Create production

You move reviewed information to production in the Review phase. When creating a production, you select the documents to include via a saved search or folder. Then, you can validate certain aspects of the documents. For example, when your production includes images, you can validate that all documents have images before proceeding. You can also validate that OCR was performed on redacted text and whether full families are included.

When defining the production, you can select a prefix for the production, stamped by Bates number, document number, or file name. When using the same prefix in concurrent productions, take care to avoid overlapping numbers. You can define the sorting method by document number, family, thread, or file name, or create a custom sort. Then, apply a production template that contains general, image (with branding and slipsheeting options), native, and text settings, as well as the fields to include. You can also create a new production template or duplicate and modify an existing production template.

Perform the following procedure to create production.

1. In the Project page, click REVIEW.
2. On the left navigation pane, click the Production icon.
3. In the PRODUCTION page, select Create Production.
4. In Production Info, provide the following information.
   1. In Document Field, define how to get to the files you want to include.
      1. If the files exist in a folder, select Folder and select the folder name.
      2. If the files exist in a saved search, select Saved Search and select the search name.
   2. In Production Name, supply a name for the production job.
   3. In Document Validation, select the validations to perform. If you are producing images in the production template, you must select Image.
      • Make sure you select Image to verify that an image exists for each document.
      • Select Redacted Text to verify that OCR was performed on redacted text in the included documents.
      • Select Family to include full families of the documents.
   4. Click Validate to validate the selections.
   5. In the Production Validation Result dialog box, review the validations.
      • Missing Images indicates the number of documents without image files. This indicator should show 0 Documents. If the number is 1 or higher, click View Document(s) to view the affected documents in Review. To add images to the documents, select all of the listed documents, click Image,and supply the required information. When the imaging job completes, create the production.
      • Redacted Text Viewable indicates the number of documents that show text that was redacted instead of hiding the text with a redaction box. This indicator should show 0 Documents. If the number is 1 or higher, select View Document(s) to view the affected documents in Review. To create associated text files for the latest images, select all of the documents, click OCR, and then supply the required information. When the OCR job completes, create the production.
      • Missing Full Family indicates that the document population is missing family documents. Select View Document(s) to view the affected documents in Review. Add the family documents to the document population (folder or saved search) as needed. Then, create the production.
      • Total Production Documents displays the number of documents in the production for your verification.
      • Total Pages in Production displays the number of pages in the production for your verification.
   6. When finished, click Close.
5. Click Next.
   1. In Document Stamping, determine how to stamp, number, and sort the documents in the production.
      1. Bates number stamping requires a Prefix. To add a prefix, choose one of the following options.
         • To create a new Prefix for the number, select Create New and type the prefix in the adjoining box.
         • To select an existing prefix, in Prefix, select the prefix in the dropdown.
      2. In Stamp By, select one of the following methods to use for stamping the documents.
         • Bates Number. Then, in Digits, provide the number of digits for the Bates number and in Begin, enter the beginning number.
         • Document Number.
         • File Name.
      3. To add a suffix to the number, which is recommended for Document Number or File Name stamping, select the Suffix checkbox. When selected, the Suffix checkbox appears green. If the Suffix checkbox appears gray, it is not applied. When selected, the Suffix is composed of the following characters.
         • The underscore character (_).
         • Epiq Discovery supplies four Digits.
         • For Begin, the starting number is one, prepended with zeros for the number of digits. For example, when the number of digits is 4, the beginning suffix is _0001.
      4. If you selected Bates Number in Stamp By, in Numbering, you can select whether to number by document as Document Level or by page as Page Level.
      5. In Sorting, you define how to sort the production by addressing whether to keep families together for the sort, selecting the primary sort, then adding up to two additional sort selections to further refine the sort method.
         1. Determine whether or not to sort by parent and keep families together. Select the Keep Families Together (Sorted by Parent) checkbox to keep the families together. To sort documents regardless of families, uncheck the checkbox.
         2. To specify the primary sort field, in Sort By, select Document Number, Family, Thread, File Name, or Custom. If you select Custom, in the dropdown that appears beside it, select any of the fields in the list as the sort key, including any fields you create via Modify Metadata.

