PRODUCTION WORKFLOW & RULE SETUP
VERSION 5.8 TO 5.9; 07/25/2016
01.
Production Overview ..................................................................................................................... 2
02.
Production Rule Creation .............................................................................................................. 2
03.
Production Workflow Creation ..................................................................................................... 7
04.
How to Clone a Production Workflow ........................................................................................ 10
05.
How to Modify a Default Production Rule ................................................................................. 11
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PRODUCTION WORKFLOW & RULE SETUP
01. PRODUCTION OVERVIEW
The diagram below provides a high-level overview of what actions take place during each step of the
Axcelerate 5 production process.
Production Rules
Production
Workflows
Export
• Define output for specific document sets, including:
• Images/Slip-sheets
• Native Files
• Text
• Black & White or Color
• Page Count Limit
• Store project production specifications, including:
• Bates Prefix & Padding
• Page or Document Level Numbering
• Sort Order
• Volume Prefix & Padding
• Branding Layout
• Where final output format settings are selected, including:
• Deliverable Fields
• Date/Time Format
• Delimiters
This guide provides instructions for configuring production rules and workflows.
One production workflow is needed for each Bates prefix that will be used in a project. Production rules,
on the other hand, can be created once and used in one or many production workflows.
When necessary, a generic production workflow can be created using a placeholder Bates prefix. This
allows documents to be added to the workflow and the final Bates prefix and production rules can be
added later, once full production specifications are known.
Overall, it makes no difference whether the workflow or the rules are created first, though having rules
ready reduces the workflow creation steps.
02. PRODUCTION RULE CREATION
Production rules define the production output for specific document sets, such as natives for Excel files
and TIFF images for all other document types.
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Two rules are automatically generated by the system each time a production workflow is created:
•
A Redaction rule which specifies redacted documents and their family members be produced
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as black and white TIFF images with OCR text and a 500 page count limit; and
•
A Fallback rule which specifies all documents not handled by another rule be produced as black
and white TIFF images with extracted text and a 500 page count limit.
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(Modifications to the default rules can be made, as needed, after the production workflow is
created.)
Depending on project production specifications, additional rules may be needed. For example:
•
Microsoft Excel, Microsoft Access, Audio or Video Files: Often produced in native format and
sometimes produced with a slip-sheet placeholder.
•
Text Files: Often produced as black and white TIFF images with a restricted page count.
•
Missing Native Files in a Native Production: Often produced with a slip-sheet placeholder.
•
Microsoft PowerPoint or Image Files: Sometimes produced in color.
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To Create Production Rules:
1. Navigate to Mission Control>Production Workflows page.
2. Click the toolbar button in the Production Workflows panel header and select Production Rules.
3. Click the toolbar button in the Production Rules panel header and select New.
4. Navigate through the tabs on the left side of the screen to configure the rule.
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The family member inclusion prevents redacted attachments from being accessible in unredacted format
from within a natively produced parent document.
2
Single-page TIFF ("SPT") is the industry standard for most platforms; default is 300 DPI (black/white).
3
Color default is JPG @ 300 DPI. Color may add time to the production process and increase file size
(thus storage). JPG is the output when color is selected, even for black and white documents.
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Production Rule Creation (Continued)
a. General tab
i.
Input a descriptive name for the rule, one that describes the document scope and output so
the rule can be identified at a glance, e.g., XLS-Native_Slipsheet. If the rule is specific to one
production workflow, consider adding the Bates prefix to the name. (The rule name will also
be seen in production preview mode where it is populated in the Applied Rule Smart Filter for
documents that meet the rule criteria within a queued production.)
ii.
Input an optional description.
iii. Keep the active checkbox selected.
iv. Click Apply.
b. Scope tab
i.
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Use Smart Filters or Search to define the data set that the rule is intended to capture, e.g., if
you are creating a rule to produce Excel files in native format, the Mime Type Smart Filter
(located under Document Properties) can be used to select all Excel mime types. After all
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selections are made, click Apply within the filter. It is also possible to switch to the Saved
Searches panel and apply a saved search at this point.
