Nextpoint FAQs

What are Bulk Actions?

Nextpoint's "Bulk Actions" functionality allows you to edit and sort your documents en masse. We often see this functionality utilized to add a group of documents to a folder, but Bulk Actions can also be applied to update issue coding, privilege statuses, data fields, and more.

Read more below on how to take advantage of Bulk Actions in your Nextpoint database.

*Available to Advanced and Standard User Permissions

Recent Updates

Released: November 21, 2019

Nextpoint recently announced updates to our "Bulk Actions" interface. You can read more specifics on the updates here, butall updates are integrated in the instructional material below.

How to Use Bulk Actions

There are four key options available when using Bulk Actions to edit a list of documents:

Update (only) Selected Documents in their Current Order

Update (only) Selected Documents in Email Family Order

Update Selected Documents, their Related Documents, and Sort in Email Family Order

Update Selected Documents, their Related Documents, and Sort in Chronological Order

Note: All actions illustrated below take place in the Bulk Action pop-up window. You can reach this pop-up by navigating to any Grid View results, selecting some or all of the documents via the top-left drop-down, and clicking Bulk Action.

[email protected]

1. Update (only) Selected Documents in their Current Order

The first option is to apply your Bulk Action edit to your document list without adding related documents, and also without changing their sort order.

This selection will only update documents in your document list, with no regard for associated emails or attachments. Additionally, if you choose to apply a folder in your Bulk Action, the selected documents will be added to the folder in the order in which they appear in your document list.

Below, we've illustrated how you would add (only) your selected documents to a folder and sort in their "Current" order.

Example of Application:Add a Production Set to a Folder and Sort in Bates Order

If you receive a production from an opposing party, you may want to add those documents to a folder sorted in order of their provided Bates numbers.

In this case, you would search for all documents with a the opposing party's Bates prefix (e.g. Bates:Nextpoint*)sort in Bates order from your grid view"Select All" documents in your list via the top-left drop-downclick "Bulk Actions"Select "Add" to "Defendant Productions" folderselect "Apply update to related documents:none" select in their "Current" orderclick "Update".

2. Update (only) Selected Documents in Email Family Order

The second option is to apply your Bulk Action to your document list without adding related documents, and changing the sort order to group emails and attachments together.

The selection of "Family" sort order will reorder your selected documents to group email families together (email + attachments).

Below, we've illustrated how you would add (only) your selected documents to a folderand select to sort in "Family" order.

It is important to understandthis selection will only consider those documents in your selection.

For example, if you run a search for "flights", and only the parent emails hit on the search term, but some emails have attachments which are not in your search results, those attachments willnot be incorporatedin your Bulk Action application.

To incorporate all associated family members (emails + attachments), read the next section on how to "Update Selected Documents, their Related Documents, and Sort in Email Family Order".

3. Update Selected Docs, their Related Docs, Sort in Email Family Order

The third option is to apply your Bulk Action to your document list, also update related documents (typically, email family members), and sort all included documents in Email Family order.

The selection of "Apply update to related documents:Email Family" will add related family members to the selected set prior to updating. This means, if an email is included in your selection, all attachments will be added, and if an attachment is included in your selection, the corresponding email will be added. Furthermore, the selection of "Family" sort order will reorder all included documents to group email families together (email + attachments)

Below, we've illustrated how you would add your selected documents to a folder, select which documents you would like to include (email family member, email chain members, or duplicate), and then select the "Family" sort order.

Example of Application:Ensure you Produce Complete Email Families

Oftentimes, when preparing a set of documents for production, users would like to make sure they have coded each part of an email family consistently.

For example, if a parent email has been coded as Responsive/Not Privileged, users may want to ensure the attachments are tagged in the same manner. Utilizing the aforementioned "Update Selected Documents, their Related Documents, and Sort in Email Family Order" option would keep email families together during your Bulk Action update, regardless if the attachment to the Responsive/Not Privileged email happened to be tagged differently (e.g. Non-Responsive).

In this case, you would Filter for all Responsive/Not Privileged documents without Bates numbers already applied (to exclude previously produced documents) then, select All documents in your list via the top-left drop-downclick "Bulk Actions"Add to a "Pending Production" folderselect "apply update to related documents:Email Family" select in "Family" orderclick "Update".

4. Update Selected Docs, their Related Docs, Sort in Chronological Order

The fourth and final option is to apply your Bulk Action to your document list, also update related documents (typically, email family members), and sort all included documents in "Date & Family" order.

The selection of "Apply update to related documents:Email Family" will add related family members to the selected set prior to updating. This means, if an email is included in selection, all attachments will be added, and if an attachment included in selection, the corresponding email will be added.

The selection of "Date & Family" sort order will order documents chronologically by their master family date, which is considered to be the date of the parent email.This date will then be assumedby all email family members when sorting, even if that parent email is NOT in your selected document list.

How do I remove my documents from a folder with Bulk Actions?

If you need to remove documents from a folder, first, click into the folder from your REVIEW or DOCUMENTS tab (if you are working in Review vs. Prep, respectively).

Then, select all documents from the grid view and click "Bulk Actions".

Click "Remove" under the "Folder" heading in your Bulk Actions modal. Make sure to select the appropriate folder from which you would like to remove your documents.

Lastly, click the orange "Update" button. No related documents selection is necessary when removing documents from a folder.

If the documents were removed from the folder successfully, the folder should display zero documents from the REVIEW or DOCUMENTS tab.

Note: When removing documents from a folder, the actions you are taking will not remove/trash the documents from your database.

Working with Bulk Actions in Prep

The above guide is more specific to working with Bulk Actions in Review, but it is important to note Bulk Actions are available in Prep as well.

One important consideration to make in Prep, is if you would like to apply an Issue to a list of documents via Bulk Actions, you must first set up the Issue. Otherwise, selecting an issue will not be available.

Questions? Contact our product support team at .

Question:

How do I folder emails in chronological order and maintain family relationships?

Response:

Nextpoint makes it easy to organize your data in chronological order. To do so, use the "Bulk Actions" functionality to edit and sort your documents en masse. Here's how:

Create a new folder in theSETTINGSTab > Folders section.

Navigate to the REVIEW tab and start building a search based on the criteria you are looking for. For example, if you want to folder a particular import batch, start withbatch:##. remove/trash

Once you have returned the desired results, initiate the process of adding documents to your folder by clicking "Bulk Actions" at the top-left of your screen.

In the Bulk Actions pop-up, you'll want to click "Folder Actions/Add" and select your newly created folder.

At the bottom of your pop-up, select"Apply update to related documents:Email Family". This selection will add related family members to the selected set prior to updating. This means, if an email is included in selection, all attachments will be added, and if an attachment included in selection, the corresponding email will be added.

Next, select Sort Order:"Date & Family" at the bottom of your pop-up. This selection will order documents chronologically by their master family date, which is considered to be the date of the parent email.This date will then be assumedby all email family members when sorting, even if that parent email is NOT in your selected document list.

Lastly, clickUpdate. Once you do this,your documents will be sorted by date and email family in your newly created folder.

How do I remove my documents from a folder with Bulk Actions?

If you need to remove documents from a folder, first, click into the folder from your REVIEW or DOCUMENTS tab (if you are working in Review vs. Prep, respectively).

Then, select all documents from the grid view and click "Bulk Actions".

Click "Remove" under the "Folder" heading in your Bulk Actions modal. Make sure to select the appropriate folder from which you would like to remove your documents.

Lastly, click the orange "Update" button. No related documents selection is necessary when removing documents from a folder.

If the documents were removed from the folder successfully, the folder should display zero documents from the REVIEW or DOCUMENTS tab.

Note: When removing documents from a folder, the actions you are taking will not the documents from your database.

Create reusable templates for marking up images. Accessed from SETTINGS> Export/Exchange tab and click "Create New".

Note:InPrep, these same settings can be found via More > SETTINGS > Export/Exchange.

An endorsement template defines how images will be marked as part of a export, as well as defining where native placeholders should be generated.

A native placeholder is a single-page image referencing an original native file. Native placeholders receive a single number in the endorsement process regardless of the page count of the original file.

Click here

Naming: Simply name your template. We recommend a name that will be descriptive of the template's further use.

Numbering Pattern: Define a numbering pattern (e.g. Bates).

Numbering Exceptions: Specify file extensions and/or patterns that should receive native placeholders instead of individual images for each page.

For example:Adding xl* (any xls, xlt, xlsx, etc) will create a native placeholder image with a single Bates stamp, instead of one Bates per page of that document.

Note: Documents without associated images automatically receive native placeholders.

Additional Endorsements: Use this field to input any custom/additional endorsements you wish to make with the particular template. Add as many as needed.

Save your new endorsement template and reuse as needed in your case.

for information on how to apply your endorsement template to documents.

Note: This functionality is available for Advancedusers only.

Outlined below, are steps and workflow tips recommended by the Nextpoint Data Strategy Team to manage the import of produced data or data being migrated from another platform. You can also watch our Advanced Import training video here for additional information.

All steps outlined are below based on the assumption of a ranged image import.See below for a breakdown of the typical format for such an import:

What Does a Ranged Image Import Look Like?

Your produced data set will contain up to 4 folders. Atthe very least, this type of data set must contain an "Images" or "IMAGES" folder): Nextpoint Support Team

IMAGES- This folder contains the document pages, each a one-page image file.Image file pages will be in the .tif or .jpg format, and the files will be named by their Bates numbers.

TEXT- This folder contains the OCR text information, and can be either one text file per page, or one text file per document.If included, the OCR text files will be named by the corresponding Bates start numbers of the document they represent.

NATIVES- This folder contains any native files that accompany each document.If included, the Nativefiles will be named by the corresponding Bates start numbers of the document they represent.

DATA - This folder contains load files associated with your data set.All information contained within the load file serves as an instruction manual for Nextpoint during import so the correct IMAGES, NATIVES, and TEXT files are combined to create unique documents and those documents can be viewed, searched, and filtered.

These load files will, at the minimum, contain document boundary information outlining which image files should be extracted from the aforementioned IMAGES directory and combined to create unique documents during import.Additionally, load files will oftentimes include dataabout the documents (Author, Recipients, Bates range, etc..) and have thepaths to text and native files within the TEXT and NATIVES directories.

Below is what a graphic representation of a what a common ranged imagedata setlooks like (when it is expanded):

Produced Data Import Instructions

The following steps have been strategically organized to help guide you through the import of produced data import in the most simple manner. We recommend navigating the instructions one step at a time.

It is also recommended you review these required considerations for produced data imports prior to proceeding with the below Produced Data Import Instructions.

1 | Confirm Data Format

Open your production folder and review the subdirectories for the following specifications:

DATA:Check for a .CSV and/or .DAT load files. If you have a .DAT, you must convert this file type to a more user-friendly .CSV format in Step 2. Additional file types such as .lfp, .log, .opt, may be discarded for purposes of these instructions.

IMAGES:Check for single-page tiffs/jpgs named by their Bates number. In some cases, the image files are provided as PDFs named by their Bates start and that is acceptable.

TEXT:Check for per-document text files. These are named by the Bates start of each document.

NATIVES:Check for any native file types which have been provided. These are named by the Bates start of the document. Oftentimes Excel, Powerpoint, and other file types which do not image well (or at all).

A reminder of what you should anticipate seeing in a ranged image import:

FAQ: My TEXT (.txt) files are located in my IMAGES folder. What do I do?

If your text (.txt) files are not in a separate TEXT folder, that is typically OK. You will need to supplement a field in your load file titled image_extension. We further explain how to add this field when you get to Step 3 | Load File Configuration --> Document Boundaries.

2 | Convert .DAT Load File to .CSV

For successful import to Nextpoint, load files must be saved in a CSV (comma-separated value) format.

If you located a .DAT in your DATA folder in Step 1, you must first convert the file to a .CSV before proceeding.Not only is it required for import to Nextpoint, but making the conversion from .DAT.CSV allows you to more easily view your load file and make necessary modifications (in Excel). VS

Steps to convert a .DAT to .CSV:

Open your .DAT file in a text editor such as TextPad or Sublime Text (this is the application preferred by Nextpoint Data Analysts). To open, right click on the .DAT fileSelect "Open With"click on the text editor program you would like to use.

Once opened in your text editor, the values in your .DAT file will likely be separated by the symbols (thorn, (ASCII 20), and another thorn). So, the text displayed resembles this: ProdBegProdEndBegAttachENDAttachCustodiansIf using Sublime text, your beginning state may look like this: ProdBeg<0x14>ProdEnd<0x14>BegAttach<0x14>ENDAttach

Using the functions in TextPad or Sublime, you must complete a find and replaceon the aforementioned characters to convert the load file format. Use the following sequence:

Find-replace all " (quote) with "" (double quote) -This will ensure your line breaks remain consistent.

Find-replace all (thorn) with " (quote)

Find-replace all (ASCII 20) with, (comma) - may read as<0x14> if working in Sublime Text.

The find and replace actions you take above in Step 3 will result in all values being now separated by "," (quote comma quote, or in other words, comma separated values / CSV). The text displayed should resemble this:

Save your file as: nextpoint_load_file.csv. If given the option to select a particular plain text encoding when saving, select Unicode (UTF-8).

Locate your nextpoint_load_file.csv in your production folder and open the file in Excel. Your values will be separated into columns, and much easier to work with moving forward.

Prefer a video tutorial on converting your load file from .DAT to .CSV? Watch here >>

Troubleshooting: "My find-replace is not working correctly."

Some clients using Textpad or Notepad have had trouble in the past with certain characters being unexplainably replaced during this process, thus altering the desired results of their ending CSV (e.g. "" replacing the character sequence of "th" ). If you notice nuances in your resulting CSV, some users have found Sublime Text to be a helpful text editor alternative.

3 | Load File Configuration

Now, you will make modifications to your .CSV load file AND Nextpoint database fields to ensure all information in your load file has somewhere to go when imported into your Nextpoint database.

Once your load file is converted in Step 2, open your resulting .CSV in Excel, if you have not already.Each row in your load file (spreadsheet) contains the information for one document.

DOCUMENT BOUNDARIES

In your load file, review the first two columns to confirm Bates_start and Bates_end or a general control number is present(e.g. Bates_begin/Bates_end OR prod_beg/prod_end)

These beginning and ending numbers will identify which ranges of single page tiff/jpgs should be pulled from the IMAGES folder and combined to create individual documents.

If these two columns arenamed something other than Bates_start and Bates_end, you must rename these columns in your load file to Bates_start and Bates_end in order for your import to be successful. *Capitalization and underscores (vs. a space) do not matter.

