Setting Up Background ProcessingCopy Anchor Link

Background Processing lets Claira run a bulk scan server-side. You start it the same way you start any bulk scan, but you do not need to keep Nuix Discover open while it runs: Claira finishes the work in the background and emails you when it's done. You can also kick off other background scans in parallel.

Background processing is not available in Claira Private.

Background processing needs a Discover API token connected to the case: the personal API token of a Nuix Discover user, which Claira uses to read documents and write coding back while nobody has the case open. A case gets its token in one of two ways:

• With one click, when Claira already holds a token you can use: your organization's API token, which an organization admin sets once in the Admin Portal, or a token you saved in another case. See Connect with one click.
• By pasting a token: create a dedicated Nuix Discover user for Claira, generate a personal API token for that user, and paste the token into Claira's settings. Steps 1 to 4 below walk through it.

One-click reuse is available when your organization uses the Admin Portal. Without it, each case connects its own token by pasting it.

Why a dedicated user?Copy Anchor Link

When you run a bulk scan in the foreground today, Claira uses your Discover session to write coding back to the case. That session disappears the moment you close the browser tab, which is fine for short runs but not for an overnight job.

Background Processing keeps a long-lived Nuix Discover API token on Claira's side so it can write coding back hours or days after you click Start. Every write-back from a background scan appears in Discover's audit trail as the Discover account the token belongs to, and Claira tells you which account that is before you connect a token. If you connect your own personal API token, those write-backs appear under your name.

To keep the audit trail clear, we recommend giving the token to a dedicated user (for example, claira-service@your-firm.com) rather than to a real reviewer. When your organization uses the Admin Portal, an organization admin can set that user's token once as the organization's Discover API token, and every case can then connect it with one click.

Connect with one clickCopy Anchor Link

Open Claira's settings and, under Team settings, click Background processing. When Claira holds a token you can use in this case, the section offers it in place of the paste form:

• Your organization's API token: shows Connects as and the account name, and Added by your organization admin. Choose Use organization token. When your organization has one, it is always the first offer.
• Your API token: a token you saved in another case of your organization. It shows the account it connects as and, when other cases already use it, how many (for example Used in 3 other cases), and reminds you that background write-backs appear in Discover as that account. Choose Use your API token. If you saved tokens for more than one Discover account, the button lists them by the account each one connects as.
• Use your API token instead connects your own token when the organization token is offered first, and Paste a different token opens the paste form described in Step 4.

Claira checks the token against this case before connecting it. Once it is connected, Connected. Background processing is available in this case. appears and the section shows the connected token (see What the section shows once a token is connected).

Only the person who added a token is ever offered it. A colleague who opens another case sees their own tokens and the organization token, never yours. A token Discover no longer accepts is never offered.

If the account cannot open this case. The token's Discover user must be a member of the case. If it is not, nothing is connected and Claira names the account: ask a Discover admin to add that account to the case (Step 2), then try again.

When nothing is offered. If your organization uses the Admin Portal but has no organization token yet, the paste form adds Your organization admin can add one token for every case in the Admin Portal. If your organization allows only its own API token and it is not set up yet, the section says so and asks you to contact your organization admin; there is no paste form.

Step 1: Create a service user in Nuix DiscoverCopy Anchor Link

1. From Portal Home, open Users.
2. Create a new user: for example claira-service@your-firm.com.
3. Give the user a strong password and store it somewhere safe (you will only need it once, to generate the API token in the next step).

Step 2: Add the service user to your caseCopy Anchor Link

1. Open Case Setup for the case where you want to enable Background Processing.
2. Click Users and add the service user you just created.
3. Give the service user enough permission to read documents and apply coding to your destination fields. A case-admin role is the simplest option; a coding-only role works too.

A token can only be connected to cases its user can open. If your organization uses one organization token, add the service user to every case where you want background processing; the Admin Portal shows how many of your active cases the token can open.

Step 3: Generate a personal API tokenCopy Anchor Link

1. Sign in to Nuix Discover as the service user.
2. Open the user menu and follow your Discover deployment's instructions for generating a personal API token. (If your portal does not offer the option, ask your Nuix administrator to enable personal API tokens for your environment.)
3. Copy the token. It is a long string and will only be shown once, so store it somewhere safe.

