This feature is currently in walk.
DISCO provides you with the capability to edit documents you have already ingested into a review database, by utilizing overlay files.
An overlay is a CSV or DAT file that, when applied to a review database via the overlay process in DISCO, can change the metadata, image, OCR text, or native file of a document.
In order to overlay data in a review database, you must first ensure that the overlay file meets our minimum requirements:
- Overlay files are encoded in ASCII or UTF-8 formats.
- Overlay files are either a.dat or .csv file.
- Overlay files are formatted properly:
- Overlay files and any files referenced by the overlay files are in the same folder.
- File paths are relative to the overlay file location.
- A delimiter is a character or symbol in an overlay file that separates the overlay file fields. If the overlay file uses special delimiters, they must be valid UTF-8 characters.
- In the DISCO main menu, click Overlay.
- Click New Overlay.
- On the Name and description page, enter a name and an optional description for the overlay, and then click Next. The overlay name will be displayed on the card.
- On the File selection page, navigate to and select the overlay file. If the overlay file references other files, ensure that the referenced files are in the same folder as the overlay file and that the file paths are relative to the overlay file.
- On this page you can also select the delimiters used between fields in your overlay file. The three types of delimiters are:
- Field separator - A character separating the columns.
- Field quote - The character used to “quote” or group multiple items together, like a phrase. The field quote is particularly useful when overlaying a custodian in last name, first name format (e.g., “Jones, George”), where the comma is also used as a field separator.
- Multi-value delimiter - A character used to delimit multiple values within a column. In the following example, commas and semicolons are the delimiters:
,“Kinsley, Dave”;”Slovacek, Jerry”,
- DISCO will pre-populate the delimiters based on the selected overlay file type. These values can be changed by selecting a different value from the delimiter dropdown lists.
- Once you have verified the delimiters contained in the overlay file match the selected delimiters, click Next.
- The Field mapping page is where you can map the fields in your overlay file to the corresponding system fields in DISCO. This is how you tell DISCO what to overlay where.
The first step is to establish a method of identifying the documents in the overlay file. The Overlay File dropdown will display, by default, all of the column names in your overlay file.
- Next, map the fields in your overlay file to corresponding DISCO fields. Not all overlay file fields must be mapped and not all DISCO fields must be used. See Overlayable fields for more information.
- DISCO automatically attempts to match the DISCO field name to the corresponding overlay file field name.
- To map or change the mapping of an overlay file field, click on the corresponding pre-mapped DISCO field or unmapped placeholder. If a matching DISCO field already exists, select it from the dropdown list. If a matching DISCO field does not already exist, you can create a new custom field in the database by typing the name of the new custom field or selecting a custom field name supplied in the overlay file.
By default, DISCO skips blank values in the overlay file and overwrites the database values with the values provided in the overlay file. To override this behavior for an overlay field, select the APPEND or WRITE BLANKS checkboxes.
- APPEND - The default behavior in DISCO is to replace (overwrite) existing information with the information contained in the overlay. Selecting the APPEND checkbox appends the overlay information to the existing field information so that the original information is still accessible.
- WRITE BLANKS - The default behavior in DISCO is to skip blank values in the overlay file. Selecting the WRITE BLANKS checkbox overwrites a blank value over the existing information, deleting it.
- If the field mapping tool does not properly display your data load file fields or displays an error message, then there is something wrong with your load file’s delimiters. Please ensure your overlay file is a valid text delimited UTF-8 or ANSI text file.
Manipulating family relationships
DISCO identifies documents vs. instances in the background, but if a review document has multiple instances, and you want to overlay the custodian in only one of the instances, you will see NO, Fail validation in the validation report. To resolve this error, be more explicit in the overlay file as to which custodian per instance is being overlaid.
If you ingest documents and get an error (for example, three documents were ingested individually without their family relationship), you can overlay the family relationship so that it displays correctly in the RELATED DOCUMENTS section of the DISCO document viewer.
In the Overlay section of DISCO, you can follow the status of the overlay using the appropriate overlay session card.
From the overlay card, you can:
- See the major details of the overlay
- Download and read the validation report, if the file failed validation
- Download and read the overlay exceptions report, if there were any exceptions
Overlay file validation report
DISCO validates overlay files before initiating the overlay process. If the overlay file fails validation, then the overlay card displays a downloadable validation report containing details of the failed validations.
To download an overlay validation report, on the overlay details card, click the more options button and then click Download validation report.
The validation report contains a Summary tab and a Data Load File tab. The Summary tab contains a description and counts for each failed overlay file validation. For each failed validation, the Data Load File tab contains samples of the rows in the overlay file that failed the validation.
Validations help decrease the probability that an overlay will have exceptions, but they do not eliminate the possibility altogether.