Before adding media to an OnCue case, some thought should be given to organizing your material. OnCue adds media into the case and assigns an ID and Name based on the file or folder name.
OnCue's method of assigning ID and Name from a file/folder name is simple. Everything before the first space is the ID, and everything after that first space is the Name.
So if your document folders look like this...
Inside of your OnCue case, they'll look like this...
OnCue copies and stores all media in a main case folder. This keeps your data in one place and all you need to do before court is copy over your one case folder, never requiring you to edit path maps or losing the links to the images.
OnCue case folder structure
_documents: All documents are copied here when added to OnCue. It is important to note that if you are using PDFs – the original PDF is not copied to this folder. Only the broken-out pages are copied.
_audiovisuals: All unsynced video or audio files (animations, surveillance footage, etc) are copied here. If you add an unfoldered file, it will be foldered for you
_synchedvideos: MDB files do not copy to this folder when you register them. This is the folder where you should copy the video files associated with your synced transcript. See About Synchronized Transcripts OnCue automatically looks in this folder when it tries to play something from a Designation List or Presentation. You can register those from any location. See Adding Synchronized Transcripts. OnCue creates an XML and puts it in _transcripts.
If you do nothing OnCue copies to the root of these folders. If you copy your materials to the corresponding folder before adding, it keeps your folder structure including subfolders.
Now, as the location of the main case folder can be changed, the storage locations for individual types of media can be changed whether it is on external drive, server or a different partition on your computer. OnCue uses Path Groups to also allow for a computer’s physical location change without having to browse to your folders every time you go from the office to court.
Path Groups can be added in the Preferences menu. Select Edit-Preferences on the menu bar and under Case click on Folder Paths. Adding a Group allows you to browse to the folder where you want OnCue to “look” for each type of media. You can have a group for the courtroom, office, and home. You only have to put in your paths once for each group and then you can switch between them.
If you set these preferences prior to adding Media. OnCue will not copy the files to your case folder.