Step 4: Paste the token into ClairaCopy Anchor Link

1. Open Claira inside Discover on the case where you want to enable Background Processing.
2. Open Claira's settings and, under Team settings, click Background processing to open the section. While it is closed, the section says whether a token is connected. If the section offers a token you can use, you can connect it with one click instead; to paste one anyway, choose Paste a different token.
3. Paste the token into the Personal API token field. When your organization uses the Admin Portal and lets people reuse their own token, Also offer this token in my other cases appears under the field, already checked. Leave it checked to be offered this token, with one click, in your other cases of the organization; uncheck it to keep the token for this case only.
4. Click Verify and save. The How to generate a personal API token in Nuix Discover link beside the button opens Step 3 of this page.
5. Claira verifies the token against Nuix and checks that it belongs to this Discover portal and can open this case. If the token is refused, Claira says why in your language and that nothing was saved, for example when Discover did not accept the token, the token belongs to a different Discover portal, or its account cannot open this case. If your organization allows only its own API token, a pasted token is not saved: use the organization token instead.

Pasting a token you already saved in another case does not create a second copy: Claira connects the one it already holds.

You're done. From now on, anyone with bulk-scan access in this case will see a Run as background processing task checkbox in the bulk-scan confirmation popup.

What the section shows once a token is connectedCopy Anchor Link

Once a token is connected, the section shows a single row: a check mark, Connected account, the Discover account the token connects as, and the date the token was last verified. A badge says whose token it is:

• Organization token: your organization's API token, set in the Admin Portal.
• Your token: a token you added.
• Added by and a name: a token a colleague added.

When the same token is connected to other cases too, the row adds how many, for example Also used in 2 other cases.

Running a background scanCopy Anchor Link

1. Select your documents and start a bulk scan the way you usually do.
2. In the confirmation popup, check Run as background processing task. The checkbox appears for every scan type (Text, Image, Audio, Video and Auto), on single-field and Multi-Code runs alike. If you have selected a model that background processing cannot run, the background scan uses Claira's default model instead, and the popup tells you so.
3. Click Start bulk scan. The task appears immediately in Bulk Tasks with a Background badge and a status line such as "Creating task". An Image, Audio, Video or Auto scan first uploads its files from your browser: see Image, audio, video and Auto scans upload their files first.
4. Close the tab if you want (for an Image, Audio, Video or Auto scan, once its files are uploaded). When the task finishes, Claira emails the person who started it (or everyone in the case, depending on your email preferences). The email tells you which task finished and where: the task name and number, the case name, the final status, and how long the run took, along with the field the responses were written to and the document counts (successful, skipped, errored). Open your case to review the results.

Scans of any size work the same way: very large runs are automatically split up and continued on the server, with results saved to your case along the way, so there is never anything for you to restart.

Connecting a token from a scan or Field MigrationCopy Anchor Link

You do not have to visit Settings first. When a case has no API token yet and Claira holds one you can use, the places that need a token offer it directly, with the same button the settings section would show (Use organization token or Use your API token):

• Bulk scan. In the confirmation popup, the Execution section reads Run in the background with your organization's API token (or Run in the background with your API token) and explains that once the account is connected, the scan can keep running after you close Discover.
• Send to background. On a live scan, Send to background asks Connect an API token and send to background?, names the account Claira will connect, and Connect and send connects it and moves the scan to the background in one step.
• Field Migration. Field Migration runs on the server and needs an API token for the case, so its notice offers the token to connect before you continue.

When there is nothing to offer, the same places say Background processing is not set up for this case with an Open Settings button that opens the Background processing section with the token field ready to paste into.

Image, audio, video and Auto scans upload their files firstCopy Anchor Link

A Text scan hands over to the servers straight away. An Image, Audio, Video or Auto scan needs each document's own file, so Claira first uploads those files from your browser. The confirmation popup says so when you check Run as background processing task.

1. After you click Start bulk scan, the bulk scan card shows Uploading files for Task #NNN, with a count such as "120 of 500 files uploaded" and a Pause upload button.
2. Keep Claira open until the upload finishes.
3. Once the files are uploaded, the scan runs in the background and the usual Task #NNN is running in the background confirmation appears: it is now safe to close Claira or Nuix Discover. The completion email works as for any background scan.

