PRODUCTION SET CREATION & EXPORTaxcelerate-docs.opentext.com/help/axc-main/5.15/en_us/content/resources... · PRODUCTION SET CREATION & EXPORT . 2 | PROPRIETARY AND CONFIDENTIAL SUBJECT

PRODUCTION SET CREATION & EXPORT

VERSION 5.7 TO 5.11; 03/03/2017

1 | PROPRIETARY AND CONFIDENTIAL SUBJECT TO RECOMMIND, INC’S TERMS OF USE

01. Purpose of Guide ........................................................................................................................... 2

02. Identify Production Documents .................................................................................................... 2

03. Perform Conflict Checks ............................................................................................................... 2

04. Add Documents to a Production Workflow ................................................................................. 2

05. Exclude Documents from Being Produced ................................................................................. 3

06. Queue Documents for Production ............................................................................................... 4

07. Convert Documents for Production ............................................................................................. 6

08. QC Production Rules ..................................................................................................................... 7

09. Run the Production ........................................................................................................................ 9

10. Final QC Before Export................................................................................................................ 11

11. Export ............................................................................................................................................ 11

12. Replace Documents in a Final Production Set ......................................................................... 15

13. Tips & Tricks ................................................................................................................................. 17



01. PURPOSE OF GUIDE

This guide contains instructions for creating and exporting a production set from within Axcelerate 5. If your project is not set up with a production workflow and rules that match your project specifications, please contact your Case Manager or see the Production Workflow & Rule Setup guide and conduct the project set up.

02. IDENTIFY PRODUCTION DOCUMENTS

Your specific project requirements determine the state documents must have to be considered production-ready. You might, for instance, use Smart Filters to identify responsive documents that have completed second level review within a specific universe. If complete families are being produced, you would also add a family expansion to insure the set includes full families.

03. PERFORM CONFLICT CHECKS

The next step is to perform conflict checks and have the conflicts resolved by the legal team or set aside, with their families, to be handled at a later time. Some standard conflict checks are listed below; however, this list is not all-inclusive and some checks may not be appropriate for your project.

• Did the family expansion bring in documents that require additional review, e.g., documents not tagged Responsive or documents tagged Further Review Required?

• Do native files exist for all documents that are to be produced in native format?

• Are any redacted documents not also tagged privileged? If so, the redactions may need to be removed or the coding corrected.

• Do any documents have a “Redaction” Smart Filter flag of “Redaction Required”?

• Is there a primary “Privilege” field and also a secondary field related to privilege, such as “Privilege Type”? If so, is the coding between those fields consistent, e.g., does the secondary field contain coding while the primary field does not?

• Do all documents have the expected Review State Smart Filter value?

When conflicts are identified, you can either capture them in a folder for further review or tag them to a production conflicts-type field using an administrative Tagging panel (one that is not enabled for review). A “Production Conflicts” field might, for example, have values such as “Needs Redaction,” “Inconsistent Family Coding,” and “Conflict Resolved.” Users can then filter to the specific conflicts, resolve the conflicts and change the tagging to “Conflict Resolved” so the documents can be reassessed for production.

Creating a checklist of all conflict checks that must be performed for your project is recommended, along with saving conflict check searches so they can be rerun at any time.

04. ADD DOCUMENTS TO A PRODUCTION WORKFLOW

When production-ready documents are isolated, with all conflicts resolved or removed, you are ready to add the documents to a production workflow. Documents that will be forever excluded from production, such as fully privileged family groups and full family exception files, can optionally be added to a production workflow and then set aside as exclusions (consider adding these documents as a separate set, making them easy to find and exclude).



To add documents to a production workflow from the Analysis page:

1. Select the documents in the Results list using the selection>Select Entire Results List tool.

2. Switch the Tagging panel to the Production Workflow panel.

3. Select the name of the workflow to which the documents will be added.

4. On the fly-in window, optionally modify the name and add a description. The inputted name is used for tracking on the Mission Control >Production Workflows page. A descriptive name prefixed by the date the documents were added is recommended.

The default name, if not changed, will be [production-name]-[increment] where “increment” is the number of document sets that have been added to the selected workflow.

5. Click the Add to Production button at the bottom of the panel. A message confirms the documents were added.

6. Repeat steps 1 – 5 at any time to add additional documents to the production workflow.

05. EXCLUDE DOCUMENTS FROM BEING PRODUCED

If you opted to add documents to the production workflow that will be excluded from production, such as fully privileged family groups or full family exception files, now is the time to set those documents aside as exclusions to insure they are not produced. Similarly, if documents were added to a workflow and then it was determined the documents should not be produced, those documents can also be excluded at this time.



1. Navigate to Mission Control>Production Workflows page.

2. Click on the name of the workflow containing the documents which require exclusion.

3. Expand the Inclusionary Searches folder and click on the name of the specific document set containing the documents which require exclusion.

4. If the documents exist in the set along with documents that will be produced, locate the documents to be excluded using search and Smart Filters.

5. Select the exclusionary documents and use the Production Workflow panel on the right-side of the screen to designate whether the documents should be excluded from only the current production workflow or from all existing production workflows.

