Case Management
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Case management deals with organizational issues relating to cases within Summation. Not only with creating cases, but moving and copying as well. There is also some information on moving elements within the case, but most of these will be found under the heading of the specific element.

How do I create a case?
Go to Case --> New on the menu bar. Name the case (76 characters or less) and choose whether or not you wish to password the case. If you choose to password it, make sure you have a system in place to find or remember it if it is lost.

How do I delete a case?
First, go to 'Case' --> 'Customize' and check to see that the first 6 items (Case Directory, Transcript Directory, Note File Name, Database Name, Output Location and Image Location) are all within the Case Directory. Make sure that all fields are filled in and the paths are correct. This is important, because Summation will follow the paths specified in the Case Customize window to determine what needs to be deleted, if the paths are incorrect, you may end up losing data important to other cases. Second, go to 'Case' --> 'Open' and select any other case (you cannot be in the case that you are trying to delete). The third and last step is to again go to 'Case' -->'Open' and click once (to highlight it)on the case you want to delete. Then go to the command bar (the bar across the top of the Case Selection window) and right click. You will see 'Delete Case' as the last item in the drop-down menu. (If using windows 3.x, instead of using the command bar, you use the command button on the window at the top-right corner. You also cannot right click in windows 3.x, just use the regular left mouse button.) If the case folder was deleted via Explorer, the delete function may not remove the case name from the list. If this is the case, email or call Technical Support.

When I copy a case, it ends up on the network instead of the laptop that I am copying to. Why?
This is usually due to confusion between the Master Case and the Master Case Directory. The Master Case, as chosen in Copy Case, defines the source of the data to be copied. The Master Case Directory, as chosen in 'Case' --> 'Customize' defines the location in which new cases are created. During a Copy Case, the Master Case Directory should always be pointed to the target location of the copy, i.e. the C: drive of a laptop. Make sure, after resetting the Master Case Directory, that the Root Dir in sum.ini is pointing to the same location. This can be changed in Notepad, if necessary ('Help' --> 'Environment Information' --> 'Ini files' will show the location of the sum.ini if you cannot easily find it. Just click on the radio button next to it).

Case Management Links

Case Structure
Color-coding case folders
Transferring text from a transcript to a Case Outline
Copy case outlines from one case to another
Copying a database to another case
Copying cases without using CopyCase
Moving a Form
Archiving Cases
CopyCase

Database and Summaries
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The Database and summaries section covers not only potential problems encountered by users, but also proper database maintenance and care that can prevent bigger problems in the future. (Remember when doing database maintenance you should never do so outside of the office where the database is held. Modems and even DSL lines are too slow to allow for a successful check and pack without corrupting the database.) This section also covers many data entry questions and database formatting issues. For questions on searching the database, please see the section on searching.

How do I Blaze a database?
This is under 'Options' --> 'Utilities' --> 'Blaze Current Form'. Click on this button and the database blaze process will begin.

My database doesn't sort properly on the document number field.
The first thing to do is find out how many characters the document number is long. All new style database (and old styles since version 4.6) use a note field for the document number. The reason for this is that the fixed length text fields often end up too small for the data. This however, is the disadvantage of the note field. As the numbers get larger, they may exceed the default setting of 10 characters that is within the STDDB, or the template database from which databases are constructed. Go to 'Options' --> 'Defaults' --> 'Database' and set the Note Field Sort Length to 12 or 20 or whatever you need. The other possibility is that the numbers are not zero filled and are sorting in a pattern like: 1, 11, 111, 2, 20, 21 etc. This can be remedied by creating an appropriate template (see validation templates), returning to the database, applying the template and replacing the field with itself. The last feature can be found as the last item on the Advanced Replace tab of the Replace Info drop-down menu. Just hit the down arrow and chose the field you are working on, then click on replace.

I get an error when I try to open the database.
The first thing that needs to be determined is whether the workstation or the user is the cause of the problem. To determine this, log on as someone else, open Summation, and attempt to open the database. If there is no error, log off, log back on as the user, and rename the usertag.ini file (something like usertag1.ini should be sufficient). Reboot, and that should solve the problem. If you get the error logged on as a different user, it is quite possible that you have a conflict in .vbx files. Go to 'Start' --> 'Find' --> 'Files or Folders' and search for "fptab11.vbx" on the C: drive. If you find it, copy the one in the Summation program directory, and overwrite the one you find in Windows. Sometimes, this has to be done at a DOS prompt. All other programs have to be closed. If neither of these procedures help, contact technical support.

