Viewpoint Delivery Manual

Transcription

1 Conduent Legal and Compliance Solutions Viewpoint ediscovery Platform Viewpoint Delivery Manual Application Version: 6.1 September 11, 2017

2 2017 Conduent Business Services, LLC. All rights reserved. Conduent and Conduent Agile Star are trademarks of Conduent Business Services, LLC in the United States and/or other countries. Document Version: 1.0 (April 2017).

3 Contents 1. Opening Delivery Delivery Listing Create a New Delivery Using the Wizard Delivery Wizard Navigation Delivery Section View Selection Section Details Section Numbering Section Placeholder Section Native Options Section Native Advanced Options Native Redaction Options Text Options Section Text Advanced Options Text Redaction Options Image Options Section Image Advanced Options Image Redaction Options Branding Options Section Branding Sample X-REF Options Section X-REF Advanced Options Completing the Wizard Generating OCR Text for Redacted Images Accessing / Reviewing the Delivery Pre-Delivery Report Create a New Delivery Using the Grid Details Options Section Folder Options Section Document Options Section Structure Builder Files Options Sections Viewpoint Delivery Manual i

4 Native Delivery Options Text Delivery Options Image Delivery Options X-REF Options Section Running a Delivery Appendix A: Native Redaction Common Configurations Native Delivery Options Deliver Original, Non-Redacted Native File Deliver Redacted or Non-Redacted Native File Based on Issue Tag/Org Code Deliver Non-Redacted Native or Prevent Delivery of Native Files Based on Issue Tag/Org Code Always Deliver Redacted Native Text Delivery Options Deliver Redacted Text for Native Redaction Documents Deliver Non-Redacted Text for Native Redaction Documents, Redacted Text for Image Redaction Documents Deliver Non-Redacted Text for Both Native and Image Redaction Documents Deliver Redacted Text Based on Issue Tag/Org Code Image Delivery Options Deliver Place Holder Tiff for Native Redaction Documents Viewpoint Delivery Manual ii

5 1. Opening Delivery To launch the Delivery module, select the Delivery button from the Dashboard. A new Delivery can be created by selecting the New button at the top-left of the Delivery module, or by right-clicking in the main Delivery panel and selecting New. The user is given three options when creating a new Delivery: Use Wizard, Use Grid, and From Template. Delivery Listing The Delivery Listing window provides the following basic information about each delivery: ID: Unique number assigned to a delivery. Form: The selected form used to create a delivery Description: The user generated name for a delivery. View ID: The source View ID used to create a delivery. View Description: The source View used to create a delivery. Files: Number of documents in the View used to create a delivery. Created Date: Date a delivery was created. Created By: User name of delivery creator. Delivered Date: Date a delivery was run. Delivered By: User name of the delivery runner. Images: Number of pages in Image delivery. Only available after renumbering an image delivery. Status: New: Delivery has been created but not actually run. (Files have not been copied to Production folder on file server.) In Progress: Delivery has been created and is currently running. Done: Delivery has been created and fully run. (All files have been copied to the Production folder on file server.) Error: Delivery errored and did not finish. Aborted: Delivery was purposely cancelled and did not finish. Comments: User-entered text of the Comments field in the Delivery Wizard or Grid. # Of Natives: Count of native files after renumber. # Of Texts: Count of text files after renumber. Begin Bates: First Bates (Prod) used in the delivery after renumber. End Bates: Last Bates (Prod) used in the delivery after renumber. Viewpoint Delivery Manual 1-1

6 Note: Begin Bates and End Bates fields will be left blank for Later Deliveries. Right-click menu: Right-click on any delivery in the Delivery Listing window to see the following options. Open in Wizard: This feature allows opening of the existing delivery using the Delivery Wizard. New: Create new delivery using the Delivery Wizard, the Delivery Grid, or From Template. Build using existing delivery volume settings: This feature allows you to create a new delivery that carries over the settings of the delivery you are choosing the option from. The volume number and starting bates number will jump to the next starting number. If you are using sequence folders in the Files section (defaulted to [Seq:000]), you will need to manually change this to the next sequential number. Save: Save your delivery settings. Delivery/Form Visibility: Allows users with the necessary permissions to select one, or more, Forms to permit users of that Form to view the Production Bates Number and Production Images/Text. Change View: This option allows you to change the View used for the delivery. Only available after any numbering has been cleared. Clear Numbering option available in right-click menu of Data panel. Deliver: Executes the Delivery process. Renumber: Numbers all documents in the selected delivery to match configured options. During the renumber phase, Viewpoint will assign bates #, update any needed paths and perform other tasks needed to meet the delivery specifications you have set. Clear Numbering: Resets all numbering to NULL. Create X-Ref: Used to create a new X-Ref file after a delivery has already been run. Create searchable PDF: This option allow for the generation of searchable PDFs for a completed PDF delivery. One worker must have an Expervision license in order to use the searchable PDF feature. Generate redaction text for delivered images: This will prompt the user to select an OCR engine. All redacted documents in the delivery will be OCR d. Delete: This option deletes the delivery record from Viewpoint. Using this option will not delete the actual delivered files. If needing to delete an entire delivery, use the Delete Volume option before just the Delete option. Delete Volume: This option deletes the delivered files from the Production folder on the file server. It will not delete the delivery record from Viewpoint. Once a delivery has been run the delivery is locked and no changes can be made. Delete Volume unlocks the delivery for changes Note: If using this option before running the actual delivery, the Production Image and Production Text viewers will not populate with a delivered rendering. Browse to: Opens a file browser to the Delivery location. Save As Template: Saves the currently selected Delivery settings as a template. Export Settings: Exports a text file containing all the settings of the selected Delivery. Import Settings: Imports a text file containing all the settings of an exported Delivery. Viewpoint Delivery Manual 1-2