6. Give the exclusionary set a name and click Apply.

7. When you return to the drill-in page for the production workflow, you will see the excluded set listed under the Exclusionary Searches folder.

06. QUEUE DOCUMENTS FOR PRODUCTION

On the Mission Control>Production Workflows page, all document sets that were added to a production workflow appear under the Inclusionary Searches folder. When you are ready to run a production, you queue the document sets that will be produced. To queue document sets for production:


2. Click on the name of the appropriate production workflow.



3. Expand the Inclusionary Searches folder.

a. To queue a specific document set, click the Actions menu for that set and then select Queue.

b. To queue all document sets under the Inclusionary Searches folder, click the Actions menu for the Inclusionary Searches folder and then select Queue. If some document sets were previously queued, they will not be queued again.

Alternatively, expand the Unproduced Documents folder and click the Actions menu of the Not Queued for Production folder and then select Queue.

4. In the Queue window, input a name for the production queue and an optional description. If a queue already exists, you can opt to add the documents to the existing queue by selecting Add to an Existing Production Queue and then using the dropdown menu to select the queue. Click Apply.



Queued document sets are tracked under the Unproduced Documents>Queued for Production sub-folder. If documents were excluded in the earlier step, the document count for the queued production set is reduced by the number of excluded documents.

07. CONVERT DOCUMENTS FOR PRODUCTION

Any documents that will be produced as images must be converted for production. To determine whether documents require conversion:

1. From the Analysis page, use the Work Product>Production Workflows Smart Filter to filter to the queued production set. If you are on the Production Workflows page, you can instead click on the name of the queued document set to enter preview mode.

2. Filter to the documents that will be produced as images.

3. Open the Production/Conversion>Conversion Smart Filter. If all documents have a Converted – Prepared for Production status, they are ready and you can jump to the QC Production Rules section of this document. If any do not have this status, select the Converted – Prepared for Production value, toggle on Exclude and then click Apply. The remaining documents require conversion.

4. Select the documents in the Results list using the selection>Select Entire Results List tool.



5. Expand the Results list toolbar, click the Actions menu, and select Convert.

6. In the Conversion Options window, select Producing as the Conversion Reason, give the conversion job a descriptive name so you can easily check the status on the Jobs page, and click Convert.

7. To check the status of the conversion job, navigate to the Administration>Jobs page. Find the job by name. Once the job is 100% complete, verify the Errors column shows no errors. If errors occur, use the Actions menu to view the Error Log.

08. QC PRODUCTION RULES

It is a good idea to check the queued documents against the production rules—especially for a first production—to insure all documents will be handled correctly.

1. If needed, return to the Mission Control>Production Workflows page.




3. Expand the Unproduced Documents and Queued for Production folders, then click on the name of the queued document set to enter preview mode.

4. In preview mode, the production rule that will be applied to each document is displayed as a column in the Results list and also made available in an Applied Rule Smart Filter, located under the Work Product Smart Filter group. Use this information to verify documents will be handled by the correct production rule. For example:

• If Excel files will be produced in native format, filter to the Excel files and then open the Applied Rule Smart Filter. Are all Excels being handled by the appropriate Excel production rule?

• Another scenario might be that the Applied Rule Smart Filter shows documents being handled by the Redactions rule, but you expected no documents in the queued set to contain redactions. This would prompt you to take a closer look at those documents.

If changes are made to documents, click the Recompute button located on the bottom of the right-side Production Workflow panel to update the Applied Rule column.

Check the documents in the production set against the production rules in this manner until you feel comfortable all documents will be appropriately handled when the production is run.

If during this QC process it is determined that some documents are not ready to be produced, you have the option to remove them from the production queue, move them to a different production queue, or exclude them from production.

1. While in preview mode, select the documents that are not production-ready.



2. Select the appropriate option using the Production Workflow panel on the right-side of the screen.

a. Move to a Different Production Queue allows you to create a new production queue or select an existing queue to move the documents into.

b. Remove from Production Queue returns the selected documents to the Not Queued for Production folder.

c. Exclude from Production removes the documents from the queued set and saves them as a set under the Exclusionary Searches folder on the main Production Workflows page.

09. RUN THE PRODUCTION

Running the production is the final step before export; this is where production branding is applied.

1. If appropriate, run coding conflict and redaction QC checks one last time to insure no documents in the production set were modified since the first time QC checks were performed.



4. Expand the Unproduced Documents folder and then the Queued for Production folder.



5. Click the Actions menu for the queued set that is being produced and select Run Production.

6. By default, the next available Bates number and production volume number display. If documents were produced outside of Axcelerate, update the Bates number and Production Set Name accordingly. Click Apply to start the production job.

7. An icon appears to the left of the queued production name to indicate the production is running. To refresh the page, expand the header toolbar and click the Refresh button.

8. Once the production job completes, the document set is moved from the Queued for Production folder to the Production Sets folder, where it adopts the Production Set Name.



10. FINAL QC BEFORE EXPORT

You can now view the production using the viewer to spot-check the production and confirm slip-sheets, branding, and redactions are correct.


