Reveal Help Center

Importing Documents

Once Field Mapping for a load is complete Documents may be loaded referencing:

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  • Project (the project name selected from the drop-down list).

  • Specifying the Action, initially Import Data for initial dataset load (see Updating - Overlays for adding information with Update Data).

  • Import Profile which specifies the delimiter set used. The default is Concordance which uses ASCII 254 (the 'thorn' character) to define field contents, ASCII 020 as a field separator, ASCII 174 (the 'registered' symbol) for an in-field new line, and a hard return for a new record. A new Import Profile using different characters may be defined and specified.

  • Mapping as configured and saved in Import Mappings.

  • Import Data File as referenced in Import Mappings.

    Note

    File Encoding – Review Manager attempts to detect the encoding of a dat file when it is imported. UTF-8 is the default file format if the detection library cannot make any other determination. The detection library reads the first 1Kb of the file to determine the encoding, and if there are no detection characters or byte order marks (BOM) found, then it will fall back to UTF-8.

  • Use Data File Path

    • Absolute Path Imports - When importing documents using a load file with fully qualified paths, ensure that Use Data File Path is checked. The source directory will not need to be specified since Review Manager will instead rely on absolute pathing to locate the corresponding file on the system or network.

      Pathing Scenarios

      Subfolder Prefix

      NativePath

      TextPath

      Absolute path

      Drive letter (local or mapped)

      C:\Client\Matter\Vol01\Native\0001.pdf

      C:\Client\Matter\Vol01\TEXT\0001.txt

      UNC (\\)

      \\Client\Matter\Vol01\Native\0001.pdf

      \\Client\Matter\Vol01\TEXT\0001.txt

      Absolute_Pathing.png
    • Relative Path Imports - When importing documents using a load file with partial paths, ensure that Use Data File Path is unchecked. Review Manager will make the necessary adjustments so that all relative path scenarios are treated the same. The Source Directory will need to be specfied. Review Manager supports the pathing structures shown in the table below.

      Pathing Scenarios

      Subfolder Prefix

      NativePath

      TextPath

      Relative path

      Nothing

      Native\0001.pdf

      TEXT\0001.txt

      Backslash dot (.\)

      .\Native\0001.pdf

      .\TEXT\0001.txt

      Backslash (\)

      \Native\0001.pdf

      \TEXT\0001.txt

      RelativePathing.png
  • Set Language appropriately, usually to English in the United States, for example; language selection, which is noted as controlling date format, opens initially as Afrikaans which is the first alphabetical choice. The following languages are supported:

    Afrikaans

    Albanian

    Amharic

    Arabic

    Armenian

    Azerbaijani

    Basque

    Belarusian

    Bengali

    Bosnian

    Bulgarian

    Cebuano

    Chinese (Simplified)

    Chinese (Traditional)

    Corsican

    Croatian

    Czech

    Danish

    Dutch

    English

    English (United Kingdom)

    Esperanto

    Estonian

    Finnish

    French

    Frisian

    Galician

    Georgian

    German

    Greek

    Gujarati

    Haitian Creole

    Hawaiian

    Hindi

    Hmong

    Hungarian

    Icelandic

    Igbo

    Indonesian

    Irish

    Italian

    Japanese

    Kannada

    Kazakh

    Khmer

    Korean

    Kurdish

    Kyrgyz

    Lao

    Latin

    Latvian

    Lithuanian

    Luxembourgish

    Macedonian

    Malay

    Malayalam

    Maltese

    Maori

    Marathi

    Mongolian

    Myanmar (Burmese)

    Nepali

    Norwegian

    Nyanja (Chichewa)

    Pashto

    Persian

    Polish

    Portuguese (Brazilian)

    Punjabi

    Romanian

    Russian

    Samoan

    Scots Gaelic

    Serbian

    Shona

    Sindhi

    Sinhala (Sinhalese)

    Slovak

    Slovenian

    Somali

    Spanish

    Sundanese

    Swahili

    Swedish

    Tagalog (Filipino)

    Tajik

    Tamil

    Telugu

    Thai

    Turkish

    Ukrainian

    Urdu

    Vietnamese

    Welsh

    Xhosa

    Yiddish

    Zulu

  • Administrators are strongly advised to run Test mode only first to turn up any errors in the mapping or import setup before they are written to the project database.

