This topic explains what happens to external Bates numbers when they are imported using CSV load or CSV merge, provided that the field mapping was correct.
The actual processing does not apply to all Bates number fields imported, but only to the content of the CSV Beg Bates field, that is, the first Bates number of a document.
The content of the CSV End Bates field is only used for validation purposes, during production.
How does the system know which part of the Bates number is a prefix, a suffix, and the actual number?
If the CSV Beg Bates field is correctly mapped to the External Bates field, the system uses a special algorithm that tries to split the Bates numbers in prefix, number and suffix. The difficulty is that both prefix as well as suffix can contain numerals.
The steps for identifying the Bates number parts are:
- identify numeric and non-numeric sequences
- identify the prefix
- use the largest numeric sequence of at least 3 digits as the actual number for range searches.
- if a numeric sequence is 10 digits or larger, keep only the last 9 digits, and assign the other digits to a non-numeric sequence.
|
BEGBATES before CSV load/CSV merge |
External Bates in Axcelerate 5 |
External Prefix |
Number used for range search and production with External Bates prefix |
|---|---|---|---|
|
(Mtg) UTEBaird0057497 |
(Mtg) UTEBaird0057497 |
(Mtg) UTEBaird |
57497 |
|
0000002-0000240 |
0000002-0000240 |
N/A |
N/A |
|
000001AFCO |
000001AFCO |
N/A |
N/A |
|
20140904_PROD_PAGE_1 |
20140904_PROD_PAGE_1 |
N/A |
N/A |
|
OTE-SNY0000176 |
OTE-SNY0000176 |
OTE-SNY |
176 |
|
here_1234567891_1 |
here_1234567891_1 |
here_1 |
234567891 |
What happens to a suffix?
If the system detects a suffix, it ignores it for external Bates number usage. The suffix still exists in the BEGBATES field, which contains the complete imported Bates number. Administrators can configure this field so that it is visible in the user interface.
What happens to documents with multiple or identical Bates numbers after processing, that is, in Axcelerate 5 front end?
- Document has two external Bates numbers
- A document may be part of different productions. If a document has two valid External Bates numbers with different prefixes, both are treated in the same way. Range search is possible for both. Production with either prefix is possible.
- Document has two external Bates numbers with the same prefix
- Production fails. Range search is only possible for the first number.
- This scenario can only happen if the administrator does not observe the prerequisites for external Bates number usage. The administrator can only resolve this issue by replacing field content via CSV merge.
- Two documents have the same external Bates number
- Production and range search are possible for both documents. Of course, it is not possible to produce them in the same production, as a Bates number can only cover one document.