If you would rather handle your own export and production of documents, the Bulk Export tool will allow you to export documents and document data in several forms. Through Bulk Export you can export:
- Native documents
- Document text
- Images in Tiff or PDF Form
- Load Files for Production
The Bulk Export tool is not a correct fit for every export and has its own set of limitations.
To get to the Bulk Export Utility, click on the tool bar on the upper right hand of the screen: (see Figure 51)
This will open up a pop-up form that gives you the options for creating your export. (See Figure 52)
As you can see, you have a wide variety of export options available using the utility. The bullets below correspond to the different options you are given.
- Export Image – Exports the TIFF or PDF image of the document. Covered fully in Section 5.4(a)
- Export Native- Exports the native file version of your document, if the native is available.
- Export Text- Exports any extracted or OCR text, if available.
- Export Metadata- Exports a CSV or DAT file for metadata in your search. Covered fully in 5.4(b)
- Export – This document or all documents in the current search.
5.4(a) Exporting Images
When you select to export images from CloudNine, a drop down menu will appear giving you a set of increased options. (See Figure 53)
To burn in annotations and redactions, simply select the yes radio buttons listed next to each option on the menu. Currently, the only way to include burned in redactions or annotations is to do an export, then reload the burned in images into CloudNine. If this is something that you need to do, please contact our Client Services department at (713)462-6464, and they will assign it a project number.
The next option, allows you to create an LFP file for your production. LFP files are compatible with IPRO and can be used to produce load ready data to the other side.
You can also choose which file type you would prefer your images exported as, tiff or pdf, as well as whether you want them to be Single or Multi-page documents. Note that there is an additional charge for conversion to Multi-page documents.
- Single Page Image option – Exports every page of a Document as an Individual Tiff Image. (1 document with 10 pages will have 10 separate tiff images)
- Multi-Page Image option – Loads every page of a Document into a single Tiff or PDF file. (1 document with 10 pages will have 1 tiff image file, with 10 pages inside it)
5.4(b) Exporting Metadata
Exporting metadata is another feature to our Bulk Export utility. In order to export metadata, simply click the yes radio button next to Export Metadata and a menu will drop down. (See Figure 55)
You can choose to export your metadata as a csv file or dat file. DAT files are primarily used by Concordance and other select Data Review software, so if your opposition will load into Concordance, you may need to export this option.
You can choose to export all fields, which is the default setting, or manually select the fields to export. As you see in Figure 52, we chose to export the CloudNine DocID, ImageFileName and Beg Bates field, but not the TextFileName or NativeFileName. There is also a scroll bar on the right of the fields to export box to allow you to view the full list of fields accessible in CloudNine.
5.4(c) Submitting Your Export
After you have chosen all the required selections, and your bulk export is ready to begin, select the “Start Export Button” at the bottom of the form.
The form will disappear and a pop-up will replace it, giving you the total number of pages that will export, and asking to confirm. (See Figure 56)
*Note* The document count and page count are rarely the same. What seems like a very small export due to the document count can become huge. Keep this in mind when scheduling your exports. The larger the export, the longer it will take, and the greater chance that it will exceed Export Limitations. The Bulk Export utility currently has a 4 Gigabyte limitation, for any exports over 4 gigabytes, please use the Production Request Form.
Select continue to begin your export. When begun, another pop-up message will display, telling you that it has begun and that you will receive an email when your export has completed. (See Figure 57)
5.4(d) Managing your Exports
After you receive your notification email that your bulk export is ready, you need to be able to go download it. You can do so within the project by selecting Bulk Export within the Activity menu. (See Figure 58)
Clicking this button will pull up the list of Bulk Exports shown below in Figure 59:
This menu will give you all the information that you require about your export including the time stamp and size in MB. The First Symbol lets you download your bulk export, the second, lets you delete it. A hosting fee is charged for each bulk export hosted on the server per your contracted agreement.