2. Expand the Production Sets folder and click on the name of the production set to enter preview mode.

3. Switch to the Viewer panel and use the dropdown menu to select Productions and the specific production set.

4. Spot-check the production output. You might, for example use the Redaction Smart Filter to locate redacted documents and then view the production image to insure the redactions are correct. If text is being produced, expand the Viewer panel toolbar and select Show Text/OCR to view the production text. Click the Hide Text/OCR to return to the production image.

5. The production set is now ready for export.

11. EXPORT

Production sets can be exported by any Case Manager user. To export a production set:


2. Click on the name of the production workflow.

3. Click the Actions menu and select Export for the Production Sets folder to export all productions at one time, or expand the folder and then click the Actions menu for an individual volume.



4. Configure the Export Production wizard to match the production specifications:

a. General: By default, the export is named to match the production node, suffixed with a three-digit counter. If desired, input a custom name. To configure an export from scratch, do not make a selection in the Copy Configuration field. If a production was previously exported, you can reuse the settings of that export by selecting it in the Copy Configuration field. The remaining settings update immediately to match the settings of the selected export. You can update any setting as needed.

b. File Settings: Specify how the data file will be named, select the file type (.dat, .txt or .csv) and select the delimiter set - Concordance, comma/tab/semi-colon delimited CSV or custom. Custom allows you to access and set the specific delimiter fields.

c. Output Settings: Specify the files to be included in the production package.



d. Column Settings: Configure the data file fields. Start by specifying the desired date and time format, which can be selected from the provided dropdown menus, or entered as custom text.

In the Column Selection area, the default fields are listed as they will appear in the data file. Use the multi-directional arrow icon to drag and drop fields into any desired order. In the Heading area, you can modify field display names.

To add additional fields to the list, use the type-ahead text box to search for a specific field or choose from the drop-down field list. Once new fields are added, the field order can be adjusted or the display name modified.



To remove a field from the list, hover over the field and then click the X when it appears.

BEGBATES, ENDBATES, BEGATTACH AND ENDATTACH cannot be removed from the list of exportable fields unless you proactively check the “Enable removal of Bates values” checkbox.

5. QC the configuration using the summary panel and make any necessary adjustments.

6. Click Save or Run and a snapshot of the production is captured.

Save: Allows you to save the settings and run the export at a later time. Note, if settings or documents are modified after the snapshot is captured, the snapshot will no longer match the current state of the Production Workflow.

Run: The snapshot is deleted and the export settings are locked, preserving a record of the export.

7. Navigate to the Administration > Exports page to download the export or to run a previously saved export. Exports are listed by name and the Status column provides information whether an export ran successfully, failed or is awaiting action.



8. The Actions menu options for each export are dependent on the export status.

Status Actions Available

Finished: The export has run successfully and is ready for download.

Download Export Delete

Failed: An error occurred in preparing the export. Delete and retry, or contact your project administrator for help. Delete

Running: Export is running. The status will be updated once complete, and the Download action will become available at that time.

Delete

In preparation: Settings for the export were saved, but the job has not yet been run. Changes to the configuration can still be made, or you may run the job or delete it.

Run Configure Delete

Stale: Settings for the export were saved more than 7 days ago, but the job has not yet been run. Exercise caution running the job as the Production Workflow configuration and scope of the documents in the target export set may have changed in the interim.

Run Configure Delete

9. Once an export has run successfully, click the Actions menu and select Download to download the production package.

Exports are structured into the following folders, to the extent they are part of the export package:

• DATA (OPT & DAT load files) • IMAGES • TEXT • NATIVES

12. REPLACE DOCUMENTS IN A FINAL PRODUCTION SET

Now and again documents are produced and then need to either be modified or removed from a production set. For instance, a document produced with redactions may need to be reproduced without redactions or it may be determined that a document is privileged and must be removed from the production set. Handle these documents as follows:

1. Navigate to the Mission Control>Production Workflows page.


3. Expand the Production Sets folder.



4. Click on the name of the production set containing the documents which need to be modified or removed to enter preview mode.

5. If a production set has multiple sub-production volumes, use the Production/Conversion>Sub-Production Smart Filter if appropriate to filter to sub-production containing the documents that need to be modified or removed.

6. Select the documents to be modified or removed.

7. In the Production Workflow panel, Select Replace in Production.

8. The Replace in Production area allows you to run the replace job using the same production rules and branding as used for the original production set; or, if the rules and branding were since modified, you can opt to use the current production configuration settings.

9. Click the Preview button.

10. If the documents being replaced have a lower page count, select whether to slip-sheet the gaps or leave the gaps (any documents with an increased page count are skipped).

11. Click Apply.

12. Navigate to the Administration>Jobs page to monitor the Replace in Production job.

13. Once the Job finishes confirm there are no errors.



13. TIPS & TRICKS

• Production preview mode does not display documents in production workflow sort order; however, the Group/Sort options in the Results list menu bar can be used to manually apply the production sort order as needed.

• Documents can be added to a production workflow multiple times and thus exist in more than one document set under the Inclusionary Searches folder. Each document is, however, counted only once in the totals of the Inclusionary Searches and Not Queued for Production areas of the Mission Control>Production Workflows page.