Note: When creating a rule for documents that require native production, it is
recommended that the scope require the documents have native files, i.e., File Properties
Smart Filter group>Doc Characteristics = With Native. This will allow documents that do
not have native files to be handled by a different production rule.
ii.
Click Apply on the Scope tab to set the defined scope.
a. Format tab
i.
Select the settings that define what will become the production output for the defined scope:
(1) Images/Slip-sheets: Keep this option selected if producing Images or slip-sheets.
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When rules are based on coding tags, such as values in the responsiveness or privilege fields, consider
manually duplicating those tag values to a field the review team cannot access; then use the duplicated
field values to define the production rule scope. This prevents unapproved, last-minute tagging changes
to the original field values from affecting the production.
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If new data is loaded after production rules are created, the scope of each rule should be checked for
accuracy. For example, if you are creating a rule to handle spreadsheets, the original data set may
contain only an XLS Mime Type; however, additional spreadsheet Mime Types may be available for
selection after the new data is loaded, e.g., XLSX, XLT, XLSM, XLSXM, XLTX, etc.
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Production Rule Creation (Continued)
(a) Images: When Images is selected under the Images/Slip-sheets section, an Images
area with additional options appears. Adjust the Images area to match the
production specifications, i.e., select black and white or color and optionally
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designate a page limit. (Default is black and white with a 500 page count limit.)
(b) Slip-sheets: The Image Slip-sheet tab becomes active when this option is selected
– see the Image Slip-sheet tab section of this document for configuration instructions.
(2) Natives: If producing Native files, select this checkbox. (Not selected by default.)
(3) Text: If producing Text, keep this option selected. (Selected by default.)
When both Text and Slip-sheets are selected, you have two text options:
(a) Production text matches slip-sheet – select this option and the slip-sheet is submitted
for OCR and the slip-sheet text is provided instead of extracted text. (Selected by
default.
(b) Production text matches native file – select this option to produce extracted text.
Note: The default Redaction Rule ensures redacted documents and their family members
are OCR’d to prevent redacted content from being produced in the text.
b. Image Slip-sheet tab
The Image Slip-sheet tab becomes active only when Slip-sheets is selected on the Format tab.
Use this tab to define the content and verbiage the slip-sheet will display.
i.
Click the Add Item button.
ii.
Select Field or Text and adjust the font size/type and text alignment to match the production
specifications.
(1) Field: Use the Field box to select the field containing the values that will be added to the
slip-sheet. Optionally select the Prepend Field checkbox to prefix the field values with
the field name or select Prepend with free text and input the verbiage in the text box.
(2) Text: Use the text box to input verbiage that will appear on the slip-sheet, such as
“Document Produced in Native Format” (text is truncated after two lines).
Best Practice: Do not select the Bates number option on the Image Slip-sheet tab; the
Bates number is added by the Production Workflow (Layout tab) and if selected here it
will appear twice on the slip-sheet.
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There will be no indication in the production set export deliverable that images were truncated as a
result of this rule. This option does not also truncate text.
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Production Rule Creation (Continued)
iii. If multiple items will be added to the slip-sheet, check the Add Another box and click the
Apply button. The current item will be added and the Add Item window remains open. When
all items are added, uncheck the Add Another box and click Apply.
iv. On the main Image Slip-sheet page, the added items display in a list. Hover your mouse on
the left-hand side of an item, then left-click and drag the item to the appropriate location on
the image.
Note: To view the slip-sheet as a full page, click the Slip-sheet
Details link located in the Preview panel.
v.
Optional: To save the slip-sheet as a template, click the Save as New
Template button, give the template a name, optional description, and
click the Apply button.
vi. Once the slip-sheet is customized, click the Apply button.
vii. Click the Close button once customization of the Production Rule is complete.
5. Repeat steps 1-4 to create additional production rules.
6. A production rule has no effect until it is added to a production workflow; this step is covered in the
Production Workflow Creation section.
Best Practice: Double-check all production
rules after creation. From the main Production
Rules page, click to the right of the rule name
and verify the rule criteria using the Preview
panel located on the right-side of the page.