FAMILY RELATIONSHIPS

In your load file, review your column headers to confirm Begattach and Endattach column headers are present. Sometimes these are titled production_begin and production_end, etc...

These beginning and ending attachment numbers arevital to establishing email family relationships after your import is complete.

Establishing these visual relationships after import is referred to as Family Linking and is further covered below in step 7.

In your load file, if named anything other than begattach and endattach (e.g. prod_begin/end, production_beg_attach/production_end_attach, etc..), you must rename these columns to Begattach and Endattach in order for your import to be successful.*Capitalization and underscores (vs. a space) do not matter.

In your Nextpoint Review database, if begattachandendattachfields are not present underSettingsCodingFields,then you mustadd begattach and endattach as Freeform fields.

Importing to aPrep database? You can add these fields under MORE SettingsCodingFields.

If your text (.txt) files were contained in your IMAGES folder in Step 1

If your image and text files are contained within the same folder (most oftentimes, IMAGES), you must add a column header in your load file titledimage_extension and add the valuetif|tiff|jpg|jpeg in all of the rows. Adding explicit file extensions for images will limitwhat sorts of files Nextpoint should consider as potential page images (and keep it from mistaking text files for images).

METADATA FIELDS

Once your document boundaries and family relationships are verified in the steps above, the next step is to verify the metadata fields in your load file. It is recommended you address the remaining load file fields in the following order:

DEFAULT FIELDS

First, seethis list of Default Fields and Document Attributes, Exhibit A ("Exhibit A").Fields on this list already exist in each Nextpoint database.

If a column header in your load file matches, or is similar to, a field listed in Exhibit A, you must rename your load file headerto match the field name from Exhibit A. IMPORTANT: Your load file column header must exactly match the field name in Default Fields and Document Attributes,Exhibit A in order for your import to be successful.

FAQ re: Default Fields

Q: I'm concerned if I use a header in my load file that is similar to, but not exactly the same, as a Default Field, I will mess up my import.

A: Don't worry, you will not "break" the import! Sometimes, it may be necessary to create similar fields to what is existing, and that is OK. For example, Nextpoint has a default Email_Sent field which incorporates the date AND time an email was sent. If you have Email_Sent_Date and Email_Sent_Time in your load file, it is perfectly fine to keep your load file fields named as such. However, if you do this, please make sure to set up the corresponding field in your Nextpoint Review database by navigating to SettingsCodingFieldsCreate NewSelect Freeform Fieldenter the field nameclick "Create". This gives your load file data somewhere to go in Nextpoint once imported.

PROTECTED SYSTEM FIELDS

Next, see this list of Protected System Fields, Exhibit B ("Exhibit B"). Data cannot be imported into any of these fields because they are generated by the Nextpoint application.

If a column header in your load file matches a field listed in Exhibit B, you must rename the fields in your load file to something differentAND ALSO set up a corresponding field in your database.

Renaming the field in your load file eliminates the use of a protected system field, and setting up the corresponding field in your database gives the information from your load file "somewhere to go" when your load file is ultimately imported into Nextpoint.

Suggestions for what to rename the field in your load file (and subsequently add to your database) are provided in parentheses next to each field in Exhibit B. RENAME FIELD IN YOUR LOAD FILE TO SOMETHING OTHER THAN PROTECTED SYSTEM FIELD:

If you change a column header in your load file (in 2.2 above), you must also set up the corresponding field in your Nextpoint Review database by navigating to SettingsCodingFieldsCreate NewSelect Freeform Fieldenter the field nameclick "Create".

Importing to aPrep database? You can add these fields under MORE SettingsCodingFields.

TEXT & NATIVE PATHSNext up? Text and Native Paths. During import, Nextpoint needs to know which text and native files to pull from their respective TEXT and NATIVE folders, and line up with their corresponding document image(s) from the IMAGES folder.This is accomplished by using the text_file and/or native_file column headers in your load file, which contain the path to, and name of, the text and native files, respectively. Oftentimes, you will not be provided with ALL natives, but rather a select set of file types which do not image well (or at all). If you notice your native_file column lacking information in many of the cells, there is likely nothing wrong with your import, and rather only certain file types were provided natively (e.g. Excels, Powerpoints, Autocad drawings, etc).

In your load file, make sure these two column headers are named text_file and native_file, respectively.They must be named as such in order for the import to work correctly.

Then, in your load file, check to make sure the paths are relative to where the load file will be saved.It is critical to your import's successthat the nextpoint_load_file.csv includes native and text path information relative to where the load file resides in your production set's base folder.

Therelative pathfor any native file starts withNATIVES.For example, the first value of the native_file column in the image above isNATIVES\00001\NXP000149.xlsx

Therelative pathfor any text file starts withTEXT. For example, the first value of the text_file column in the image above is TEXT\00001\NXP_0000127.txt

See more information on relative paths here.

EVERYTHING ELSE

After addressing the Default Fields, Protected System Fields, and Text/Native Paths above, check for any remaining headers in your load file without a corresponding field in your Nextpoint database.

If remaining fields are found, create a new Field in your database named exactly the same as your load file header(s).

Working in a Review database?Navigate to SettingsCodingFieldsCreate NewSelect Freeform Field and enter the field name.

Working in a Prep database? Navigate to MORE first, then SettingsCodingFieldsCreate NewSelect Freeform Field and enter the field name.

4 | Save Load File as "nextpoint_load_file.csv"

After your load file is configured in Step 3, it is critical to the imports success to save your load file as nextpoint_load_file.csv. This is what indicates to Nextpoint during import "this is a load file and you should use it for this import".

5 | Confirm Deduplication Settings

Check your database SETTINGS for Deduplication.

Many users prefer to disable deduplication when importing produced data. If you disable deduplication in your database and plan to further import native data, make sure to re-enable your deduplication settingswhen your produced data import is complete.

6 | Import Data

UPLOAD YOUR DATA TO THE FILE ROOM

Move your load file to the root of your production folder.

Then, upload your production folder to your Nextpoint File Room by dragging and dropping the unzipped folder.

IMPORT YOUR DATA

Select your Production Folder for import via DATAImport"Import Files""Add File From File Room"

Select your parent production folder and add to the list for importing"Import Files".

Name your Batch then click the blue "Import Files" to initiate your import.

My Import Didn't Work, Why?

Every import is different, and sometimes even the smallest nuance can affect the outcome of your import. We have compiled a list of common import errors and solutions for general troubleshooting, and are further developing more specific troubleshooting options for produced data imports, specifically.

7 | Family Link

Once your Import is has completed processing, you will receive an email notification, and subsequently run Family Linking " from your Batch Summary page. This is vital for visually establishing parent-email relationships in your import.

You will receive an email notification stating your import is Complete. Click on the link contained within the email, or navigate back toDataImportsandclick on the title of the batch you just imported toview the Batch Summary.Working in Prep? Navigate here via MoreDataImports.

At the bottom right of your Batch Summary page,click. A sliding menu will appear with checkboxes & headers for Batch, User, Uploaded, Docs (batch number, importing user, upload date, batch document count), and a selection drop-down for your Linking Options.

Select the batch(es) you would like to Family Link. You can link more than one batch at the same time.

Select the fields Nextpoint should use to link parent emails to their attachments via the"Linking Options"drop-down. If you utilized Begattach/Endattach in Step 3/Family Relationships, select that option from the drop-down.

Click"Family Link Documents"

Confirm your selection by clicking"Run Family Linking"

Once linking is complete you will receive an email with a link back to the Batch Summary page where you can download and review a report to ensure the emails and attachments were linked without issue.

Have Questions?

Produced data and migration imports can be difficult. After reviewing the above Produced Data Import Approach, if you need additional training or assistance from the Nextpoint Data Strategy team, please contact your Account Director or the .

Exhibit AExhibit B

Default Fields & Document Attributes

For any of the below-listed fields, you do not need to set up a new Field under SETTINGS > Coding. Instead, if you have a header value in Row 1 of your load file,make sure that the load file value matches the below default fields exactly.

Values can be imported by load file headers to the provided values. App Name indicates what your load file header should read. Visible vs. Hidden indicates if a field can be seen under SETTINGSCodingFields (Visible), or if it isn't seen in the field list but can accept your load file information (Hidden).

App Name

Visible vs. Hidden

Author

Hidden

Bates_Start

Hidden

Bates_End

Hidden

Bates_Range_Start

Hidden

Bates_Range_End

Hidden

BCC

Visible

CC

Visible

Created_Date_Time

Visible

Custodian

Hidden

Custodians

Hidden

Date

Hidden

Document_Author

Visible

Document_Last_Author

Visible

Document_Subject

Visible

Document_Title

Visible

Document_Type

Hidden

Document_Date

Hidden

Email_Author

Visible

Email_Received

Visible

Email_Sent

Visible

Email_Subject

Visible

Email_Thread_Index

Hidden

Encrypted

Visible

File_Name

Visible

File_Path

Visible

Last_Print_Date

Visible

Mailbox_File

Visible

Mailbox_Path

Visible

Modified_Date_Time

Visible

Native_File

Hidden

Recipients

Visible

Root_Folder

Visible

Shortcut

Hidden

Tags

Hidden

Text_File

Hidden

Title

Hidden

Important Field Notes:

Custodian/Custodians are visible under Settings > Import > Custodians

Have existing/historical Tags you want to migrate toNextpoint's Additional Tagsfield? Your column header should readTagsand the values should be semicolon delimited (e.g.Bob Randolph; hard copy document; Production 1; 10/22/2019).

Protected System Fields

Data cannot be imported into any of the below fields because they are generated by the Nextpoint application.

If youd like to map any of the below values into your database, you will be required to setup a field with a different name.

Note: Common fields replaced and suggested replacement values provided in parenthesis:

Protected Field

Suggested Alternative

Filename

(use existing File Name)

Filepath

(use existing File Path)

batch

batch_id

batch_ids

Bates

(use existing Bates_start and Bates_end as applicable)

Bates_stamped

Confidentiality

(Conf_Status)

Confidentiality_Status

(Conf_Status)

Content_hash

(ContentHash)

Created_at

(use existing Created_Date_Time)

Created_at_gmt

(Created_Date_Time)

Created_on

Delete_at_gmt

Deposition_id

Deposition_names

Deposition_volume_id

Display_name

Doc_props

Document_properties

Domain

(EmailDomain)

Email_message_id

(MessageID)

Email_reply_id

(ReplyID)

Email_Thread

(ThreadID)

Es_exh_designations

Es_tags

Es_updated_at_gmt

Exhibit_stamped_as

Expansive_hash

Export_ids

File_extension

(Fileext)

File_size

(Size)

Has_markups

(Has_Annotations)

Has_native_placeholder

Highlight_issues

(Annotation_Issues)

Highlight_notes

(Annotation_Notes)

Id

Incoming_wire_id

Marked_for_delete

Non_imaged_placeholder

Notes

(Annotations)

Npdcase_id

Original_filename

(use existing File Name)

Outgoing_wire_ids

Page_count

(Pgcount)

Privileged

(Isprivileged)

Privileged_status

Redacted

(Isredacted)

Relevancy_Status

(Relevancy)

Responsive_Issues

(Resp_Issues)

Review_status

Updated_at

(Timeupdated)

Updated_at_gmt

Updated_on

Verified_page_count

Wire_transfer_tags

Download the full list of supported file types by clicking the image below.

Importing Data in Bulk

The Nextpoint File Room is the suggested method for importing data in bulk.

If uploading through a web browser: ZIP files are accepted, and the maximum recommended file size is 10 GB.

View additional File Room and Import Best Practices here

Additional Supported File Types

The following file types are supported, with assistance from the Client Services Team. Please contact [email protected] for more information about processing these file types:

AutoCAD Files:

dxf

hpg

gl2

dwg

plo

spl

dwf

hp

svg

dwfx

hpl

cgm

plt

hpgl

swf

bak

hp1

emf

hg

hp2

wmf

hgl

hpgl2

Database Files:

E01 (EnCase image) DMG (Apple disk image)

*this list is subject to change

Supported Transcript File Types

Prep accepts TXT, PTF, PTX, PDF, LEF, CMS, or ZIP formats for your transcript files.

A description of each is outlined below:

Extension

Description

TXT

Text Files are raw transcriptstext-only files and are considered universal.

PTF

Portable Transcript Files are created with RealLegal E-Transcript software. Unlike EXE files, PTF filesarenot blocked by firewalls or virus protection software. They are also smaller than EXE files, so a preferred file format for many.

PTX

E-Transcript files have their proprietary .ptx file type.PTX files are small and easy to email and contain the transcript in full-sized and condensed forms as well as the word index.

PDF

Portable Document Format is a file format which can be viewed on any type of computer. Note:We make a best-effort attempt at processing PDF deposition transcripts, but not all PDFs will be correctly converted. If possible, we suggest you use one of the other supported deposition transcripts file types. Otherwise, the accuracy of the resulting deposition transcripts should be verified after import.

LEF

LiveNote evidence format enables you to receive transcripts with the related evidence seamlessly integrated and ready for import into Nextpoint (e.g. Deposition exhibits already scanned and hyperlinked in the text).

CMS

A synchronized transcript in the native TrialDirector .cms format. Can be paired with video files for synchronized viewing of the transcript and associated video clips.

ZIP

Multiple transcript files of the types outlined above can be compressed in a .zip file and imported at the same time. Nextpoint will unpack and process all files contained within.

DAT files can be manually converted to the CSV format by simply replacing the delimiters with a program like TextPad. So, first open your .dat file with TextPad.

The values in your original .dat file are separated by the symbols (thorn, (ASCII 20), and another thorn). So, your coding values look like this:

BEGPRODENDPRODBEGPROD_ATTENDPROD_ATTCustodian

Using the functions in Text Pad, you can do a find-replace (F8) on these characters. Use the following sequence:

Find-replace all " (quote) with "" (double quote). This will ensure that your line breaks remain consistent.

Find-replace all (thorn) with "(quote)

Find-replace all (ASCII 20)with, (comma) This will result in all values being now separated by "," (quote comma quote): "BEGPROD","ENDPROD","BEGPROD_ATT","ENDPROD_ATT","Custodian"

Save file as: nextpoint_load_file.csv.

Open the new .csv file in Excel. Your values will be separated into columns (based on the new comma-quote positions).

Warning: NextPoint requires UTF-8 encoding. Here's how to convert UFT-8 with BOM to UFT-8. Now, you can modify the column headers to match the coding that Nextpoint uses.