7 2. Create a New Delivery Using the Wizard The Viewpoint Delivery Wizard allows users to create deliveries using an interactive Wizard. Users may also elect to bypass the Delivery Wizard by using the Delivery Grid. The Delivery Grid approach is described in the Create New Delivery Using the Grid section of this manual. Users may launch the Delivery Wizard the following ways: 1. To create a new delivery using the Delivery Wizard, click the New icon located below the File menu and choose the Use Wizard option in the drop down menu. 2. Existing Deliveries may be opened in the Wizard view by right-clicking on a Delivery in the Delivery List grid and clicking the Open in Wizard selection. Delivery Wizard Navigation The Delivery Wizard left panel displays all the Delivery Wizard sections applicable to the current delivery. Additional sections will be added or removed from the left panel depending on the settings selected by the user. Users may directly navigate to the desired section by clicking on the desired Section in the Delivery Wizard left panel: Next: Used to navigate to the next section of the Delivery Wizard. Left Arrow: Used to navigate to the previous section of the Delivery Wizard. Cancel: Close Delivery Wizard. Delivery Section The Delivery Wizard section provides the option to create a brand new delivery using default settings, build a new delivery using an existing Delivery Template, or build a new delivery using an existing delivery in the Project as a template. Build a new delivery: Starts the Delivery Wizard using default settings. Build a new delivery based on an existing template: Prepopulates the Delivery Wizard settings based on an existing global delivery template. Global delivery templates are available Viewpoint Delivery Manual 2-3

8 across all projects within the Viewpoint environment. Users may then customize the delivery settings as needed. Build using existing delivery volume settings: Prepopulates the Delivery Wizard settings based on an existing Delivery within the selected project. Users may then customize the delivery settings as needed. View Selection Section The View Selection section requires the user to select the View to deliver. Only one View may be selected for delivery. Views Left Panel: Place a checkmark in one or more View folders to display the available Views in the right panel. Views Right Panel: Using the mouse, left-click to highlight the selected View to use for delivery. Users may sort and/or filter using the following columns in the panel grid: View ID: Viewpoint View ID Description: View description Files: The number of documents contained in the View Form: The Viewpoint form used to create the View. Once the desired View is highlighted in the Views right panel, click Next to progress to the next Delivery Wizard section. The previous screen may be accessed by clicking the left arrow button at the top of the Delivery Wizard window. Details Section The Details section is used to define the basic parameters of the Delivery. Selections made in this section may add or remove sections from the left panel of the Delivery Wizard. Viewpoint Delivery Manual 2-4

9 Description: User-provided description of the delivery Root Path: The UNC path for the completed delivery output. The default location is contained in the Prod folder of the Project network storage location. Users may change the output location by clicking the ellipses in the field value and navigating to the desired output location. Form: The selected form to use for the delivery. The selected form may affect both the redaction set that is applied to the delivery and who has access to view the delivery in Review. Comments: Allows the user to add comments about the delivery. Format(s) to deliver: Allows the user to select any combination of natives, images and/or text to deliver. Deliver Natives: Enable/disable delivery of native files Deliver Text: Enable/disable delivery of extracted text/ocr Deliver Images: Enable/disable delivery of images Redactions: Allow users to define redaction parameters for the delivery Apply all as standard redactions: This option is generally used for most deliveries of redacted documents and will apply the following redaction settings: Images will be delivered in redacted form Native files will not be delivered for redacted documents Redacted text will not be delivered via OCRing of the redacted images. Apply custom redaction criteria: Allows the user to define custom parameters for delivery of redacted documents. The redaction settings will be applied by the user in the Native Options, Text Options and Image Options sections of the Wizard. Do not apply redactions: Ignore all redactions and deliver natives, text and images in nonredacted form. Context-sensitive redaction alerts: If the selected Form or View contains redacted documents, the following alert messages will appear: Indicates the number of documents in the selected form that contain image redactions. This does not necessarily indicate that the documents are in the selected View to deliver. Indicates the number of documents in the selected form and in the selected View that contain image redactions. Indicates the number of documents in the selected form that contain native redactions. This does not necessarily indicate that the documents are in the selected View to deliver. Indicates the number of documents in the selected form and in the selected View that contain native redactions. Clicking on the information icon to the right of the alert message will open a window containing a list of documents containing the redaction: Viewpoint Delivery Manual 2-5

10 Numbering Section This section is used to assign a prefix to the documents being delivered as well as sequentially numbering the collection. Delivery Numbering Type: Allows the user to designate a new delivery numbering sequence or to re-use a previous delivery s numbering sequence: New Delivery: Select for basic sequential numbering using a new delivery numbering sequence. Viewpoint Delivery Manual 2-6

