Load production

When importing or loading production, you use templates to identify load files, DAT file specifications, and map field names. The process enables you to validate files and field mappings.

The Load folder must contain everything needed for the load, including the DAT, LST, and OPT file as well as the Images, Natives, and Text folders. For more information about the required folders, files, and file structure (for example fields, paths, and delimiters), refer to the Load file specifications topic.

While Loading, if the third-party data is a different time zone than that of the project time zone, Desktop Client allows you to select a time zone for this load. Desktop Client loads the data into the Epiq Discovery with the time zone selected in Desktop Client. In Epiq Discovery, in the Inspector Review page, the loaded documents display the metadata in Desktop Client time zone irrespective of the project time zone.

As needed, you can view the details of a submitted Loading job in the Jobs Overview page in Epiq Discovery.

Perform the following procedure to import production.

1. In the Action page, click LOADING.
2. In TEMPLATE, select an existing template, or select Create New Template and enter a template name.
3. In LOAD SPECS, enter or update a name for the job in DATA NAME.
4. For LOG FILE LOCATION, click Browse to navigate to and select an output location for the log file.
5. For DATA(DAT), IMAGE(OPT), and TEXT(LST), click Browse to navigate to and select the load files to import. While loading the images, select the appropriate option for the images you want to load under IMAGE SET TYPE.

   • Original Image Set. Upload the images as original images.

   • Additional Image Set. Upload the images as other source image set. When you select this option, in the IMAGE VOLUME NAME field, enter a name for the additional image set.

6. In ACTION, define how load creates new records or updates existing records using one of the following options.
   • Create - Loads all records as new records.
   • Update - Matches and then only updates existing records. If an imported records does not match an existing record, it is ignored.
   • Update/Create - Matches and updates existing records. Creates new record for any imported records that does not match an existing record.
7. In FILE ENCODING, the load file's encoding is automatically detected. You can override the detected method by selecting another option from the list.
   • Keep default
   • Unicode
   • Unicode (Big Endian)
   • Unicode (UTF-8)
   • Western European (Windows)
8. In TIME ZONE, select the desired time zone to load data. By default, this field displays the project time zone.
9. In DELIMITERS, select the delimiter used in the load file for each item in the list, including Field Quote, Field Separator, Multi-Value Character, and New Line Character. If you select Other as the delimiter, you must supply the character to use in the resulting box.
10. Click Next.
11. Map each Import Field by data type.
    • To map standard data types, perform the following steps.

      1. Choose the type of data in the field.

         Available Field Types

         • Date - includes various file dates, such as Date Created, Date Modified, and System Date Accessed.
         • Integer - includes countable items, such as Page Count, Attachment Count, and File Size.
         • Float - stores floating-point numbers (up to 17 significant digits).
         • Short Text - contains up to 255 characters.
         • Long Text - stores more than 255 characters.
         • Custom - allows you to select the data type and create a name for the field.
         • System - maps to fields generated by Epiq Discovery during collection and processing.

         Values cannot be loaded directly into Document Number or Family Number. Instead, you can load those values into a different existing field or create a new field. To do so, select System and then select either Document Number or Family Number. When you do so, the PROVIDE FIELD TO MAP dialog box appears.

         • To load the values into an existing field, select Select existing and select an existing field.

         • To load the values into a new field, select Create new, supply a unique name for the field, and click CREATE.

         • Boolean - this field shows only one of the two possible values: Yes or No
         • Single Choice - short text field. You can add multiple field values but can select only one field value when marking the documents in Inspect or Review using the coding form
         • Multiple Choice - short text field. You can add multiple field values and select multiple field values when marking the documents in Inspect or Review using the coding form
         • Exclude - omits a field from mapping.
         • Tags - allows you to select a default Epiq Discovery tag category. When you select a default tag category, the imported data must match the existing tags available in that category. The following table shows the default tag categories and tags.

         Default tag category	Associated tags
         Responsiveness	Responsive or Not Responsive
         Privilege	Attorney Client Privilege or Work Product Doctrine
         Issue	Flagged
         Confidentiality	Confidential or Highly Confidential

         To import tags that do not exist in Epiq Discovery, select Custom and create a Short Text Tag or Long Text Tag field to import your custom tags. When you import a new Short or Long Text Tag, understand that the tag is created with the following tag settings:

         • Required Category. Once imported, you can change whether the tag is required at any time.
         • Allow multiple tags. Before the tag is used on any document, you can unselect this setting. After the tag is used in a document, this setting cannot be changed.

      2. Select the associated field name.

    • To define a custom mapping, in the ADD NEW FIELD dialog box, perform the following steps.

      1. Select Custom as the type of data.

      2. Select a data type, add a name for the field, and click CREATE.

         • When you select Single Choice or Multiple Choice, enter field values in the value field. Enter one value per line.

    • To exclude a field during mapping, in the data type, choose Exclude.

12. To validate field mappings and files, click VALIDATION. If errors occur, each field mapping error shows a message and file errors appear in a report.
    1. To view file errors, in VALIDATION RESULT, click Download Report.

    2. Review the resulting validation_log_report, make note of errors, and then close the file.

    3. In VALIDATION RESULT, click CLOSE.
    4. Correct any errors and click VALIDATION. Repeat until no more errors appear.

13. To save the template, perform one of the following steps.

    • To save a new template, click SAVE.

    • To save a template based on an existing template, click SAVE AS. When prompted, enter a name for the new template, click OK.

14. When the successful template creation message appears, click OK.

15. To perform the load, click SUBMIT. A message appears when the job completes.

    • If all files successfully load, you completed all steps.

    • If the loading fails, the Desktop Client creates the following files and shows the message that contains instructions on how to resolve the issues.

      • dcfamfail_failed_<timestamp>.dat contains failed documents

      • dcfamfail_family_mapping_<timestamp>.dat contains all the family documents with the Family Number and the Document Number

      • dcfamfail_<identifier>.csv report contains information about the failed job

      The format for the DAT file timestamp is yyyymmddhhmmssms, where time (hhmmssms) is in 24-hour format and includes milliseconds (ms) as well.

      If this occurs, navigate to the file locations mentioned in the message and find the latest files. View the latest dcfamfail_failed_<timestamp>.dat file to find details about failed documents. The latest validation log file contains information about why any documents failed to load. Correct the errors for the failed documents in the dcfamfail_failed_<timestamp>.dat file, and then perform this procedure again using the above two DAT files.