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LexisNexis® Concordance® 2007
Creating Databases – Creating an Electronic Documents (E-Docs) Database
Document Overview
• Before You Begin
• Creating a New Database File
• Importing E-Documents
• Additional Resources
Creating Databases – Creating an Electronic Documents (E-Docs) Database 2
Concordance® 2007 Quick Help
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LexisNexis and the Knowledge Burst logo are registered trademarks of Reed Elsevier Properties Inc., used under license. Concordance is a registered trademark and FYI is a trademark of Applied Discovery, Inc. Other products or services may be trademarks or registered trademarks of their respective companies. © 2007 Concordance. All rights reserved.
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Creating Databases – Creating an Electronic Documents (E-Docs) Database 3
Before You Begin E-Documents refer to the native format of the data being imported. Common e-documents include word processing documents, spreadsheets, portable document formatted (PDF) files, and presentations. The e-documents template works well with Microsoft Office file formats and can extract embedded text within a PDF. Concordance will also automatically create a hyperlink to the native file for each record.
NOTE – Import email documents separately from your e-document collections using Concordance’s email database template. The template has built in capabilities to handle attachments.
You will need
• Concordance • E-Doc files • Native applications of the e-documents
Creating a new database file 1 In Concordance, in the File menu, select New. 2 In the Create database from template dialog, click on the E-Docs tab, and then select E-
Documents. 3 Click OK.
Figure 1: Create database from template
4 When prompted by the Save As dialog, select the directory and name the new database. 5 Click Save.
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Creating Databases – Creating an Electronic Documents (E-Docs) Database 4
Importing E-Documents 1 In the Concordance Documents menu, select Import, and then select E-Document. 2 In the Select dialog (see figure 2), select an import option.
• Import by file type – (default) appropriate choice to bulk import files. • Import by specific files – choose files to import by name.
NOTE – For an initial document import, accept the default option.
3 Click Next.
Figure 2: Select file import method
4 You can select specific file types or all file extensions. To ensure all of your documents are imported, select Import all extensions.
5 Click Next.
Figure 3: Create database from template
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Creating Databases – Creating an Electronic Documents (E-Docs) Database 5
6 In the Folders dialog (see figure 4), browse to the top-level directory (folder) containing the e-docs. To import the folder, highlight it and then click Add.
NOTE – Check the Import files from subdirectories option. This option is not checked by default.
7 Click Next.
Figure 4: Select file import method
8 Map the native document metadata to the standard E-Doc database fields.
Metadata is data about data; describing how, when, and by whom an electronic document was created, modified, and transmitted. Software programs embed various categories of metadata in documents. When e-documents are imported into Concordance, Concordance will read and capture the metadata contained within the files, in addition to the text contained in the documents.
9 Make adjustments to the field mapping as necessary using the drop-down menus. 10 Click Next.
Figure 5: Fields mapping
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Creating Databases – Creating an Electronic Documents (E-Docs) Database 6
11 In the Options wizard dialog (see figure 6), specify how Concordance will proceed through the file import; select your desired options, and then click Next.
Options
• Match metadata field names – If there is no field mapping present for the metadata field, Concordance will attempt to match the field name to an existing field in the database.
• Create hyperlinks to the original document – If this option is selected, the FILEPATH field containing the file path to the native document will open the native document when clicked in Concordance’s Browse view.
• Store file name without full path – This will only store the file name.
NOTE – This will not override the Create hyperlinks to the original document option.
• Log file – Enter a file name in this field to instruct Concordance to create a plain text log file of error messages incurred while loading the files in your specified directory.
• Plain text files only – (works on plain text files only) Specify a string of characters that denote a record break. Concordance will create a new database record every time it encounters the string of characters.
NOTE – Only select the Divider is anchored option if your record break string always appears left-aligned in your text documents.
Figure 6: Options dialog
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Creating Databases – Creating an Electronic Documents (E-Docs) Database 7
12 Click Import to start importing the native documents into Concordance.
Figure 7: Import dialog
13 When the process is complete, click Done.
Additional Resources General Product Information http://law.lexisnexis.com/concordance
Concordance Technical Support Phone: 866-495-2397 Email: [email protected]
Concordance Training Phone: 425-463-3503 Email: [email protected]
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