The Production folder is a system-generated, top-level folder, under which you will create subfolders for your individual production. You can specify production settings in the tabbed area in the folder dialog box at any time prior to running the production.
After the production folders are set up, users can use the add, move, and copy-to-folder options in Review mode or the tagging window to place documents in the production folder.
As an administrator, you can search within the folder and quickly see all the documents in the folder to verify that the correct ones are in the production.
You can add documents to a production any time until the production is locked and produced. However, after the production is produced, to add documents you must first unlock the production folder, then re-lock it after the new documents are added.
Before you begin: You must have the permission “Allow production folder management” to set production folders.
After setup: Once you have setup your folders and you are ready to run a production, or perform a production export, refer to the Export and Production Guide.
To set up production folders
1. On the top navigation bar, for a selected case, click Case Home, and click Folders.
2. To add a new production folder: A. Select the Productions folder.
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C. Specify the following information:
Production Folder Settings
Field Description
Name Specify a name to identify the production.
Description Specify an optional description.
Date Produced This field is system generated and indicates the date that the production was produced. The field is blank if the production has not been produced. Status This field is system generated and indicates the current status of the
production set.
General Tab
Production Type Specify whether to produce all documents as image files, in their native format, or a combination of images and native files depending on the file type.
Embedded Objects Choose whether to produce embedded objects separately.
Number of Retries Allows you to configure the number of times to retry producing an item that has timed out. The system retries the production the specified number of times before generating a slipsheet.
You can use the default value of 0 if you are running a small production to quickly validate how the production options will appear.
Redactions Tab
Redaction Set Specify the redaction set to use for the production. See “Setting Up Redaction Sets” on page 92.
Print the following text on the slip sheet
Documents with full-page redactions print a slipsheet. The slipsheet contains the text provided in this field.
Sort Options
Sort Production by Choose whether to sort the productions by custodian, sent/modified date, or document ID.
Numbering Tab
Prefix Specify the document numbering for the production. The settings on this tab associate a production number with a
corresponding document (if native) or page (if image) when the production is run.
Minimum number of digits
Specify the minimum number of digits for numbering the documents. The number is padded with zeros, if needed to match the minimum.
Starting number Specify the starting number for the numbered list of documents.
Note: Clearwell will ensure that the same production number (combination of prefix and number) is not used multiple times on the same case. If the number you specify is below the minimum allowed number for that prefix, Clearwell will display the next valid number.
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Sample Shows the specified format. The sample is updated as you add numbering criteria. For example, the sample
ITEM-0000012-001
shows the prefix ITEM-, numbering that includes 7 digits starting with the number 12, and a suffix of -001.
Header/Footer Tab
Header Choose the information to present for the left, center, and right headers (the same options are available for the footer). You can select from the following items:
• None (no entry) • Custodian • Production number • Date produced • Document ID • Free text • Filename • Page number • Page X of Y • Tag
When you select Tag, a pop-up window opens, allowing you to specify the tag to display in the header or footer and the text that is shown. The text can be the name of the tag or a custom name that you enter.
Watermark Text Type the word or words you want to appear as a watermark on the pages of the production.
Footer Choose the information to present for the left, center, and right footers. Font Size Select the font size for the header and footer text. If you include a
watermark, it will be auto-sized to fit across the page.
Imaging
Maximum Time Per Item
Select imaging options for Native Imaging documents to control and improve production processing. For example, you can tell the system how to handle the imaging of large documents which can speed up production processing time. A calculator function allows you to see how your criteria would affect production processing.
Specify the maximum time you want the system to spend imaging the item. While attempting to image an item, if the system exceeds this amount of time the system will stop imaging the item and move on to the next one. The default is set to 3 minutes.
Production Folder Settings (Continued) Field Description
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D. Click OK to add the new folder.
Skip items that exceed criteria: (Only loose files/attachments)
Items that exceed these maximum limits produce a slipsheet and are not imaged. Email messages that exceed the maximum limits will be imaged normally.
Specify values for any of the following items: • Page Count— By default, page count is disabled.
• File Size—Items that exceed the estimated file size are skipped. • Estimated Time— Items that exceed the estimated time are skipped.
Calculate Imaging
Click calculator to see what is going to be imaged based on your entries for the settings and criteria. The totals are displayed in the Results section. Note: The calculator does not take into account mixed mode settings. For example, if you chose not to image Excel files, they are still counted in the analysis.
Production Tab When production is complete, information about the production is
displayed in this tab.
Production Folder Settings (Continued) Field Description
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Run a Search on One or More Productions Folders
You can search for documents in all production folders defined in a case, or select a specific “Productions” folder in which to search.
To search a specific production folder, highlight the folder to select the subfolder, and click
Select Folder. From the main Analysis & Review module screen, click the drop-down menu and select Productions, then click Go.