How to check your load files before Importing

Created by: April Humberd
Created date:
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Load File Import Check List. Steps to take for a successful load file import every time.

1. Verify The encoding

2. Verify Field Headers

3. Verify Paths to IMAGES, NATIVES, and TEXT

4. Verify Date Field Contents


1. Verify the encoding on all the load files is set to UTF-8 (BOM). (Note: incorrect encoding is the most common cause of the “Map Fields” menu to show as empty.)

  • File > Save As in most any Text Editor has the Encoding drop down next to the Save button



2. Verify Field Headers.

  • Check to make sure you have an equivalent field to map every field to in your system. If you do not have an equivalent field, you will need to create a custom field prior to importing.
    • Examples:
      • Load file Field “Document_Type” will map to the Summation Pro field “DocType”.
      • Load file field “Last Print Date” needs a custom field created.

  • Check the field headers for special characters. The only accepted characters are underscore or hyphen. If you see a special character in a field header name, edit the field name to remove the header. (If you do not remove the special character, it will not show up in the field mapping list and will cause import errors.)
      •  Example.
        • This is ok: Production_BegBates
        • This is NOT ok: Production::BegBates



3. Verify Paths to IMAGES, NATIVES, and TEXT

  • If you are given a Load File set that has folders called DATA, IMAGES, TEXT, NATIVES (or any combination) move the DAT/OPT/LFP files out of the DATA folder into the main location for the other folders to correct the path within those load files.


  • All review platforms vary slightly on how to read a path. Summation Pro will start at the location of the load file and go forward from there. If your load files is at location
    then the load file path will read like:

  • If you do not remove any preceding \ or .\ then the path ends up looking like this and will throw an error that it couldn’t find the Image, Native, orText
  • Examples of Correct and Incorrect Paths within a load file
    • Correct Path OPT: ,IMAGES\IMAGES001\AD_0000001.TIF
    • Correct Path DAT: þTEXT\TEXT001\AD_0000001.txtþ
    • Correct Path DAT: þNATIVES\NATIVES001\AD_0000001.msgþ
    • Correct Path Dii Image:
      @D @I\IMAGES001\
    • Correct Path Dii Native: @edoc\NATIVES\NATIVES001\AD_0000001.msg
  • Incorrect OPT:  .\IMAGES\IMAGES001\AD_0000001.TIF
  • Incorrect OPT: \IMAGES\IMAGES001\AD_0000001.TIF
  • Incorrect DAT: þ.\TEXT\TEXT001\AD_0000001.txtþ
  • Incorrect DAT: þ\TEXT\TEXT001\AD_0000001.txtþ
  • Incorrect DAT: þProduction004\TEXT\TEXT001\AD_0000001.txtþ
    • For this example, the path is pointing to the wrong folder. It would tell the system to look in this location:


4. Verify Date field Contents.

  • Summation Pro requires that Date and Time be in two different fields for a load file import. If your load file has date and time in one field (12/21/2018 12:22 PM) then you will need to create a custom text field to import that in.
    •  Example:
      • SentDate – Date mapping
        • This is expected: 12/21/2018
        • This will give an error: 12/21/2018 12:22 PM

NOTE: This applies to all AccessData products with the ability to import load files.






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