Create a production
1. Create a new production
  1. Complete the Attributes page settings
  1. Add documents to a production
  1. Complete the Production Rules page settings
  1. Complete the Redactions page settings
  1. Complete the Endorsements page settings
1. Clone a production

Create a production

You can either create a new production or clone an existing locked or unlocked production.

Prerequisite: Before creating a production, you should create a rendition level. You use the rendition level during input when creating a production. For information about renditions, see Work with renditions.

Create a new production

Note: Many steps in the production creation process use the Variable Builder tool. For more information about the Variable Builder, see Work with the Variable Builder.

To create a new production:

On the Case Home page, under Manage Documents, click Productions.

Click Add.

In the Name box, type a name for the production.

In the Description box, type a description for the production.

Click Save.

The Attributes page appears.

Complete the Attributes page settings

You can determine general production settings on the Attributes page.

To complete the information required on this page:

If needed, type the production name and description.

Under the Numbering heading, you can select Standard or Custom.

Standard:

In the Prefix box, type the text that will appear at the beginning of the produced document ID.

In the Start number box, enter the starting page number.

In the Padding box, enter the number of padding zeroes to use for the page number portion of the document ID.

Number by:

Custom:

Create the Produced document label using the following instructions.

Note: The produced document label will be your rendition Document ID, as well as the name of native and text files. Sublevels in the application and folders included in the export will adopt the Produced document label convention.

Click Click to define value and use the Variable Builder to create the produced document label.

In the Variable Builder, to start the label with a prefix, select Free Text, and then enter the appropriate prefix text. If needed, enter a delimiter between the prefix and the number. For example, if you want the label to begin with “ABC_”, you would enter an underscore after the letters “ABC.”

The following options to set the number format represent common production numbering examples:

Select Produced Page Serial # Begin (First/Min) to number your production per page, such that each page follows the number of the previous page across all documents. See the following example of numbering per page.

Doc 1, Page 1: ABC_00000001

Doc 1, Page 2: ABC_00000002

Doc 2, Page 1: ABC_00000003

Doc 2, Page 2: ABC_00000004

Doc 3, Page 1: ABC_00000005

Select Produced Document Serial # if numbering your production per document, such that each document is numbered sequentially, regardless of pages per document. See the following example of numbering per document.

Doc 1, Page 1: ABC_00000001-0001

Doc 1, Page 2: ABC_00000001-0002

Doc 2, Page 1: ABC_00000002-0001

Doc 2, Page 2: ABC_00000002-0002

Doc 3, Page 1: ABC_00000003-0001

In the Start number box, enter your starting number. You can specify any number of zeros to use to pad the number in the number choice in the Variable Builder.

Create the Produced page label using the following instructions.

Note: The produced page label will be the rendition page label and file name of the image files created. You can also use the produced page label value as a footer. For more information, see Complete the Endorsements page settings.

Click Click to define value and use the Variable Builder to create the produced document label.

Note: You do not need to start with Free Text if you selected a prefix for the Produced document label and you are numbering your production per document.

For the number:

Select Produced Page Serial to number your production per page such that each page follows the number of the previous page across all documents.

Select Produced document label + Free Text + Produced Page Sequence per doc to number pages within a document and insert a delimiter between the document number and the page number.

In the Start number box, enter your starting number. You can specify any number of zeros to use to pad the number in the number choice in the Variable Builder.

Levels: The Create new levels check box is selected by default.

Note: If you clear the Create new levels check box, your rendition documents will be created in and loaded to the same level as their corresponding base documents. We suggest leaving the check box selected, which creates new levels for the rendition documents.

To select the levels in which the renditions will reside in the application, click Click to define rendition level.

Note: You cannot create a new rendition level within the production creation step. You must create the rendition level under Manage Documents > Levels.

Items per folder/level: To determine the number of items per level in the application for the rendition documents, type a number in this box . You can also use this number to determine the folder size for image, native, and text files in the production export.

Break on: Choose one of the following options.

Documents: The number of items per folder is based on document count. For example, the default setting of 1,000 items per folder, broken on documents, yields 1,000 documents per folder, regardless of the number of pages in the documents.

Note: To create a sublevel for each document, select the Create a level for each document check box.

Pages: The number of items per folder is based on the image file count. Choosing this setting may result in folders or levels that contain more than the selected number of pages per folder, because the application keeps the pages of documents together. For example, 1,000 items per folder, broken on pages, yields 1,000 pages per folder. If the 1,000th page is not the last page in a production, that folder contains more than 1,000 pages in order to keep pages within a document in the same level.

To create a sublevel for each document, select the Create a level for each document check box.

Sort order: Use this section to define the sort order of documents within the production.

