Adding items with the Windows Explorer (drag and drop)

To Add Items by drag and drop:

1. Launch the Windows Explorer (you may launch the Explorer either directly from the program from the $image\ebx_-862947220.gif$ toolbar icon, or by any Windows Shortcut)

2. Select a range of items (note, you must select items of the same file extension type - .tif, .mpg, etc.)

3. While holding the Left Mouse button down, drag the items over a case Category or Group and release the mouse button.

Be sure you select the "top most" item when you drag, as the starting order of the files is based on the selected drag item! Otherwise you must re-order the items in the drag and drop window before continuing!

4. Fill in the Drag and Drop dialog and Sanction II will do the rest. Note, if you drop files on a Category, you must select a Group name. If you drop files on an existing Group, the Drag and Drop dialog information will be filled in automatically.

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Sanction II provides two options for adding files by drag and drop, adding as individual items (each item is its own group) and adding as a Group of items.

Adding as Individual Items/Multi-page Tif

When adding as individual items, Sanction II will use the filename of the dragged item(s) as both the item ID and Group name. Each file will become it's own Group having a single page.

If your source files are multi-page tifs, a new record is added to the database for each page.

Note the following selection:

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adds 10 new Groups to the Tree View, pg001-pg010.

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Note - You may rename items added individually by right clicking and selecting Edit. For multi-page tif entries you may also use the Renumber feature.

Important - If you are adding multi-page tifs, be sure that you select the Individual/multi-page option. By default, Sanction II disables the other options automatically by checking for the first item for multiple pages. If the first file is a single page the other options will still be enabled.

Choosing any other option will not tag multi-page tifs correctly and may cause unusual behavior in Presentation Mode.

When adding items to a Group, Sanction II requires that you select a naming convention for the group of files. The naming convention is based on four elements:

1. The Group Name - Create a new group or add to an existing one by clicking on the Add Items to Group combo box

2. The Naming Prefix - the non-unique portion of the ID

3. The Page # format (0�s "padded") to be displayed for each - the unique portion of the ID name.

4. The ID Start # to begin naming with.

For example, to add 10 ".tif" files as a Group called "Police Report" you might choose the following

Group = "Police Report"

Prefix ="POLREP"

Page # Format=00

ID Start #=1

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This will create a Documents Group in the Tree View called Police Report with 10 pages. The pages will be named:

ID Page #

POLREP01 1

�

POLREP10 10

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Note - the number format allows you to pad "0's" in your item's name. By selecting "00" as the format, items 1-9 have a preceding "0". If you choose a single "0" as your number format, all item IDs will append the incremented number only to the Prefix. Note the following samples:

Page Number Format "0" - POLREP1-POLREP10

Page Number Format "00" - POLREP01-POLREP10

Page Number Format "000" - POLREP001-POLREP010

In the previous example, for the ID start # we used "1" which coincidentally corresponds to the page number of the Item. In most cases, especially in documents maintaining a Bates numbering configuration, the ID start number will almost always be DIFFERENT from the actual page number of the document.

In the previous example, if we had selected "36" as the ID Start # instead of "1", then the end result would be:

ID Page #

POLREP36 1

�

POLREP45 10

Notice the how actual page number has no correlation to the ID created using the Prefix and ID Start #.

Number ID formats can be very import when trying to maintain Bates Number compatibility. Be sure you understand naming conventions fully when adding items through drag and drop.

Bates Numbering

Most legal based information packages are based on Bates Numbering, and Sanction II defaults to Bates naming conventions when adding items as a group.

In a typical Bates environment, the document name is the same as the first page of the document. When adding items to a Sanction II case, if the numbering scheme you have chosen does not match standard Bates criteria, you will receive a warning message. This message is harmless, and merely indicates that the "Document Name" does not match the first page of the document. You may chose to override the message by simply choosing OK to continue.

In the above example, if you wish to maintain a Bates numbering scheme, click on the Make Group Using Bates Number check box. The Group name in the example will then become "POLREP01" (Prefix - POLREP + page #1 formatted to two digits "01")

IMPORTANT

If you are adding files that require a specific numeric order, the files must have an identical numbering format or they will not be added in the correct order!

To verify the order, sort the files by name (click on the Name column header) from Windows Explorer. If the files appear in the correct order than you should not have any problems. If the files are not in the correct order you will need to rename them.

Example:

If your filenames are TIF001.TIF-TIF100.TIF then the files will be added in numeric order correctly.

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If your filenames are TIF1.TIF-TIF100.TIF then the files will NOT be added in numeric order since the files are sorted alphabetically - TIF10 and TIF100 will follow TIF1 (since the first four characters are identical).

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In the first example, since the number format is padded with 0s, the files sort numerically (even though it's actually alphabetical).

If you must use filenames which do not sort numerically, use an ASCII load file to add the items into the case.