Use the Pre-Processing Options screen to perform the following functions:
• Perform analysis of documents to identify potential issues with the document set and estimate processing costs.
• Set processing options to restrict the set of documents that are processed into Clearwell.
To use the Pre-Processing Options tab
1. On the navigation bar, for a selected case, click Processing > Sources & Pre-Processing. 2. Click the Pre-Processing Options tab.
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3. To assist in document analysis, select viewing options using the controls at the top of the tab (and bottom of the tab for the Timeline view), as described in the following table.
4. To select case folders and items for pre-processing, refer to the following table.
Viewing Options
Options Description
Analysis Choose a view for the data (summary, document type, custodian, or timeline), as described at the beginning of this section.
View As View the data in a chart or table.
Data Axis Base the units of the vertical axis on the overall case size, or relative to the largest data point.
Export Export data in a CSV or XLS file. When you choose one of these options, a pop-up window opens with a prompt to open or save the file.
Show by (Timeline view only) Show units in days, months, quarters, or years.
Show (Timeline view only) Display all dates, or only dates that have data.
Case Folder Selections
Options Description
Case Folders Choose the folders that you want to include for pre-processing in any of the following ways:
• Select check boxes for the folders. To expand a folder and show the subfolders, click the + sign to the left of the entry. Click the - sign to collapse the entry.
• Click all to select all of the files in a given case folder or subfolder. • Click none to exclude all of the files in a give folder or subfolder. • Click only to limit the files to only those that are explicitly selected. • Click by Custodian to open a pop-up window that contains the list of custodians. To add custodians, first click none to clear all of the folder selections, Then with the pop-up window open, click Include to explicitly include the files associated with that custo- dian. As you make selections, the chart (or table) is updated auto- matically. Click Exclude to remove the files for that custodian. • Click Discard Overrides on Selected Items to remove custom
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5. To set processing options for the selected items, refer to the following table.
Pre-Processing Options
Options Description
Pre-Processing Options for Selected Items
Choose the Pre-processing options for the folders that are selected in the Case Folders area.
Note: The date that is used is the modified date of the file in the case of loose files (including loose file email messages), or the sent date of the email if it is in an email container (PST or NSF file).
• Date—Choose one of the following date options:
– Keep as-is—Use the date specification that is already in effect
for the selected subsources, as opposed to overriding them with values that you enter on this screen.
– All dates—Use all dates in the data set.
– Dates On or Before—Include all dates on or before a specified
date. To select a date, use mm/dd/yyyy format or click the calendar icon.
– Dates On or After—Include all dates on or after a specified
date. To select a date, use mm/dd/yyyy format or click the calendar icon.
– Dates Between—Include all dates between specified dates. To
select a date, use mm/dd/yyyy format or click the calendar icon.
• Size—Choose one of the following options:
– Keep as-is—Do not change the size configuration.
– All Sizes—Use all file sizes in the data set.
– Sizes Smaller Than—Use all file sizes smaller than the selected
size.
– Sizes Larger Than—Use all file sizes larger than the selected
size.
– Sizes Between—Use all file sizes betwe4en the selected sizes.
• Document Type—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. Some check boxes support three states: checked, unchecked, and grayed to indicate that the value is kept as-is. For three-state check boxes, a drop-down menu is shown when you click the check box to allow you to choose among the three states.
Note: The document type applies only to the top-level document type of a loose file or message, and does not apply to attachments. If you choose to process a particular type of email, the email messages and all of their attachments will be processed, regardless of whether the document type of the attachment is excluded here.
Populate Values from Selected Items
Use all the configured settings to determine the data set to be processed.
Set to Most Inclusive Values Apply the most complete configured values across all of the selected folders.
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You can view a summary of the pre-processing results by moving your cursor over an entry in the To Process column on the Manage Sources tab (Processing > Sources & Pre-Processing > Manage Sources).
Preview in Chart Refresh the chart to reflect all of the configured settings. Items shown in gray will not be included in processing. If Set to Most Inclusive Values is clicked, then all relevant settings are included, and none of data is shown in gray.
Apply Save the configured settings to use in processing.
Pre-Processing Options (Continued) Options Description
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Viewing Processing Detail
The bar in the To Process column is also shown in the information bubble that is displayed when you move your cursor over an entry in the column at any level of the case folder hierarchy. The image is divided into the following sections:
• Excluded Known Files (black): Known files excluded from processing as a proportion of the total set of files.
• Total Processed (blue): Files that have already been processed as a proportion of the total set of files.
• Total Unprocessed (gray): Files that have not been processed as a proportion of the total set of files.
• Selected Processed (blue/green): Files that have already been processed as a proportion of the total set of files selected for processing.
• Selected to Process (yellow): Files that have been selected for processing but not yet processed as a proportion of the total set of files selected for processing.
• Preprocessing Errors (red): Files that caused errors due to corruption, password protection, or unrecognized types or formats, for example. If errors occurred during pre- processing, this view provides an opportunity to attempt to correct the errored files before processing.