Troubleshooting: "My find-replace is not working correctly."

Some clients have had trouble in the past with certain characters being unexplainably replaced during this process, thus altering the desired results of their ending CSV (e.g. "" replacing the character sequence of "th" ). If you notice nuances in your resulting CSV, some users have found Sublime Text to be a helpful text editor alternative.

Updated: November 19, 2019

Nextpoint is making bulk editing and sorting options more powerful than ever before.

In the coming days, Nextpoint will release exciting updates to our "Bulk Actions" interface. This will improvesome existing workflows, so we want to make you aware of the changes before they are released.

Our pending Bulk Edit updates include:

Updated interface for bulk editing documents

Your selection of related documents and sort order will now be split into two separate selections

NEW sorting option - Chronological by Master Email Family Date

We look forward to releasing this simplified and more intuitive bulk edit interface, as well as adding the new option to sort by "master email family date". The latter will eliminate multiple steps for ordering documents in folders when setting up review folders, organizing documents for production, and more use-cases.

*Available to Advanced and Standard User Permissions

Before and After

Following are illustrations of the changes you can expect to see before and after the Bulk Edit Updates are released:

Note: All changes illustrated below take place in the Bulk Edit pop-up window. You can navigate to this pop-up by navigating to any Grid View results, selecting some or all of the documents via the top-left drop-down, and clicking Bulk Action.

Simplified Text

The first change you will notice when you open the Bulk Edit Window, are some slight text changes. We updated the text labels with an aim to keep the interface simple and understandable for our users.

*Click on the image in order to zoom in.

Separate Actions for Including Additional Documents and/or Sort Order

The next change separates the actions of selecting which related documents, if any, you will add to your bulk update, and then how you will order those documents.

With the upcoming release, options for updating related documents (email family, email chain, duplicates) will only appear after selecting the bulk action you would like to execute. Subsequently, the option of a particular sort order will only appear if you choose to add to a folder or issue (prep only).

[email protected]

Let's take a closer look at the varying selections you can make when you make a bulk edit.

Update (only) Selected Documents in their Current Order

Below, you can see how you would previously choose to bulk edit your document list without adding related documents, and also without changing their (sort) order.

We further illustrate how the same selection will look in the updated interface.

*Click on the image in order to zoom in.

Update (only) Selected Documents in Email Family Order

In this next example, you can see how you would previously add documents to a folder, grouping emails and attachments together that are already in the document list.

Now, you will be asked to confirm that you would not like to add any additional documents before choosing to sort in (email) Family order.

*Click on the image in order to zoom in.

Update Selected Documents, their Related Documents, and Sort in Email Family Order

The last example of our existing Bulk Edit workflows is to make a bulk edit to the documents in your selection AND also update related documents (typically, email family members).

Below, we've illustrated how you would previously add your selected documents to a folder, including any associated emails and their attachments, and grouped in email family order.

This will remain an option after the update, but after selecting the action to add your selected documents to a folder, you will firstselect which documents you would like to include (email family member, email chain members, or duplicate), and then select your sort order.

*Click on the image in order to zoom in.

Want to sort email families by date? Don't miss the details on our NEW sorting option - Chronological by Master Email Family Date, at the end.

NEW: Update Selected Documents, their Related Documents, and in Chronological Order

Last, but certainly not least, we would like to inform you of the new date & family ordering option.

This option will order documents chronologically by their master family date, which is considered to be the date of the parent email.This date will then be assumedby all email family members when sorting, even if that parent email is NOT in your selected document list.

*Click on the image in order to zoom in.

We anticipate this release to make organizing your documents in Nextpoint easier than ever, and we look forward to releasing to you. We will provide you with an updated in-app notification when this update is live.

Questions? Contact our product support team at .

When working inNextpoint Review, youcan importDOCUMENTSin three different ways -Drag & drop,utilize the File Roomor ask the Nextpoint Services team to assist.

How do I get data in the File Room?

For more information on your Nextpoint File Room and how to first get data in the File Room, click here or reference the below section on Uploading Data to your File Room

Before moving forward with any of the below-mentioned import methods, you should set and/or verify your deduplication settings as deduplication happens upon import.

Drag & Drop Imports File Room Imports

When to Import Via Drag & Drop

The Drag & Drop Import functionality is useful when you need to import anindividual file, pst, mbox, or zip (e.g. a zip file of exhibits received from a court reporter which correlate to a particular deponent transcript << see Transcript Imports tab above).

To import via Drag & Drop, take the following steps:

Click DATA > Imports >Select the blue "Import Files"button Using Cloudberry on Windows to Transfer Files to File Room

Drag & Dropyour file to the designated section on the import screen OR click"Add File From Computer"to search for the file locally. Note: Only one file can be loaded at a time (individual file, pst, mbox, or zip). If you have a group of files, create a .zip folder to upload.

Name your batch (recommended), assign or select a Custodian (if applicable), confirm your Deduplication settings, and click Import Files.

Upon completion of processing, you will receive an email notification with the details of your import and any potential processing anomalies. Further information on possible warnings and their solutions can be found here. You may also access the batch details by clicking Data > Imports > and the name of the batch.

Quick Links

F ile Room Best Practices

Request Files

How to Import Produced Data with Load Files

Linking Email Families in Produced Data Imports

Adding Documents to a Folder

What is the File Room?

The Nextpoint File Room is a secure data-bank for organizing and storing all your confidential files. In order to search, review, and code your documents in Nextpoint, files must be imported into your database from the File Room or via the Drag & Drop approach.

It is recommended when data is ready for import into your Nextpoint Prep database, that you first upload that data to the File Room. This allows for secure storage, streamlined organization,and easy access should you need to reference the original data set as it was originally received.

Importing from the File Room

To import from the File Room:

ClickDATA > Imports >Select the blue "Import Files"button>click "Add File From File Room"

Open your chosenfolder, select the folder and/or file(s) you would like to import,and click "Add selected to import list"and "Import".

How do I get data in the File Room?

For more information on your Nextpoint File Room and how to first get data in the File Room, click here or reference the below section on Uploading Data to your File Room

Once back on the main Import prompt, provide a name for your batch (recommended), assign a custodian, if applicable, confirm your deduplication settings, and initiate your import by clicking "Import Files".

Upon completion of processing, you will receive an email notification with the details of your import and any potential processing anomalies. Further information on possible warnings and their solutions can be found here. You may also access the batch details by clicking Data > Imports > and the name of the batch.

Uploading a Folder of Data to the File Room

ClickMORE> You will default to the File Room.

Select the folder(s) on your desktop, thumb drive, or other location and Drag & Drop into your File Room

The data will begin to upload and the status of the upload will be displayed on your screen.

It is important you do not navigate away from the File Room during an active upload. This will cancel the ongoing upload, and you will need to trash all files from the interrupted upload and begin again.

Uploading Loose Files to the File Room

If you have a series of loose files for which you would like to maintain a particular organization or folder structure, you can create a folder within your File Room. To create a folder and upload files to same, take the following steps:

Click Data >You will default to the File Room

Click Create Folder > name your folder and select OK

Click into your newly created folder, and drag and drop your loose files into the folder location.

It is important you do not navigate away from the File Room during an active upload. This will cancel the ongoing upload, and you will need to trash all files from the interrupted upload and begin again.

Importing Topics:

Importing a Single Document (Drag&Drop)

Select the "Import Files" button by navigating toDATA > Imports.

If Your FileIs Stored Locally:

Click"Add File From Computer"or drag and drop the file to the import screen. Choosethe file from your computer and click "Open". Once the files are loaded, click"Import Files".

* Only one file can be loaded at a time. If you have a group of files, create a .zip folder to upload.

If Your File IsStored in the File Room:

Click"Add File From File Room". For more information on your Nextpoint File Room, click here. Open your chosenfolder, select the file you would like to import,and click "Add selected to import list"and "Import".

When back to the main import form, click"Import Files".

You will receive an email notification with the results. You may view the batch details by clickingImport/Exportat the top of the landing page.

Importing Multiple Documents (Drag&Drop or from File Room)

* This functionality is available for Advanced and Standard users only.

Select the "Import Files" button by navigating toDATA > Imports.

If Your Files AreStored Locally:

Click"Add Files From Computer"or drag and drop the .zip folderto the import screen. Choosethe .zip folder from your computer and click "Open". Once the files are loaded, click"Import Files".

If Your Files AreStored in Your File Room:

Click"Add File From File Room". For more information on your Nextpoint File Room, click here. Open your chosenfolder, select the file you would like to import,and click "Add selected to import list"and "Import".

When back to the main import form, click"Import Files".

You will receive an email notification with the results. You may view the batch details by clickingImport/Exportat the top of the landing page.

Tips for Importing Multiple Documents with Coding/Metadata

You can include coding/metadata for your documents by including a load file, in your batch upload.Here are some tips:

It is suggested you review the Ranged Image import instructions linked here if you have been provided with single page tiff/jpgs in an IMAGES folder, TEXT, NATIVES, and a load file in a DATA directory.

Your load file must always be namednextpoint_load_file.csvto make sure the processors know what to use.

Nextpoint only recognizes the .csvload file formats.If your load file is in a different format, use a utility to convert it or send it to us, and well get it squared away.

If you already have a .csv load file, make sure the header names match the field names in your database. If not, change them to match.

If youdon'talready have a load file, check out building a load file. You can also download the sample Nextpoint Load File Fields Reference.xlsx at the bottom of this page.

Importing Multiple Documents with Coding/Metadata (from File Room)

To upload documents with coding or metadata, youll need to include a load file with your documents, and name itnextpoint_load_file.

Make sure that the image file names correspond with their Bates numbers and that all fields in the database have corresponding fields in Nextpoint.

There are two ways you may upload your files: from a zip file stored on your local drive, or from data added to your File Room. Loading from your File Room is more efficient, however, if you would like to load from a local zip file click here to learn how.

Place your Images, Natives, and OCR files into sub-folders, along with load file in a main folder, and drag and drop to your File Room.

Select the "Import Files" button by navigating toDATA > Imports.

Click"Add Filefrom File Room". For more information on using your File Room, click here.

Choose the Image, Native and OCR folders, along with your load file, clickAdd selected to import list.

After the files appear on the right side, click"Import".

Click"Import Files".

You will receive an email notification with the results. You may view the batch details by clickingImport/Exportat the top of the landing page.

How to Name a Batch

When you upload documents they are given a Batch Number. If you would like to add additional descriptive information to help identify the documents in a batch, you can easily do so.

In the Batch Summary section, click on theto open the edit window.

Enter a descriptive name for your batch, and click Save.

The Batch will now be identified by this name in the Batch Status section, as well as in the Filter Search.

Importing a Concordance/Summation Database

Export your metadata to .csvfile from Concordance/Summation. You may use the default delimiters. Rename your load file tonextpoint_load_file.csv.

Make sure that the image file names correspond with their Bates numbers and that all fields in the database have corresponding fields in Nextpoint.

Export your Images, Natives and OCR files into sub-folders, and place them in a main folder along with the load file.

Checking the Status of Your Imports

* This functionality is available for Standard and Advanced users only.* There is no page limit for any one document that is imported to Nextpoint.

You can check the status of all your imports by following the steps below:

Review:DATA>Imports. Click on the Batch Name.

Whena document batch is uploaded/imported, Nextpoint automaticallyreports the actions taken during the import, as well as any follow up needed and/or warnings that have been triggered.

To view the details of yourimport batch navigate to theImportstab andclick on theBatch Name:

On the Batch Reportpage, you will see four tabs:Details, PST Processing,Pending Nextpoint QAandWarnings:

Details:A summary of all items processed, documents created, and any other processing actions that were executed normally during the import.

PST Processing: This tab contains a processing summary for all PST files in your batch. If there are any PST errors, they are named and the exact locations of the errors (i.e. Inbox, Drafts, Deleted Items) are listed.

PST File Summaries report the count of all files in the PST (total), and the count of files in each directory contained in the PST.

PST Errors report the count of files not extracted or processed from the PST, and their location.

Pending Nextpoint QA: Processing anomalies are reported here. Nextpoint engineers will take action to resolve these issues. Any issues that cannot be resolved by our team and require user action will be moved to the Warnings tab for further investigation by the end user.

Warnings:Processing warnings are reported here.

See the Import Errors, Warnings and Solutions section below for a list of theWarningsthat we see most frequently, as well as the suggestedsolutionsyou can employ to resolve them. If you receive a warning message that is not listed here, please email [email protected] and we will take a closer look.

Import Errors, Warnings, & Solutions

PST Error Solution

Nextpoint is able to process most PST files. If you have received a PST Error in your Batch Report, there is corruption within the PST and at least one files has not been extracted correctly. The PST file most likely needs to be repaired and uploaded again.

To repair a PST you can follow this short tutorial from Microsoft: How to repair your Outlook PST. Please make sure to make a backup copy of the original PST file before attempting repair.

If the unextracted files within the PST have occurred in locations that are of no consequence to your review, (e.g. Calendar, Tasks, etc.) you may choose to ignore the errors and proceed. We urge you to please review the errors carefully before continuing.

If you need additional assistance, please contact Nextpoint support at [email protected].

Warnings:

File required too much memory to processor document had too many pages to process:When processing fails for these reasons, it typically is due to corruption, complexity, password protection or the sheer size of the file. In most situationsit is just not practical, or even possible - to process these files into a document image.

Extracted page count didn't match expectation:This is typically similar to the previous warning, except the import made a bit more progressenough to know that we expected to receive some document pages, but during processing the file was found to be corrupt, very large/complex or password protectedand could not be processed as expected.

An error occurred converting document to PDF: These are typically unsupported file types, but processing was attempted because the file extension wasn't in our file type blacklist. This error could also be due to corrupt/large/complex/password protected files.

Couldn't convert uploaded image to PNG:These are normally images with a strange makeup. Most frequently it's seen on small, busy graphics (complex company logos, etc). Most commonly, this error occurs for images that would not be sought via search or likely to be reviewed.

Solutions

Break the file up into smaller documents.

Remove password protection from the file.

If the file is corrupt, attempt to re-save the file.

Many image processing errors can be resolved by printing the file to PDF.

Note: Nextpoint Client Success is available to assist you by uploading your documents for you. Send an email to [email protected] with some detail about the scope of your project, and we'll be happy to send you an estimate to perform these services.

Uploading a Folder of Data to the File Room

ClickMORE > Data

You will default to the File Room.

