Export using the Custom export type

Use this export type if you want access to all available file options. 

To export documents using the Custom export type:

Access the Exports feature in one of the following ways:

On the Documents page, select at least one document in the search results in the List pane. On the Tools menu, select Export.

On the Case Home page, under Manage Documents, click Exports. Click Add.

In the Export window, on the Define export page, type the name of the export and add an optional description.

Note: The name of the export does not have to be unique.

In the Export type list, select Custom, and then click Next.

If you are exporting from Manage Documents, the Source page appears. Select a binder or production for export, and then click Next.

On the File types page, select any of the following options, and then click Next.

Endorsable image files: Selected by default. Endorsable images are .tif, .tiff, .jpg, .jpeg, .bmp, and .png files. They also include .pdf files if the annotations option is enabled. 

To select individual image file extensions for export, click the Settings button, which is the gear on the top right of the dialog box.

In the window that appears, the Endorsable image files section lists all of the file types that can be included. All file types are selected by default. If you do not want to include a specific file extension, clear the check box associated with that file extension.

Native files: The application defines native files the same way in exports that it does in productions. If the user selects a field to identify a native file, the application identifies the file with a file extension that matches the value in the user-selected field as the native file. If the user does not select a field to identify native files, or if the user selects a field but no files match the extension listed in the field, the application identifies the highest ranking content file that is not a .txt file as the native file. If the only file the application can identify is a .txt file, then the application selects the .txt file as the native.

To select a field for the application to use to identify native file extensions, click the Settings button, which is the gear on the top right of the dialog box. In the window that appears, the Field to identify native file extension option defaults to the value set in the Production default native field in Case Options, if that value is set. If no value exists in the Production default native field, or if you want to change the option, you can select from the list of one-to-one fields in the case. Select None if no field should be used to identify the native file.

You can append a field value to the native file name of an exported document. This allows you, for example, to append the confidentiality designation of a document to the file name for easy identification. 

To append a field value to the native file name:

In the Settings window, under Append to native file name, select a field to append to the native file name. 

Select a delimiter to separate the document label and your chosen field value. You can select one of the following:

Dash

Underscore

None

Content files(.txt): Content files are the .txt files associated with the selected documents.

If you do not want a .txt file to be considered the native file, click the Settings button, which is the gear on the top right of the page, and then select Omit native if only available file is *.txt file.

Note: If you select the .txt file type as the value in the field to use to identify the native file, the application includes the .txt file as the native in the export, even if you select the Omit Native if only available file is a *.txt file option in this window.

To determine which content to use as the .txt file for the document, click the Settings button, which is the gear on the top right of the page, and select one of the options under Content files (.txt) > Source preference. Extracted text is selected by default, and prompts the application to look for extracted text stored for the document.  If the extracted text exists, the application exports that text in a .txt file for the document.  If extracted text does not exist, the application uses the .txt file on the fileshare. If no .txt file exists on the fileshare, then no content file is exported for the document.  If you select Existing .txt file, the application uses an existing .txt file for the content file.  If no .txt file exists, then the application uses extracted text (if it exists). If no extracted text exists, then no content file is exported for the document.

Note: After the export is complete, to see which documents were exported with content files based on extracted text or an existing text file, go to the Exports > Warnings page of the export job.

To include a blank .txt file for all documents in the export for which a .txt file is missing, click the Settings button, which is the gear on the top right of the page. Then, select the Include blank .txt file for all documents missing a .txt file check box that appears at the bottom of the dialog box. 

The Image settings page appears.

Note: This page is available only if you include images in the export.

Select one of the following image formats: 

No conversion: Select if you want to export the files as they are.

Convert to non-searchable PDFs: Select if you want to convert image files to non-searchable PDFs for export.

Convert PDFs to TIFF (single page, black and white): Select if you want to convert PDFs to TIFF files for export.

To convert color PDFs to JPG files, select Auto-detect color and render to JPG. 

Embed OCR text in existing PDFs: Select to embed OCR text in PDFs that already exist in the document set. If you select this option, the following options are available:

Note: This option is available only if the Enable PDF annotations option is set for the case. 

Performance: Options are Quality and Speed.

Language: The language to use for OCR text. 

Auto-rotate (check box): Rotates documents to achieve the most legible text.

Despeckle (check box): Removes stray dots or marks from images to make produced documents more legible.

Deskew (check box): If a document’s text and images are at a slight angle, the document will be auto-rotated so that the alignment is corrected.

Note: The application will attempt to make all pages searchable. If the application cannot make all pages searchable, a warning appears on the export job Properties page that indicates which documents did not result in a completely searchable PDF file because at least one page is not searchable.