To modify a rule, click on the rule name to
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enter edit mode.
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Production rules cannot be modified after they have been used to create a production set. If a
subsequent production requires rule modification, you must create a new rule, delete the original rule
from the production workflow, and then add the new rule to the workflow as a replacement.
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03. PRODUCTION WORKFLOW CREATION
Create one production workflow for each Bates prefix that will be used in the project.
To create a production workflow:
1. Navigate to Mission Control>Production Workflows page.
2. Click the toolbar button in the panel header and select Add Production Workflow.
3. Navigate through the tabs on the left side of the screen to configure the workflow.
a. General tab
i.
Bates Prefix: Input the Bates prefix that will be branded on the documents before the
production number (spaces, dashes and underscores are supported).
ii.
Name: The production workflow inherits the Bates prefix as the name. Naming the
Production Workflow by the Bates prefix or for the party who will be receiving the production
is recommended, e.g., DOJ. (The inputted name displays on the Analysis>Production
Workflows panel, the Mission Control>Production Workflows page, and is also populated in
the Production Workflows Smart Filter for any documents produced using the workflow.)
iii. Description: Input an optional description.
Note: If production specifications have not been finalized, you can return to configure the Settings, Rules
and Layout at a later time; a Bates Prefix and a Name are the only requirements for the workflow to be
created.
b. Settings tab
i.
Bates
(1) Select page or document level numbering.
•
Page Level Numbering (selected by default) – each page of a document is assigned
a unique Bates number; select when producing single-page TIFF/JPG (this is the
standard format for most U.S. productions).
•
Document Level Numbering – all pages of a document are assigned the same Bates
number, but the page number is also branded on each page, suffixed to the end of
the Bates number (this is a common format for U.K. productions).
(2) Bates Padding: Input the amount of numbers to be added after the Bates Prefix (padded
8 by default) - err on the side of caution and use a number higher than the highest
number expected for the final ending Bates number.
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Production Workflow Creation (Continued)
ii.
Sort Order
(1) Group by Family (checked by default and recommended): When checked, keeps family
members together in the final production volume regardless of the selected sort order;
when unchecked family members individually follow the applied sort order.
(2) Sort Order (Custodian in ascending order is the first level sort by default): Optionally set
a custom sort order of up to three levels using the Sort 1, 2 and 3 boxes to select the sort
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criteria in the drop-down list.
iii. Markups: Include Redactions is checked by default resulting in redactions being burned into
the production image when the production is run. (If unchecked documents containing
redactions will be produced without redactions even if the default Redaction rule remains
applied.)
Best Practice: Ensure proper production of redacted documents by leaving the Include
Redactions box checked and redacting only documents that require redaction.
iv. Production Sets
(1) Production Set Prefix: Input the prefix to be used for the production volume name
(spaces, dashes and underscores are supported).
(2) Production Set Padding: Input the amount of numbers that will be added after the
Production Set Prefix (padded three by default).
Production volume numbers are automatically incremented by one for each subsequent
production; the volume name and number are also populated into the Sub-Production Smart Filter
(located under the Production/Conversion Smart Filter group) for produced documents.
c.
Rules tab
Placeholders for the default Redactions and Fallback rules are displayed; these rules will be fully
generated by the system when the production workflow is created.
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For highly customized sort orders, the Production Sort field can be populated or overlaid and used as
the sorting field. To make the Production Sort field available as a sorting field, it must be added to the
Results list view as a sortable field.
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Production Workflow Creation (Continued)
To add additional production rules to the production workflow:
i.
Click in the Search Formats box to see the previously created production rules.
ii.
Select a rule.
iii. Optionally click the Preview button to view the scope and format criteria for the rule.
iv. Click the Add button to add the rule to the production workflow.
v.
Repeat these steps until all appropriate production rules have been added.
vi. Adjust the rule order, as needed, by clicking the four-sided arrow and moving the rules up or
down based on their priority. The order of the Redactions and Fallback rules cannot be
modified; the Redactions rule is always applied first and the Fallback rule is always applied
last.
