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Importing Designation Lists

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Designation Lists can be imported via text files (*.txt).  It can be a very quick way to load a lot of designations all at once.  The format is not complex, and it does not necessarily have to be precise to be successful.  Any text editor can be used to create the file but it does need to have some basic information. Notepad, MS Word, MS Excel, UltraEdit, Notepad++, TextPad, and virtually any third party text editor can be used.

Basic Formatting

The first couple of lines comprise the header of the file, and each line of the header must be bracketed.  First is the ID line.  If you choose not to use this line, OnCue will use the filename of your text file to create the Media ID and Name.  It's a good idea to get into the habit of using this line, however, as we will explain later how to create multiple Designation Lists with a single text file.  This line should be contained in brackets ([ ]), with "ID=" to indicate the line contains the Media ID and/or Name.  The first space separates the Media ID and name.

[ID=V1 Bart Clips]

The second line, contained in brackets as it is part of the header, should contain "transcript=" followed by the ID of the transcript being designated immediately below it.  In the example below, this would be Michael Bart's 5/23/14 deposition.

[Transcript=Bart, Michael 2014-05-23]

*Helpful Hint: You can find this information by selecting View>Properties and expanding +Media. Double-clicking on the ID box copies “[Transcript=Bart, Michael 2014-05-23]” to your clip board

The final line of the header identifies the highlighter color to be used for the designations directly below it.  Also bracketed, "hl=" should be followed by the number or the title of the desired color (see "Explaining Highlighter Colors" for a more in-depth article).  If no color is chosen the default is 1.

[hl=3] or [hl=our counters]

Following the header, begin listing each designation, with one designation on each line.  We realized that you rarely get clean files so we wanted to minimize the issues as much as possible.  Your files can look like any one of the following screenshots and they will still import correctly.

Space or Tab delimited import

 Comma delimited import

Colon and Dash import

Page and Line import

 Wild Inconsistencies? No worries about that either

 

But wait...there's more 

If you have a single line as a designation, it is not necessary to fill in four columns.  In other words, if the entire designation is "Page 195 Line 2", OnCue recognizes that as a single line. Likewise, if a designation stays on the same page for example 198:2-5, OnCue is smart enough to recognize that for what it is as well.

  

Advanced Formatting

It might be necessary to have a single import file with multiple deposition sources.  This is accomplished by following the last designation with a new header.  If you do not put a new ID line, it simply adds the new deposition's designations to the end of the same List.  Similarly, if you leave out the highlighter line, the next set of designations will continue using the same highlighter color.

Quite often, you'll find a need to have a single import file that will have multiple highlighter colors within the same designation.  This is easily done by changing the highlighter color on the line before the designation on the import file.  Remember, once you set or change a highlighter color in an import file that color continues to carry down to the designation lines that follow it until another highlighter color is inserted.  

 

What's even better, you can do multiple designation lists in one file.

 

To import your text file, click the + on the Designations section of the Media Bar.

 

After you locate your import file, there is a very important option for importing.

 

"Perform update if record already exists" has a very specific purpose designed to cut your workload down after you've tuned designations, then receive a new list of edited designations without an indication of what has changed. If you import this new list with the same ID as what you've tuned in the database, selecting the update option will do two things.

1. Update your existing Designation List with the new designations from the text file.

2. Retain any tuning or document linking you had on your list before you updated the designations.

 

To clarify that, if you import a designation list with the same ID as one already in, you will have the new designations, and any previous tuning that can be applied to the new list will be retained. So after you update a Designation List with new page/lines from an import file, you will end up with a list that looks like this:

 

So basically, the Key to all OnCue text file importing is to make sure that your headers are correct.

 

See the attached text files for some simple import templates.

 

Importing an XML file

You can also import XML files that have been exported from a different OnCue database by selecting "XML" instead of "Text".  If the XML file also contains the transcript(s), those will also be imported and populate the Transcripts tab.  Using the XML retains text edits and tuning information. See Exporting Designation Lists for more explanation on XML files.

 

 

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