Select the folder(s) on your desktop, thumb drive, or other location and Drag & Drop into your File Room

The data will begin to upload and the status of the upload will be displayed on your screen.

It is important you do not navigate away from the File Room during an active upload. This will cancel the ongoing upload, and you will need to trash all files from the interrupted upload and begin again.

Uploading Loose Files to the File Room

If you have a series of loose files for which you would like to maintain a particular organization or folder structure, you can create a folder within your File Room. To create a folder and upload files to same, take the following steps:

Click MORE > Data

You will default to the File Room

Click Create Folder > name your folder and select OK

Click into your newly created folder, and drag and drop your loose files into the folder location.

It is important you do not navigate away from the File Room during an active upload. This will cancel the ongoing upload, and you will need to trash all files from the interrupted upload and begin again.

Other UsefulTopics:

What is File Room & How Do I Use It

Ifyour production needs to includeconsistently coded email families, we recommend you follow the workflow below.Please contact the Client Success team at [email protected] if you would like to discuss a differentproduction workflow.

1. Set Up your Folders

Go to SETTINGS > Folders and click "Create New".

exporting

You'll often want to create two folders.One folder including all production-ready documents, named by either the client name or production date, and another quality control folder including all inconsistently coded documents - where parent emails and their related attachmentshave been coded differently.

2. Filter your Documents

Next, on the Review tab use the Review Status filter to find documents marked as:

BatesStatus: Bates not assigned

Relevancy: Responsive

Privilege: Not privileged

3. Add Documents to the Production Folder

Once you have filtered your documents, sort them in your desired order by clicking the appropriate field at the top ofthe grid viewscreen. To add these documents to a folder, click "Select All" then "Bulk Actions".

In the bulk actions pop-up, applydocuments to the production folder and check "Grouped by email family including related documents" and "Email-family". This will add not only the documents previously filtered for, but also their related documents.

4. Check for Inconsistencies withinProduction Folder

Selectyour newly populated production-ready folder from the Review tab.

To identify family members that are not responsive, not privileged, or not reviewed run through theseReview Status filters:

Relevancy: Non-Responsive, Not Reviewed, or Requires Follow-up;

Privilege: Not Privileged, or Not Reviewed

If there are any results,click "Select All" then "Bulk Actions".

Add these documents to the inconsistent folder you created in step 2 andcheck "Grouped by email family including related documents" and "Email-family".

5. Resolve theInconsistencies withinProduction Folder

Click yourinconsistent folder on the Review tab. Go through each document family and clear up any inconsistencies or remove them from this round of production. Once complete, your production folder should be ready for Bates stamping and .

Error Messages:

"Incomplete PST file import/extraction."

"Unable to extract unprocessable files from PST."

"Email format was downgraded to plain text."

"Extracted page count didn't match expectation."

"File was too large to process."

"Skipped document with invalid page range."

"Skipped loadfile line for missing file."

"Truncated data in..."

"Unable to create document."

"Unable to create page."

"Your import reached an unexpected error."

"Incomplete PST file import/extraction."

Same error as "Unable to extract unprocessable files from PST."

What does this mean?

Nextpoint is able to process most PST files. If you have received a PST Error in your Batch Report, there is corruption within the PST and at least one files has not been extracted correctly. The PST file most likely needs to be repaired and uploaded again.

What can be done to correct it?

To repair a PST you can follow this short tutorial from Microsoft: How to repair your Outlook PST. Please make sure to make a backup copy of the original PST file before attempting repair.

If the unextracted files within the PST have occurred in locations that are of no consequence to your review, (e.g. Calendar, Tasks, etc.) you may choose to ignore the errors and proceed. We urge you to please review the errors carefully before continuing.

If you need additional assistance, please contact Nextpoint support at [email protected].

Warning: If you need Nextpoint to help repair PST errors and reprocess all the files in the PST, do not start your review until we re-import the new batch.

"Email format was downgraded to plain text."

What does this mean?

These emails contain anomalies that prevented Nextpoint from processing their HTML code normally. When this happens, Nextpoint processes the plain text version of the email instead.

Frequently, this leads to successful processing of the basic text content of these emails, but without embedded images or styling.

What can be done to correct it?

If the styling or embedded images are not important to your review, it may be OK to ignore this error. However, you should first spot-check these emails to verify that their text is intact.

If the content of these emails does not look acceptable to you, please contact our Client Success team at [email protected] inquire about reprocessing them.

"Extracted page count didn't match expectation."

What does this mean?

Occasionally, this is not a serious issue. For example, an Excel spreadsheet may have different page counts on different computer print settings.

In more common scenarios, the document may be corrupt, password protected or too large or complex to be processed. The document was still imported into Nextpoint, but may not contain any content.

What can be done to correct it?

If the document does not contain any content: Try to re-import the original source file and add those pages to the document later on.

If the file is corrupt: Corrupt files typically report a size of 0KB or will trigger an error message when you try to open them. Sometimes files are corrupted during a transfer from one disk to another. Ask your source to re-send the file or provide a better copy.

If the file is password protected: Unlock the file on your computer and upload a copy without password protection. Ask the custodian or your client's IT administrator for the password.

Note: If an image of the file isn't necessary, an image-exception-placeholder can also be substituted for the exhibit.

"Files was too large to process."

What does this mean?

The file size or resolution is unusually large, and it isn't practical for review software to image it.

What can be done to correct it?

Frequently, our clients decide to use a placeholder for these documents and review them in their native format by downloading them to a local computer.

"Skipped document with invalid page range."

Same error as "Skipped loadfile line for missing file."

What does this mean?

The image range start/end (or Bates start/end) did not make sense sequentially (eg: DAN00076 - DAN00043, or DAN00076 - JIM00084). It is most likely a loadfile error.

What can be done to correct it?

Correct the image range of the specified document(s) and create a new loadfile containing the impacted rows.

"Truncated data in recipients."

What does this mean?

There were so many recipients in the Recipients field that it exceeded our 2,000 character limit for an individual field entry and the text was not fully populated. This warning is applicable to any text field (recipients, cc, bcc, custom text fields etc).

What can be done to correct it?

If you review the native file(s) and determine it is important to populate more than 2,000 characters for any particular field, please contact your Account Director or our Services team at [email protected] for options to expand the character limit.

"Unable to create document."

What does this mean?

There was most likely a system or network error during processing.

What can be done to correct it?

Import the file again. If you get the same message, try importing the file using a loadfile that includes any desired coding information.

"Unable to create page."

What does this mean?

There was most likely a system or network error during processing. As a result, the document was imaged, but does not appear to include all its original pages.

What can be done to correct it?

Examine the loadfile for this import and locate the document with missing pages. Import these pages into Nextpoint, where they can be added to the previously imaged document and positioned accordingly.

Your import reached an unexpected error.

If you receive a notice of error, and the screen displays "Your import reached and unexpected error", this message is indicative of an issue with the data being imported. It can be a number of things that cause this to happen, each unique to the data set.

If you receive this error with corresponding "no anomalies message", please contact [email protected] for further data assessment.

* This functionality is available for Advanced users only.* There is no page limit for any one document that is imported to Nextpoint.

Whena document batch is uploaded/imported, Nextpoint automaticallyreports the actions taken during the import, as well as any follow up needed and/or warnings that have been triggered.

To view the details of yourimport batch navigate to theImportstab andclick on theBatch Name:

On the Batch Reportpage, you will see four tabs:Details, PST Processing,Pending Nextpoint QAandWarnings:

[email protected]

Details:A summary of all items processed, documents created, and any other processing actions that were executed normally during the import.

PST Processing: This tab contains a processing summary for all PST files in your batch. If there are any PST errors, they are named and the exact locations of the errors (i.e. Inbox, Drafts, Deleted Items) are listed.

PST File Summaries report the count of all files in the PST (total), and the count of files in each directory contained in the PST.

PST Errors report the count of files not extracted or processed from the PST, and their location.

PST Error Solution

Nextpoint is able to process most PST files. If you have received a PST Error in your Batch Report, there is corruption within the PST and at least one files has not been extracted correctly. The PST file most likely needs to be repaired and uploaded again.

To repair a PST you can follow this short tutorial from Microsoft: How to repair your Outlook PST. Please make sure to make a backup copy of the original PST file before attempting repair.

If the unextracted files within the PST have occurred in locations that are of no consequence to your review, (e.g. Calendar, Tasks, etc.) you may choose to ignore the errors and proceed. We urge you to please review the errors carefully before continuing.

If you need additional assistance, please contact Nextpoint support at .

Pending Nextpoint QA: Processing anomalies are reported here. Nextpoint engineers will take action to resolve these issues. Any issues that cannot be resolved by our team and require user action will be moved to the Warnings tab for further investigation by the end user.

Warnings:Processing warnings are reported here.

Here is a list of theWarningsthat we see most frequently, as well as the suggestedsolutionsyou can employ to resolve them. If you receive a warning message that is not listed here, please email [email protected] and we will take a closer look.

Warnings:

File required too much memory to processor document had too many pages to process:When processing fails for these reasons, it typically is due to corruption, complexity, password protection or sheer size of the file. In most situationsit is just not practical, or even possible - to process these files into a document image.

Extracted page count didn't match expectation:This is typically similar to the previous warning, except the import made a bit more progressenough to know that we expected to receive some document pages, but during processing the file was found to be corrupt, very large/complex or password protectedand could not be processed as expected.

An error occurred converting document to PDF: These are typically unsupported file types, but processing was attempted because the file extension wasn't in our file type blacklist. This error could also be due to corrupt/large/complex/password protected files.

Couldn't convert uploaded image to PNG:These are normally images with a strange makeup. Most frequently it's seen on small, busy graphics (complex company logos, etc). Most commonly, this error occurs for images that would not be sought via search or likely to be reviewed.

Solutions

Break the file up into smaller documents.

Remove password protection from the file.

If the file is corrupt, attempt to re-save the file.

Many image processing errors can be resolved by printing the file to PDF.

Question

A party we are producing documents to requesting an .OPT image load file for our production. Does Nextpoint offer the ability to create an .OPT file?

Response

Nextpoint currently supports the export of a .LOG files which can be easily converted to an .OPT file.

If you need to produce an OPT to a receiving party, make sure include a LOG image load file in Step 2 of your Export Template. After export, you or the receiving party can simply rename the included .LOG file to have an .OPT extension, and you are all set.

The Nextpoint Client Success team delves into best practice workflows when dealing with post-review data and preparing for hearings or trial.

A bit of what's covered:

Exchanging post-production documents from Review toPrep

Deposition import and management features

Exhibit stamping, exporting, and creating exhibit binders

Creating custom chronologies and reports to better understand your documents

UtilizingPrepto create document treatments and other presentation materials

Exchange is anexclusive, highly-secureprocess that lets users create a new database instance, or copy of a collection of evidence with internet speed and zero cost. To exchange, simply select the chosen set of evidence to copy, set the destination, configure your load file and metadata specifications, and initiate the outgoing exchange.

Watch our tutorial below(<8 min watch time):

Read more on the exchange workflow here.

Outlined below are required considerations for produced data imports, specifically those which utilize a load file.

Nextpoint Required Specifications

Loadfile in CSV format, DAT not accepted, requires conversion

Preferred production format includes PDFs, any included natives, and text files named by starting bates number, and a CSV delimited load file with proper relative pathing to PDFs, native and text files.

Single page TIFF/JPG files with load files are also accepted but may increase load file complexity and import times.

Load file paths included and accurate. Paths must be located relative to where the load file resides. Paths should not include starting periods or ending slashes.

Text files contain page breaks and are encoded as UTF-8 or ASCII.

Replace special characters and spaces in field headers with underscores.

Field headers are NOT case sensitive.

See more information on the steps to handle a produced data import here >>

See a list of the correct load file header names here >>

Updated Instructions on "How to Import Produced Data" are linked here. Check them out!

Outlined below are the steps and workflow tips recommended by the Nextpoint Data Strategy Team to manage the import of produced data or data being migrated from another platform. You can also watch our Advanced Import training video here for additional information.

All steps outlined are based on the assumption of a ranged image import. The typical format for such an import is single-page tiff/jpg image files named by their Bates number, together with document-level text files, any included natives, and document breaks/metadata contained in a load file.

See below for a breakdown of what a ranged image import typically looks like.

WHAT DOES A RANGED IMAGE IMPORT LOOK LIKE?

The data set will contain up to 3 folders (at the very least, this type of data set must contain an "Images" folder):

IMAGES- this folder contains the document pages, each a one-page image file

TEXT- this folder contains the OCR text information, and can be either one text file per page, or one text file per document

NATIVES- this folder contains any native files that accompany each document

Image file pages will be in the .tif or .jpg format, and the files will be named by their Bates numbers. If included, the OCR text and Native files will be also be named by the corresponding Bates start numbers of the document they represent. Here iswhat a commonsingle-page imagedata setlooks like:

Nextpoint Support Team

InstructionsExhibit AExhibit BExhibit C

It is recommended you review these required considerations for produced data imports prior to proceeding with the following steps.

Download the .DAT metadata load file from your produced data set and convert from a .DAT format to .CSV format.

This is likely stored in the DATA subdirectory of your source production folder.

See instructions for converting your .DAT to a .CSV in "Exhibit A" tab above or watch the video linked here.

Open the source production folder and navigate to the IMAGES folder. Check for individual tiffs/jpgs.

In some cases, the image files are provided as PDFs named by their Bates start. This is OK.

Load File Configuration / Document Boundaries: Open the .CSV load file you previously converted (from the .DAT) and review the first two or three columns to confirm if they have Bates or a general control id.

These beginning and ending numbers will identify which range of single page tiff/jpgs should be pulled to create individual documents (one document per row).

In your load file, if named something other than bates_start and bates_end (e.g. bates_begin/end, prod_beg/end, etc..), please rename these columns to bates_start and bates_end, respectively.

In your Nextpoint database, openSettings >> Coding >> Fields.Your next step will be to modify your load file to meet with Nextpoint's default fields (See "Exhibit B"tab above).

Load File Configuration / Family Relationships: In your load file, check if there is begattach / endattach, production begin/production end, etc...

These beginning and ending attachment numbers are vital to establishing email family relationships via Family Linking as mentioned below in step 11.

In your load file, if named something other than begattach and endattach (e.g. prod_begin/end, production_beg_attach/production_end_attach, etc..), please rename these fields to begattach and endattach, respectively.

In your Nextpoint database, if there is not already abegattach and endattachfield underSettings >> Coding >> Fields, add as Freeform fields.

Load File Configuration / Metadata fields:In your load file, review your remaining column headers and compare to the existing Fields in the database AND Exhibit B.

