Renumber documents

Group leaders and members can renumber imported documents using the Renumbering feature. 

Note: Your administrator must enable the Renumbering feature on the Security > Features page. Also, your administrator must grant Write permissions for the Manage Documents – Renumbering Management function on the Security > Administration page.

Once you have specified a new Document ID format for renumbered documents, the application does the following:

Images the selected documents and converts them to a PDF format.

Applies the specified numbering rules.

Relevels the documents to match the new Document IDs, if the administrator selects new leveling options.

Applies endorsements to the PDF image, if one or more endorsements are selected.

Replaces the PDF image with the endorsed version. 

When renumbering is complete, you can view the endorsed PDF images in the Image viewer on the Documents page.

Caution: Do not run multiple simultaneous renumbering jobs with the same Document ID prefix in a case.

To renumber documents:

On the Documents page in the List pane, select the check box next to the documents that you want to renumber.

On the Tools menu, select Renumbering.

On the Exclusions page, the documents that you selected for renumbering are sorted by the number of documents that will be submitted for renumbering and the number of documents that will not be submitted.

Note: A single document may be counted under multiple categories in either the Optional inclusions area or the Documents that must be excluded area. Documents that are counted in any of the categories in the Documents that must be excluded area are not counted in the Optional inclusions area.

Do the following:

In the Optional inclusions area, you can choose to renumber documents that would not be renumbered by default. To include documents that would otherwise be excluded from the renumbering job, select any of the following check boxes:

Already imaged: The Imaging Status field value is either Completed or Completed with Warnings, or the [TOF] Image Request ID field has a value and the [TOF] Image Request field also has a value.

Spreadsheet file type: The file extension of the documents is .123, .numbers, .xls, .xlsx, .xlt, .xlsb, .xlsm, or .csv.

PDF file type: Documents have the .pdf file extension in the main_pages table. This option appears only when the Enable PDF annotations case option is enabled.

Note: XFA PDF files are not supported.

Locked in a production: The documents are in a locked production to which your group has at least read access.

Corrupted: The documents have a value of Corrupted in the [Meta] Processing Exceptions field.

Encrypted: The documents have a value of Encrypted in the [Meta] Processing Exceptions field.

Empty (0 KB): The documents have a file size of 0 KB.

Multiple tiff or jpg pages: The documents consist of multi-page .tiff or .jpg files. 

In the Documents that must be excluded area, you can view documents that are not included in the renumbering job. Click a number to see the list of documents.

The following types of documents are excluded from renumbering jobs:

Includes annotations: The documents have one or more annotations to which your group has at least read access.

Already submitted for imaging: The Imaging Status field value is either Submitted or Processing, or the [TOF] Image Request ID field has a value but the [TOF] Image Request field does not.

Access denied: The documents are in a locked production to which you do not have access, or the documents have one or more annotations to which you do not have access.

Has multiple pages: The documents contain multiple files that appear in the Image viewer in the View pane.

Has no page count: The documents contain records with a page count of 0 or null.

In the File to use as page 2 list, select one of the following options.

Native as page 2 (default): Displays the native document as page 2 of the renumbered document.

No page 2: The application does not insert a page 2 in the renumbered document.

Native as page 2 ONLY when PDF is a slipsheet: Displays the native document as page 2 only if the application has inserted a slipsheet for the renumbered document.

In the If documents fail to image list, select one of the following options to determine how the application will handle documents that fail to image to PDF.

Add a slipsheet for failed documents (default): If the application is unable to image a document, it will insert a slipsheet.

Skip families of failed documents: If a document fails to image, the application will skip the document and all of its family members.

Fail the job:  If a document fails to image, then the entire renumbering job fails.

On the Slipsheets page, make the following selections:

Under Include, select the check boxes for types of files to insert slipsheets for, as follows:

Spreadsheet file type

Corrupted

Binder

Encrypted

Unrecognised

For Placeholder text, click in the box and use the variable builder to determine what text appears on the slipsheets.

On the Document ID page, make the following selections:

In the Format list, select one of the following options for how the files should be renumbered:  

Prefix, Box, Folder, Page - increment by page: Incrementing the Document ID by page updates the ID incrementally by one for each page of a document. For example, if the first document has a Document ID of ABC.001.001.0001, and the document is five pages long, the Document ID for the next document will be ABC.001.001.0006.

Prefix, Box, Folder, Page - increment by document: Incrementing the Document ID by document updates the Document ID incrementally by one for each document, regardless of the number of pages that the document has. For example, if the first document has a Document ID of ABC.001.001.0001, and the document is five pages long, the Document ID for the next document will be ABC.001.001.0002.

Prefix with consecutive numbering

To build the structure of the new Document ID, enter text for a prefix in the Prefix box, and then enter information for the following elements of the Document ID:

Box: Value that follows the Prefix value in the renamed Document ID. In the Start at box, enter the number for the first document.  Use the then cycle from and to boxes to define the range of the Box value. All Box values are padded to the number of digits that appear in the to box. For example, if the value in Start at is 1, and to is 999, the first document has a Box value of 001.

Folder: Value that follows the Box value in the renamed Document ID. In the Start at box, enter the number for the first document.  Use the then cycle from and to boxes to define the range of the Folder value. All Folder values are padded to the number of digits that appear in the to box. For example, if the value in Start at is 1, and to is 999, the first document has a Folder value of 001.

Page: Value that follows the Folder value in the renamed Document ID. In the Start at box, enter the number for the first document.  Use the then cycle from and to boxes to define the range of the Page value. All Page values are padded to the number of digits that appear in the to box. For example, if the value in Start at is 1, and to is 999, the first document has a Page value of 001.

Delimiter: This character is inserted between the Prefix and Box values, between the Box and Folder values, and between the Folder and Page values in the Document ID.

Suffix delimiter: This character is used before the page number during endorsement. The default character is a hyphen. 

Suffix padding: This value is used when generating a suffix during endorsement. The default value is 4. Valid values are 1 through 9.

A preview of the Document ID appears below these boxes.

In the Families list, select one of the following options for how document families should be grouped after renumbering.

Must exist in same folder: Select this option if document families must stay together in a folder after renumbering.

Can exist in separate folders: Select this option if document families can be separated into different folders after renumbering.

Select the Update level to use Prefix, Box, Folder check box if levels should be updated to correspond to the new numbering.

Note: This option is available only if you select the Prefix, Box, Folder, or Page options in the Format list.

Select the Override validation check box to assign Document ID values starting with the selected value, even if there is an existing Document ID with a higher number.

Note: This check box is not selected by default. If you select this check box, the application does not validate whether there is a Document ID in the expected range for the settings. Selecting this option could result in a job failure if a Document ID already exists. It could also cause the application to assign page numbers that already exist on other documents.

On the Endorsement page, you can determine what information goes in the header and footer of renamed documents and set the parameters  for how headers and footers should appear on the page. 

If you select the Document ID plus page number endorsement option in any of the header or footer lists, the following options appear:

Start numbering on page 2: If you select this check box, the first page of a document includes only the Document ID, and not the page number. The page numbering starts on the second page of the document. 

Character before page number: You can modify the character that appears before the page number (the hyphen) by entering a character in the box.

Page number padding: You can modify the number of padding digits by entering a new number in the box. For example, if the character is "_" (underscore) and the padding is 4, the page number part of the endorsement would be "_0001". 

Click Finish.