11 Re-deliver Using Previous Bates Number: Select to re-deliver documents using a Bates sequence already used to deliver the selected view. This option is not available if the View has not already been delivered previously. This option is the same as the Previous Delivery option when using the Properties Grid settings to deliver a View. When this option is selected, a drop down menu will appear in order to select the previous delivery sequence to be used to re-deliver the view: Images for Previous Native Delivery: Used when redelivering native files as images. This will add a _0001, _0002 numbering scheme to the Bates number for each individual page within the document. Note: This option will be automatically chosen when delivering a view based on Bates numbers. (Views based on Bates numbers can be built by listing the numbers in the Misc. tab of the View Manager.) Document Prefix: Type the desired prefix for the numbering scheme. Document Suffix: Type the desired suffix for the numbering scheme. Document Number Length: Determines the number of digits in the numeric portion of the Bates number. Document Starting Number: Determines the starting Bates number for the first document in the delivery. If documents have been delivered already using the selected Document Prefix, Viewpoint will automatically choose the next undelivered number as the Document Starting Number. Example: Displays an example of how the sequence will appear when delivered. Document Sort Structure: The sort structure dictates the order that files will be assigned a Bates number. The sort structure is [C_LastName],[C_FirstName],[ED_BaseDocID],[DocID] by default. With this structure Bates numbers are assigned based on the custodian s last name then first name then BaseDocID then DocID. Having the BaseDocID then DocID ensures that families will be kept together. You can change what is before BaseDocID to assign numbers based on Date, Author, etc. but to keep family together you should always end with BaseDocID then DocID. To customize the Document Sort Structure, click the ellipses at the end of the field and define a sort structure using the Structure Builder window: Viewpoint Delivery Manual 2-7

12 Sort criteria can be typed directly into the top text box or the mouse can be used to select fields to use for sorting by double clicking the desired field in the bottom left panel. Volume Prefix: Enter a prefix for numbering of the delivery volume. Typically this would be a prefix that makes sense to the case and continue with that prefix for that type of delivery. (Example: Company is Enron. The Volume Prefix could be ENR.) Volume ID Length: The length of the numeric portion of the volume name. Volume Starting Number: The starting number for the numeric portion of the volume name. Viewpoint will automatically increment to the next delivery volume starting number if previous deliveries have been created using the same Volume Prefix. Example: Displays an example of how the Volume sequence will appear when delivered. Placeholder Section Deliver a placeholder (slipsheet) in place of files marked with certain Production/Issue Tags, files slipsheeted during processing and defined file types (by file ID). Viewpoint Delivery Manual 2-8

13 Do not apply placeholders (default): Do not apply placeholders to any files in the delivery. Apply placeholders: Apply placeholders to certain types of files in the delivery. This will result in a placeholder slipsheet being delivered in place of the file and no original image, text or native versions of the file will be delivered. If selected, the following options will appear: Font Name: Font to use for the Placeholder slipsheet to be provided in place of the actual file. Font Size: Font size for text to appear on the Placeholder slipsheet. Note: Font Size is 3X normal font size. Size 12 in a MS Word document = 36 in Viewpoint. Production Tag: Apply placeholders based on the file s Production Tag. Click the ellipses to configure this option: A list of the Production Tags will appear that are contained within the selected View and Form. To indicate that a Placeholder slipsheet should be delivered for that Production Tag, a Reason Structure must be supplied by either typing directly into the corresponding Viewpoint Delivery Manual 2-9

14 Reason Structure text box or by indicating a field value to appear by selecting the ellipsis on the right side of the Reason Structure option and selecting field value using the Structure Builder. The text value entered or the field value will appear in the text of the Placeholder slipsheet. Issue Tags: Apply placeholders based on the file s Issue Tag(s). Click the ellipses to configure this option. FileIDs: Apply placeholders based on the file s File ID. Click the ellipses to configure this option. Organization Codes: Apply placeholders based on the file s Organization code(s). Click the ellipses to configure this option. Slipsheet: Apply placeholders based on the processing slipsheet applied to the file. Click the ellipses to configure this option. Native Options Section This section provides for the delivery of all or certain native files for the selected View. This option is configurable if the Deliver Natives option is selected in the Details section of the Wizard. Deliver all natives (default): All documents in the View will have native files delivered. Deliver Specific Natives: Only certain documents in the View will have native files delivered based on the following options: FileIDs: Deliver in Native format based on a file s File ID. To configure this option, click the ellipses on the right side of the File ID text box. A FileID Selector window will appear: Viewpoint Delivery Manual 2-10

15 Place a check mark in the check box to the left of the corresponding File ID / Extension(s) that are to be delivered in Native format. Org Codes: Deliver in native format based on a file s Organizational Code value. To configure this option, click the ellipses to the right side of the Org Code text box and indicate the documents to deliver natively by placing a check next to the desired Organizational Codes. Issue Tags: Deliver in native format based on a file s Issue Tag value(s). To configure this option, click the ellipses to the right side of the Issue Tags text box and indicate the documents to deliver natively by placing a check next to the desired Issue Tags. Note: To use the Deliver specific natives option, the checkbox next to the Folder Sequence as Image must be selected in the Advanced Options of the Native Options section. Folder Structure: Dictates the foldering structure of the delivered natives. Click on the ellipses to customize. Please see the Structure Builder section for customization options. By default, natively delivered files will appear in a folder called NATIVES in the delivery location. File Structure: Dictates the naming convention of the delivered natives. Click on the ellipses to customize. By default, natively delivered files will be named based on the Delivery DocID (Bates Number) plus the original native extension of the file. Native Advanced Options Viewpoint Delivery Manual 2-11

16 Folder Start ID: Starting sequence folder number. Note: This field does not automatically populate to the next number when copying settings from one delivery to another. Max Files in Folder: Sets the limit for number of files copied into a folder. Default setting of 1,000 recommended for native deliveries. as HTML: By default s are delivered in HTML format. Set to false to deliver the native file. NOTE: We do not recommend disabling this option as delivering s in the original native format may have unintended consequences, including inadvertent delivery of attachments. Archive Slipsheet as: Dictates how compressed archives are to be delivered. By default, the processing slipsheet will be delivered. Options include delivering a slipsheet, delivering the archive in original native format, or both. Non-Archive Slipsheet as: Dictates how non-archive slipsheeted files are to be delivered. By default, the processing slipsheet will be delivered. Options include delivering a slipsheet, delivering the file in original native format, or both. Slipsheet Reasons as Native: By default, a slipsheeted file will be delivered as a slip sheet even in a native delivery. This option allows you to deliver the native file for slipsheeted files based on certain slipsheet codes. Click on the ellipses to choose the slipsheet code(s) to deliver as native. Folder Sequence as Image: This option ensures that the native file for a given document will be in a sequence folder with the same number as the corresponding image. No matter the file server path, the sequence folder for the natives will match the sequence folder for the images. Note: This option is required if using the Deliver specific natives option. Native Redaction Options Note: This option is only available when Apply custom redaction criteria is selected in the Details section of the Wizard. Note: For common configurations of the redaction options, please refer to Appendix A of this document. Prevent Redacted: Dictates how redacted documents will be delivered if they have been selected to be delivered natively: Viewpoint Delivery Manual 2-12