Set up Fields: For any header in your load file, you will need to have a corresponding Field in your Nextpoint database.

If there is already a field set up in the database, use that.

See this list of default fields and document attributes which already exist in each Nextpoint database. This information can also be found in the "Exhibit B" tab above.

If a header value in your load file matches a field from the list in Exhibit B, you do not need to set up a corresponding field in your Nextpoint database. However,do make sure your load file header matches the list in Exhibit B exactly.

After completing the above, if there are any remaining headers in your load file without a corresponding field in your database, create a new Field named the same as your load file headers.

Be aware of Protected System Fields! For any of the fields listed in "Exhibit C" tab above, it is necessary to rename the fields in your load file and set up a corresponding Field.

Text and Native Paths:Nextpoint needs to know which text and native files to pull and line up with their respective document image(s). This is accomplished by using the text_file and/or native_file column headers, which contain the path to, and name of, the text and native files, respectively.

IMPORTANT: These two columns MUST be named text_file and native_file for the import to work correctly

Check to make sure the paths are relative to where the load file will be saved. See more information on relative paths here.

After all Fields are squared away, it is critical to the imports success to save your load file as nextpoint_load_file.csv

Check your database SETTINGS for Deduplication

Place your load file at the root of your production folder and then upload your production folder to Nextpoint File Room (see screenshot below for reference):

Import your Production Folder via DATA > Import > "Import Files" > "Add File From File Room" > select your parent production folder and add to the list for importing > "Import Files"

Once Import is complete, complete Family Linking " from your Batch Summary page. This is vital for visually establishing parent-email relationships in your import.

Converting a DAT Load File to CSV

For successful import to Nextpoint, Load files need to be saved in a CSV (comma-separated value) format. DAT files can be manually converted to the CSV format by simply replacing the delimiters with a program like TextPad. So, first open your .dat file with TextPad.

The values in your original .dat file will likely be separated by the symbols (thorn, (ASCII 20), and another thorn). So, your coding values look like this:

BEGPRODENDPRODBEGPROD_ATTENDPROD_ATTCustodian

Using the functions in TextPad, you can do a find-replace (F8) on these characters. Use the following sequence:

Find-replace all " (quote) with "" (double quote). This will ensure that your line breaks remain consistent.

Find-replace all (thorn) with " (quote)

Find-replace all (ASCII 20) with, (comma)

This may read as<0x14> if working in Sublime Text as mentioned below

This will result in all values being now separated by "," (quote comma quote): "BEGPROD","ENDPROD","BEGPROD_ATT","ENDPROD_ATT","Custodian"

Save file as: nextpoint_load_file.csv.

If given the option to select a particular plain text encoding when saving, select Unicode (UTF-8)

Open the new .csv file in Excel. Your values will be separated into columns (based on the new comma-quote positions).

Troubleshooting: "My find-replace is not working correctly."

Some clients have had trouble in the past with certain characters being unexplainably replaced during this process, thus altering the desired results of their ending CSV (e.g. "" replacing the character sequence of "th" ). If you notice nuances in your resulting CSV, some users have found Sublime Text to be a helpful text editor alternative.

Default Fields & Document Attributes

For any of the below-listed fields, you do not need to set up a new Field under SETTINGS > Coding. Instead, if you have a header value in Row 1 of your load file, make sure that the load file value matches the below default fields exactly.

Values can be imported by load file headers to the provided values:

Bates Start

Created Date Time

Bates End

Modified Date Time

Bates Range Start

Last Print Date

Bates Range End

File Name

Email Subject

File Path

Email Author

Root Folder

Author

Tags

Recipients

App Name

CC

Encrypted

BCC

Document Type

Email Sent

Shortcut

Email Received

Title

Mailbox File

Date

Mailbox Path

Document Date

Email Thread Index

Text File

Document Title

Native File

Document Subject

Custodian

Document Author

Custodians

Document Last Author

Notes:

Custodian/Custodians are visible under Settings > Import > Custodians

Have existing/historical Tags you want to migrate to Nextpoint's Additional Tags field? Your column header should read Tagsand the values should be semicolon delimited (e.g.Bob Randolph; hard copy document; Production 1; 10/22/2019).

Protected System Fields

Data cannot be imported into any of the below fields because they are generated by the Nextpoint application. If youd like to map any of the below values into your database, you will be required to setup a field with a different name. Common fields replaced and suggested replacement values provided in parenthesis:

Filename (use existing File Name)

Exhibit_stamped_as

Filepath (use existing File Path)

Expansive_hash

batch

Export_ids

batch_id

File_extension(Fileext)

batch_ids

File_size (Size)

Bates

Has_markups(Has_Annotations)

Bates_stamped

Has_native_placeholder

Confidentiality(Conf_Status)

Highlight_issues(Annotation_Issues)

Confidentiality_Status(Conf_Status)

Highlight_notes(Annotation_Notes)

Content_hash (ContentHash)

Id

Created_at (use existing Created_Date_Time)

Incoming_wire_id

Created_at_gmt(Created_Date_Time)

Marked_for_delete

Created_on

Non_imaged_placeholder

Delete_at_gmt

Notes(Annotations)

Deposition_id

Npdcase_id

Deposition_names

Original_filename(use existing File Name)

Deposition_volume_id

Outgoing_wire_ids

Display_name

Page_count(Pgcount)

Doc_props

Privileged(Isprivileged)

Document_properties

Privileged_status

Domain(EmailDomain)

Redacted(Isredacted)

Email_message_id(MessageID)

Relevancy_Status(Relevancy)

Email_reply_id(ReplyID)

Review_status

Email_Thread(ThreadID)

Updated_at(Timeupdated)

Es_exh_designations

Updated_at_gmt

Es_tags

Updated_on

Es_updated_at_gmt

Verified_page_count

Wire_transfer_tags

Have Questions?

Produced data and migration imports can be difficult. After reviewing the above Produced Data Import Approach, if you need additional training or assistance from the Nextpoint Data Strategy team, please contact your Account Director or the .

Estimated reading time: 10-15 mins

Welcome to Nextpoint! If you are looking for the essentials to get you up and running, or maybe you just need a refresher, you have come to the right place. Below, we have broken down the on-boarding process into a series of training modules which will walk you through the journey of working in Nextpoint from the initial Account Setup to Presenting your Case in an arbitration or trial (and everything in-between). So, let's get started...

Section I: Get StartedSection II: Set Your Case Up Section III: Best Practices

Section I: Getting Started in Nextpoint

Account Setup

When you sign up with Nextpoint, we will set up your account and add the appropriate Administrator(s) to the Account Dashboard where project and database setup takes place. If you are an Account Administrator, you will first need to set up your user profile as described below.

After you set up your user profile, you will have access to the Account Dashboard to begin setting up projects and their associated databases. Once a database has been created, you can invite the appropriate users to access.

Note: If you are not an Account Administrator, you can begin with the steps outlined in the below User Profile Setup section.

Want more details?

Additional information on Account Setup can be found here.

User Profile Setup

For any Nextpoint user, the first step in getting started is to be added to a specific database, or if you are an Account Administrator, to the firms Account Dashboard. First-time users added to any database will need to set up a User Profile with pertinent details, accept the terms of use, and authenticate/verify their computer device.

When first added as a Nextpoint user, an auto-generated email will be sent to the email address provided by an Administrator. Click on the hyperlink in the email to activate your User Profile. You will then be directed to the user onboarding sequence where you can set up your profile in five easy steps.

Note: If you are expecting an invitation to access a database and have not yet received it, please first check your Spam and Trash for an email from Nextpoint.

Data Transfer and Import

Users can import data into Nextpoint three different ways - Drag & drop, utilize the File Room, or ask our team to assist. It is important to note that before proceeding with any of the below-mentioned import methods, users should set and/or verify their deduplication settings as deduplication happens upon import.

Drag-and-drop individual files for direct processing into Nextpoint.

Upload multiple files to your Nextpoint File Room, where you can then importthem into Nextpoint.

Ask our data teamto managethe import, either by moving it to your File Room orphysically mailing it to us.

Detailed instructions for all three import methods can be found here. Additionally, our Import FAQ page has a list of common questions we receive from new users approaching their first import in Nextpoint.

Note: If you have received a produced data set or have data being migrated from a different platform, we recommend reviewing the Data Planning and Advanced Imports webinar and our Ranged Image Import Instructions.

Learning Opportunities for Beginners

Product Documentation

Bookmark the Nextpoint Help Center and use it as your first resource for any product-related questions. Its packed with step-by-step guides to Nextpoints features and common workflows, as well as answers to frequently asked questions. To get you started, the below articles address the most common questions our support team receives:

Review Workflow

Database Setup

Produced Data Imports

Nextpoint Search Guide

Production Workflow

Training Videos

You can also watch training videos and webinars detailing many Nextpoint workflows and features, as well as more broad eDiscovery concepts, in the Nextpoint Help Center. In addition to articles provided in the previous Product Documentation section, below are the key training videos we recommend to users getting started (or, if you just need a refresher):

Power Search 101

Database Customization and Review Setup

Production Workflow

Remote and On-Site Training

Nextpoint offers free, live trainings every Tuesday and Thursday from 12PM - 1PM CST. Learn valuable, time-saving tips from the pros in these sessions covering both the Review and Prep sections of Nextpoint.

Sign up here for our weekly Review training: These sessions are held every Tuesday from 12:00 - 1:00PM CST and will cover logging into your account and databases, coding documents for relevancy/privilege, custom features and settings to assist with your review, advanced searching techniques, and exporting documents.

Sign up here for our weekly Prep training: These sessions are held every Thursday from 12:00 - 1:00PM and will cover exchanging post-production documents from Review to Prep, deposition management, custom reports to help better understand your document population, exporting exhibits, and utilizing Prep to present your case at hearings or trial.

Interested in more personalized training?

The Nextpoint Account team is happy to schedule a 1:1 session covering the topic of your choice. You can use any training credit included in your plan, or pay a predetermined fee based on the length of the session and our hourly services rate. To schedule a training, please fill out this form.

Section II: Setting Your Case Up for Success

EstablishingGround Rules with Opposing Counsel

Rule 26(f) of the Federal Rules of Civil Procedure mandates that parties to a litigation must negotiate the terms of discovery in a process thats often referred to as a meet-and-confer. When digital collections are involved, subtle differences in these terms can have an enormous impact on your review burden and the cost of eDiscovery.

To help attorneys navigate this process, weve created a free Winning the Meet-and-Confer guide that includes:

A checklist of what to bring to your meet-and-confer

Common production specifications for eDiscovery data

A tool for estimating the page count of your data

You can also watch a webinar on this topic here.

Building a Smart Data Strategy

When your custodians have large or complex sets of data, technology experts can often identify unnecessary eDiscovery expenses before they arise. By consulting our Data Strategy teama cross-functional group with both legal and technology expertiseyou may be able to significantly reduce your review burden or make other eDiscovery steps more efficient.

Information on specific advantages of consulting with Nextpoints Data Strategy team early in your case is available in this PDF.

Planning Your Review

The high labor costs of reviewing many pages of data often make document review the most expensive part of eDiscovery. Staying organized and communicative can save you lots of time and money.

This recorded webinar offers an excellent primer on how to set yourself up for an efficient review process. (Discussion of review planning begins at the 18:06 mark.)

Scaling Up Your Litigation Support

Feeling overwhelmed by a litigation technology task or deadline? Our Client Success team of skilled litigation support professionals can collaborate with your case team to accomplish a wide range of custom review, prep, and trial presentation deliverables. Contactyour Account Director for details.

Section III: Common Workflows and Best Practices

Basic Review Workflow

This chart sequentially breaks down common document review processes from database setup to production, with articles that teach you how to perform them yourself in Nextpoint.

Basic Prep Workflow

This chart sequentially breaks down common pre-trial and trial processes including deposition management, issue designations and presentation in court, with articles that teach you how to perform them yourself in Nextpoint.

Tips for Searching Documents in Nextpoint

Nextpoint search is capable of pinpointing relevant documents with some advanced techniques thataren'tavailable in common search engines. Learn how to use them all here and as a reminder, you can always reference the Nextpoint Search Guide.

In Nextpoint, you can present a chronological progression of the facts in your case through the use of page notes, customized export and load file templates, and easy to create visualizations.

Step 1: Create your Chronology Folder and Export Template

First, you will want to Create a folder for the Chronology documents. Do so by navigating to MOREDocumentsFoldersclick "Create New"enter Name and Abbreviation, select your colorclick "Create".

page note feature (see #11)

Create a New Export Template, naming it as "Timeline of Events" - or other descriptive name - in Step 1, Select your preferred Image type in Step 2, and select to include a CSV Load File in Step 4.

When you get to Step 4, "Create New" for the load file so you can incorporate specific information you would like, plus Page Notes and the Nextpoint ID.

Step 2: Populate Your Chronology Folder

For any document which you would like to include on your timeline (if not all), add to the folder from the coding panel, and utilize the to incorporate your timeline descriptions, and apply any additional coding you will want to export with your timeline report.

If you do not want to add documents to the Timeline Folder document by document, you can do so in bulk using the FilterWork Product section"Documents with Notes Only"Sort by dateSelect AllApply/Update your Timeline Folder.

Step 3: Export & Download Your Chronology Index

From the DOCUMENTS tab, select the three dot drop-down next to your Chronology Folder > Export > Name your export and select your Timeline Export Template.

Download the load file/spreadsheet when complete (MOREDataExports).

Step 4: Hyperlink Your Chronology Index to Documents in Your Nextpoint Database

Move NPID to column A and Insert a column for the hyperlinks.

In the first cell of your new column, insert a formula that has the Nextpoint urls for a single document + the Nextpoint ID.

For example, in a Nextpoint training database it would be =hyperlink("https://np-training.nextpoint.com/case/########/exhibits/show/"&A2)

Copy this cell down through the rest of the load file. You can then copy and Paste Special as values so the formulas do not change.

After this, you can turn your excel table into a timeline view as shown below.

~11 min watch time

Welcome to Nextpoint! At this point, you have signed your contract and are ready to activate your Nextpoint Firm Account and User Profile. Account setup responsibilities are given to your firms account director (if you are unsure of who this is, contact [email protected]).

After reviewing this course, you will be able to set up your User Profile, access databases which you have been invited to, and understand the difference between Nextpoint Review and Prep. If you are an Account Administrator, you will also be able to add users to the account, create projects and databases, and start working in the software.

