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Compliance Officers - Export Set

After responsive data has been collected and thoroughly reviewed, it is ready for final production. Export Sets allow Compliance Officers and attorneys the ability to deliver data to the required parties in a variety of convenient and purposeful formats.

Table of Contents

Format Options

The formats available for export are:

  • Cabinet File (.CAB)

  • Portable Storage Table (.PST)

  • Notes Storage Facility (.NSF)

  • HTML

The  Export options vary depending on the type of data (files or emails) and size of the data you want to export.

Data in Export Set CAB PST* NSF HTML
Only Files Yes No No Yes
Only Exchange Emails Yes Yes* No Yes
Only Lotus Notes Yes Yes Yes Yes
Combination of Data Types Yes Yes No Yes

*PST files have an inherent size limit. For Outlook 2007 and earlier, this limit is 2 GB. Either ensure the size of each Export Set is below the PST size limit, or consider selecting the CAB export option.

Add a File or an Email to an Export Set

You can add files/emails in an export set as follows:

  1. From the search result window, select one or more files/emails.
  2. Click the Export To tab.
  3. Select PST, CAB, NSF, or HTML from the list.

    See Format Options for more information.

  4. In the Export To dialog box:
    • Type a name in the Download Name box.
    • Select an Export Set from the Export Set list or create a New Export Set.
    • To create a new export set, see Creating an Export Set.
  5. In the Selection Range, click :
    • Selected - To add the selected files/emails in the current page to the export set.
    • This Page - To add all the files/emails in the current page to the export set.
    • All - To add all the files/emails in the search result to the export set.
  6. Click OK.

The restore job will be kicked off and the files/emails will be zipped and restored in the export set.

Export to PST and Export to NSF option is not available to End User.

Create an Export Set

Use the following steps to create an export set:

  1. In the Export To dialog box, select Create New in the Export Set list.
  2. Type the name of export set in the Export Set Name box.
  3. Type the description in the Description box (optional).
  4. Click OK.

The following characters / \ : * ? " < > | @ ; & ^ () % # + are not allowed in the name of an export set.

View Export Items

You can view the items that are restored and items that failed when they are added in an export set.

Use the following steps to view Restored/Failed items in an export set:

  1. From the Compliance Search, navigate to My Sets | Export Set | <Export Set>.
  2. Select the Download Name.
  3. Click View Restored Items - If you want to view the items that are successfully restored.
  4. Click View Failed Items - If you want to view the items that failed. The failed items can again be submitted for export.
  5. Click View Manifest - If you want to view the details of the documents in a download name of an export set.

The restored/failed documents can again be exported to CAB/PST/NSF/HTML, depending on the type of document, and downloaded to a local disk.

Download

You can view the details of the items in an export set and download those details as follows:

You can view the details of the items in an export set and download those details as follows:

  1. From the Compliance Search, navigate to My Sets | Export Set | <Export_Set>.
  2. Click Download - If you want to download the selected download name.
  3. Click Download Manifest - If you want to download the details of the files/emails contained in zipped file of export set.

  • You can only view or download the manifest when the status of item in export set is Available for Download.
  • Multiple download of zipped files is not allowed. Similarly, multiple download manifest of zipped files is not allowed.

Share an Export Set

An export set created by you can be shared with other users.

You can share an export set as follows:

  1. From the Compliance Search, navigate to My Sets | Export Set.
  2. Click Share.
  3. In the Security dialog box, click Add.
  4. In the Select User or Group dialog box, select the user with whom you want to share the export set.
  5. Select the Allow check boxes for the Capabilities that you want the selected user to be able to perform.
    • Add/Append: place additional items in the set.
    • Delete: remove items from the set.
    • Retrieve/Download: recover/download items from the set to a local machine.
    • View: see the list of items in the set, preview their contents, and download any item that has already been restored.
  6. Click OK.

Miscellaneous Options

You can perform operations like refresh, deleting items within an export set and deleting an export set.

Use the following steps:

  1. From the Compliance Search, navigate to My Sets | Export Set | <Export Set>.
  2. Click Delete - If you want to delete the selected items from the export set.
  3. In the Confirm Deletion dialog box, click one of the following and click Yes.

    • Selected - To delete only the selected items
    • This Page - To delete all the items in the page
    • All - To delete all the items in the export set.
    • Export Set - To delete the export set.
  4. Click Refresh - If you want to refresh the export set.

The default Export Set (My Export Set) cannot be deleted.

Converting Lotus Notes Data to Exchange MSG Files

With Compliance Search, you can use the export feature to convert Lotus Notes and Domino data to Microsoft Exchange MSG files. The converted MSG files can then be imported into an Exchange environment. Your administrator must enable an additional setting in the CommCell Console to enable this feature.

Exporting Lotus Notes Data

By default, selecting an export format for Lotus Notes and Domino data functions as follows:

  • Export to NSF: restores into one NSF file.
  • Export to PST: restores into one PST file.
  • Export to CAB: restores into multiple NSF files, which are combined into a zip file.
  • Export to HTML: restores to multiple HTML files.
  • Download: restores into multiple NSF files, which are combined into a zip file and downloaded to your computer.

After your administrator enables the ConvertNsfToMsg additional setting from the CommCell Console, then the Export to CAB and Download functions will restore Lotus Notes and Domino data to multiple MSG files.

Before You Begin

To enable this feature, your administrator must add the following additional setting at the CommServe level:

  • Name: ConvertNsfToMsg
  • Category: CommServDB.GxGlobalParam
  • Type: INTEGER
  • Value: 1

See Add or Modify an Additional Setting.

Procedure

  1. Log in to Compliance Search.
  2. From the search results page or a Review Set, select the Lotus Notes or Domino items that you want to convert.
  3. Perform one of the following conversion options:
    • To export the items to MSG files, click Export To, select CAB, and choose the export options. See Add a File or an Email to an Export Set.

      The items are converted to MSG files and added to the selected Export Set.

    • To download the items as MSG files, select Download.

      The items are downloaded to your computer as MSG files contained in a zip file.