  • Click Import Data.

    • Review Manager will sample paths referenced in your load file to ensure that they exist on disk and warn immediately if referenced files cannot be found.

      RRM10_1-ImportData_PreCheck_Notice.png
  • Once the data path is confirmed by Review Manager you will be shown all <Automatically generated> field references (such as for ItemID and Parent_ItemID) and prompted for <Manually entered> field information (such as BatchID).

    Manual_and_Automatic_Field_Info_on_import-2.png
  • After checking a Preview load table, select OK to run the test import.

  • If all is well, the result will look roughly like this:

    Doc_LoadTest_Result.png
  • You may now deselect Test mode only.

  • At your option, you may elect to Build Email Threads and/or Build Document Folders during import; these processes may also be run separately under functions in the Create Pane.

    Note

    Build Email Threads requires some or all of the following fields to be present, the more present the more accurate the result: SENT_DATE, MESSAGE_ID, SENT_TIME, THREAD_IN_REPLY_TO, THREAD_REFERENCES, SUBJECT_OTHER.

    Note

    If run here, Build Document Folders will run on the assumption that Document Folders should be derived from the content of the default RELATIVE_PATH field, with semicolons separating values and backslashes indicating folder branches.

  • To run the live import, once more click Import Data.

  • Once again enter any <Automatically generated> field references (such as for ItemID and Parent_ItemID) and <Manually entered> field information (such as BatchID) when prompted.

  • Check a Preview load table.

  • Select OK to run the import.

  • The load process will be more verbose, and should look like this:

    Doc_Load_Result.png

If there are further load files to run, continue as above.

COMMON ERRORS

Index Errors

If the BegAttach field is not mapped and ParentID is set to "- Auto generated -" (which is the default) then an error will occur. This happens because ParentID is built by referencing the BegAttach field, so the system requires a properly mapped BegAttach to populate ParentID.

BegDocNotMappedIndexError.PNG

Storage Errors

If the load file that is being utilized contains broken paths to natives or text, store errors will occur. Store errors signify that either the referenced text or native file did not exist, or the native or text path field within the load file was not formatted properly.

Imports_StorageErrors.png
AFTER IMPORT

Once all Document imports are complete, go to Create Indexes to render them searchable.

If overlays are required to add further metadata or custom values, see Updating - Overlays.

Updating - Overlays

There are times when you need to update a field or information that has been loaded into Reveal. This is often called an Overlay, since you are laying in data over existing data. This process is completed from the Import pane, where you select Documents and select the Update Data action.

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  • In the Documents window, choose your Project.

  • Instead of choosing to Import Data, change the Action to Update Data.

  • Select the Import Profile for the delimiter type used in the update load file. The default is Concordance which uses ASCII 254 (the 'thorn' character) to define field contents, ASCII 020 as a field separator, ASCII 174 (the 'registered' symbol) for an in-field new line, and a hard return for a new record.

  • Select the Import Data File that you wish to use.

  • Select your preferred Language to control any date format in your overlay data.

  • Select Test Mode if you wish to test the load before executing the overlay.

    Warning

    If you prefer to perform a load in Test Mode it is very important to select Test Mode before clicking ‘Update Data’. You will not have an opportunity to do so later.

  • Select the Update Data button beneath the Test Mode checkbox and a window appears allowing you to map which fields you would like to update.

    Update_Data_Select_Fields.png
  • Put a check mark next to any field to be updated, and next to the key field (usually BEGDOC) that will relate the overlay to the document records already loaded.

  • Any fields that are not checked and linked to a field will be left alone and are noted with a Do Not Update option in the dropdown menu.

  • It is usually a good idea to Preview the update to make sure the fields were chosen correctly.

    Update_Import_Preview.png
  • Exit the Preview window and click OK to complete the process. NOTE: Clicking OK executes the overlay immediately if you are not in Test Mode.

  • If the Test Mode reports no errors, deselect Test Mode and repeat the process to complete the overlay.

See Importing Documents to review the initial Import process.