17 True: Image redacted files will be prevented from being produced natively. Depending on the other options selected below, native redacted files can be set to produce the redacted version of the native, the original version of the file, or no native at all. False: Original natives will be produced, regardless of native or image-based redactions. Always: Allows selective overriding of the Prevent Redacted option based on certain Org Codes or Issue Tags: True: Image redacted files will not be produced natively. Native redacted files will produce the redacted version of the native file. False: Allows certain redacted files to be produced in native format based on the selected Organization Codes and/or Issue Tags. This allows the Organization Codes and Issue Tags options to be edited on the lines below. Organization Codes: Specify redacted documents to produce natively. Click the ellipses to configure. This option is only configurable if Always = False. If documents do not have the Organization Code(s) selected, then the un-redacted native will be produced. Issue Tags: Specify redacted documents to produce natively. Click the ellipses to configure. This option is only configurable if Always = False. If documents do not have the Issue Tag(s) selected, then the un-redacted native will be produced. Deliver Redacted Native: Dictates how native redaction documents will be produced if they have been selected to be produced natively. Note: This option is only enabled when Prevent Redacted = True and Always = False. True: Files with a native redaction will deliver the redacted native. This is the default option. False: File with a native redaction will deliver the original, non-redacted native file. Text Options Section This section provides for the delivery of extracted text or OCR for the files in the selected View. Folder Structure: Dictates the foldering structure of the delivered text. Click on the ellipses to customize. Please see the Structure Builder section for customization options. By default, text files will appear in a folder called TEXT in the delivery location. File Structure: Dictates the naming convention of the delivered natives. Click on the ellipses to customize. Viewpoint Delivery Manual 2-13

18 By default, natively delivered files will be named based on the Delivery DocID (Bates number) plus a.txt extension. Text Advanced Options Folder Start ID: Starting sequence folder number. Note: This field does not automatically populate to the next number when copying settings from one delivery to another. Max Files in Folder: Sets the limit for number of files copied into a folder. Default setting of 1,000 is recommended for text deliveries. Copy Folder Structure: This option allows you to deliver a second set of text files to a different location. Insert Bates #: When checked, the files beginning Bates numbers will be inserted into the top left corner of the delivered text files. Force Text File: When checked, Viewpoint will deliver a blank text file for all documents that do not have a corresponding text file. In the Force Text File Content field you can add custom text to be placed in the forced text file, e.g., This File Has No Extracted Text. Encoding: By default, text files will be delivered in their original encoding format. Use this option to switch between ASCII, UT-16, and UTF-8. Folder Sequence as Image: This option ensures that the text file for a given document will be in a sequence folder with the same number as the corresponding image. No matter the file server path, the sequence folder for the text will match the sequence folder for the images. Text Redaction Options Note: This option is only available when Apply Custom Redaction Criteria is selected in the Details section of the Wizard. Viewpoint Delivery Manual 2-14

19 Deliver Non-Redacted: Allows one to deliver the non-redacted version of a file. True: Deliver non-redacted versions of the text for documents. False: Do not deliver non-redacted versions of the text for documents. This is the default option. Always: Will deliver non-redacted version of all files. Organization Codes: Will deliver non-redacted version of files based on Organization Code(s). Issue Tags: Will deliver non-redacted version of files based on Issue Tag(s). Generate From Redacted Native: Allows one to recreate text for native redaction documents. True: Deliver redacted versions of the text for native redaction documents. This is the default option. False: Deliver non-redacted versions of the text for native redaction documents. Image Options Section This section provides for the delivery of the TIFF images or PDFs for the documents in the selected view. Image Delivery Mode: Dictates the image output format for the delivery: TIFFSinglePage: Deliver files as single-page tiffs. TIFFMultiPage: Deliver files as multi-page tiffs. Viewpoint Delivery Manual 2-15

20 JPG: Deliver files as JPGs. JPGColorTIFFSinglePage: Deliver files tiffed in color as JPGs and files tiffed in black and white as single-page tiffs. JPGColorTIFFMultiPage: Deliver files tiffed in color as JPGs and files tiffed in black and white as multi-page tiffs. PDF: Deliver files as PDFs. Folder Structure: Dictates the foldering structure of the delivered images. Click on the ellipses to customize. Please see the Structure Builder section for customization options. By default, text files will appear in a folder called IMAGES in the delivery location. File Structure: Dictates the naming convention of the delivered images. Click on the ellipses to customize. By default, natively delivered files will be named based on the Delivery DocID (Bates number) plus the appropriate extension for the selected image output format. MultiPage Name Method: Allows the user to define the naming convention for multipage image output formats. This option only appears when selecting a multipage image output format (Multi-page TIFF, JPGs for color, multi-page TIFFS for non-color, or PDF). Begin Bates: Name each multipage image file using the beginning Bates number of the document. File Structure: Name each multipage image file using the value of the File Structure field above. Range: Name each multipage image file using the entire Bates range of the document. Image Numbering: Select whether Viewpoint should increment the Bates number by page or by document: Increment by Page: Increment the Bates number by each image. Increment by Document: Assigns each document a new Bates number with each individual page having a suffix of _0001, _0002, etc. Index Length: Sets the number of digits used in the page suffix. Index Ignore First Page: When True, the page suffix will be omitted from the first page of the document. Brand: Indicates that the images should be branded. Branding options are configurable in the Branding Options Section below. Image Advanced Options Nbr Pages FileIDs: Allows one to specify the number of pages to deliver based on file types. Click on the ellipses and type the number of pages you would like to deliver into the field to the right of the file type. Viewpoint Delivery Manual 2-16