By default, attachments are sorted together with their source documents. To prevent this, clear the Keep source and attachments together check box.

Note: The Sort order option will not add any source or attachment documents that are not already included in the document population that was added to the unlocked production. Attachments always follow the source document. If there are multiple attachments in a document family, they will be sorted based on the selected sort order rules. If incomplete families are included in the production and the source is not included, the attachments will be sorted as independent documents.

The default field to use for sort order is Document ID. Document ID does not have to be the primary field used for sorting, but it will always exist as a sort order field. You can add up to five additional fields to use to sort the population. One-to-one fields are available for sorting. To add sort order fields in addition to Document ID, use the following procedure.

Click the None box, and then select a sort order field from the list.

To indicate if the field should sort ascending or descending, click the button on the right of the field. To sort the field in ascending order, select A. To sort the field in descending order, select Z.

To change the order in which the field will be used to sort the production population, click the field row and drag it up or down in the list.

To add more sort order fields, click the blue plus sign in the Sort order section.

To remove a sort order field, select the check box in the field's row and click the red minus sign.

If you are creating a new production, you can add documents to the production, or you can continue to define settings for the production by clicking the link to another settings page in the navigation pane.

Add documents to a production

All users can add documents to an unlocked production on the Documents page. First, the administrator must grant the correct permissions and security settings. For more information about setting security, see Set security for productions.

To add documents to a production:

Perform a search for and select documents to add to the production.

Note: For information about building searches, see Perform an advanced search.

In the Code pane, click the Code multiple documents button.

Click the Fields tab.

Search for the production in one of the following ways:

Type the production name in the box and click Find.

On the Like menu, select Starts, Like, or Equals, type a partial name in the box, and click Find.

Click Filter, clear all of the check boxes except Productions, and click Find.

Click Find to display all fields.

In the results list, locate the production and click the Coding options button.

In the Coding Options dialog box:

Optionally, select the Include Source/Attachments check box.

To add the selected documents, select the Add check box.

Click Submit.

Click Close.

To update production settings or continue setting up a new production, go to Manage Documents, click Productions, and then select the name of the production.

Complete the Production Rules page settings

Production rules allow the user to define how files will be produced for the population.

Prerequisites

Before completing the Production rules settings, you should perform the following tasks:

Add and code all documents to the production using Coding Options. For more information, see Add documents to a production.

Group exception populations in a binder or issue node.

Ensure that all exception populations are unique. Users cannot lock a production if there are any overlaps. The Production Rules page will identify any overlaps in the population. Users can run the Overlapping exception rule populations check on the Quality Control page to identify specific document exceptions. For more information, see Perform quality control checks.

Define default production rules and exceptions

The list at the top of the Production Rules page allows you to choose a default and any number of exception populations for your production. These settings allow you to divide the documents in your population according to how you want them to be produced. You can also choose to include or exclude content files (.txt) by exception population.

Note: The application produces any documents coded to the production that do not exist in an exception population using the default production rule.

To define the production rule options:

In the list at the top of the Production Rules page, determine which of the following production rules to choose for your default population. Click in the box in the Rule column and select one of the following options:

Endorsable image only (default): Only .tif, .tiff, .jpg, .jpeg, .bmp, and .png files tied to the documents in this population will be included in the production. If the PDF annotations option is enabled for the case, .pdf files are also considered endorsable images.

Native only: Only the native files associated with the documents in this population will be produced.

Native with endorsable image: The endorsable image files as well as the identified native files associated with the documents in this population will be included in the production.

Native with placeholder: Native files associated with the documents in this population will be produced along with a .tiff placeholder. Text on this placeholder page is based on the placeholder text that the user sets for the production rule. The application’s default placeholder text is “Document Produced As Native.” This text can be changed by the user.

Custom placeholder: A .tiff placeholder will be produced for any documents in the population. Enter the text you want to appear in this placeholder in the Placeholder text column.

In the Content files (.txt) column, click in the box and select Include or Exclude. This option determines if .txt files will be included for the documents within the rule.

The total number of documents in your default population appears in the Documents column. Click on the document count links to view documents as a search result.

Note: If the entire production population falls within one of the selections in the Rule column, there is no need to define any exceptions. For example, if you produce only .tiff files, the default population is Endorsable image only with no exceptions. If, however, your entire population does not fall into one of the selections, you can define those selections. For more information, see Define exception populations.

Define exception populations

If the entire production population does not fall within your selected default production rule, you will need to define one or more exception populations.

To select exception populations:

In the list at the top of the Production Rules page, click the small plus sign next to the Documents column.

A new line will appear in the list.

Click in the box in the Rule column and select one of the following options.