Definitions:

Term

Definition

User Profile

Your personal Nextpoint user account which is tied to your email address.

Firm Account

Your firm's Nextpoint account which houses all projects, databases, and any associated data.

Account Dashboard

An overview of user activity, data imports, and other key metrics associated with your firm's account. Access to the Account Dashboard is reserved for the Account Administrator(s).

Account/Dashboard Administrator

A person(s) having administrative control of a firm's Account Dashboard and maintaining the ability to monitor user activity, data imports, key metrics and the creation of new Projects and Databases.

Project

An overview of user activity, data imports, and other key metrics associated with your firm's account. Access to the Account Dashboard is reserved for the Account Administrator(s).

Database

A secure, collaborative, workspace which host both active and inactive data.

Review Database

Data can be imported to a Review for analysis, organization, relevancy review, privilege review, and ultimate export/exchange. Most commonly managed in a Review database is data received from your client, but use of the analytics and relevancy review components have proven beneficial for the initial review of a large production set received from opposing counsel.

Prep Database

Produced Documents can be exchanged from a Review database and/or imported directly to a Prep database for analysis, organization, deposition preparations, and ultimately assist in building your case story. Additionally, a transcript management functionality is available in all Prep databases.

User

Anyone who has an internal email domain associated with your firm (e.g. anyone at Nextpoint with an @nextpoint.com email address)

Getting Started:

Setup your User Profile

For any Nextpoint user, the first step in getting started is to be added to a specific database, or if you are an Account Administrator, to the firms Account Dashboard. First-time users added to any database will need to set up a User Profile with pertinent details, accept the terms of use, and authenticate/verify their computer device. When first added as a Nextpoint user, an auto-generated email will be sent to the email address provided by an Administrator. Click on the hyperlink in the email to activate your User Profile. You will then be directed to the user onboarding sequence where you can set up your profile in five easy steps.

Access Level

User Security Best Practices

Each time you log in from a new device, you will need to enter a PIN that will be emailed to you. If you find yourself entering a PIN every time you login on the same device, please contact [email protected].

DO NOT copy and paste this PIN from your email, as there may be hidden characters that will cause an error.

You can enter a Computer Name so that you can easily track the devices used to access your account.

Logging In

Once your User Profile setup is complete, you are ready to login via any internet browser. If you were not redirected after completing the onboarding process, check the previously received invitation granting you access. Contained within will be a custom firm URL formatted similar to firmname.nextpoint.com -- an example shown below.

Quick tip: When logging in the first time, bookmark your account URL to avoid needing to go back to the original email invitation with the link each time.

Help!I'mhaving trouble logging in.

If you are having issues logging in to Nextpoint, there is a series of troubleshooting options linked here.

I'm Logged In - What is Next?

Administrator

If you are a firm Account Administrator for Nextpoint, you are responsible for setting up and managing projects and databases. Your account management takes in the Account Dashboard which can be found via the top left drop-down and Manage Account.

If you have been designated as an Account Administrator, but do not see the Manage Account option, please contact your Nextpoint Account Director (if you are unsure of who this is, contact [email protected] ).

End User

If you are an end-user, logging in to access an existing database and analyze, review (tag/code) or search for documents, you can access the list of databases to which you have been invited via the case drop-down in the top left corner.

Prefer to multitask when you are working on more than one matter at the same time? You can have multiple tabs open with different databases at the same time. Simply right click on your browser tab and select Duplicate.

Account Dashboard Overview

Your Account Dashboard serves as the hub for creating and managing the firms projects and databases. An in-depth look at the information contained within can be found here, but lets now take a look at the basics of setting up projects, databases, and adding users:

Set up a New Project

A project is any collaborative enterprise that is designed to achieve a particular aim. A project could be a legal case or matter, an investigation, a document review, a collaborative data analysis, or a research activity.Projects allow you to organize data and deploy resources to interact with that data in secure, nested databases. User permissions and access levels are all set on the database level.

To add a new project to your account, click the "Create" button on the upper right-hand side of the projects tab screen and select New Project.

In the pop-up window, enter the name of your project and the client/matter number, then click "Save". The newly created project will appear as a new row in the table view of your projects tab screen.

Add a Database to Your Project

Once you create your project, you are now ready to create a Review or Prep database and associate it with that project. A Review database is most suitable for the analysis and review of your clients data for relevancy, privilege, confidentiality, and ultimately the export/production of same. On the other hand, a Prep database is better suited for the organization and analysis of documents post-production for key issues and themes, and for building your case story. Deposition/Transcript management functionality is also available in Prep databases.

A couple notes:

All databases must be associated with a project

Multiple databases can be associated with one unique project. For example, one project (case) may have a Review database hosting your clients data, a Prep database hosting all documents produced by each party, and a secondary Prep database hosting a more refined set of produced documents that is shared with an expert.

To add a new Review or Prep database click on the the database name in the top left of your screen. From here, click "Manage Account".

On the Projects tab, click on the green "Create" button at the top of the project list and a drop down menu will appear. Select Add New Prep Database or Add New Review Database.

From there, simply add your new Database Name, choose your Project, and select Users to add to the new database. Hit "Submit" and the new database will be added to your project.

Note: If you have not yet set up a project to associate your database with, you can also do so via the "Create Project" option when adding a new database.

Add Users to Your Database

* This functionality is available for Advanced users only. If you are unable to add a user, contact an Advanced user on your team.

On the top of any page in Nextpoint Review, navigate to USERS > Add New. In Prep, this function is available via MORE > Users > Add New.

Enter the emails of the users you want to add, separated by commas.

Pick the desired from the drop-down menu.

* Please Note: By adding multiple users at once, it will assign the selected access level to all emails. If you have different access levels you want to assign users, please be sure add the emails as separate groups.

Click "Add with Invite".

Outlined below is a list of Protected System Fields in every Nextpoint database.

Data cannot be imported into any of the below fields because they are generated by the Nextpoint application. If youd like to map any of the below values into your database, you must set up a field with a different name.

Note: Common fields replaced and suggested replacement values provided in parenthesis:

Protected Field

Suggested Alternative

Filename

(use existing File Name)

Filepath

(use existing File Path)

batch

batch_id

batch_ids

Bates

(use existing Bates_start and Bates_end as applicable)

Bates_stamped

Confidentiality

(Conf_Status)

Confidentiality_Status

(Conf_Status)

Content_hash

(ContentHash)

Created_at

(use existing Created_Date_Time)

Created_at_gmt

(Created_Date_Time)

Created_on

Delete_at_gmt

Deposition_id

Deposition_names

Deposition_volume_id

Display_name

Doc_props

Document_properties

Domain

(EmailDomain)

Email_message_id

(MessageID)

Email_reply_id

(ReplyID)

Email_Thread

(ThreadID)

Es_exh_designations

Es_tags

Es_updated_at_gmt

Exhibit_stamped_as

Expansive_hash

Export_ids

File_extension

(Fileext)

File_size

(Size)

Has_markups

(Has_Annotations)

Has_native_placeholder

Highlight_issues

(Annotation_Issues)

Highlight_notes

(Annotation_Notes)

Id

Incoming_wire_id

Marked_for_delete

Non_imaged_placeholder

Notes

(Annotations)

Npdcase_id

Original_filename

(use existing File Name)

Outgoing_wire_ids

Page_count

(Pgcount)

Privileged

(Isprivileged)

Privileged_status

Redacted

(Isredacted)

Relevancy_Status

(Relevancy)

Responsive_Issues

(Resp_Issues)

Review_status

Updated_at

(Timeupdated)

Updated_at_gmt

Updated_on

Verified_page_count

Wire_transfer_tags

* This functionality is available for Advanced and Standard users only.

Manually Create Designations Import Designations From a File

Prep Workflow

Click on the first line you'd like to set as your designation starting point, a green arrow will appear.

Click on the last line you'd like to set as the end point, and a red arrow will appear.

Choose yourDesignationor Issue from the dropdown.

Add any Notes for the designation, such as indication of a partial line designation.

Click "Submit".

After your designation is created, you'll see colored dots to the left of your designation.

If you entered any notes in the notes field, the dots will be turned into exclamation points. Hover over them to see the notes.

Creating Objections

If you would like to create an Objection clip take the following steps:

First,when creating your Transcript Designation (See 3. Transcript) under MORESettingsTranscriptsDesignationsCreate,make sure you checked "Will be used for objection type(See graphic below).

This will ensure objections appear as dots/exclamation points on the right of your transcript instead of the left alongside your designations.

Additionally, this will allow you to further select an Objection Reason (e.g. Calls for Speculation) after selecting your objection reason (e.g. Plaintiff Objections to Defense Initial Designations).

Click on the first line you'd like to set as your objection starting point, a green arrow will appear.

Click on the last line you'd like to set as the end point, and a red arrow will appear.

Choose your Objectionfrom the drop-down.

Choose yourObjection Reason from the drop-down immediate below your Objection selected in #4.

Add any Notes for the objection.

Click "Submit".

If you received designations from an opposing party, or have a table or spreadsheet of designations which you would like to apply to a transcript, you can do so easily with the Bulk Clip Import. The following steps will assist in accomplishing such:

Make sure the needed transcript Designation or Issue has been created under SETTINGS > Transcripts.

Create your designations in Excel in the following format, and save as a .csvfile. start-page | start-line | end-page | end-line | Notes

Navigate to the BulkClip Import section of the appropriate transcript and choose the Designation or Issue to be applied.

Browse to locate the .csv file, then click"Import Clips".

Your designations will automatically be populated in the deposition.

To export your designations, follow this link.

Return to

Outlined below are the load file header values which are available in every Nextpoint database for produced data imports (with a load file).

TheseDefault Fields & Document Attributes do not need to be created as new Fields under SETTINGS > Coding. Instead, if you have a header value in Row 1 of your load file similar to a value listed below, make sure that the load file value matches the below default fields exactly.

Note: These fields correlate with Produced Data Import instructions,3 | Load File Configuration > Metadata Fields > Default Fields.

App_Name

Attribute

Image_File

File Loading

Bates_Start

File Loading and Imaging

Bates_End

File Loading

BCC

Nextpoint Default

CC

Nextpoint Default

Created_Date_Time

Nextpoint Default

Custodian

Structural

Custodians

Structural

Date

Structural

Document_Author

Nextpoint Default

Document_Date

Structural

Document_Last_Author

Nextpoint Default

Document_Subject

Nextpoint Default

Document_Title

Nextpoint Default

Document_Type

Structural

Email_Author

Nextpoint Default

Email_Received

Nextpoint Default

Email_Sent

Nextpoint Default

Email_Subject

Nextpoint Default

Email_Thread_Index

Structural

Encrypted

Nextpoint Default

File_Name

Nextpoint Default

File_Path

Nextpoint Default

Last_Print_Date

Nextpoint Default

Mailbox_File

Nextpoint Default

Mailbox_Path

Nextpoint Default

Modified_Date_Time

Nextpoint Default

Recipients

Nextpoint Default

Root_Folder

Nextpoint Default

Shortcut

Structural

Title

Structural

Text_File

File Loading

Native_File

File Loading

NOTES:

Custodian/Custodians are visible under Settings > Import > Custodians

Have existing/historical Tags you want to migrate to Nextpoint's Additional Tags field? Your column header should read Tagsand the values should be semicolon delimited (e.g.Bob Randolph; hard copy document; Production 1; 10/22/2019).

*This functionality is available for Advanced users only.

Whether you are exchanging rolling productions from Review to Prep, have started to carefully curate the most important documents in building your case story, are preparing for upcoming depositions, or getting organized for an arbitration or trial, Nextpoint Prep enables you to customize your database according to your specific needs.

To customize your database, hover over More in the main Prep navigation and click on SETTINGS.

Load File Templates

This will take you in the main SETTINGS interface where you will find five key categories to customize:

General:Houses the Trash setting, which is a specified number of days in which trashed documents can be restored back to the database with all previously existing coding.

Documents:Create and/or modify all settings related to organizing and managing your documents, including but not limited to, folders, document issues, exhibit stamp formatting, key term highlights, and more.

Transcripts:Create and/or modify all settings related to both your deponent and proceeding transcripts, including designations, objection reasons and transcript issues which can be applied in a page/line format. Additionally, you can can create Transcript Fields made for more powerful transcript management and searching.

Import:Houses all settings related to importing. It is important to ensure your Import Settings are in placebefore you import as deduplication, deNIST and attachment index all apply during the import process.

Exchange:Create and/or modify all settings related to endorsement templates (Bates stamp patterns), using Nextpoint Exchange, and templates for exporting image, text, natives, and load files or indexes.

Take a closer look at each PrepSettings Categoryin the below drop-down:

Note: All (blue) headers for each Setting "type" are hyperlinked to further details covering the creation and application of same.

1. General

Trash

Documents moved to the Trash are recoverable until the specified time-to-deletion has expired. The default time-to-deletion is 90 days. You may change this setting at your discretion by clicking Edit and modifying the set time frame.Note: Deleting items in the Trash will permanently remove those items from your Nextpoint database immediately.

2. Documents

Folders

Use to organize groups of like documents. (e.g. Witness A Exhibits). Folders can be applied to documents individually or with a Bulk Action.

Document Issues

Use to categorize research, communication or work product. (e.g. Damages). Document Issues can be applied to documents individually or with a Bulk Action.

Fields

Includes all default metadata fields and can also be used to add more details to documents. (e.g. Attorney Notes). All fields in this section can be applied in bulk or to an individual document and are also searchable if a value has been populated.

Hot Fields

Use to denote important fields and ensure they are immediately accessible when coding.You can"Add New"to designate one of your Fields above as a "Hot Field", and once added, you canReorderthe order in which the Hot Fields will appear in your coding panel.

Redaction Reasons

Use to categorize redactions. Reason(s) are placed on each redaction box when applied. (e.g. Client Privilege)

Grid View Column Templates

Create reusable templates that determine the layout of document lists, including which information is displayed and how columns are arranged. Choose from these custom Grid View Column Templates when viewing search or filtered results.

Exhibit Stamp Template

Create reusable exhibit stamp templates which correlate to Folder names/prefixes and determine how a document will be stamped.

Key Terms

When Key Terms mode is enabled in the Document Viewer, any words or phrases you set up as Key Terms under SETTINGS will be automatically highlighted for reviewers' reference.Note: Key Term highlights will not appear on imaged documents exported from Nextpoint. To accomplish this, use the Highlight function in the Image Markup tool.