How do I change the appearance of the columnar display?
Fields can be added to the columnar display by clicking on 'Fields' (located at the upper left corner of the columnar display) and selecting the column you want. You can then either double click on it to add it to the end of the columnar display or grab and drag it out to place it where you want it on the columnar display. To remove columns you can grab the title of the column, drag it to the top of the screen and let go of the mouse button. Columns can be reordered by grabbing the titles, dragging them to the desired position, and dropping them there. The column width and row height can be changed by grabbing and dragging the margin between the column labels and the row numbers respectively.

How do I change the appearance of the form display?
This can only be done in the Forms Editor, which you can reach by going to 'Options' --> 'Utilities' --> 'Create or Modify Forms'. In the Forms Editor, you can add or remove fields, change their tab order, change the labels on the fields, etc. Full instructions can be found in the help menu or the manual.

I just created or modified fields and now they won't work.
This almost always is the result of them being placed outside the groupbox, which is the way they are appended to the form when created or modified. Go to 'Options' --> 'Utilities' --> 'Create or Modify Forms' --> 'Layout' --> 'Set Tab Order'. Find the item in the large window of the drop-down that says ‘Label or Group: ""’ and drag it to the absolute bottom of the list. This should solve the problem.

I get an SW_SLT error when I try to print the form.
First, reproduce the error, get the details, and see if the error is a general protection fault in module dibeng.dll. Chances are about 95% that it is. Go to 'Start' --> 'Settings' --> 'Printers' and right click on the printer through which the you are trying to print. Choose 'Properties' from the drop-down menu. Go to 'Details' --> 'Spool' Settings and make sure 'RAW' is chosen. Most Windows systems default to EMF format, which means "Enhanced Metafile Format", but changing the spool setting to RAW will not interfere with any other printing. Also check to see that the DPI setting is 300 or lower. These changes to the printer settings will solve the problem.

How do I use a different form in the same database?
Go to 'File' --> 'Select Form' and select the form you would like to use.

How do I copy a form from one database to another?
Do not attempt to copy the .frm file and attach it to another database. If it is an already established database you need to clone the database and then import records. If it is brand new, you just clone and rename the database. Ask for our instructions on moving a form between two cases.

Database Links

Imaging
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One thing to keep in mind when dealing with imaging problems is that the path is crucial. When dealing with an imaging difficulty, the first thing to check, before you change any settings, is the path to the image. If the images do not reside in the folder toward which the path (in the defdir field) is pointing, Summation will not be able to find the image.

How do I Quick View an image?
Go to 'View' --> 'Image', and double click on the image you wish to view. If you have more than 1000 images in the database, you must view them as described below in the next question.

How do I view an image attached to a database summary?
If the summary has an image attached, the Image tab of the database display should be bold. If the 'Image' tab is bold, simply clicking on it will display the attached image.

How do I view an image attached to a note?
If an image is attached to a note, the same button that is used to attach it will enable you to view the image.

How do I attach an image to a note?
The button with the light blue square above the microphone will attach an image to a note. If you have more than 1000 images in the database, the 'View' --> 'Image' list will not appear, but you are given the option to search the database for the image you want.

How do I redact an image?
The button on the toolbar that has a black square on it will turn on the redaction tool. You can also go to 'Tools' --> 'Redact Tool'. In both cases, when the mouse pointer returns to the image area, it will turn into a cross hair. Click and drag over the area you want to redact, and release the mouse button when done. (See also the tip of the week item on redactions.)

How do I delete a redaction?
You can delete all redactions under the 'Tools' menu. You can delete them individually by double clicking on the redaction. You can also make them temporarily disappear by going to 'Options' --> 'Show Redactions'. If this item is checked, un-checking it will make the redactions disappear. See also the tip of the week item on redactions.)

How do I load images?
Images can be loaded manually by putting the database in edit mode, going to 'Summary' --> 'Add Images to Document' and browsing to the images using the buttons provided. They can be loaded automatically by loading a DII file, which will tell the database which documents have images, where the images are, and what the images names are.

How do I add a Bates Stamp to an image?
If the field in the database containing the bates stamp is selected as the column to hold image tag, you will be able to put them on the image. This is done by selecting Print With Stamp on the Print Summaries Images screen.

