Collect Files

Heureka allows you to collect files identified in a search. To gain access to your downloaded files via FTP, we recommend a tool such as Filezilla.

Collect Files

The Collect Files button can be found in the "File Actions" dropdown from the upper right corner of your search details.

Collected files will be copied to a file or preservation share set up by your system administrator. 

1. Once a search is complete, select the files you wish to collect using the line item (checkbox) selection and then click "Collect Files" on the Search Details Window.
2. Add a Group Name and then select "Collect" in the file pop-up message. Select cancel if you do not wish to continue.

Once the "Collect" button has been selected, the system will create a Collection Action card displaying the intended file count as well as a date stamp along with the user who created the action. 

The Collection action card will begin with a status of "queued" as endpoints begin checking in and picking up their collection request. The status will move to "Collecting" once file collection has begun. File-level status can be viewed at the far right. If you would like to view files that are queued for collection you may sort on the column by clicking on the column header.

Collect file group name input. Group names will be displayed in the action card.

Action Card showing a "Done" status with no errors

Collect Action card selected showing all files in the intended collection. 

Collected File Information

Files will keep their original file path and will appear in the collected folder in the following manner:

Heureka Job Name > Heureka Search Name > Heureka Machine Name_Endpoint ID > Endpoint File path

Example:

Using Heureka, I create a Job called Acme Energy with a search called HR Department. The HR Department consists of three employees (Judy Townsend, Pat Lewis, Patricia Turner). When I execute my search (Employee Record Search) I find documents on all three employee's laptops that I want to collect. When I click on the "Collect Files" button my collection will look like the following:

Acme Energy > Employee Record Search > Judy Townsend_126 > C > ...

You will be provided an FTP link which will act as your collection location. Please see your network administrator or contact Heureka support for more information.

Collecting files for E-Discovery Platforms

You can collect to common E-Discovery platforms such as iCONECT or Relativity by selecting the eDiscovery Options button on the Collect Files pages. A DAT/NATIVE file export will be performed. 

*NOTE: The "Find Parent Emails" must be run before running any parent email related export functions.

1. Select eDiscovery Options option
2. Select the type of collection you wish to perform. See collect options below for specific option details.
3. Optionally, select Create an ediscovery collection + load file and input your ControlID options for prefix, starting number or suffix.
4. Select Collect

Files will be collected to your FTP file share location (either in the cloud or on-prem). File paths will be dropped and a single folder will be created for each individual native file. A DAT file named "load_file.dat" will be created and contains the Control ID number, metadata fields as well as the native load path to be used when importing native files through an automatic load process. 

Collect Options

• All Search Results- All files selected in your search results will be collected
• Only Parent Emails - Only the parent emails (including any children/attachments) will be collected from your selected results
• Only Loose Files - Loose files (files not attached to email) only will be collected
• Parent Emails and Loose Files - Parent emails (and children) and loose files only will be collected from your selected results. 

Retrieving files from FTP (Cloud-Based Customers)

Heureka recommends using a tool such as Filezilla (Mac or PC), Cyberduck (Mac) or WinSCP (PC) to retrieve your collected files from the FTP site.

Cloud-based customers will be provided a host name for POC or Production environments. On-premises clients will have established their own credentials for FTP.  

Filezilla Settings:

Host: Provided by Heureka Support Staff

Username: Your Heureka interface username

Password: Your Heureka interface password

Port: <Leave Blank>

Once your host, username and password are input, select "Enter" to connect to your FTP site.

Cyberduck Settings:

Select "Open Connection" in the upper left corner and then select/fill in the options shown below:

File Protocol: FTP-SSL (Explicit AUTH TLS)

Server: Provided by Heureka Support Staff

Port Number: 21

User name: Your Heureka interface username

Password: Your Heureka interface password

Select "Connect" to connect to your FTP site.

WinSCP Settings:

File Protocol: FTP

Encryption: TLS/SSL Explicit Encryption

Host: Provided by Heureka Support Staff

Port Number: 21

User name: Your Heureka interface username

Password: Your Heureka interface password

Select "Login" to connect to your FTP site.

Filezilla Settings Shown Above

Cyberduck Settings Shown Above

WinSCP Settings Show Above

Deleting files from FTP

You may delete files or folders from your FTP by using your collection tool (such as Filezilla). Simply select the file or folder you wish to delete and then right-click > Delete. Your files/folders should begin the deletion process. 

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