You can point to a single directory to automatically process all loose files and emails within the directory. The following rules apply:
• Clearwell allows up to three discovery jobs, and one processing job to be active on an appliance at one time (with cases starting in 6.0 or later). Across cases, Clearwell can have as many other discovery and processing jobs running simultaneously (as determined by memory availability and CPU, starting with version 5.5).
• In order to process documents for multiple cases simultaneously, it is necessary to create those cases on different nodes of a Clearwell cluster. The node that a case is created on can be specified on the Configure Case screen. This setting cannot be changed after the case is created; however, it is possible to move a case from one node to another through the backup/restore process.
• The file discovery scanning rate can vary depending upon data type.
You can use the Add Case Folder Source screen to add the documents (email files and loose files) for a case.
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Note: If you will be processing the same documents into multiple cases, you must create a separate physical copy of the files for each case and create a case folder.
To add sources to a case
1. On the top navigation bar, select a case, then click Processing > Sources & Pre-Processing. 2. On the Manage Sources screen, select Add Case Folder Source from the menu in the lower-
left corner of the screen, and click Go.
The settings on the Add Case Folder Source screen depend upon whether the Pre-
processing module is included in your system. If pre-processing is included, you can specify the document types to explicitly include in processing or exclude from processing.
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Without pre-processing options:
3. Enter the following information. An asterisk (*) indicates a required field.
Case Folder Information
Field Description
Source Name* Enter a name for this source (up to 255 characters). Use only letters, numbers, and underscores. The name should help identify the type of source, such as “Atlanta Collection.”
Source Directory* Click Browse and select the top level folder for the case on the Clearwell appliance or enter a remote directory name, click Go, and select the appropriate folder. Click OK. Your network access depends on the Windows name and password specified in the system settings under Indexing (refer to "Defining System Settings" in the System Administration Guide).
Alternatively, enter the full path of the source directory in Uniform Naming Convention (UNC) format (up to 256 characters). For example, if a PST folder is on a remote device:
\\pine\pstfolder
If the folder resides on the Clearwell appliance:
C:\PSTFiles
Description Enter a description of the source.
Folders Select the folder level appropriate for this source:
• Create a single folder. Add all documents to a single folder.
• Create a folder for every subfolder. Create a new folder for each subfolder in the original source tree. Include only the levels of interest.
Note: When you point to subfolders within a case folder directory, the system does not process any files that are found at higher levels. To check that your case folder setup is accurate, you can obtain the document count in Windows Explorer at the case folder level and make sure that the count matches the file count on the Case Status screen.
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Folder Custodian Custodians allow users to search for case documents according to the individual identified as responsible for the documents.
Select a default custodian associated with all files discovered in the source directory in one of the following ways:
• To use no custodian, select None.
• To define a new custodian, select New custodian, enter a custodian name, and click OK.
• To assign the custodian with the same name as a subfolder name, select Per subfolder name. This is a convenient way to assign custodians to folders. Use the custodian name as the folder name, and then select this option.
• To select a specific custodian, choose the custodian from the menu. Example:
The directory structure is C:\my case documents, with the files ..\Custodian 1 and
..\Custodian 2. If you select a level of “1” and set the folder/email custodians to the folder name, all emails/files under “Custodian 1” will be assigned the custodian “Custodian 1.”
To override the default custodian for specific files, see “Defining Case Custodians” on page 47.
Email Container Custodian
Select a default custodian associated with all emails containers discovered in the source directory in one of the following ways:
• To use no custodian, select None.
• To define a new custodian, select <New custodian...> enter a custodian name, and click OK.
• To assign the custodian with the same name as a subfolder name, select Per subfolder name. This is a convenient way to assign custodians to folders. Use the custodian name as the folder name, and then select this option.
• To select a specific custodian, choose the custodian from the menu. To override the default custodian for specific files, see “Defining Case Custodians” on page 47.
Auto Processing Select one or both check boxes to specify whether the following will be discovered/processed automatically:
• Discover metadata attributes for PreProcessing charts
Note: This option applies to loose files, and MSG/EML, PST, and NSF files. • Process newly added folders/files
Processing Options Specify the date and time range for indexing the source files. For loose files, the range applies to the last modified date/time and for email files it applies to the sent date/time.
• Click , enter the time in 24-hour format, and select a month and day
.
or• Enter the date and time directly as: MM/DD/YYYY HH:MM:SS.
Note: The date/time restrictions do not apply to new files that are added to directories that have already been indexed. To use the date/time restrictions, place new files to be indexed into new directories.
Case Folder Information (Continued) Field Description
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4. Click Save to save the new source, or click Cancel to discard your changes.
Document Types These settings are visible only if the pre-processing module is included. Select check boxes for the document types that you want to include in processing. To select or deselect all of the document types, check or clear the check box at the top of the list.
File Extensions to Exclude
Enter the file extensions of files to exclude from indexing, such as EXE and DLL files. Use a space or comma to separate multiple entries. These values apply to loose files only, not to email attachments. All email attachments are processed regardless of the file exclusion list.
Check integrity of newly added email files
Select the check box to automatically verify the integrity of email files that prior to indexing.
Process newly added folders/files
Select the check box to automatically index all newly added folder and files.
Case Folder Information (Continued) Field Description
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