Create an Imaging Job

This article provides guidance on creating a new Imaging job, including configuring default settings to streamline the imaging process.

Creating an Imaging Job

1. New Imaging Job – Click the New Imaging Job button in the Imaging Ribbon to launch the Imaging Data form.

2. Imaging Default Settings – When imaging a set of data several settings can be applied depending on the file type. The settings chosen within the Project Creation Wizard will automatically be applied to the settings within the Imaging Module, so they do not have to be reapplied when imaging a set of data. If needed, these settings can be changed after creating the project in both the Project Settings or within the Imaging Module itself. If these settings do change, the files that were imaged prior to the change will need to be reimaged for these settings to take effect for the poject as a whole.

   • General Options – The following are the general settings for imaging that can be manipulated:

     • Image Type -- choose between TIFF (the default) and Pre-Render for Redactions.

     • Color Mode: Black And White – The default setting is Black And White for imaging. This means that all images that are created will not have color. All black and white images are formatted in Group IV TIFF Format.

     • Color Mode: Color For Color – If any or all pages within a file have color, these pages will be imaged in color and formatted in JPEG Format. All other non-color pages will be imaged as black and white and formatted in Group IV TIFF Format.

     • Document Level – By default, all imaging jobs will include all family members. If it is desired to only image on the document level, click the checkbox Document Level and family members will not be pulled in when imaging the set of files.

     • Delete Associated Images – To delete images for files that are associated with other imaging jobs, click the checkbox Delete Associated Images and any project images associated with files contained within the scope of the imaging job will be deleted. For example, if all files within the project were imaged, but the Excel files were imaged with the incorrect settings, a user can create a Selective Set of these Excel files and image them with this setting.

     • Imaging Exclusions – Depending on the production requirements, receiving Excel and PowerPoint files in native format may be preferred, thus making imaging of these files unnecessary. To exclude these file types from imaging, click the checkbox   next to one or both of these formats.

   • Word Options – The following explains the options that can be manipulated when imaging Word files:

     • Do Not Print Headers – Headers within Word files are imaged by default. To exclude headers from being imaged within Word files, click the Do Not Print Headers setting.

     • Do Not Print Footers – Footers within Word files are imaged by default. To exclude footers from being imaged within Word files, click the Do Not Print Footers setting.

     • Show Comments – Comments within Word files are imaged by default. To exclude comments from being imaged within Word files, deselect the Show Comments setting.

     • Show Revisions – Revisions within Word files are imaged by default. To exclude revisions from being imaged within Word files, deselect the Show Revisions setting.

     • Show Hidden Text – When creating Word files, users can actually choose to hide text within Word files. By default, hidden text within Word files is imaged. To exclude hidden text from being imaged within Word files, deselect the Show Hidden Text setting.

     • Date/Time Fields – Date/Time Fields are dynamic objects within Word that will update to the current date and time when accessed. Typically this is not desirable when imaging files for eDiscovery. The default behavior for these fields is to not print them, thus they will not be included in the image. To change this setting click the Do Not Print drop-down menu and choose one of the following settings:

       • Do Not Modify (print as is) – This setting will do nothing to these fields allowing the date/time fields to update to the current date and time when imaged.

       • Do Not Print – This is the default setting for Date/TIme fields. This setting will exclude these fields from the image.

       • Replace With Date Created – This setting will replace the date/time values within these fields with the system created date/time of the file.

       • Replace With Date Modified – This setting will replace the date/time values within these fields with the system modified date/time of the file.

       • Replace With Field Codes – This setting will replace these fields with a standard code instead of displaying a date/time value.

     • Filename Fields – Filename Fields are dynamic objects within Word that will update to the current filename when accessed. The filename field can also be accompanied by the full file path of the file depending on the settings chosen by the user when inserting this field into the file. Typically this is not desirable when imaging files for eDiscovery. The default behavior for these fields is to not print them, thus they will not be included in the image. To change this setting click the Do Not Print drop-down menu and choose one of the following settings:

       • Do Not Modify (print as is) – This setting will do nothing to these fields allowing the filename fields to update to the current filename when imaged.

       • Do Not Print – This is the default setting for Filename fields. This setting will exclude these fields from the image.

       • Remove Path From Filename – When adding these fields to a Word file, users have the option to include the full file path to these files. It is a foregone conclusion that these files are now not at the same place they were originally, thus the file path will be incorrect. This setting will remove the file path from the filename.

       • Replace With Field Codes – This setting will replace these fields with a standard code instead of displaying a filename value.