Native only: Only the native files associated with the documents in this population will be produced.

Native with endorsable image: The endorsable image files as well as the identified native files associated with the documents in this population will be included in the production.

Native with placeholder: Native files associated with the documents in this population will be produced along with a .tiff placeholder. Text on this placeholder is based on the placeholder text that the user sets for the production rule. The application’s default placeholder text is “Document Produced As Native.” This text can be changed by the user.

Custom placeholder: A .tiff placeholder will be produced for any documents in this population. Text in this placeholder is based on the placeholder text that the user sets for the production rule.

In the Content files (.txt) column, click in the box and select Include or Exclude. This option determines if .txt files will be included for the documents within the rule.

In the Exception population column, select the binder or issue node that includes your exception population or applies to it.

The number of documents in your exception population appears in the Documents column. The number of documents associated with the default population appears and automatically adjusts.

To add more exception populations, repeat steps 1-4.

Caution: If one of your exception populations includes a document that already exists in another exception population, you will receive an error message. You cannot lock the production if an overlap exists in the production exceptions.

Define additional file settings

Located at the bottom of the Production rules page, these settings apply across all relevant production rules. Settings are enabled or disabled based on your production rule choices.

Use the following procedures to define additional file settings on the Production Rules page.

The Endorsable image files section is available if any of the production rules are Endorsable image only or Native with endorsable image.

Use the following guidelines to complete this section.

To allow the users to select pages to delete from the production on the Production Pages page, select the Allow page deletions check box.

Note: If you allow page deletions, after saving the production, but before locking it, open the Production Pages page. Select your unlocked production, and select the pages to be removed from the production. You cannot do this until you add a document population to your unlocked production.

In the Include the following image file extensions list, all supported endorsable image files types are selected by default. Clear the check boxes of any file extensions that represent file types you want to exclude from the production. This setting will not remove any documents from the production population, but will prevent files associated with that document type from being produced.

Note: If excluding file extensions results in a document with no endorsable image files, the production cannot be locked. The lock process will return an error and identify all documents that are missing endorsable images.

In the Image export path box, you can leave the default path as \images, or you can update it. This setting will determine the name of the folder where the image files are stored when you export the production with a non-MDB load file.

Note: This path is referenced in some load file templates. When you create load file templates, confirm that the export path setting here matches the path that is referenced in the load file.

The Native files section is available if any of the production rules are Native only, Native with placeholders, or Native with endorsable image.

If you are producing any documents natively, you can identify the extensions of those native files by selecting a value in the Field to identify native file extension list. Select a value that indicates the correct file extension of the native files. If a field is set in Case Options at the case level to identify native files, that field will be the default in the production and will appear as the selected field in the Field to identify native file extension list. If no field is selected, the production will identify the files using the trumping order for indexing.

Note: If a user does not select a field or selects a field, but the document in the population to be produced with a native does not have a valid value for that field, the application will default to the highest ranking non .txt native file available. If only a .txt file is available, that will be returned as the native.

The Omit Native if document is redacted check box is selected by default. This option allows you to exclude native versions of documents with redactions. If you select this option and produce native documents only, with or without an endorsable image or a placeholder, and a redacted document exists in the population, the native will be excluded. However, a rendition record is created for that document (with no native file), and that record is referenced in the load files. A warning appears for the lock job on the production History page and identifies any documents missing native files.

The Omit Native if only available file is *.txt file check box is not selected by default. If selected, this option allows you to exclude the native from the production, if the native identified is a *.txt file. However, if a field is selected to identify the native file and the value in the field is ‘txt’, then the *.txt file will be selected as the native file, even if the Omit Native if only available file is *.txt file check box is selected.

In the Native export path box, you can leave the default path as \native, or you can update it. This setting will determine the name of the folder where the native files are stored when you export the production with a non-MDB load file.

Note: This path is referenced in some load file templates. When you create load file templates, confirm that the export path setting here matches the path that is referenced in the load file.

The Content files (.txt) section is available if any of the production rules include text files.

The Omit text file if document is redacted check box is selected by default. This option allows you to exclude any text files associated with base documents that are to be produced with a redaction. For more information about the additional steps needed to create and export text files for redacted documents, see Manage text files for redacted documents and placeholders.

In the Text export path box, you can leave the default path as \text, or you can update it. This setting will determine the name of the folder where the text files are stored when you export the production with a non-MDB load file.

Note: The Text export path is referenced in some load file templates. When you create load file templates, confirm that the export path setting here matches the path that is referenced in the load file.

The Placeholder section is available if you apply the Custom Placeholder production rule.

In the Page Size list, select either Letter or A4.