If the upload is interrupted. If Claira is closed or the upload is paused, the task waits under Ongoing background tasks with the status Uploading and a line such as "Waiting for files: 120 of 500 uploaded". Anyone working in the case can choose Finish uploading on that row, in Bulk scan task history or in the task details to upload the rest from their own browser. Files already uploaded are kept, and documents that person cannot open in Nuix Discover are skipped and not charged. If nobody finishes the upload within 24 hours, Claira starts the scan with the files it has; the remaining documents are not scanned and not charged. If no file was uploaded at all, the task is cancelled and fully refunded. Cancelling a task while it is Uploading discards it, since there are no results to keep yet.

For the file limits, pricing and what happens to a file that cannot be used, see Running media scans in the background.

Replacing, disconnecting or removing a tokenCopy Anchor Link

Each of these starts from the three-dot Connected account options button at the end of the Connected account row.

Replacing the tokenCopy Anchor Link

If you ever need to rotate the API token (for example, because the service user's password was changed), repeat Step 3 to generate a new token. Then choose Replace token, paste the new token and click Verify and save. The connected token stays in place until the new one is verified. Cancel closes the form without changing anything.

When the token is yours and other cases use it too, the form asks where to apply the new one:

• Update all {count} cases that use it (the default) replaces your token everywhere: every case connected to it uses the new one straight away. The new token must connect as the same Discover account; if it does not, nothing changes in your other cases and Claira asks you to choose Only this case or paste a token for that account.
• Only this case connects the new token to this case alone. Your other cases keep the token they had.

Disconnecting a token from this caseCopy Anchor Link

Choose Disconnect from this case. Because this affects everyone in the case, Claira asks you to confirm first: background processing stops in this case until someone connects a token. Background tasks running in the case pause at once, with their progress kept, and the person who started each one is emailed that it is paused because the API token the case used was removed or disconnected; once a token is connected again, use Resume on them in Bulk Tasks. Disconnecting touches only this case: your token stays saved for your other cases, and an organization token stays available to connect again. Disconnected from this case. confirms it.

Removing your token from every caseCopy Anchor Link

If you added the token, Remove my token from every case disconnects it from every case that uses it and deletes Claira's copy. The confirmation says how many cases use it, and that background processing stops in those cases until someone connects another token. Background tasks running in those cases pause in the same way. Only the person who added a token can remove it from every case; anyone else can disconnect it from the current case instead.

Claira never deletes a token on its own, and removing it in Claira does not revoke it in Nuix Discover: Discover keeps accepting the token until you revoke it there too.

When Discover stops accepting a tokenCopy Anchor Link

If a token is revoked or expires in Nuix Discover, Claira notices the next time a background task uses it. The Background processing section then shows Needs attention, and the row reads Discover no longer accepts this API token.

• Background tasks pause; nothing is lost. Tasks in cases that use the token stop where they are and show as Incomplete in Bulk Tasks; anything they already wrote to Discover stays. The person who started each one is emailed that it is paused. A new background scan is refused until the token is replaced, but a scan can still run in your browser while Discover stays open.
• Field Migration does not pause. A field migration running at that moment ends as failed, with the message "Discover stopped accepting the API token this case uses. Replace it, then resume." The copies it had not made yet stay unmade.
• Replace it once. Choose Replace token and paste a new token for the same account. Replacing it in one case also fixes the other cases that use it.
• Then resume. Open Bulk Tasks and use Resume on each paused task: it continues from where it stopped. Resume is refused while the case has no working token.

When the rejected token is your organization's, the section says that background tasks in this case are paused and that your organization admins have been emailed to replace it in the Admin Portal. See When Discover rejects the organization token.

Who can connect a tokenCopy Anchor Link

When your organization enforces Claira roles from the Admin Portal:

• Connecting a token Claira already holds (one click) needs Connect a saved API token to a case. Every User has it by default.
• Pasting a new token needs Paste a new API token into a case.
• Disconnect from this case needs Disconnect a case's API token.
• Removing your own token from every case needs no permission: you can always remove a token you added.

Until enforcement is switched on, anyone with access to Claira in the case can do all of these.

What gets written backCopy Anchor Link

A background scan writes exactly what the same foreground scan would have written. For a single-field run, each document's response lands in the destination field you chose, in whatever format your prompt asked for. For a Multi-Code run, each document's values are written to every one of your configured Multi-Code fields, just like in the foreground; if some fields could not be written for a document, the task's document log in Bulk Tasks says which ones. If you ticked Write the prompt to each document's Prompt Log when starting the scan, each coded document also gets the same Prompt Log entry a foreground scan writes. Reviewers can read the results directly in the case, or export the fields and continue from there.