Note: Carefully consider rule order as each document is handled by only one rule, i.e.,
the first rule which captures the document based on the rule’s scope. Example: A rule
that specifies slip-sheets as the output for privileged documents should be placed before
any rule that specifies native file output.
d. Layout tab
The Layout tab is used to specify the branding that will appear on the production images, such as
the location of the Bates number and confidentiality header/footer. By default the Bates number
displays in the lower right-hand corner of the image.
To add an item to the layout:
i.
Click the Add Item button.
ii.
Select Field or Text and adjust the font size/type and text alignment to match the production
specifications.
(1) Field: Use the Field box to select the field containing the values that will be added to the
image. Optionally select the Prepend Field checkbox to prefix the values with the field
name or select Prepend with free text and input the verbiage in the text box.
Best Practice: When a field contains values that should not be branded, e.g., a
Confidentiality field contains a Not Confidential value; or when documents in the same
production set require different confidentiality verbiage, create a “Branding” field with the
correct verbiage as values (including capitalization), add the Branding field to an
administrative tagging panel (one that is not enabled for review), and tag the new field
accordingly using the administrative tagging panel. Lastly, add the Branding field to the
layout of the Production Workflow in place of the original field.
(2) Text: Use the text box to input verbiage that will appear on the image, such as “Highly
Confidential; Attorney’s Eyes Only.” If the text is long, check the Wrap Text checkbox.
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Production Workflow Creation (Continued)
iii. If multiple items will be added to the image, check the Add Another box and click the Apply
button. The current item will be added and the Add Item window remains open. When all
items are added, uncheck the Add Another box and click Apply.
iv. On the main Layout page, the added items display in a list. Use your mouse to click and drag
each item to the appropriate location at the top or bottom of the image.
Note: Fields added to the left or center columns can be allowed to span across the row.
Open the field actions menu and change the field width; the rectangles below the Width
label display the width options. For longer confidentiality brands, increase the width to
two columns to avoid cutting off the verbiage.
v.
Optional: To save the layout as a template, click the Save as New Template button, give the
template a name, optional description, and click the Apply button.
vi. Once the layout is customized, click the Apply button.
4. Click the Close button once customization of the production workflow is complete. The production
workflow is now visible on the Mission Control page and also on the Analysis page when the Tagging
panel is switched to Production Workflow.
5. Repeat these steps to add additional production workflows, if appropriate.
04. HOW TO CLONE A PRODUCTION WORKFLOW
Once created, production workflows can be cloned to reuse settings with little manual work. To clone an
existing production workflow:
1. Navigate to Mission Control>Production Workflows page.
2. Expand the Actions menu for the workflow to be cloned and then click Clone.
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3. On the General tab, input the Bates prefix and name for the cloned workflow.
4. The Settings, Rules and Layout tabs are pre-populated to match the original production workflow
specifications. Change any settings on those tabs, if necessary.
5. Click Apply to save the new workflow.
6. Click Close to return to the main Production Workflow page.
The new production workflow is now visible on the Mission Control page and is also available for use on
the Analysis page when the Tagging panel is switched to Production Workflow.
05. HOW TO MODIFY A DEFAULT PRODUCTION RULE
Depending on project production specifications, the default Redactions or Fallback rules may need to be
modified. To modify a default rule:
a. From the main Production Workflows page, click the toolbar button and select Production Rules.
b. The default rules are prefixed with the production workflow name. To modify a rule, click on the
rule name.
c.
A “Default Rule Cannot be Modified” message displays as a built-in safety mechanism to prevent
some changes, such as allowing redacted documents to be produced as native files. Other
changes; however, are allowed, such as the removal of the family inclusion from the Redactions
rule scope or modification or removal of the page count limit. Adjust the settings as needed to
match the project specifications.
d. Click Apply to save the changes.
e. Click the Close button when all changes are complete.
NOTE: If for any reason the default Redaction rule is deleted and a custom redaction rule is created to
take its place, make sure the custom redaction rule is prioritized at the top of the rules list for the
appropriate production workflow.
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