Importing a Reorganization File (Reorg List)

In some cases you may find that you have added pages to documents incorrectly, or you have added pages individually when they are actually part of a document. Importing a reorganization file can quickly update page and group information based on the following format:

Group Name, PageIDStart, PageIDEnd, Prefix to use (optional)

The reorg file is a comma delimited file (.csv) consisting of the Group (or Document Name) and the range of existing IDs to reorganize under the Group name entry. (If the optional ID prefix is not included, Sanction II will attempt to determine the prefix used for each ID.)

When a reorg file is imported, Sanction II uses the PageIDStart and End values to create a searchable range of existing Ids. As each ID is located, the group name is updated to reflect the Group entry, and the page number is consecutively incremented.

Look at the following example:

Suppose you have scanned 30 pages into Sanction II as individual documents. You have used a naming convention of "DOC" + "0000" for each page. The following IDs would appear under the Documents tree branch:

DOC0001

DOC0002

DOC0003

…

DOC0030

With each document having only one page.

Now suppose that you these 30 scanned images are actually 5 documents consisting of 6 pages each.

To create a reorg file, you would make the following entries and save the file with a .csv extension:

DOC0001, DOC0001,DOC0006

DOC0007, DOC0007,DOC0012

DOC0013, DOC0013,DOC0018

DOC0019, DOC0018,DOC0024

DOC0025, DOC0018,DOC0030

When you import this file, each line of the text file is read in consecutively and Sanction II does the following:

The Start and End IDs are evaluated to determine the Prefix and number formatting. These values are then used to search the case database from the selected range. In the above example, Sanction II would determine "DOC" as the prefix and format the individual pages using four 0s ("0000"). As each ID is located, the Group name will be changed to the Current Group entry, and beginning at page 1, each ID will be numbered sequentially.

Important – the reorg file will fail if the Page IDs contain a mix of alpha numeric characters in the prefix. For example it the existing IDs are in the format "AB01XY0010" the reorg will not be able to properly create the prefix, and the reorganization will fail.

Tip – creating a valid reorg file can take a significant amount of time. Spreadsheet programs such as Microsoft Excel can be used to speed up the process, as there are several formatting and auto incrementing features available to help you quickly create ranges of documents.