How to Build a Load File or Hyperlinked Excel

Modified on Mon, 15 Sep at 10:16 AM

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Dat aka Concordance Load file

From the manage documents page

Select Load Files Template Tab

Select Add

Name your load file something useful

Export Type select Production

Template select Concordances Document (dat)

Save

From within the Load file

Properties

Leave all options as defaults.

Default Field Formatting

Date

Select the desired output format. Standard is yyyy/MM/dd

Padding

Default is no padding, select the number of spaces for padding if you would like padding. i.e 2 = 001; 4= 00002; 8=000000008Remaining options – leave as is

Columns

**The default fields that are listed in the columns, are for bates numbering/page numbering. The following instructions will be for a doc id production.

To delete default fields, select the fields you wish to delete, and hit delete in the top right corner. Make sure to leave the Doclink and OCRlink fields

Add fields

Select Add columns in the top right corner

Select From Field List

The most common fields are listed below

Field	Description
Document ID	Unique Identifier applied to the whole document
Parent ID	Populated in the attachments, contains the ID of the parent document
Attachment IDs	Populated in the parent, contains the IDs of all the attachments for the parent
Top Family Date	The date of the parent document, or for standalone, the document date
Document Date	The date of the document
Document Title	The consolidated field containing the title. Subject for emails, or filenames for other files
People-From	The person who wrote the email
People – To	All the recipients of the email
People - CC	All the people copied on the email, but are not direct recipients
People – BCC	All the people copied on the email, that are not direct recipients, and that are not seen by the To and CC individuals
[Meta] Document Kind	The general type classification of a document. Email, Spreadsheet, document etc
[Meta] MD5 Hash	A unique string that is used to prove authenticity or locate duplicate documents
DocLink	The relative path to the material for importing into a database
OCRLink	The relative path to the text files for importing into a database

DocLink

To avoid needing to provide an opt with imaged material the following edits are to be done to the DocLink field.
This will allow both Natives and multipage PDF images to be loaded into any software using only a dat
- Select the Advanced Hyperlink for the DocLink field
- In the section that says Else, double click on the box
- Delete the free text option that is there (it only contains a space)
- Drag and drop Free Text into the section where the Free Text option was just deleted from.
- Type the following: \Images\ Save
- Drag and drop Produced Relative Path
- Drag and drop Free Text
- Type the Following:
- Save
- Drag and drop Page File Name
- Select Min
- Save
- Save Template

Hyperlinked Excel aka Spreadsheet (csv)

From the manage documents page

Select Load Files Template Tab

Select Add

Name your load file something useful

Export Type select Production

Template select Spreadsheet (.csv)

Save

From within the Load file

Properties

Leave all options as defaults.

Default Field Formatting

Date

Select the desired output format. Standard is yyyy/MM/dd

Padding

Default is no padding, select the number of spaces for padding if you would like padding. i.e 2 = 001; 4= 00002; 8=000000008Remaining options – leave as is

Columns

**Delete the default fields we will be making a consolidated hyperlink

To delete default fields, select the fields you wish to delete, and hit delete in the top right corner.

Add fields

Select Add columns in the top right corner
Select From Field List
- The most common fields are listed below

Field	Description
Document ID	Unique Identifier applied to the whole document
Parent ID	Populated in the attachments, contains the ID of the parent document
Attachment IDs	Populated in the parent, contains the IDs of all the attachments for the parent
Top Family Date	The date of the parent document, or for standalone, the document date
Document Date	The date of the document
Document Title	The consolidated field containing the title. Subject for emails, or filenames for other files
People-From	The person who wrote the email
People – To	All the recipients of the email
People - CC	All the people copied on the email, but are not direct recipients
People – BCC	All the people copied on the email, that are not direct recipients, and that are not seen by the To and CC individuals
[Meta] Document Kind	The general type classification of a document. Email, Spreadsheet, document etc
[Meta] MD5 Hash	A unique string that is used to prove authenticity or locate duplicate documents

Hyperlink

Add Column
Select From a Variable Builder
From the popup, in the top left corner select Variable Builder, and change to Advanced Variable Builder
- Drag and drop Has Native File above Else
  - Drag and drop Free Text into the section where the Free Text option was just deleted from.
  - Type the following: =HYPERLINK(“Native\
  - Save
  - Drag and drop Produced Relative Path
  - Drag and drop Free Text
  - Type the Following: \
  - Save
  - Drag and drop Native Filename**
    - **Select the second Native Filename option NOT the one with the lock on the picture
  - Select Min
  - Save
  - Drag and Drop Free Text
  - Type the Following: “,”
  - Drag and Drop Document ID
  - Drag and Drop Free Text
  - Type the following: “)
  - Save
- Double click on the box beside Else
  - Delete the free text option that is there (it only contains a space)
  - Drag and drop Free Text into the section where the Free Text option was just deleted from.
  - Type the following: =HYPERLINK(“Images\
  - Save
  - Drag and drop Produced Relative Path
  - Drag and drop Free Text
  - Type the Following: \
  - Save
  - Drag and drop Page File Name
  - Select Min
  - Save
  - Drag and Drop Free Text
  - Type the Following: “,”
  - Drag and Drop Document ID
  - Drag and Drop Free Text
  - Type the following: “)
  - Save
  - Rename the Field to Document Link