21 Place holder File IDs for Non-Redacted: Deliver Place holder slip sheet instead of an image(s) for non-redacted files based on File IDs. Place holder Organization Codes for Non-redacted: Deliver Place holder slip sheet instead of an image(s) for non-redacted files based on Organization Codes. Image Redaction Options Note: This option is only available when Apply custom redaction criteria is selected in the Details section of the Wizard. Deliver Non-Redacted: Allows one to deliver the non-redacted version of a file. True: Deliver non-redacted versions of the images for documents. False: Deliver redacted versions of images for documents. This is the default option. Always (Only available if Deliver Non-Redacted = True): True: Deliver all as non-redacted False: Deliver some as non-redacted based on Organization Codes or Issue Tags. Organization Codes: Will deliver non-redacted version of files based on Organization Code(s). Issue Tags: Will deliver non-redacted version of files based on Issue Tag(s). Place Holder Text For Redacted Native: Will deliver placeholder images with the specified text for any native redaction documents being delivered. If left blank, the non-redacted image will be delivered. Branding Options Section This section provides for customizable branding of the delivered images. Viewpoint Delivery Manual 2-17

22 Font Name: Change font type of brand text. Font Size: Change font size of brand text. Note: Font Size is 3X normal font size. Size 12 in a MS Word document = 36 in Viewpoint. Customize brand for top left, top middle, top right, bottom left, bottom middle, bottom right or combination of. Click on the ellipses to the right of the desired position to select brand text in the Structure Builder. Please see the Structure Builder section for customization options. Common Brands: [Bates] to brand the Bates number on each page on the bottom right. [TagIC] or [IssueCode] to brand the text from the Brand Text field associated with that tag. If desired, type in the top window of the Structure Builder to brand files with free text. Higher Quality per FileID: HQ FileIDs: Required option for designated file ids to deliver branded images with better than normal resolution. Designated files are set by default. It is recommended that you contact Viewpoint Support before changing this option for other file types. Branding Sample This section will display a sample image displaying how the selected brands will appear when delivered. The Sample Image border displays the dimensions of the original images and the image will be shrunk in order to supply the header and footer space in which to apply the selected brands. Viewpoint Delivery Manual 2-18

23 X-REF Options Section The X-Ref Section is used for generating and customizing specific load files to include with the Delivery. Type: Dictates the type of cross reference file that will be delivered: None: A cross-reference file will be delivered. Text: A cross-reference file will be delivered in text format. Users will need to define the appropriate Delimiter Types in the section below. CSV: A cross-reference file will be delivered in comma delimited format. Viewpoint Delivery Manual 2-19

24 Ringtail: Generates a Ringtail load file. Ringtail Extra Fields will need to be defined in the X-Ref Advanced Options section. XML: A cross-reference file will be delivered in XML format. Encoding (only available for Text X-Ref files): UTF8 (Default): The text cross reference file will be delivered in Unicode UTF8 format. UTF16: The text cross reference file will be delivered in Unicode UTF16 format. ASCII: The text cross reference file will be delivered in ASCII format. It is not recommended that this option be used in combination with delivery of non-english language documents. Delimiter Type (only available for Text X-Ref files): Concordance: Use Concordance delimiters. Summation: Use Summation delimiters. Custom: Use custom delimiters. Delimiter: User may define a custom delimiter. Wrapper: User may define a custom text wrapper. When running a native delivery a DII X-Ref file is automatically created along with the selected option. When running a text delivery a LST X-Ref file is automatically created along with the selected option. When running an image delivery, LFP, DII and OPT X-Ref files are automatically along with the selected option. X-REF Advanced Options The X-Ref Advanced Options section is used to define what information will be populated to the delivered cross reference file. 1. Change the file name to be used for the cross-reference file as needed. By default, the File Name value will be the same as the Volume Name used for the delivery. 2. Click the ellipses in the text field to the right of the format type you selected for delivery of the cross reference file. For example, if Text was selected in the X-Ref Options screen, click on the ellipses on the right hand side of the Text Fields field to define what text fields should be delivered. 3. Define the fields to be included in the cross reference (X-Ref) file: Viewpoint Delivery Manual 2-20

25 a. Available fields are in the left hand windows for both normal and custom fields. Table Column: Displays the SQL table containing the field. Field Column: Displays the SQL name of the field. Caption: Displays the name of the field as displayed in the Viewpoint Review application. Once a field has been added to the right panel for delivery, the Caption text can be changed as required. Format String: Used to define the format of date/time fields. Once a field has been added to the right panel for deliver, the format string can be reformatted as necessary. b. Add desired fields to the right panel and reorder as necessary using the up and down arrows. c. Show When Redacted: This is checked by default. When the user unchecks the box for a metadata field, that metadata field will not be populated for any of the redacted files included in the X-Ref file. 4. Click OK to accept the changes. 5. Click Close to return to the main X-Ref Options screen. You can use the shortcut ASCII character codes to place certain characters in the delimiter and wrapper fields. For example if you want ASCII character 059 (semi-colon) type ALT+059 in the desired field. For a full list of all ASCII characters codes and shortcuts please see the following web page. Completing the Wizard Once the Delivery options have been defined, users have several options in order to finalize and/or deliver the Delivery. Viewpoint Delivery Manual 2-21