My DII file is loading really slow, is there anything I can do to speed it up?
This often happens when the 'Column to hold Image Tag' is not keyed. It is very important that this field is keyed, because the DII load program will not have to search all the way to the end of the database in order to confirm the uniqueness of the data in the field. To find out if this is keyed, determine what your 'column to hold image tag' is by going to 'Options' --> 'Defaults' and clicking on the imaging tab. Then close than window and open the document database and in the form view, click once on the field that is the column to hold image. In the ower left corner of the screen you will see information about this field in the status bar. It will have the field name, then the type of field (i.e. Text 8), then it will say if it is keyed and how it is keyed, if it is simply keyed, that is all it will say. If it is keyed as ANID (as it should be) it will say 'ANKey'. This is very important consideration with the new versions of Summation, because we have a new type of key that increases the speed of searching and sorting by a factor of 7. If this type of key is not present, the latest versions may return garbage on the attempt to load. If this happens, remove the key from the column, and create a new key. It will ask "make this key an ANID (alpha-numeric-ID)", and the response is yes. This will clear the message and allow the dii to load normally. If this does not help, you are probably dealing with a traffic issue. Make a copy of the DII file and the database on a local drive (i.e. C or D) and do the load from there, by using 'Case' --> 'Customize' to load the local database. Breaking a large DII file up into smaller files can also help. If none of these techniques help, call Tech Support so that the system can be diagnosed.

I can't see images, it says "Wrong disk in drive" but I know it's the right disk!
Go to 'Options' --> 'Defaults' --> 'Imaging' and check the "Map Volume To Directory" switch. If it is on, turn it off (or if it is off, turn it on) and try again. If the image does not come up, you should see a different message. It will probably end with a -6. This indicates a path problem, in other words, the actual location of the image does not agree with the information in the imginfo table. Put the database in edit mode, and go to 'Summary' --> 'Edit Image Information'. This screen will show you the essential information in the imginfo table. Check the Default Directory field (DefDir), and write down what's in there. Then use your explorer to browse to the actual location of the image. If the Default Directory contains an @I the Image Location as defined in case customize needs to be substituted for the @I statement. Also check where it says 'Image Files'. If the values there begin with a back slash (\) then, even if the DefDir value is @I, it will ignore that and look for the images on the root of your drive. Once the discrepancy has been noted, the imginfo table can be loaded as the current database, and the replace function can be used to correct the path.

Imaging Links

CaseScan
Transferring Images
DII File
Unlocking the ocrBase
Working with redactions
Adjusting your imaging timeout (DDE)
Stamping Images

Notes
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Note database maintenance should follow the same guidelines as for the document database: if there has been quite a lot of entry, then the database should be backed up, checked, packed and blazed regularly. This section will cover the specifics of that as well as basic searching, creation, and formatting of notes.

How do I search notes attached to selected transcripts?
At the Main Menu, select the transcripts whose notes you want to search by checking them on their folders or in the View/Transcripts screen. Then go to 'Search' --> 'Annotations' --> 'Find Note' or press ctrl-N. After specifying the search criteria, select the checked transcripts option. The search results window will display only the search criteria results from the checked transcripts.

How do I delete a note?
First open the note. Under the 'Notes' menu item you will find 'Delete Note'.

How do I check and pack the note file?
Both maintenance utilities are on the screen that comes up when you choose 'Options' --> 'Utilities'. All you have to do is click the button.

How do I backup the note file?
Go to 'Case' --> 'Backup Database' and you will see that you can select the database or the note file. Just deselect the database.

How do I attach an image to a note?
The button with the light blue square above the microphone will attach an image to a note. If you have more than 1000 images in the database, the 'View' --> 'Image' list will not appear, but you are given the option to search the database for the image you want.

How do I view an image associated with a note?
If an image is attached to a note, the same button that is used to attach it will enable you to view the image.

How do I record a voice annotation?
You need to make sure that your sound card and microphone are turned on and working properly. Then you open a note, and click on the button that has the microphone picture. When the recording dialog box comes up, click on the red button marked Record, and begin to record your file. To play a voice annotation: After a voice annotation is saved, you will see that the speaker becomes activated. Click on it, and it will play the saved recording.

How do I print notes?
There are two ways to print notes, either from within the notes or as the result of a search that creates a report. From inside a note, just go to 'File' --> 'Print Note' or press ctrl-P, and you will get a dialog that asks if you want to print the current note or all the notes. If you have done a query using 'Search' --> 'Find Note' or ctrl-N, after the search is complete, just click on the printer icon in the toolbar.