   • Excel Options – The following explains the options that can be manipulated when imaging Excel files:

     • Orientation – To change the orientation of an Excel file when imaging it, click the Landscape drop-down menu and choose one of the following values:

       • As Is – No orientation formatting will be applied to the Excel file and it will print with the original setting formatted by the file's creator or modifier.

       • Landscape – Excel files will be auto formatted to image in the Landscape orientation by default. If the Excel files are believed to be wider, this formatting setting should be used.

       • Portrait – This will image the Excel file in Portrait. If the Excel files are believed to be longer instead of wider, this formatting setting should be used.

     • Print Direction – This is the order in which the pages of the Excel file will be imaged. This Typically, will correspond with the Orientation setting. For example, if Portrait is chosen as the Orientation it makes more sense to print the Excel file using DOWN AND ACROSS or ‘N Print’. To change this, click the ACROSS AND DOWN drop-down menu and choose one of the following values:

       • As Is – No orientation formatting will be applied to the Excel file and it will print with the original setting formatted by the file's creator or modifier.

       • ACROSS AND DOWN – This is the default setting. This will print the Excel file going first across the sheet and then down. This is commonly referred to as ‘Z Print’.

       • DOWN AND ACROSS – This will print the Excel file going first down the sheet and then across. This is commonly referred to as ‘N Print’.

     • Print Gridlines – By default, Excel files are not imaged showing gridlines. To include gridlines in the Excel images select the Print Gridlines setting.

     • Print Hidden Worksheets – When creating Excel files users can actually choose to hide worksheets within the files. By default, hidden worksheets within Excel files are imaged. To choose to keep these worksheets hidden and thus not image them, deselect the Print Hidden Worksheets setting.

     • Auto Size Rows/Columns – By default all rows and columns in the Excel worksheet are auto expanded so that all information is displayed when imaging. If there are any hidden columns or rows, this setting will expose these as well so they can be imaged. To turn this setting off, deselect the Auto Size Rows/Columns setting.

     • Print Row/Column Headings – By default, row and column headings are not imaged within Excel files. To turn this setting on, select the Print Row/Column Headings setting.

     • Remove Fill/Force Text to Black and White – By default, all color is removed from the Excel spreadsheet and all text is forced to black and white. If it is decided to image with the Color For Color setting and having color Excel images is desired, then deselect the Remove Fill / Force Text to Black and White setting.

     • Do Not Print Headers – By default, headers within Excel files are not imaged. To image the Excel file with headers, deselect the Do Not PrintHeaders setting.

     • Do Not Print Footers – By default, footers within Excel files are not imaged. To image the Excel file with footers, deselect the Do Not Print Footers setting.

     • Word Wrap – By default, this setting is not enabled when Excel files are imaged. To turn this setting on, select the Word Wrap setting.

       Note

       It is highly recommended to enable this setting as a default setting. When this setting is not enabled, Excel has a limitation of 255 characters within a cell and will not go over this character count, which can lead to cutoff text within the cell. This would be avoided by enabling this setting, as the cell will wrap the text to the next line in this scenario.

     • Remove Repeating Columns – By default, this setting is not enabled when Excel files are imaged. To turn this setting on, select the Remove Repeating Columns setting.

       Note

       Enabling this setting as a default setting is recommended. When this setting is not enabled, and the Excel file has a repeating column, the column will be repeated on every image.

     • Remove Repeating Rows – By default, this setting is not enabled when Excel files are imaged. To turn this setting on, select the Remove Repeating Rows setting.

       Note

       Enabling this setting as a default setting is recommended. When this setting is not enabled, and the Excel file has a repeating row, the row will be repeated on every image.

     • Date/Time Fields – Date/Time Fields are dynamic objects within Excel that will update to the current date and time when accessed. Typically this is not desirable when imaging files for eDiscovery. The default behavior for these fields is to not print them, thus they will not be included in the image. To change this setting click the Do Not Print drop-down menu and choose one of the following settings:

       • Do Not Modify (print as is) – This setting will do nothing to these fields allowing the date/time fields to update to the current date and time when imaged.

       • Do Not Print – This is the default setting for Date/TIme fields. This setting will exclude these fields from the image.

       • Replace With Date Created – This setting will replace the date/time values within these fields with the system created date/time of the file.

       • Replace With Date Modified – This setting will replace the date/time values within these fields with the system modified date/time of the file.

       • Replace With Field Codes – This setting will replace these fields with a standard code instead of displaying a date/time value.