            Commonly used custom sorts include Author, email values (From or To), Custodian, or a date field (Date, Date Created, Date Received, or Date Sent). The list contains fields you add through Document Actions>Modify>Modify Metadata.

         3. As needed, to specify additional sort fields (for a maximum of three), select . In Then By select Document Number, Family, Thread, File Name, or Custom and select a field.
         4. To remove a sort field, select to the right of the field.
6. Click Next.
   1. In Export Settings, perform the following actions.
      1. Select a template that contains the settings to apply. You can select an existing template, such as Default Production Template, or duplicate and then modify an existing template. You can also create a new template.
         Use an existing settings template.

         1. In Export File Setting, select an existing template.
         2. When finished, click Submit.

         Create a new settings template.

         1. To create a new template, click .

         GENERAL. Provide template and subdirectory naming and load file character information.

         1. With the General tab selected, in Template Name, provide a name.
         2. In the Subdirectory Information section, update the default folder to use in Image Folder Name, Native Folder Name, and Text Folder Name.
         3. In Starting Number, supply the first digit to use and then in # of digits, provide the number of digits for the file number.
         4. In Max Files in a Folder, provide a number to limit the number of files in a folder.
         5. In the Load File Character section, update the character to use for Field Quote, Field Separator, Multi-Value Character, and New Line Character.

         IMAGES. Select the image file formats, color, redactions, and stamps to include.

         1. Click the IMAGES tab.
         2. Select Export Image.
         3. In the General Setting section, in Image Load File Format, select OPT or LFP.
         4. In Color Setting, select Black/White, Color, or As Is (Color/B&W). Use As Is (Color/B&W) if the production has mixed pages where some pages use color and some pages do not.
         5. In Image Format, choose a format for the images. Different options appear, based what you chose for Color Setting. In addition, select As Is if the production has mixed image formats, which produces images or pages as Tiff if black and white or PDF if color.
            • For Black/White images, choose PDF, Searchable PDF, Single Page Tiff, or Multi Page Tiff.
            • For Color images, choose PDF, Searchable PDF, Single Page Tiff, Multi Page Tiff, or JPG.
            • For As Is (Color/B&W):

              • If you choose Single Page Tiff/JPG, the image format is either TIFF for B&W pages or JPG for color pages.

              • If you choose PDF or Searchable PDF, the image format is a multi-page PDF but each page will be either color or B&W, depending on the respective color on the original page.

         6. In Print with, select Annotations to show annotated text if needed or Redactions to show redacted text if needed. When both are selected, the produced document will show both annotations and redactions.
         7. In the Brand Setting section, to create a stamp, select one of the six highlighted areas.
         8. In Stamp, select one of the following types of stamps.
            • Document, which assigns a unique identification number to each document
            • Bates Number
            • Field and select the fields you want to display. This includes any available field in the project, including coding fields.
            • If using a project created before Epiq Discovery release 3,8, you can select Tag and select the review tag you want to display.
            • Page Number
            • User Input and type the text to appear.
         9. In Font Family and Font Size, specify the format of the stamp.
         10. Click Add Brand.
         11. Create additional stamps as needed.
         12. In the Slipsheet section, you can add a slipsheet as a placeholder for documents that need to be withheld from a production. This action enables you to identify a file to use as the slipsheet file. Acceptable file extensions for a slipsheet include the following PDF and TIFF variations: .pdf, .tiff, .tif, .jfif, .jpeg, .jpg, .pjpeg, and .pjp. Then, you specify the document population that will display the slipsheet file. You can define multiple slipsheets to span different document populations.
             1. Click Add Slipsheet.
             2. Select a JPG, PDF, or TIFF file using one of the following methods. Click the gray box, select the file and click Open in the Open dialog box. Or, select a file in a File Explorer window and drag it to the gray box.
             3. Select whether you want to Include a specific document population or Exclude it from slipsheeting. With either choice, in the adjoining dropdown, select one of the following populations: Saved Search and select the search name, Folder and select the folder, File Type and select the type (PDF - Adobe Portable Document Format, Text File, Microsoft Word, or HTML - HyperText Markup Language), or All Documents.
             4. As needed, repeat the previous substeps to slipsheet a different document population.