Note Links

Changing note tool tips
Updating/moving notes
Marking notes
Changing the font in notes
Date Output format
Notes by date
List note issues
Writing selected text to the current digest
Rapid fire digesting
Find Note Dialog Box

OCRing
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Summation cannot OCR images unless you have the CaseScan module. If you have problems running this module, please contact our technical support department. A quick note about DII files and OCRed text, when loading a DII file, the OCRed documents must exist where they are specified in the DII file. It does not do this with images, but when loading a DII file containing fulltext documents, it does a real time check to see if the file exists. If it does not, you will get errors trying to load the DII file.

Unlocking the ocrBase
Loading ocrBase Documents Using a Control List

Searching
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How do I search the entire case at once?
Enter a search phase in the Quick Search Field. Then go to 'Search' --> 'Entire Case' or press ctrl-E. This will search the entire case.

How do I search the document database?
There are several ways to search the database. A quick search can be performed by typing the word or phrase into the quick search box at the top of the database display, and clicking on the binoculars. Boolean searches can be done here in the newer versions, by using the ampersand (&) for and, the back slash (\) for or, etc. A full explanation can be found in chapters 4, 6 and 12 of the Manual. Under the Query tab, you will find Full Boolean and Click and Find. Full Boolean is a tool for defining complex queries. Click and find is a feature that allows a user to specify buttons for certain fields so that searching can be done on them with a single mouse click.

How do I search all transcripts?
Enter a search phase in the Quick Search Field. Then go to 'Search' --> 'All Transcripts'.

How do I search selected transcripts?
Click on the checkbox in the left corner of the transcript tab. This will put a red check on the tab. Repeat this procedure for all desired transcripts. Then go to the main menu, and use 'Search' --> 'Checked Folders' or ctrl-F.

How do I search notes attached to selected transcripts?
At the Main Menu, select the transcripts whose notes you want to search by checking them on their folders or in the 'View' --> 'Transcripts' screen. Then go to 'Search' --> 'Annotations' --> 'Find Note' or press ctrl-N. After specifying the search criteria, select the checked transcripts option. The search results window will display only the search criteria results from the checked transcripts.

How do I search the contents of search results?
After the search results window displays, the new criteria can be put in the quick search window. If the query has been done in the database, the search results are merely a dynaset of the original database, and can be searched in the same way – i.e. through Full Boolean, Click and Find or Quick searches. (See this topic.)

How do I print search results
Just clicking on the printer button in the toolbar will print the search results.

Searching Links

Using operators
Compound searches
Using wildcards in searches
Drill down searching
IntelliParse searches
Searching case outlines
Searching Hot Facts
Searching within existing search results

Systems
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This section is meant only for those with a moderate to high comfort level with computer systems outside of Summation. If you are not in the IS department, you may wish to check with them before attempting anything in this section. Feel free to call technical support with any questions or concerns.

I have users showing up in 'Net Status' that are not in Summation and now legitimate users cannot get in.
There are other problems of this type that may show up, like a user being reported as being logged on to Summation several times. This is usually the result of an abnormal program termination, and can be resolved by using the explorer to go to the Summation program directory and delete the file named "Sum2.log". Make sure all users log out of Summation before deleting this file. It is the file that hangs on to this information, and an abnormal terminate or other temporary mishaps may prevent it from cleaning itself up.

I get a GPF (General Protection Fault -- usually reads SW_SLT) when trying to view 'Net Status'.
Check to see if the 'View' --> 'Transcripts' or 'View' --> 'Image' menu options do the same thing. If so, use the Windows 'Find' function ('Start' --> 'Find' --> 'Files and Folders') and look for a file named "Mhrun400.dll" on the C: drive. Like the Fptab11.vbx, if you should find one there with a different date, overwrite it with the one in the Summation program directory. If this does not solve the problem, call Tech Support.

I get an error when I try to open the database.
The first thing that needs to be determined is whether the workstation or the user is the cause of the problem. To determine this, log on as someone else, open Summation, and attempt to open the database. If there is no error, log off, log back on as the user, and rename the usertag.ini file (usertag1.ini should suffice). Reboot, and that should solve the problem. If you get the error logged on as a different user, it is quite possible that you have a conflict in .vbx files. Go to 'Start' --> 'Find' --> 'Files or Folders' and search for "fptab11.vbx" on the C: drive. If you find it, copy the one in the Summation program directory, and overwrite the one you find in Windows. Sometimes, this has to be done at a DOS prompt. All other programs have to be closed. If neither of these procedures help, contact Technical Support.