     • Filename Fields – Filename Fields are dynamic objects within Excel that will update to the current filename when accessed. The filename field can also be accompanied by the full file path of the file depending on the settings chosen by the user when inserting this field into the file. Typically this is not desirable when imaging files for eDiscovery. The default behavior for these fields is to not print them, thus they will not be included in the image. To change this setting click the Do Not Print drop-down menu and choose one of the following settings:

       • Do Not Modify (print as is) – This setting will do nothing to these fields allowing the filename fields to update to the current filename when imaged.

       • Do Not Print – This is the default setting for Filename fields. This setting will exclude these fields from the image.

       • Remove Path From Filename – When adding these fields to an Excel file users have the option to include the full file path to these files. It is a foregone conclusion that these files are now not at the same place they were originally, thus the file path will be incorrect. This setting will remove the file path from the filename.

       • Replace With Field Codes – This setting will replace these fields with a standard code instead of displaying a filename value.

     • Comments – A comment is a custom note that can be placed on one or multiple cells by a user to inform, remind, or explain the content of a cell or range of cells. The default setting for these fields is to not print them, thus they will not be included in the image. To change this selection click the Do Not Print drop-down menu and choose one of the following settings:

       • At The End Of The Sheet – This will add the note at the end of the worksheet where the comment was found. This is good in that it will not cover up any cells when displayed, but the comment may lose some value as its placement is not where the user intended and so may not make immediate sense.

       • As Displayed On The Sheet – This will add the note exactly where it is placed within the Excel worksheet. This is good in that it will have immediate meaning when read. The drawback to this approach is that the comment could be large enough to cover other content within the image.

       • Do Not Print – This is the default setting for comments, which will exclude these comments from being imaged.

     • Adjust To – This setting will adjust the view of the worksheet when being imaged. The default setting is 75% of normal size. To change this setting, click within the box and type the new percentage that should be used when imaging Excel files.

       • Print First n Pages – This setting allows the user to specify the printing of the first n amount of pages of the Excel file instead of the whole Excel file. The exported page count for an Excel file can be less than this amount if the page count specified is greater than the page count produced from the Excel file. To choose this setting, click the Print First n Pages | # checkbox and specify a page count.

     • Fit To – This setting will force the Excel file to print all file content to a specified number of pages of length and width. If the setting 1 by 1 is chosen (one page wide by one page tall), it is still possible to get more than one image for the file.

     • Margins – By default, the margin setting for Excel files is set to .5 for top, bottom, left and right. To change any of these settings click within the margin boxes and adjust to the desired value.

   • PowerPoint Options – The following explains the options that can be manipulated when imaging Word files:

     • Print Hidden Slides -- Select whether to print slides set as hidden from presentation.

     • Do Not Print Headers – Headers within PowerPoint files are imaged by default. To exclude headers from being imaged within PowerPoint files, click the Do Not Print Headers setting.

     • Do Not Print Footers – Footers within PowerPoint files are imaged by default. To exclude footers from being imaged within PowerPoint files, click the Do Not Print Footers setting.

     • Frame Slides – Select whether to output a frame for each slide (the default) or not.

     • Date/Time Fields – Date/Time Fields are dynamic objects within PowerPoint that will update to the current date and time when accessed. Typically this is not desirable when imaging files for eDiscovery. The default behavior for these fields is to not print them, thus they will not be included in the image. To change this setting click the Do Not Print drop-down menu and choose one of the following settings:

       • Do Not Modify (print as is) – This setting will do nothing to these fields allowing the date/time fields to update to the current date and time when imaged.

       • Do Not Print – This is the default setting for Date/TIme fields. This setting will exclude these fields from the image.

       • Replace With Date Created – This setting will replace the date/time values within these fields with the system created date/time of the file.

       • Replace With Date Modified – This setting will replace the date/time values within these fields with the system modified date/time of the file.

     • Output Type – Three formats are available for PowerPoint output imaging: Full Page Slides, Notes Slides (the default) or DOJ/SEC Format.

   • PDF Options - Print with Comments is the only option, and it is selected by default.

3. Job Scope – The tabs within the Job Scope contain the work product created in the various modules within the project. Select one or more items within any tab by clicking the item’s checkbox   to set the Imaging Job Scope. Multiple items selected within one tab will be automatically combined with the OR operator when chosen to be imaged.

4. Image Selection – After setting all of the Imaging settings and choosing the scope to image, click the Image Selection button to create an Imaging Job which will be sent to the Environment Module.

   Note

   If the same scope is used after more data has been added to that scope, Discovery Manager will automatically find only the files that need to be imaged within that scope and create a second Imaging Job under that scope.