Using a Control List is a way of loading multiple full text documents simultaneously. The only other way of loading numerous full text documents at one time is through a DII file. A DII File is handy if you are loading your images in at the same time as your full text documents, but if you already have the images associated with your case, then a Control List is probably the way to go.

The Control List is an ASCII text file that contains the data necessary to link full text documents to database records. The syntax of the control list consists of the Document ID of the document, followed by a comma, then a space, then the path and filename of the text file for the full text document. If the Document ID does not match an already existing record in your database, Summation creates a new record with this value in the Document ID field. The Document ID is the BEGDOC# or other field you set as your Column to Hold Image Tag.

**Please note that the filename for the full text document must not be a long filename. In other words, it must be no more than 8 characters and must not contain spaces or any other special characters.

Here is an example of the syntax of a Control List:



When you choose to load full text documents using a Control List, you will use the following dialog box to select your options. Below that is a description of each option.



Browse
Click here to browse to the directory containing the full text documents you want to load. The default directory is the case directory, or the last directory selected using the Browse button.

View Files
Allows you to view the first 30,000 characters of the selected control list file. This is useful when you need to verify the contents of a document, whose filename isn’t descriptive enough.

Check: Templates
Select this option when you have a template on the Column to Hold Image Tag (usually the BEGDOC#, or document number) field in your document database. Summation will verify that the document ID for each full text document conforms to the template.

Check: Required Fields
Click to select this option to ensure that any required fields in your document database are filled in when you load full text documents. To fill in these fields, use the Fields’ Values feature.

Replace Existing Full Text Documents
Click to select this option when you want to overwrite existing full text documents with the ones in your current set that have the same document ID. This will not overwrite your database record. If this option is not selected, full text documents with already existing document IDs will be skipped and written to the error log.

Text Drive
If the drive letter is different from the one specified (or was not specified like in the example above) in the path for each entry in the control list file, you should enter it here.

Fields' Values
Allows you to set fixed values for fields in the document database to be filled in for the set of full text documents you are loading.

Load Files
Click here when you are ready to load the selected files.

Blaze ocrBase Now
Click here to Blaze the ocrBase and update its vocabulary list.

To load fulltext docs using a Control List, just click on File from the Main Case Folder window and select Load ocrBase Documents. In the window that pops up, select the Use Control List Tab. Here is where you will choose the options outlined above. When Summation loads Full text documents, it actually copies them into a file that it create for this purpose. So you must have your full text documents where the path in the Control List says they are prior to loading the Control List. Once you are through with the Control List load, you can archive the full text documents somewhere safe in the event you may need a back up.  

If you have an idea for Summation's Tip of the Week, or would like clarification on specific procedures contact us, we welcome your suggestions. Should you require assistance with an issue, contact our Technical Support Staff.