I get an SW_SLT error when I try to print the form.
First, reproduce the error and get the details to see if the error is a general protection fault in module dibeng.dll. Chances are about 95% that it is. Go to 'Start' --> 'Settings' --> 'Printers and right click on the printer through which the user is trying to print. Choose 'Properties' from the drop-down menu. Go to 'Details' --> 'Spool Settings' and make sure RAW is chosen. Most Windows systems default to EMF format, which means "Enhanced Metafile Format", but changing the spool setting to RAW will not interfere with any other printing. Also check to see that the DPI setting is 300 or lower. These changes to the printer settings will solve the problem.

16-bit application error not supported on NT.
WindowsNT users who get this message when they try to run Summation can find the solution on Microsoft's Support site: http://support.microsoft.com/support/kb/articles/Q191/6/90.asp.

With this information, we can begin an analysis of the situation without having to make multiple calls to the user, and reduce the time to resolution.

Systems Links

Setting Sumpref
Installing Summation on a Peer-to-Peer Network
OLE Updates
Limiting user access to specific cases (password required)
Restricting user rights in Summation (password required)
Activating Realtime on a Network

Transcripts
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While this section covers some topics related to transcript notes, if you need more detail on that topic, please see the Notessection. It may also be helpful to check out the section on Realtime if you are dealing with importing transcripts or taking depositions.

How do I load a transcript?
Under 'File' you will find 'Load Transcript'. This will bring up a dialog box that will allow you to browse to the transcript and create a description for its tab.

How do I search all transcripts?
Enter a search phase in the Quick Search Field. Then go to 'Search' --> 'All Transcripts'.

How do I search selected transcripts?
Click on the checkbox in the left corner of the transcript tab. This will put a red check on the tab. Repeat this procedure for all desired transcripts. Then go to the main menu, and use 'Search' --> 'Checked Folders' or ctrl-F.

How do I search notes attached to selected transcripts?
At the Main Menu, select the transcripts whose notes you want to search by checking them on their folders or in the 'View' --> 'Transcripts' screen. Then go to 'Search' --> 'Annotations' --> 'Find Note' or press ctrl-N. After specifying the search criteria, select the checked transcripts option. The search results window will display only the search criteria results from the checked transcripts.

How do I record a voice annotation?
You need to make sure that your sound card and microphone are turned on and working properly. Then you open a note, and click on the button that has the microphone picture. When the recording dialog box comes up, click on the red button marked Record, and begin to record your file. To play a voice annotation: After a voice annotation is saved, you will see that the speaker becomes activated. Click on it, and it will play the saved recording.

Why do I get an error when I try to blaze unblazed transcripts. It tells me I don't have enough disk space but I have plenty.
Don’t be misled by the context of the message. What has happened is that the attempt to add more information to the blaze table was unsuccessful. The remedy is simple. Just exit the program, make sure that other applications are closed, re-enter Summation, and go to 'Options' --> 'Utilities' --> 'Reblaze All Transcripts'. If this does not work, use the Windows Explorer to get to the case directory, and re-name the following files: sum.blt, sum.tbi, and sum.tbt (something like sum1.blt should suffice). Reboot the computer, and go to 'Options' --> 'Utilities' -->'Reblaze All Transcripts'. Once in a rare while, this message may come up when trying to blaze the document database. If so, the files that need to be re-named are the <tablename>.sei and <tablename>.set. Reboot, and blaze again.

Transcript Links

Preferred transcript format
Opening transcripts automatically via scripting
Linking transcripts to database summaries
Sorting transcripts
Marking notes
Updating transcripts
Updating/moving notes
Rapid fire digesting
Printing transcript cites
Transferring text from a transcript to a case outline
Exporting transcripts with notes
Exporting Word Perfect 8 Files to ASCII with line numbers
Find Note Dialog Box
Transcript Troubles

Realtime
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This section, obviously, deals with the realtime module. If you have a network version of Summation and need to activate Realtime, please call our Technical Support department at 800-786-2778, from 6 am - 6 pm PST. Most of our information Realtime can be found on the Realtime page of our site. In addition to the information found on that page, we have a couple of informational links you may find useful.

Preferred transcript format
Realtime troubleshooting
Using auto marks during a realtime deposition