26 Save: Save the delivery, but do not renumber or deliver the Delivery. The delivery may then be modified and/or delivered at another time. Save as Template: This will make the Delivery options available to others in the environment as a Delivery Template. The delivery will not be delivered at this time and may be modified and/or delivered at another time. Name: User-provided template name Description: User-provided description of the Delivery Template. Save and Renumber: The Delivery will be saved and Viewpoint will renumber the images, text and natives according to the selected options. The actual images, text, natives and crossreference will not be generated and delivered until the Deliver option is selected in the Wizard or from the main Delivery interface. Save, Renumber and Deliver: This option saves the Delivery, renumbers and generates the Delivery with the selected options. This option will also allow viewing of the delivery information in the Review interface. Click Finish to apply the selection. Generating OCR Text for Redacted Images If Viewpoint detects that redacted images are included in the Delivery and OCR text needs to be created, the following pop-up message is generated: Click Yes to generate the OCR text for the redacted images. WARNING: If No is selected, a placeholder will be delivered which says This Document has undergone redaction. Text will need to be generated after the Delivery completes. Once the Delivery is complete, the user can right-click on the Delivery and select Generate redaction text for delivered images. This operation will generate the redaction text for any redacted documents in the Viewpoint Delivery Manual 2-22

27 Delivery, and is only run on Workers with the proper OCR configured. Alternatively, the user can generate redaction text for a single document by right-clicking on the document in the Data panel and selecting Generate redaction text for delivered Images. Accessing / Reviewing the Delivery The Delivery output can be accessed in the output location by right-clicking on the Delivery in the Delivery Grid and selecting Browse to : Pre-Delivery Report The Pre-Delivery report is a report used to display some high-level information about the documents in the View that are about to be delivered. This report may be used to understand the types of documents contained in the View and identify potential issues with the Delivery before it is finalized. The Pre-Delivery Report can be accessed at any time after View Selection has been completed by clicking the Pre-Delivery Report option on the right-side panel of the Delivery Wizard: Viewpoint Delivery Manual 2-23

28 3. Create a New Delivery Using the Grid 1. To create a new delivery, click the New icon located below the File menu or choose the Copy Settings to New Delivery option from the right-click option in the Delivery Listing window. 2. Select the desired View to deliver. 3. Click OK. Details Options Section The Details section displays basic information about the delivery. All fields except Description and ASCII are automatically generated. ID: Unique number assigned to the delivery. Description: Delivery name. This is not the same as the Volume. View ID: The source View ID used to create the delivery. View Description: The source View used to create the delivery. View Files: Number of documents in the View used to create the delivery. Created by: Date the delivery was created. Created Date: User name of delivery creator. Note: After completing any section of the Delivery properties, you can click the double arrow located in the right hand corner to minimize that section Folder Options Section Root path: The file server location where the delivery is mapped to. The documents and load file(s) will be stored here. Set to a default location but can be manually changed. Volume: This is the naming convention for the delivery. Click the small plus sign to expand the Volume fields. Prefix: Normally, you would choose a prefix that makes sense to the case and continue with that prefix for that type of delivery. (Example; Company is Enron. The Volume Prefix could be ENR.) Index Length: Determines the number of digits in the volume name. Index: Details the delivery volume number for that prefix. Note: As a safeguard, be sure and click the Save icon after completing each delivery section. Viewpoint Delivery Manual 3-1

29 Document Options Section This section is used to assign a prefix to the documents being delivered as well as sequentially numbering the collection. You can also choose to Placeholder files based on certain criteria. Numbering Type Sequential: Select for basic sequential numbering. Previous Delivery: Used when a delivery is based on a previously delivered view. Choose which delivery from the Previous Delivery drop down menu and numbering will automatically match that delivery. Later: Used when redelivering native files as images. This will add a _0001, _0002 numbering scheme to the Bates Number for each individual page within the document. Note: This option will be automatically chosen when delivering a view based on Bates numbers. (Views based on Bates numbers can be built by listing the numbers in the Misc tab of the View Manager.) Prefix: Type the desired prefix for the numbering scheme. Suffix: Type the desired suffix for the numbering scheme. Sequence Length: Determines the number of digits in the numeric portion of the Bates #. Sort Structure: The sort structure dictates the order that files will be assigned a Bates #. The sort structure is [C_LastName],[C_FirstName],[ED_BaseDocID],[DocID] by default. With this structure Bates # s are assigned based on the custodian s last name then first name then BaseDocID then DocID. Having the BaseDocID then DocID ensures that families will be kept together. You can change what is before BaseDocID to assign numbers based on Date, Author, Etc. but to keep family together you should always end with BaseDocID then DocID. Click the three dots for customizing options. Start ID: This is the first number in the numeric portion of the Bates number. For the first delivery for a project it should begin with 1 unless otherwise specified by the client. Place Holder Options: Deliver a placeholder in place of files marked with certain Production/Issue Tags, slipsheeted files and certain file ids. Font Name: Change font type of text on placeholder. Font Size: Change font size of text on placeholder. Viewpoint Delivery Manual 3-2