Select a number from the PDF resolution list. The default value is 300 dpi.

To select paper size, click the Settings button, which is the gear on the top right of the page. Then, select either Letter or A4. 

To select a language for the documents you are exporting, click the Settings button, which is the gear on the top right of the page. Then, select the Languages check box. Select the check box next to any applicable languages.

If you are exporting endorsable images, the Headers/footers page appears.

Note: This page is editable only if you are including images in the export. This page is not editable if you are exporting a production or rendition documents.

To customize the left, middle, or right header or footer, you can click the list under each heading and select from the following options.

Field: Select a field in the list. The field value appears in the header/footer.

Free text: Type custom text you would like to appear in the header/footer.

Page label: Select this option to include the page label in the header/footer.

Page number: Select this option to include the page number in the header/footer.

Note: You can select only fields that are readable to the user group that the administrator is logged into. If you select a one-to-many field, all values will appear in the header or footer with “;” as the delimiter.

To define settings for header or footer width, height, and font size, click the Settings button, which is the gear on the top right of the dialog box. Then, click Next.

The following options are available.

To determine the width of each header or footer, click and drag the sliders in the Header/footer width section. From left to right, the area of the slider bar up to the blue slider represents the left header/footer width. The area from the blue slider to the red slider represents the middle header/footer width. The area from the red slider to the end of the slider bar represents the right header/footer width. The total width for headers, as well as footers, must add up to 100%.

To determine the percentage of the image height that is added to the top and bottom of the image for endorsement, type a number in the Header/footer height box. The default header/footer height is 5%.

To determine the size of the font in the headers and footers, type a number in the Font size box. The default font size is 11.

The Annotations page appears.

Note: This page is available only if you include images in the export. This page is not editable if you are exporting a production or rendition documents.

To apply annotations to images in the export, select the Apply annotations check box.

Note: Administrators can apply only annotations that their user group has read access to. If branded redactions exist in a document for the group that the user is logged into at the time of the export, then those branded redactions are applied regardless of whether the user chooses to include annotations.

To select the annotation color and borders, do the following:

Select the check box next to an annotation.

To apply annotations as black or white redactions, click in the Color column for the annotation and select Black or White. The default color is black. To apply the annotation in the same highlight color or the redaction color that was applied to the image in the application, select Inherit.

Note: When the Inherit option is selected for highlight annotation types, annotation labels are not applied. Labels are applied for redactions with the Inherit option.

To include borders, click in the Border column.

To select labels for annotations, do the following:

Select the check boxes for all annotations you want to select labels for.

To include the name of the document's author, click in the Author column.

To include the date that the document was created, click in the Created date column.

To include redaction labels and highlights, click in the Redaction labels/highlight name column.

To include custom text, click in the Free text column and type the text you want to appear on the label.

To define settings for annotations, click the Settings button, which is the gear on the top right of the dialog box.

Proof annotations: If selected, all highlights/redactions will be applied as a proof redaction.

Omit native file if document images are annotated and Omit text file if document is annotated: Selected by default.

Note: If these options are selected, the application excludes the affected files regardless of the selections that you make for annotation color.

Font size: The default font size is 11, which is the same as the font size in footers. You can change this size.

Click  Next.

The Include Load file page appears. To include a load file or files in the export, select the Include load file check box.

Note: Because load file templates are created in Manage Documents > Load File Templates, no field security is applied based on the group the administrator is logged into. For MDB exports, the exported files maintain the same folder structure as in the application. If you do not select a load file for export or if you select a non-MDB load file, the files will be organized as if it was a Concordance/Summation export, with images in one folder, natives in one folder, text in one folder. Within each folder, files maintain the same folder structure as in the application.

To export an MDB load file, select MDB. Then, select a template in the list. You can select only one.

If you are exporting a document that is associated with multiple file types in the image viewer, you can update the pages table in the MDB file to mirror the files that appear in the image viewer for base documents. To do this, click the Settings button, which is the gear on the top right of the dialog box, and then select the Update the pages table to mirror files in the image viewer check box.

To export a different type of load file, select Other load file types. Then, select one or more of the templates in the list.

Note: You can either export one MDB load file or you can export multiple non-MDB load files in the same export job. You cannot export an MDB load file and a non-MDB load file at the same time.

Click Next.

The Export summary page appears and displays all selected options.

You can go back and adjust any settings by clicking the links to the individual setting page. You can also navigate through the settings by clicking on the appropriate dot at the top of the dialog box. To return to the summary page, click the Summary link at the bottom left of the dialog box.

To submit the export job, click Save.