         NATIVES. Select the native files to include.

         1. Click the NATIVES tab.
         2. Select Export Native File.
         3. In the Export Document Population, select whether to Include or Exclude files selected by the following method you select. Then, select one of the following methods.
            • All Documents
            • Saved Search and select the search name.
            • Folder and select the folder name.
            • File Type and select one or more of the listed file type. You can also click to select all file types.

         TEXT. Select the text file information to include.

         1. Click the TEXT tab.
         2. Select Export Text.
         3. In Export Format, select to Export Individual Text Files or Export Text within DAT file.
         4. To include redaction, select Export Redacted Text.
         5. In Data File Encoding, select UTF8 or ASCII. UTF8 (Unicode) is the universal encoding standard that represents characters in any language.
         6. In Export Precedence, use the up and down arrows to specify the order of precedence as to which extracted text should appear if multiple types exist for text output. For example, you can instruct the system to take OCR Text before Extracted Text if both exist for a document.

            • Extracted Text (created via successful processing).

            • Transcribed Text (created when you use Document Actions>Transcribe on audio or video files).

            • OCR Text (created when you use Document Actions>OCR).

            • Translated Text (created when you use Document Actions>Translate in Review).

         DATA. Select settings to define the fields provided in the production.

         1. Click the DATA tab.
         2. In Export Field, move the fields you want to export from the Available list to the Current list.

            • To add fields, select one or more fields in Available and click .

            • To remove fields, select one or more fields in Current and click .

            • To rename a field, select a field in Current and modify the name below the pane.

            • To use a field that is specific to another tab, such as Native File Path, you must first go to the NATIVES tab to enable Export Natives and then return to the DATA tab to select the field.

         3. In Data File Encoding, select UTF8 or ASCII. UTF8 (Unicode) is the universal encoding standard that represents characters in any language.

         4. In Data Load File Format, select Concordance Format.
         5. When you selected a date/time field in Export Field section, the Date/Time Formats section appears. In Date/Time Formats, select one or more of the fields in the dropdown. (To select all of the fields, click the Filter checkbox at the top of the dropdown.)
         6. To separate the date and time fields, select the Date and time as separated fields checkbox.

            • In Date format, select a format for the date, such as yy/mm/dd.

            • In Time Format, select a format for the time, such as hh:mm:ss am/pm.

         7. When finished, click Save to save the settings from all tabs.
         Copy, modify, and save an existing template to a new name.

         1. In Export File Setting, select an existing template.
         2. Click the Edit icon
         3. In Template Name, provide a unique name for the template.
         4. As needed, update any of the existing settings in the GENERAL, DATA, IMAGES, NATIVES, or TEXT tabs. For information about specific options, refer to the detail provided in the previous "Create a new settings template" section.
         5. Click Save As.
         6. In the Create New Template dialog box, click Create.

   2. To save the production in DataHub, select the DataHub checkbox under Download From.

      • The system saves the production in DataHub as a zip file by default. Using DataHub, you can only download one file at a time. This format enables you to download the production as a single, ZIP file from DataHub. If you want to download individual files from a production, you can save the documents as individual files in the production folder; uncheck the Export as Zip checkbox that appears when you select the DataHub checkbox.

7. When finished, click Submit.

8. You can view the status of the Production job in the Jobs Overview or in Review to the JOBS page.

   • If a production job fails, Epiq Discovery generates a production failure report that provides a list of the failed documents. If this occurs, click on the failed production job to download the report.