30 Note: Font Size is 3X normal font size. Size 12 in a MS Word document = 36 in Viewpoint. Place Holder Production Tag: Deliver a placeholder for documents tagged with specific Production Tags. Place Holder Issue Tag: Deliver a placeholder for documents tagged with specific Production Tags. Place Holder FileIDs: Deliver a placeholder for documents with specific file ids. Place Holder Organization Codes: Deliver a placeholder for documents coded with specific Organization Codes. Slipsheet as Place Holder Structure: Deliver a placeholder for all slipsheets. To define the text of the place holder, click on the ellipses (three dots) to the right of the option name. Then click on the ellipses to the right of the code you would like to place holder to open the Structure Builder. Note: The Slipsheet as Place Holder option opens directly into the Structure Builder. Structure Builder The Structure Builder is segregated into three sections. Individual Field Selection: Located at the bottom left of the Structure Builder. This section lists the available fields you can use as text on the place holder. Double click on your choice to place the entry in the Place Holder Text section. Preset Text Selection: Located at the bottom right of the Structure Builder. This section gives you the commonly chosen SQL field name entries used for placeholdering. Double click on your choice to place the entry in the Place Holder Text section. Place Holder Text: Located at the top section of the Structure Builder. Any text placed in this field will display on the place holder. To place data from a field in Viewpoint onto the place holder, type the SQL field name (surrounded by brackets) into the Place Holder Text section. Viewpoint Delivery Manual 3-3

31 Any entries selected from the bottom left or right windows will show the SQL field name for your selection(s). EXAMPLE: To display the original file folder information on the placeholder you would type [EDFS_OriFileFolderRelativePath] into the Place Holder Text section. Note: The above description is for the place holder structure builder however all other structure builders contain the same available fields and behave the exact same way. Files Options Sections The File Section is where one can choose the type of delivery you wish to run; Native, Text, or Image. You can choose to deliver any combination of these or all three. Native Delivery Options Native: This is the manner in which the documents are delivered. Set to True to run a native delivery. Folder Sequence as Image: This option ensures that the native file for a given document will be in a sequence folder with the same number as the corresponding image. No matter the file server path, the sequence folder for the natives will match the sequence folder for the images. Prevent Redacted: Dictates how redacted documents will be delivered if they have been selected to be delivered natively: True: Image redacted files will be prevented from being produced natively. Depending on the other options selected below, native redacted files can be set to produce the redacted version of the native, the original version of the file, or no native at all. False: Original natives will be produced, regardless of native or image-based redactions. Always: Allows selective overriding of the Prevent Redacted option based on certain Org Codes or Issue Tags: True: Image redacted files will not be produced natively. Native redacted files will produce the redacted version of the native file. False: Allows certain redacted files to be produced in native format based on the selected Organization Codes and/or Issue Tags. This allows the Organization Codes and Issue Tags options to be edited on the lines below. Organization Codes: Specify redacted documents to produce natively. Click the ellipses to configure. This option is only configurable if Always = False. If documents do not have the Organization Code(s) selected, then the un-redacted native will be produced. Issue Tags: Specify redacted documents to produce natively. Click the ellipses to configure. This option is only configurable if Always = False. If documents do not have the Issue Tag(s) selected, then the un-redacted native will be produced. Deliver Redacted Native: Dictates how native redaction documents will be produced if they have been selected to be produced natively. Note: This option is only enabled when Prevent Redacted = True and Always = False. Viewpoint Delivery Manual 3-4

32 True: Files with a native redaction will deliver the redacted native. This is the default option. False: File with a native redaction will deliver the original, non-redacted native file. Folder Start ID: Starting sequence folder number. Note: This field does not automatically populate to the next number when copying settings from one delivery to another. Max Files in Folder: Sets the limit for number of files copied into a folder. Default setting of 1,000 recommended for native deliveries. Folder Structure: Dictates the foldering structure of the delivered natives. Click on the ellipses to customize. Please see the Structure Builder section for customization options. File Structure: Dictates the naming structure of the delivered natives. Click on the ellipses to customize. Please see the Structure Builder section for customization options. as HTML: By default s are delivered in HTML format. Set to false to deliver the native file. Archive Slipsheet As: Delivers the slip-sheet for the compressed archive file. The slip-sheet details the contents of the zip file. Options to deliver a slip sheet and native or the native instead of the slip-sheet available. Non-Archive Slipsheet As: Delivers the slip-sheet for the slipped file. Options to deliver a slip and native or the native instead of the slip-sheet available. Slipsheet Reason as Native: By default, a slipsheeted file will be delivered as a slip sheet even in a native delivery. This option allows you to deliver the native file for slipsheeted files based on certain slipsheet codes. Click on the ellipses to choose the slipsheet code(s) to deliver as native. Text Delivery Options Text: This is the manner in which the documents are delivered. Set to True to run a text delivery. Folder Sequence as Image: This option ensures that the text file for a given document will be in a sequence folder with the same number as the corresponding image. No matter the file server path, the sequence folder for the texts will match the sequence folder for the images. Folder Start ID: Starting sequence folder number. Note: This field does not automatically populate to the next number when copying settings from one delivery to another. Folder Structure: Dictates the foldering structure of the delivered texts. Click on the ellipses to customize. Please see the Structure Builder section for customization options. Max Files in Folder: Sets the limit for number of files copied into a folder. Default setting of 1,000 recommended for text deliveries. Copy Folder Structure: This option allows you to deliver a second set of text files to a different location. Deliver Non-Redacted: Allows one to deliver the non-redacted version of a file. Set to True to activate. Always: Will deliver non-redacted version of all files. Organization Codes: Will deliver non-redacted version of files based on Organization Code(s). Viewpoint Delivery Manual 3-5

