Create or modify metadata in Inspect

You can create a new field and populate it, update the value in a specified field regardless of whether it is empty or has an existing value, replace the value in a single entry field, remove a field, or rename the document number. You can update most Date, Number, Document, and Text fields, but not System fields internal to Epiq Discovery (Custodian, Document_Type, Assignment, Folder, and so on).

Using the merge options for metadata, you can merge multiple string field values into one field or populate a field with the first non-blank value returned from a hierarchical list of fields.

Perform the following procedure to modify documents.

1. In the Project page, click ANALYZE>INSPECT.
2. In the Document List, check the documents to modify.
3. In the Document Actions pane, click Modify.
4. To add or change fields or metadata field values, in Select Modify Action, click Modify Metadata and select one of the following actions.
Create a new field and assign values
1. In Metadata Action, select Create.
2. Click Create a new field.
3. In the Create New Field dialog box, perform the following actions.
   1.  In Field Name, type a name for the new field. The name can include an underscore or space.
   2. In Field Type, select one of the following options to specify the type of field to populate the field.

      Type	Description
      Short Text	up to 255 characters
      Long Text	for strings exceeding 255 characters
      Single Choice	You can assign a single value
      Multiple Choice	You can assign multiple values
      Integer	a number without a decimal point
      Float	a number with a decimal point
      Date	a calendar date

   3. Optional. When you select Single Choice or Multiple Choice, to add a value to the field, enter a value in Add Values, and then click Add. The values appear in Value Display Order.

      1. To edit a field value, in Value Display Order, select the field value and edit the value as needed.

      2. To delete a value, in Value Display Order, click in a value.

      3. To change the order of the values, click a value and drag it up or down.

   4. Click Submit.
4. In Field/Value, select the field you created.
   • To assign values for a single choice or multiple choice field, perform the following actions.
     1. Optional. To add a value, in the text box below the field, type the value to assign and then click . The added values appear below the existing field values.
     2. Select the values. For a single choice field, you can select only one value.
   • For the other fields, in the text box next to the field, type the value to assign.
5. Click Submit.
6. To view the completion of the Modify Metadata job, click .
Assign values to an existing field
You can assign values to fields if they are editable.
1. In Metadata Action, select Create.
2. To use an existing field, in Field/Value, select it.
   • To assign values for a single choice or multiple choice field, perform the following action.
     1. Optional. To add a value, in the text box below the field, type the value to assign and then click . The added values appear below the existing field values.
     2. Select the values. For a single choice field, you can select only one value.
   • For the other fields, in the text box next to the field, type the value to assign.
3. Click Submit.
4. To view the completion of the Modify Metadata job, click .
Assign value or update existing value (appending if field allows multiple values)

1. In Metadata Action, select Create/Update.
2. Choose whether to assign a value to an existing field or a new field.
   • To use an existing field, in Field/Value, select it.
     • To assign values for a single choice or multiple choice field, perform the following actions.
     1. Optional. To add a value, in the text box below the field, type the value to assign and then click . The added values appear below the existing field values.
     2. Select the values. For a single choice field, you can select only one value.
     • For the other fields, in the text box next to the field, type the value to assign.
   • To add a new field, perform the following steps.
     1. Click Create a new field.
     2. In the Create New Field dialog box, perform the following actions.
        1.  In Field Name, type a name for the new field. The name can include an underscore or space.
        2. In Field Type, select one of the following options to specify the type of field to populate the field.

           Type	Description
           Short Text	up to 255 characters
           Long Text	for strings exceeding 255 characters
           Single Choice	You can assign a single value
           Multiple Choice	You can assign multiple values
           Integer	a number without a decimal point
           Float	a number with a decimal point
           Date	a calendar date

        3. Optional. When you select Single Choice or Multiple Choice, to add a value to the field, enter a value in Add Values, and then click Add. The values appear in Value Display Order.

           1. To edit a field value, in Value Display Order, select the field value and edit the value as needed.

           2. To delete a value, in Value Display Order, click in a value.

           3. To change the order of the values, click a value and drag it up or down.

        4. Click Submit.
     3. In Field/Value, select the field you created.
        • To assign values for a single choice or multiple choice field, perform the following actions.
        1. Optional. To add a value, in the text box below the field, type the value to assign and then click . The added values appear below the existing field values.
        2. Select the values. For a single choice field, you can select only one value.
        • For the other fields, in the text box next to the field, type the value to assign.
3. Click Submit.
4. To view the completion of the Modify Metadata job, click .
Assign value and replace existing value
A replacement only occurs on single value fields, not on fields that support multiple values. The read only fields are not available for selection for this action.
1. In Metadata Action, select Replace.
2. Choose whether to replace the value of an existing field or assign a value to a new field.
   • To replace an existing field value, perform the following actions.
     • For a single choice or multiple choice field, perform the following actions.
       1. Optional. To add a value, in the text box below the field, type the value to assign and then click . The added values appear below the existing field values.
       2. Select the values other than the previously selected values. For a single choice field, you can select only one value.
     • For the other fields, in the text box next to the field, type the replacement value.
   • To add a new field, perform the following steps.
     1. Click Create a new field.
     2. In the Create New Field dialog box, perform the following actions.
        1. In Field Name, type a name for the new field. The name can include an underscore or space.
        2. In Field Type, select one of the following options to specify the type of field to populate the field.

           Type	Description
           Short Text	up to 255 characters
           Long Text	for strings exceeding 255 characters
           Single Choice	You can assign a single value
           Multiple Choice	You can assign multiple values
           Integer	a number without a decimal point
           Float	a number with a decimal point
           Date	a calendar date

        3. Optional. When you select Single Choice or Multiple Choice, to add a value to the field, enter a value in Add Values, and then click Add. The values appear in Value Display Order.