3. Transcripts

Designations

Use to categorize a group of testimony clips. (e.g. Plaintiff Initial Designations). Check the Will be used for objection type option to denote designations which will be used to apply objections clips. Once created, you can apply to both Deponent and Proceeding transcripts as page/line designations.

Objection Types

Use to categorize objections to designated clips. (e.g. Hearsay or Relevance).

Note:If you want to create Objection clips on your transcript(s) and subsequently apply an Objection Type, you must check the Will be used for objection type when creating your Designation as described above.

Transcript Issues

Use to categorize a group of clips/testimony for work product or tagging (e.g.Environmental).Once created, you can apply to both Deponent and Proceeding transcripts as page/line designations.

Transcript Fields

Use to organize transcripts by a set of default fields (Volume, Date, Witness Type, Case, Deposing Attorney, and Defending Attorney), or create your own for more robust organization and searching possibilities. All Transcriptfields are searchable.

Click here for more information on working with Transcripts.

4. Import

It is important to ensure your Import Settings are in placebefore you import as deduplication, deNIST and attachment index all apply during the import process.

Custodians

The custodian is the individual with administrative control of a document or electronic file (e.g. The custodian of an email is the owner of the mailbox which contains the message). Custodians can be set up prior to or during import and are assigned to a data set during the import phase.

Deduplication

Occurs on import. When enabled, Nextpoint processes only one copy of duplicate files. Duplicate occurrences are preserved within the document record.

DeNIST

Occurs on import. File types identified as unlikely to contain relevant information are removed.

Attachment Index on Email Images

Occurs on import. An attachment index will be present in the header of imaged emails when enabled. If you are importing a data set which has been produced to you and images are provided, Nextpoint will not override the images with the Attachment Index.

5. Export/Exchange

Endorsement Templates

Endorsement templates allow you to specify bates format, custom endorsements, and native placeholders for document images.

Exchange PIN Settings

Obtain a secure PIN and designate an Admin user for data transfers. PIN is used by parties transferring data to your Nextpoint case.

Export Templates

Create reusable templates to format data for exports. Oftentimes used in conjunction with a corresponding load file template.

Create reusable templates specifying fields included in exports.

File Room vs. Import

File Room is a secure data-bank for organizing and storing all your confidential files. In order to search, review, and code your documents in Nextpoint, files must be imported into your database from the File Room.

Best Practices Checklist

Outlined below are recommended best practices to consider when uploading to the File Room and/or Importing to your Nextpoint database:

File Room

We recommend using Google Chrome, Firefox, or Safari.

Unzip any .zip files before uploading to File Room. Then upload the parent folder or Create a Folder in the File Room to which you drag and drop your files into.

Ensure you have a good internet connection. We recommend Nextpoint be experienced at a minimum connection speed of 5 Mbps upload/download. If running slow, load http://www.speedtest.net/ and report the speed. If it is lower than the recommended 5 MBPS upload/download speeds, the slowness can be attributed to your network connection and you should contact your IT Department.

The recommended maximum size for a single upload is 20GB.

The names of folders/files brought into your Nextpoint File Room are sorted alphabetically, not numerically (e.g. Afile named IMG_1000 will sort after a file named IMG_100, instead of after the file IMG_999.If you would like those files sorted with IMG_1000 after IMG_999, then files should be named with leading zeros >> IMG_0999.

Be patient if you are uploading a lot of files. Along the same lines, check Disable Session Expiration on the login page before larger uploads to avoid Nextpoint signing you out after 30 minutes of inactivity.

Check for any failed uploads, you can retry uploading them again.

Make sure the file count in File Room matches the file count on your computer once the upload is complete. This information can be found in your File Room under the Size and File Count columns.

Import

Set-up and/or confirm your Deduplication, DeNIST, and Attachment Index settings prior to import.

If using a load file, set up any (custom) fields prior to import.

Import any .pst or .mbox files individually per batch.

The recommended maximum size for a .pst or .mbox file is 20GB.

If you have a date field(s) in your metadata load file, it is suggested they are formatted as YYYY-MM-DD HH:MM:SS in order to properly sort documents by date once imported.

When possible, assign Custodian on import.

Experienced users can expect to be able to get through 30 GB of imports over a 24 hour period.

Once your import is complete, make sure to review your processing details, PST Processing, and Warnings tabs on your Batch Summary page.

Read more on uploading files to your File Room or requesting a third party upload files directly to your File Room.

Data collection can be the most complex and technically rigorous of all eDiscovery phases.

It involves the extraction of potentially relevant electronically stored information from its native source into a separate, secure repository for review. The collection process should be comprehensive without being over-inclusive. It should preserve the integrity of the data, the chain of custody and authenticity of the documents - all while not disrupting the organization or individuals operations.

General Considerations

Tactical Best Practices

Collections Checklist

Managing Modern Data Collections

Don't begin ediscovery collections without this comprehensive, strategic guidebook.

General Considerations for Collections

Consider and understand your source(s): Identify your key custodians, where their data is located, and the accessibility of that information (e.g. do you need a username and password to access?). Certain source types may require special considerations when collecting to ensure you collect the entirety of the data set. For example, when collecting emails, you may want to collect both server and local copies to ensure all emails are collected.

Consider your collection method: In conjunction with the above consideration of the who, what and where for your different sources, it is also important to consider how you will collect from each source. Outlined below are three different approaches for collections:

Employee self-collection (riskiest): Most employeesaren'ttechnically savvy and are highly likely to make errors or overlook key documents. Several courts have also questioned whether employee self-collection constitutes a defensible eDiscovery response.

IT collection: Understand the data and technology landscape and possess the technical skill to extract everything needed, but ensure they are provided with clear guidance from the legal team on what specifically to target (otherwise, more likely to collect very broadly)

External collection: An outside expert is likely to have proven procedures and the necessary tools and skill to perform a collection that will withstand the highest levels of judicial scrutiny.

Collect only what you need: More data collected means more data to process, and ultimately to review. And that all adds up to more money spent on eDiscovery. Instead, develop strong preservation and early case assessment processes, and target your collections so that you are only collecting the potentially relevant ESInothing more or less.

Be Proactive: Its always in your best interestfinancially and procedurallyto be proactive in assessing your needs and determining if outside resources will be needed. Even if outside assistance or experts ultimately are not needed, its important to give your internal IT team early notice that a big project is potentially looming, so they can plan resources accordingly.

Phase Your Collections: In a phased collection strategy, data is prioritized so that only the highly relevant data is collected immediately. Less relevant data is collected only when absolutely needed.

Tactical Best Practices

Collected Mailbox File Size: Nextpoint recommends keeping your collected mailbox files (e.g. PST, Mbox, etc..) under 10 GB when possible, with a maximum file size of 20GB. Doing so willspeed up processing, lesson chances of corruption, and improve error correction when needed. If you have more than the recommended size to collect, it is suggested the data is segmented into smaller sets prior to or during collection.

If the client is self-collecting, it is recommended they do not forward data to you via email as attachments. Utilize Nextpoints request files instead to ensure you maintain an accurate and easily traceable chain of custody.

Maintain clear custodian ownership when collectingso that information can be effectively assigned during import (e.g. avoid a mass collection across multiple custodians into one pst/mbox).

For remote collections,consider how it will be accomplished, if you have custodians login information, and timing of collection. This ensures the mailbox custodian will have as little downtime as possible.

Maintain clear organization in the File Room.This will ease the import and subsequent quality control processes when moving your data from the File Room into your Nextpoint database.

If you are working with text messages, consider how you would like to organize and review the data prior to collection (e.g. do you want a separate document for each message or a spreadsheet with all of them or both or something in-between like a single spreadsheet for each conversation). These requirements may affect your collection method.

If you are working with data from proprietary software, that proprietary software will likely be necessary if you would like to review images of the files. It is important to consider if the party collecting these files can obtain an image during the collection process and/or if an image will need to be generated post-collection. For more information on Nextpoints Custom Imaging Services, please contact [email protected].

Collections Checklist

What parties are involved?

What deadlines have been agreed upon, to date?

Have any preservation steps been taken?

Who are your key custodians and where are they located?

Do any of the identified custodians have direct IT resources available?

What are each custodian's key sources (e.g. Email, phone, tablet, company server, etc.?)

How accessible are each identified key source (e.g. password protection)?

Which collection method is preferred/necessary for each source? (e.g. self v. external v. remote )

Do you anticipate the authenticity of any evidence may come into question during the course of your matter?

Is there a priority hierarchy that can be created from all identified custodians and their respective sources?

Are there any parameters to be applied at the time of collection (e.g. date range)?

Problem:

Uploading a load file that is encoded in UTF-8 with BOM can cause an error while trying to import.This normally occurs when modifying files in Excel as Microsoft's default for UTF-8 includes BOM and unfortunately there is no option to leave BOM off. NextPoint requires UTF-8.

Solution:

If the file doesn't include Unicode characters you can save the file as a normal CSV file in excel. If there are Unicode characters, the easiest course of action is to save the UTF-8 CSV in excel and then opening the file in a text editor(such as notepad++ https://notepad-plus-plus.org ) and change the encoding from UTF-8 BOM to UTF-8. Note:We do have a request into our development team to support UTF-8 BOM, but it has not yet been implemented.

How does Nextpoint obtain a document's search text?

Nextpoint uses the Tesseract OCR engine, which is an OCR engine developed by H-P that was purchased and open-sourced by Google. If you would like further information the specifics of the Tesseract OCR engine, this Wikipedia article may be beneficial.

During processing, Nextpoint adds text to the database in three ways, and in the following order.

First, if search text is provided in a loadfile, that text will be prioritized and mapped to each document.

Next, if no page text is provided, but the document has embedded text that can be extracted, that text is added to the database (e.g. PDFs with embedded text).

Lastly, if no page text can be extracted directly from the file, Nextpoint will OCR individual pages for their search text.

What does OCR mean?

OCR is short forOptical Character Recognition which is a technology used to recognize text inside of images, such as scanned documents and photos. Once the text is recognized (OCR'd), it is then editable and searchable data.

How does Nextpoint handle foreign language text?

Nextpoint supports language extraction for files with the text present in a load file and/or files with existing extracted text (#'s 1 & 2 above). The following languages are supported:

Chinese - Simplified

Chinese - Traditional

German

English

Math / equation detection

French

Italian

Korean

Dutch; Flemish

Spanish; Castilian

Currently, OCR is supported for English only, but Nextpoint can support additional languages on a custom basis. Please contact your Account Director or [email protected] for further information.

Need OCR for a foreign language not on the above list, or have further questions related to OCR?

Please feel free to contact our support team at [email protected].

Exporting a Folder of Documents in Prep

As Individual Documents Utilizing an Export Template

Exporting individual documents can be useful in a variety of instances (e.g.productions, depositions exhibits, expert documents, witness packages, etc...). You can export individual documents at the folder-level under the DOCUMENTS tab. Click thethree-dot drop-down to the right of the Folder and/or Issue > Export> Provide a name for your export and select an Export Template (PDF export template if you would like to receive individual PDFs in your export > and finalize by clicking Export again.

Read here

As a Combined/Expansive PDF

Exporting acombined PDF (a single PDF assembled frommultiple docs)is often best practice when the end-goal is to print out an export to be viewed in-hand, or shared manually. AcombinedPDF export can be generated for any Folder of Issue under the DOCUMENTS tab. Simply click the three-dot drop-down to the right of the Folder and/or Issue, and selectAssemble as PDF".Name your PDF export,make selections for native placeholders, cover pages, and any image markups (Highlights, Redactions, Page Notes), and finalize by clickingExport.

Exporting Individual Document Selections

Upon running any search in which the results return in the grid or chron view display of your database, you will have the opportunity to export your documents directly from the grid view.

Use the top left arrow drop-down to select which documents would like to export (all, some, or none), then click the top-level Export menu and select "As Individual PDFs" or As Combined PDF". Once you make your selection for your export format, you will be prompted to name your export, make selections for additional specifications (image markups, cover pages, etc..), and finalize by clickingExport.

Exporting Transcript Designations

Exporting Designations to Custom Report

When viewing your deposition, in the lower right corner of your screen, will see a drop-down titledReports from which you can export designations in six different formats -Full PDF,Summary PDF, Summary Text, Condensed PDF,Line Summary,or OnCue Summary.

Full PDFis the entire deposition with all designations marked accordingly.

Summary PDFis an abridged pdf of only the passages that received designations.

Summary Textis an abridged text file of only the passages that received designations.

ACondensed PDFis the full deposition transcript, displayed with 4 transcript pages per pdf page.

Line Summaryexport is a listing of the page and lines for every designation, in every label or issue, for your deponent. This text file can be used in Trial Director as it is a modifiable .ccs file.

OnCue Summaryexport is a text file listing of the page and lines for all designations or issues selected in the report drop down. This text file can be used in OnCue.

Simply select the Report Type that you want to generate, theDesignationsand/or Issues you want to include on your report,then toggle which ReportOptions you want to include (notes, highlights, margins). Click Exportto generate the report:

Export Designations to Excel

You can also export your designations to an excel file. ACSV Exportwill give you a list of each designation, complete with notes and objections.

When viewing your deposition, in the lower right corner of your screen, will see a drop-down titled Browsefrom which you can select a Designation or Transcript Issue.The presence of a particular designation or issue indicates the transcript has been designated with such.

PressExportCSVand you'll be sent an email notification when your .csv file is ready for you to download.

Export Designations across a Folderor Issue

Go to theDEPONENTS or PROCEEDINGStab and click on yourDesignationorIssue.

At the top of the page, you may select Clip Summary Report (PDF)to export your impeachment designations.

How do I download my exports?

All exported documents will be available via MORE > Data > Exports. Any exported transcript designation reports will be available via MORE > Data > My Downloads. for more information on accessing and downloading your exports in Nextpoint Prep.

In any Nextpoint database, there are three to four user access levels available for adding users with access being granted per database. The different user types, based on lowest to highest amount of access are: Reviewer, Basic, Standard, and Advanced.

Access

Description

Reviewer

Reviewers can access, code and set review statuses only for documents assigned to them via a Folder. They can not apply bulk action coding decisions to a group and/or family of documents.

Note: The Reviewer access level is not available for selection in Prep databases as folders cannot be assigned.

Basic

Basic users can access all data, but in a read-only format. They can not add, edit or delete documents.

Standard

Standard users can view all data and are able to edit and add information. They do not have access to manage users and/or settings such as folders, issues, and fields.

Advanced

Advanced users have full control to manage users, add/edit/delete evidence (in bulk) and manage settings such as folders, issues, and fields. This role should be reserved for a small number of users.

