The Bulk Document Import and Export tool in the Transcript tab is a time-saver when it comes to bringing in or exporting out several different designation types, designations spanning many different transcripts and designations accompanied by comments. However, particularly with the imports, the import file has to be correctly set up in order to avoid errors and the incorrect application of designations.
1. What are the requirements for the designations import file?
In order to get designations to import correctly, please ensure that your import file follows these guidelines:
- Should be in XLS or XLSX format.
- The column headers should contain the following fields required by the import dialog:
- Transcript Name (NOTE: The transcript name must be UNIQUE. If the transcript is part of a multi-volume deposition series, please ensure that the volume number or date, or both, are appended to the transcript name.)
- Designation Type - as much as possible, please check that the Designation type names in your import file match exactly the types entered in Opus 2, especially when there are similarly named types, such as "Plaintiff Affirmatives" and "Plaintiff Counters".
- Transcript Date - helps distinguish multi-volume transcripts, or multiple transcripts named for the same deponent, after each other.
- Start page
- Start line
- End page
- End Line
- Comments (if applicable; this column is okay to leave out if you are not applying comments.)
- Start page:start line - end page:end line values should be correct in that they follow the page and line numbering on the pages of the transcript; for instance:
- "12:5-12:25" in a page where there are only 24 lines, not 25, will cause an out-of-bounds error.
- "12:5-12:2" because the ending line number is greater than the starting line number.
- "12:0-12:19" because there is no line "0" in the transcript.
- Spot check for any garbage characters in the column headers, extra spaces or any other items that might cause import errors.
- When in doubt regarding the columns to include, it is best to first run a bulk export out of the Transcripts tab, and use the columns in the export file to build your import file, later on cleaning up the unnecessary columns.
2. I am getting an out-of-bounds error. Opus 2 is throwing an error saying it cannot import my file because of incorrect values, but the values in the dialog don't exist in my import file. How do I fix this?
Because the import system reads the file slightly differently from how it is actually set up, it sometimes provides an out-of-bounds page error message showing page:line values that don't actually exist in the import file; in reality, it is reading page:line values in the numerical "vicinity" of the invalid designation. For instance, it could tell you that you have this invalid designation in your file (that is not actually there): 23:18-23:8; check your import file a few lines before or after any designations with page value 23, such as 22:18-22:8, or 25:18-25:8. Then, correct the values so that they become a valid designation; in this instance, correct the ending line number so that it is greater than the start line number, i.e., 25:18 - 25:24, or 25:8-25:18.
Once fixed, remember to save the file before reattempting your import.
3. The import dialog is not finding the transcript name from my file, but I am sure the transcript is in the workspace. How do I fix this?
- The most common cause for this is the incorrect naming of the transcript, or the transcript name(s) in your workspace are not unique (i.e., several transcripts named "Sanders, Sally"). Close the dialog and compare the naming of your transcripts in your import file against the transcript names in Opus. Revise any non-unique names and correct any misspellings or typos that would prevent the system from matching up the import file with what is in Opus.
- If the transcript name options drop-down is EMPTY or seeming to miss some transcript names, this could mean your workspace had not fully loaded yet at the time that you opened the Bulk Designations Import dialog. Close the dialog and refresh the transcripts tab, giving it several seconds to fully load so that you see the FULL list of transcripts populate, prior to opening the Bulk Designations Import dialog again.
4. My import file is good and the bulk import dialog lets me through its first few tabs, but it freezes and I cannot continue. What can I do to fix this?
- This scenario can be attributed to caching a lot of time. Clear your browser cache and attempt the import again.
- Formatting or small, unnoticeable issues with the import file can cause this as well. Close the import dialog, and re-open your import file in Excel. Check for any spaces or extra/garbage characters in the column headers. As a best practice, copy out all the values and paste them into a brand new Excel spreadsheet (pasting in as "values only"), and then manually type in the column header names. Save as a new import file and reattempt your import.