           1. To edit a field value, in Value Display Order, select the field value and edit the value as needed.

           2. To delete a value, in Value Display Order, click in a value.

           3. To change the order of the values, click a value and drag it up or down.

        4. Click Submit.
     3. In Field/Value, select the field you created.
        • For a single choice or multiple choice field, perform the following actions.
          1. Optional. To add a value, in the text box below the field, type the value to assign and then click . The added values appear below the existing field values.
          2. Select the values. For a single choice field, you can select only one value.
        • For the other fields, in the text box next to the field, type the value.
3. Click Submit.
4. To view the completion of the Modify Metadata job, click .
Merge the values of multiple fields into one field
When you merge fields, Epiq Discovery enables you to select Source Fields of the same data type as the Target Field. When merging strings, you can merge long text fields into a short text field, but the result will be truncated to fit in the short text field as needed. For numeric or date fields, the field is populated with the first non-blank value from the supplied Source Fields.
1. In Metadata Action, select Merge/List.
2. Choose whether to use an existing field or create a new field to store the merged values.
   • To use an existing field, in Target Field, select it.
   • To add a new field, perform the following steps.
     1. Click Create a new field.
     2. In the Create New Field dialog box, perform the following actions.
        1.  In Field Name, type a name for the new field. The name can include an underscore or space.
        2. In Field Type, select one of the following options to specify the type of field to populate the field.

           Type	Description
           Short Text	up to 255 characters
           Long Text	for strings exceeding 255 characters
           Single Choice	You can assign a single value
           Multiple Choice	You can assign multiple values
           Integer	a number without a decimal point
           Float	a number with a decimal point
           Date	a calendar date

        3. Optional. When you select Single Choice or Multiple Choice, to add a value to the field, enter a value in Add Values, and then click Add. The values appear in Value Display Order.

           1. To edit a field value, in Value Display Order, select the field value and edit the value as needed.

           2. To delete a value, in Value Display Order, click in a value.

           3. To change the order of the values, click a value and drag it up or down.

        4. Click Submit.
     3. In Target Field, select the field you created.
3. In Source Fields, select the fields you want to appear in order in the merged list. The fields that appear match the data type of the Target Field.
   1. Click the Source Fields box and then select the first field to appear in the merged field value.
   2. Click Add another Field/Value to add additional fields in the merged list. For example, if you want to show Author; Organization in the target field, select the fields in that order.
   3. Continue adding fields as needed.
4. When you finish, click Submit.
5. To view the completion of the Modify Metadata job, click .
Populate field with highest ranking value in a supplied hierarchy

When you merge fields, Epiq Discovery enables you to select Source Fields of the same data type as the Target Field. A hierarchy merge populates the Target Field with the first non-blank value from the supplied Source Fields.
1. In Metadata Action, select Merge/Hierarchy.
2. Choose whether to use an existing field or create a new field.
   • To use an existing field, in Target field, select it.
   • To add a new field, perform the following steps.
     1. Click Create a new field.
     2. In the Create a new field dialog box, perform the following actions.
        1.  In Field Name, type a name for the new field. The name can include an underscore or space.
        2. In Field Type, select one of the following options to specify the type of field to populate the field.

           Type	Description
           Short Text	up to 255 characters
           Long Text	for strings exceeding 255 characters
           Single Choice	You can assign a single value
           Multiple Choice	You can assign multiple values
           Integer	a number without a decimal point
           Float	a number with a decimal point
           Date	a calendar date

        3. Optional. When you select Single Choice or Multiple Choice, to add a value to the field, enter a value in Add Values, and then click Add. The values appear in Value Display Order.

           1. To edit a field value, in Value Display Order, select the field value and edit the value as needed.

           2. To delete a value, in Value Display Order, click in a value.

           3. To change the order of the values, click a value and drag it up or down.

        4. Click Submit.

     3. In Target Field, select the field you created.
3. In Source Fields, select the fields in order to define the hierarchy.
   1. In Source Fields, select the field with the highest rank in the hierarchy.
   2. As needed, click Add another Field/Value to add additional fields to the hierarchy list.
4. Click Submit.
5. To view the completion of the Modify Metadata job, click .
Remove a field value
1. In Metadata Action, select Remove.
2. In Field, select the field you want to remove.
3. Click Submit.
4. To view the completion of the Modify Metadata job, click .
Rename the document number

1. In Select Modify Action, click Modify Metadata.

2. In Metadata Action, select Rename Document Number.

3. Click Continue.

4. A Document Number requires a prefix. To add a prefix, choose one of the following options:

   • To create a new prefix for the number, in Prefix, select Create New and type the prefix in the adjoining text box.

   • To select an existing prefix, in Prefix, select the prefix in the dropdown.

5. In Number of Digits, provide the number of digits for the document number.

6. In Beginning Number, enter the beginning number.

7. In Delimiter, select a delimiter between the prefix and the number.

8. Uncheck the Include Full Family checkbox if you want to rename the document number of the selected documents only.

9. Use Preview to view the document number.

10. Click Submit.

11. To view the completion of the Modify Metadata job, click .

12. To view details about the submitted job, In the Project page, click Jobs Overview.

13. In the Jobs Overview page, when the Job Status indicator reaches 100%, in the Job Name column, click the job you submitted. The resulting Information dialog box contains details about the job, including the number of documents that were selected and if any documents were skipped. For more details about this Information dialog box, refer to View Modify Metadata job details.