to these parts of the switch statement:
A switch statement can make multiple checks against the source and return different values depending on the condition met.
The creation of a switch statement involves using two windows, the field properties window above and the Switch Comparer Collection Editor.
The field properties contains the following settings:
The Switch Comparer Collection Editor contains the following settings:
This example illustrates how to define a switch statement used to determine the prefix applied to a Bates number.
This example illustrates how you can set the metadata fields written to a file, and how to set a Working Folder path.
Consider the following when defining a Working Folder path:
For example, select Concordance to separate the metadata fields as illustrated below:
You can set up a copy condition that permits the file to be copied only when the given expression returns true. In this example, a copy condition is defined for native files.
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