33 Issue Tags: Will deliver non-redacted version of files based on Issue Tag(s). Generate From Redacted Native: Allows one to recreate text for native redaction documents. True: Deliver redacted versions of the text for native redaction documents. This is the default option. False: Deliver non-redacted versions of the text for native redaction documents. File Structure: Dictates the naming structure of the delivered texts. Click on the ellipses to customize. Please see the Structure Builder section for customization options. Insert Bates #: When set to True, relevant begin bates numbers will be inserted into the top left corner of the delivered text files. Force Text File: When set to True will deliver a blank text file for all documents that do not have a corresponding text file. In the Force Text File Content field you can add custom text to be placed in the forced text file e.g. This File Has No Extracted Text. Encoding: By default, text files will be delivered in their original encoding format. Use this option to switch between ASCII, UT-16 and UTF-8. Note: When running a Text Delivery, any file which is redacted will not have its text file delivered. Instead, a placeholder will be delivered which says This Document has undergone redaction. Text will need to be generated after the Delivery completes. Once the Delivery is complete, the user can right-click on the Delivery and select Generate redaction text for delivered images. This operation will generate the redaction text for any redacted documents in the Delivery, and is only run on Workers with the proper OCR configured. Alternatively, the user can generate redaction text for a single document by right-clicking on the document in the Data panel and selecting Generate redaction text for delivered Images. Image Delivery Options Image: This is the manner in which the documents are delivered. Set to True to run an image delivery. Folder Start ID: Starting sequence folder number. Note: This field does not automatically populate to the next number when copying settings from one delivery to another. Folder Structure: Dictates the foldering structure of the delivered images. Click on the ellipses to customize. Please see the Structure Builder section for customization options. Max Files in Folder: Sets the soft limit for number of files copied into a folder. Default setting of 10,000 recommended for image deliveries. File Structure: Dictates the naming structure of the delivered images. Click on the ellipses to customize. Please see the Structure Builder section for customization options. Numbering Type Numbering by Document will assign each document a new bates number with each individual page having a suffix of _0001, _0002, etc. Number by Image will assign each individual page a new bates number. Index Length: Only available when choosing Document type numbering. Determines the number of digits in the suffix of the bates number. The default is 4 which will give you _0001 as the suffix. Changing to 5 will give you _00001 as the suffix. Viewpoint Delivery Manual 3-6

34 Nbr Pages FileIDs: Allows one to specify the number of pages to deliver based on file types. Click on the ellipses and type the number of pages you would like to deliver into the field to the right of the file type. Image Delivery Mode SinglePage TIFF: Deliver files as single-page tiffs. Multi Page TIFF: Deliver files as multi-page tiffs. JPG: Deliver files as JPGs. JPGColorTIFFSinglePage: Deliver files tiffed in color as JPGs and files tiffed in black and white as single-page tiffs. JPGColorTIFFMultiPage: Deliver files tiffed in color as JPGs and files tiffed in black and white as multi-page tiffs. PDF: Deliver files as PDFs. Multi Page Name Method: Determines the naming conventions for multi-page image files. Deliver Non-Redacted: Allows one to deliver the non-redacted version of a file. Set to True to activate. Always: Will deliver non-redacted version of all files. Organization Codes: Will deliver non-redacted version of files based on Organization Code(s). Issue Tags: Will deliver non-redacted version of files based on Issue Tag(s). Place Holder File IDs for Non-Redacted: Place holder non-redacted files based on File IDs Place Holder Organization Codes For Non-Redacted: Deliver Place holder slip sheet instead of an image(s) for non-redacted files based on Organization Codes. Place Holder Text for Redacted Natives: Place holder native redaction files with the specified text. If left blank, the non-redacted image will be delivered. Brand options: Allows you to brand text or certain data captured by Viewpoint onto the images. Set to True to activate. Font Name: Change font type of brand text. Font Size: Change font size of brand text. Note: Font Size is 3X normal font size. Size 12 in a MS Word document = 36 in Viewpoint. Customize brand for top left, top middle, top right, bottom left, bottom middle, bottom right or combination of. Click on the ellipses to the right of the desired position to select brand text in the Structure Builder. Please see the Structure Builder section for customization options. Common Brands: [Bates] to brand the Bates number on each page on the bottom right. [TagIC] or [IssueCode] to brand the text from the Brand Text field associated with that tag. If desired, type in the top window of the Structure Builder to brand files with free text. HQ FileIDs: Required option for designated file ids to deliver branded images with better than normal resolution. Designated files are set by default. This option should only be modified with the supervision of Viewpoint support. Viewpoint Delivery Manual 3-7

35 X-REF Options Section The X-Ref Section is used for selecting and customizing specific load files. Type: Choose between CSV, Text, XML or Ringtail. When running a native delivery a DII X-Ref file is automatically created along with the selected option. When running a text delivery a LST X-Ref file is automatically created along with the selected option. When running an image delivery, LFP, DII and OPT X-Ref files are automatically along with the selected option. Encoding: By default, the encoding format for a text X-Ref file will by UTF-8. Use this option to switch between ASCII and UTF-16. Delimiter Type: Choose the custom option to set your own delimiter and wrapper. The Concordance and Summation options have their own preconfigured delimiters and wrappers. Delimiter: Symbol used to separate field values. Wrapper: Symbol used to denote text before and after a field value. File Name: By default the file name will be the volume name. To change the file name, simple input free text. Fields: Click on the ellipses to the right of the X-Ref you selected to choose which fields to deliver. Available fields are in the left hand windows for both normal and custom fields. Add desired fields to the right and rename/reorder accordingly. The format for date and time fields may be customized. Show When Redacted: This is checked by default. When the user unchecks the box for a metadata field, that metadata field will not be populated for any of the redacted files included in the X-Ref file. Viewpoint Delivery Manual 3-8