In the Font Size box, enter a number for the font size of the text on your placeholder page.

Note: The default values for Page Size and Font Size come from case settings. Changes you make to the Placeholder area on the Production Rules page override the defaults for the production.

If you are creating a new production, you can continue to define settings for the production by clicking the link to another settings page in the navigation pane.

Complete the Redactions page settings

All highlights and redactions that exist in the case are listed on the Redactions page.

To complete the information required on this page:

On the Redactions page, to create a semi-transparent block over the image, select the Proof Redactions check box at the top of the page. The redaction color for all applied highlights and redactions changes automatically. All redactions are printed as proofs. The text is visible underneath the redaction.

Note: The Proof redactions setting applies to all highlights and redactions and overrides all other settings.

To automatically perform optical character recognition (OCR) on images in redacted documents, click Automatically OCR image files for redacted documents. The check box is selected by default for new productions but is left unselected by default for existing productions.

Note: This option might result in the creation of content (.txt) files even if the No text option is selected on the Production Rules tab for the rule or rules that you have configured. However, if the redacted documents have PDF image files and, on the PDF Settings tab, you select Embed OCR text in existing PDF images, Nuix Discover does not create a separate .txt file for those documents.

To set a font size for the redaction label, change the value in the Font size box. The default font size is 18 and can be any size between 6 and 72. The application applies the font size setting to all redaction labels.

To apply highlights or redactions to documents in the production, select the check box in the Applied column of a highlight or redaction.

To determine the redaction color, in the Color column, click the box and then click the redaction color, which can be black or white. Redactions also have the option of "inherit." They will be applied in whatever color was selected when they were applied on the image during review.

To apply a border to a highlight or redaction, select the check box in the Border column.

To define a redaction label, click the Click to define value box in the Label column. Use the Variable Builder to define the label for the redaction. For more information, see Work with the Variable Builder.

Note: The font color of the redaction label is tied to the redaction color. For example, when the redaction is black, the font color is white. When the redaction is white, the font color is black.

If you are creating a new production, you can continue to define settings for the production by clicking the link to another settings page in the navigation pane.

Complete the Endorsements page settings

To complete the information required on this page.

To define the labels in the header and footer of produced documents, do the following:

Click in the Left header/footer, Middle header/footer, or Right header/footer boxes.

The Variable Builder appears.

To create the header and footer labels, use the Variable Builder or an existing template. For more information about using the Variable Builder, see Work with the Variable Builder. You can select the Produced document label and Produced page label as header or footer options, as well.

To determine the width of each header and footer, click and drag the sliders in the Header/footer width section. From left to right, the area of the slider bar up to the blue slider represents the left header/footer width. The area from the blue slider to the red slider represents the middle header/footer width. The area from the red slider to the end of the slider bar represents the right header/footer width. The total width for headers, as well as footers, must add up to 100%.

To determine the percentage of the image height that is added to the top and bottom of the image for endorsement, type a number in the Header/footer height box. The default header/footer height is 5%.

To determine the size of the font in the headers and footers, type a number in the Font size box. The default font size is 11.

If the PDF annotation setting is enabled for the case, you can select a value from the PDF resolution list.

If the PDF annotation setting is enabled for the case, you can select the Embedded OCR for PDF check box. You can also select the following options:

Language: The language to use for OCR text.

Performance: Options are Quality and Speed.

Auto-rotate: Rotates documents to achieve the most legible text.

Despeckle: Removes stray dots or marks from images in order to make produced documents more legible.

Deskew: If a document’s text and images are at a slight angle, the document will be auto-rotated so that the alignment is corrected.

If you are creating a new production, you can continue to define settings for the production by clicking the link to another settings page in the navigation pane.

Clone a production

You can clone, or create an identical version of, an existing production. Cloning will copy all production settings. You can then update the starting numbers and levels in the cloned production, and make any additional changes as required.

Note: Cloning a production will also clone references to any production rule exception populations identified in the original production. You may need to update those references based on your new production population.

To clone a production:

On the Case Home page, under Manage Documents, click Productions.

In the Productions list, click the name of the production that you want to clone.

Click Clone.

In the Clone production dialog box, type a unique name for the production.

Optionally, type a description of the production.

To keep the same produced document label, leave the Produced document label check box selected and update the Start number box. To specify a different produced document label, clear the Produced document label check box.

To keep the same produced page label, leave the Produced page label check box selected and update the Start number box. To specify a different produced page label, clear the Produced page label check box.

To specify a different level for the renditions, clear the Level check box.

To specify different access rights, clear the Security check box.

Click OK.

Change any affected production settings on the Attributes, Production Rules, Redactions, or Endorsements pages of the newly created cloned production, if needed.