How to Build an Image Production

Only Administrators can run Productions

From the Issues page under Case Setup

• Confirm your group has read/write access to the production issues

From the Level page under Management Documents

• Confirm or add the level Produced Material.  

From the Production page under Manage Documents

• Select Add
• Name your production (common format is Production 01, this allows them to sort in order)
  • Provide a description if one is available

Setup

Attributes:

                Numbering

• Standard
• Prefix (the alpha characters provided by the client) include an underscore for easy reading
• Start number: 1
• Padding: 8

Number by

• Document
• Padding on page number: 3
• Delimiter between document and page number.  Select the period
• Review the preview and confirm the format is what is expected

Levels

• Create new levels
• Click to define rendition level à Select Produced Material top level
• Items per folder/level: 1,000
• Break on Documents

Sort Order

• Keep sources and attachments together
• Fields (the most common sort order):
  1. Date
  2. Document ID

Production Rules:

Rules:

**Exception populations documents are filtered into their rule by tagging the documents to the respective Production issue.   

Additional Settings:

• Leave all as is, except for content files.  Uncheck Omit base text if you wish to include text files for redacted documents 
  1. the redacted information will not be included in the text files.  

Redactions

• Confirm that Proof redactions is unchecked
• Font size default is 18 but can be lowered to 12 if necessary.   It is not recommended to go below 12 or visibility issues can arise
• Confirm that Automatically OCR image files for redacted documents is checked
  1. This will ensure that redacted documents text files will not contain the redacted text.  If this box is not checked, the redacted information will be included in the text file.
• Select Applied for all highlights/Redactions you wish to apply
• Choose the colour of the applied redactions.  White with a border uses less ink then black.  It is also visually less distracting.
• Only White redactions need a border
• For the label select the Highlight/Redaction Label.  This will apply the name of the highlight to the redaction

Endorsements:

    To Endorse:

• Document ID

                Use: Produced Document Label

• Document ID and a page number

                Use: Produced Document Label

                        Free Text (type an underscore)

                        Produced Page Sequence per Doc

Additional coding fields can be applied.  All options are listed under the fields tab

Header/Footer width

• Leave defaults as is.  However size and column width can be adjusted to accommodate longer text endorsements

PDF Settings:

• Do not adjust. Ocring of documents is done at the export page

Security:

• The group that you are in will default to having access to the production and renditions. 
• To have other groups be able to view the production IDs and renditions give group read access

Producing Documents

From the Documents Page

• Retrieve the documents in the production binder.         
• Select all documents
• Change the conditional coding template to the Production – Unlocked
• Mass code the documents to the production

From the Manage Documents page

• Select your production
• Go to the Quality Control Tab
• Select all options
• Click Run
• Review any flags:
  • Missing endorsable Image
    • Select hyperlink and send all compatible documents to image
    • Documents that are not an imageable type, tag to the Native Issue
  • Missing Required Page information
    • Select hyperlink to review documents
    • Decide if they are to be tagged to an exception issue or removed from the production
  • Missing Content Files
    • Select hyperlink and select all documents and extract text (process found under Tools menu)
    • Once complete review the error.  
      • Extracted Text Status can be added to the browse pane for ease of review
    • Resolve any errors by OCRing or tagging to an exception issue. 
      • If OCRing was done, select documents and extract text again
  • Missing native files
    • Select hyperlink and review documents.  
    • Tag documents that are only an image to the appropriate issue exception OR if no file is available remove from production set
  • Overlapping exception rule population
    • Select hyperlink and review documents
      • Documents can only belong in one exception population.
    • Adjust issue exception tags as necessary
  • To be produced natively but has annotations applied
    • Select hyperlink to review documents
    • Review highlights applied to the document
      • If it’s a highlight that should be produced, tag document to an image issue
      • If it’s a highlight that is not to be produced, ignore the flag
  • Annotations exist that are not selected to be applied
    • Select hyperlink and review documents
    • Review highlights on the document. 
      • If it’s a highlight that should be produced make sure to adjust the production so that the annotation is applied
      • If it’s a highlight that should not be applied, ignore the flag
  • Documents not scanned for content
    • Select hyperlink and select all documents
    • Send documents for indexing and enrichments (process found under the tools menu)
    • From the portal home page, select processing and run an indexing and enrichment job
• Once all QC flags have been addressed and/or resolved rerun the job.  
• Review any  new QC Flags
• Continue this process until the results are as expected
• Select Lock in the upper right corner
  • Do not print right away
• Once the production is locked, from inside your production select the history page and select the lock job.
• Review notes on the lock job
  • Issues with the lock job will be noted here.  
  • If IDs are duplicated from a different production, the production must be unlocked and adjusted to remove overlapping.
  • Overlapping IDs are seen on the main production page.   _1 will indicate a duplicate ID
• If all is as expected select print in the top right corner
• From the history page review the print job
• Refresh the page to see the updates
  • Issues with the print job will be noted here
  • Look specifically for “Not Printed”
  • Select the hyperlink for any not printed docs
  • Review the documents
  • From within the production select print again
  • It is possible that the production will need to be unlocked and the records tagged to an exception rule or removed from the production. Tag the documents to a binder, as once the production is unlocked you will not be able to find them from the print issue flag