Dashboard Administrator

A person(s) having administrative control of a firm's Account Dashboard and maintaining the ability to monitor user activity, data imports, key metrics and the creation of new Projects and Databases.

Outlined below are the specific permissions for each user role:

The character limits for the following fields are as follows:

Shortcut - 500Author - 255Document Type - 255Subject / Title - 1100Custodian -255Tags - 2000[Custom] fields - 2000Designation Names - 100Issue Names - 100Folder Names - 100Objection Names - 100

Need the character count expanded for any of the aforementioned fields? Contact your Account Director for further information.

Return to Review Workflow Return to Prep Workflow

In your Nextpoint database, there are several ways to obtain the page count of a particular folder of documents.

When working in Review

Get Page Count

Click on the three-dot menu next to any folder title, and click "Get Page Count" from the drop-down list.

A report will be generated and emailed to you, detailing page counts for each relevancy status within the folder.

Page Count on Export

Click on the three-dot menu next to any folder title, and click "Export" from the drop-down list.

Areport will be generated and displayed in the red box, detailing the page count total for all documents in the folder.

When working in Prep

Page Count on Export

Click on the three-dot menu next to any folder title, and click "Export" from the drop-down list.

A report will be generated and displayed in the red box, detailing the page count total for all documents in the folder.

*This functionality is available for Advanced users only.

What is Nextpoint Exchange?

Exchange is anexclusive, highly-secureprocess that lets users create a new database instance or copy of a collection of evidence with internet speed and zero cost. To exchange, you simply select the chosen set of evidence to clone, set the destination, configure your load file and metadata specifications, and initiate the outgoing exchange.

There are no limitations on how or when Advanced users can utilize Nextpoint Exchange, but a couple of examples include:

Share a production set from your Nextpoint database with an opposing or third-party (e.g. an expert).

Copy your produced data sets from a Review database to a Prep database in order to further build your case story with only relevant/key documents and any transcripts.

In a Mass Action, you may want to maintain the integrity of Exhibits, Literature, and Transcripts in Master databases and exchange necessary exhibits/transcripts to unique databases for specific trials. *See more on transferring transcripts here.

The below steps outline the process from initiating your exchange to final approval.

If the number of documents you wish to exchange exceeds 5,000 - we recommend doing multiple exchanges with a smaller number of documents.

1. Initiate an Exchange

Select documents you would like to exchange and click "Exchange" in the top navigation bar of your grid view.This will bring up the exchangemodal window on your screen which walks you through the process.

2. Select Loadfile Review (Yes or No)

The first step after initiating your exchange is to select if you would like to review the loadfile prior to finalizing the exchange. This is a great added measure of quality control (QC) if you are exchanging to an external resource (e.g. expert, opposing counsel, etc..

3. Select your Destination Database (New or Existing)

Either create a newdatabase

On your current account (for an internal document copy)

A 3rd Party account (for document production to an external party)

Or choose an existing database (enter the PIN for the account in Settings on the destination case)

In Prep, your exchange PIN is found in the destination database under MORE > SETTINGS > Export/Exchange (see below).

In Review, you can navigate directly to SETTINGS > Export/Exchange.

Set Admin and PIN in the destination if not already set. Copy the PIN from your destination and paste it in the Exchange PIN section of Step 2 of your Exchange configuration.

4. Configure yourExchange

Name the Exchange, e.g. March 2019 Production

Select your options for what to include in the transfer:

The selection of "Transfer previously copied documents" will re-exchange documents even if they already exist in the destination database.

Transfer natives will ensure all imaged documents resulting in the destination database have their original native associated.

Unselecting the "Bates numbers" optionwill not remove the stamps and the Bates stamped documents will result in the destination database. Doing so will only strip the Bates assignments from the documents.

Important note on transferring folders:You can transfer folder information when transferring from Review --> Prep, but currently, folders do not exchange from Review --> Review. If needed, and reasonable, it is suggested you considering each folder as an individual exchange when exchanging from Review --> Review.

Select any custom coding fields to include

Click "Submit".

You will get email notifications each step in the transfer process, and you can monitor your transfer by going to DATA > OutgoingExchanges.

5. Review your Loadfile

If exchanging to an external party, you may want to consider reviewing your exchanged loadfile prior to completing the Exchange. To do so, navigate to DATA > Outgoing Exchanges > Click on the name of your recently initiated exchange.

Make sure that all the documents you wish to produce, and only those documents, are included in theexchange, by clicking on the Next Stepdrop-down > "Download Loadfile" > and click "Go" to download and review.

Below your Transfer Actions, you can also verify the total number of documents in your exchange, if any duplicates were found from previous transfers, the associated size, and lastly, an activity log.

6. Select Initiate Work Order

If the contents of the loadfile and the transfer information meet with your approval,select "Initiate Work Order"from Next Step and click"Go".

7. Select Final Approval and Click Go

After Initiating the Work Order in step 6 above, the "Next Step" will transition to the drop-down containing options to move on to the final approval step or to decline the finalization of your transfer.

If ready to finalize, click on the drop-down and click "Final Approval"and "Go".

You will be taken to the final point of authorization for your particular Exchange transmission. Proceeding from this point will completely authorize the production/data-transfer.

The documents will be copied to the new instance, per your specifications, and the recipients will receive an email notification with instructions to access the database.

Topics Below

General Search Syntax

Document Identifiers - Nextpoint ID, Bates, Bates Prefix, Bates Range

Document Metadata - Author, Recipients, CC, BCC, Domain, Date, File Extension

Work Product - Folder, Issue, Responsive Status, Privilege Status, Highlighted, Highlight Notes, Page Notes, Treatments, Exhibit Stamped, Custom Fields

True/False Fields - Privileged, Confidentiality, Redacted, Email Thread, Bates Stamped, Native Placeholder, Non-Imaged Placeholder

Download Nextpoint Search Guide here.

If you are still struggling with your search syntax after viewing the search guide, please contact our Client Success team at [email protected].

Search Syntax Operators

Operators

Description

Term(s)

EXAMPLES:patent will return all documents containing the term patent anywhere on the document or in the metadata

Search_text:patent will return all documents containing the term patentanywhere on the search text of the document, only. Metadata hits will not be accounted for when performing this search

Operator Hierarchy

Tip: General hierarchy isNOT > AND > ORbut this can be overridden through the use of parentheticals

EXAMPLES: (batch:2 OR batch:3) ANDconfidentiality:CONFIDENTIAL -OR search will be performed before AND search

(patent OR invention) NOT Smith -OR search will be performed before NOT search

NOT, -

Excludes term or field from results; Case sensitive

EXAMPLE: patent NOT invention; patent -invention- Documents with the term patent but without the term invention

AND, +

Returns results with both terms

EXAMPLE: patent AND invention;patent +invention - Documents which contain both patent AND invention

OR, ( )

Returns results with either terms or fields.

EXAMPLES: patent OR invention;(patent invention) - Documents which containpatent or invention</em

~

Proximity search, searching within n words

EXAMPLE:patent invention~5 - Documents containing the term patent within five words of invention

Exact Phrase

EXAMPLE: "prior art" - Documents which contain the exact phrase "prior art"

*

Prefix wildcard search within 6 characters. Anything beyond 6 characters will be truncated; Suffix wildcard does not truncate the search

EXAMPLES: *nextpoint.com = nt.com - Documents containing nt.com

conclu*- Documents containing the words concluded, conclude, conclusion, etc.

IMPORTANT FORMATTING NOTES:

Nextpoint does not support double-ended wildcard searches (E.g. searches such as *bag*).

Surrounding a wildcard search in quotes will render inaccurate results.If you input a wildcard search via Advanced Search (e.g. Author:Charl* to capture Charles or Charlie) please make sure to remove the quotations which are inserted in the Advanced Search builder.

Standard Document Fields

Document Identifiers

Command

Description

Nextpoint ID

Unique number assigned to every document upon entry

EXAMPLES:ID:1234

ID:(1234 5678 9101) - Becomes an OR search, and pulls all three documents

Bates

Bates number assigned to a document, whether it was stamped through Nextpoint, or elsewhere

EXAMPLES:ABC000001 -Returns the document that contains this exact stamp on a page of said document

Bates:* -Returns all Bates assigned documents within your database

Bates:(ABC000001 ABC000015 ABC000027) - Returns each document that hits on that particular Bates number. Essentially this becomes an OR search instead of a range search

Note:Bates numbers with spaces need to be in quotes.Bates:"ABC 000001"

Bates Prefix

The alphabetical portion of the Bates stamp

EXAMPLE: Bates:ABC*- Returns all Bates assigned documents with the prefix of ABC within your database

Bates Range

Documents with Bates numbers within an identified range

EXAMPLE: Bates:[ABC000001 ABC000015]

Note:Bates numbers with spaces need to be in quotes.Bates:[ABC 000001 ABC 000015]

Document Metadata

General Rule of thumb for searching within any coding/metadata field is field:value

Command

Description

Author

Author of an email or document

EXAMPLE: Author:[email protected]

Recipients

Recipient(s) of an email; Plural regardless of singular or multiple recipients

EXAMPLE: Recipients:[email protected]

cc

Recipient(s) copied on an email

EXAMPLE: cc:[email protected]

bcc

Recipient(s) "blind copied" on an email

EXAMPLE: bcc:[email protected]

The above searches will be dependent on what format your data is brought into Nextpoint. Often inboxes are set where an individuals actual name appears in the To/From/CC/BCC fields, in lieu of their email handle. For example, cc:[email protected] could also be formatted as cc:"John Smith" or cc:smith. Before performing your email search, we suggest reviewing a couple sample emails or the Analytics "widget" section for further, quick insight.

Email Searching: Nextpoint stores email addresses as a whole and split up for ease of searching.

EXAMPLE: [email protected] is stored multiple times as the following:

[email protected]

smith

@ABCInc.com

ABCInc.com

Domain

Returns all emails to or from a particular domain. This includes the author, recipients, cc, and bcc fields.

EXAMPLE: Domain:nextpoint.com- all emails [email protected] in the author, recipients, cc, or bcc fields.

Sender_Domain

Returns all emails from a particular domain. This includes the author field.

EXAMPLE: Sender_Domain:nextpoint.com-all emails [email protected] in the author field.

Receiver_Domain

Returns all emails toa particular domain. This includes the recipients, cc, and bcc fields.

EXAMPLE: Receiver_Domain:nextpoint.com-all emails [email protected] in therecipients, cc, and bcc fields.

Date

EXAMPLE: Date:09/11/2001 - can also use Document_Date:09/11/2001

Date:[1990 2001] - returns results for all documents within that range of years. Can also use exact dates to narrow your date range.

Date:>2001-09 - returns results for all documents after September 2001; can also use Date:>09/2001

File_Extension

Returns documents with a particular file extension

EXAMPLE: File_extension:xl* - all versions of Microsoft Excel documents (i.e. xls, xlsx, etc.)

Original_Filepath

Location from which the file was collected

EXAMPLE: Original_filepath:Smith Matter-all documents that contain Smith Matter within the original filepath

Use Case: If the documents were originally placed in a folder on an individual's desktop, prior to collection, and you are now trying to re-create the same organization in Nextpoint, you can search for a known portion of the original filepath and then apply to a corresponding folder in Nextpoint

Email_Message_ID

Returns all documents with a particular Email Message ID

Work Product

Command

Description

Folder

Will return all documents contained within a particular folder in Nextpoint

EXAMPLE: Folder:John Smith Inbox- Will return all documents within the John Smith Inbox" folder in Nextpoint

FAQ: How do I search for a certain range of documents in a folder (e.g. the first 1,000 documents in the folder)?folder:"folder name":[1 1000]

Responsive_Status

Will return all documents tagged as Responsive

EXAMPLE: Review_status:responsive -Will return all documents tagged as Responsive

Issue

Will return all documents tagged with a particular responsive issue

EXAMPLE:Issue:damages - all documents tagged with issue damages

Privilege_Status

Will return all documents tagged with a particular privilege reason

EXAMPLE: Privileged:Work-Product- all documents tagged as privileged, work-product

Highlighted

Will return all documents with highlight image markups

EXAMPLE: Highlighted:true

Highlight_Notes

Documents with highlight image markups associated with a particular issue

EXAMPLE: Highlight_Notes:collusion

Page Notes

Utilize the filter to narrow to all documents with page notes in place

Open Filters > Work Product > Select Documents With Notes Only

Treatments

Utilize the filter to narrow to all documents with treatments applied in theater mode

Open Filters > Work Product > Select Has Treatments

Exhibit Stamped

Folder:folder abbreviation:stamp number- Will return that particular exhibit stamped in Nextpoint

EXAMPLE: folder:PX:5- Returns Plaintiff Exhibit 5

Stamped:* -Will return all documents that contain an exhibit stamp applied within Nextpoint

Fields (Documents and Transcripts)

General rule of thumb for searching is field_name:value

DOCUMENT EXAMPLE:

Attorney_notes:important -Search for a term or phrase from a note that you may want to locate

Request_for_Production:5 - Search a value from a picklist.

Use case: If you had all of your request for production numbers listed in a custom picklist field, and coded documents to each request, you could pull up all documents that pertained to a particular request through the above search.

TRANSCRIPT EXAMPLE:

Volume:2-Search for a specific transcript volume

Deposing_Attorney:Smith - Returns and transcript(s) containing "Smith" in the Deposing Attorney transcript field.

True/False Fields

privileged:true

True if document has at least one privilege tag

confidentiality:true

True if one document is marked with Confientiality in Nextpoint

redacted:true

True if one document is marked with redactions within Nextpoint

Email_thread:true

True if email conversation starter

Is_attachment:true

True if file is attached to an email

Has_attachment:true

True if email has an attachment

Bates_Stamped:true

True if Bates stamped within Nextpoint

Has_native_placeholder:true

True if native placeholder was inserted and Bates stamped, as it was a file type that needed to be produced in its native/original form, even though it does have an image in Nextpoint (i.e. excels)

Non_imaged_placeholder:true

True if a non-imaged placeholder was inserted and Bates stamped, because it was a file type that does not image through traditional software (I.e. audio/video files)

Nextpoint is excited to announce two new transcript reports available toNextpoint Prep users!

The first is a highlighted search hit report when searching across deponents or proceedings. The second is a CSV (index) report of selected clips, notes, and field data when working within an individual transcript.

*These reports are available to both Standard and Advanced user levels.

Transcript Search Hit Report

The Transcript Search Hit Report enables users to run keyword searches across deponent or proceeding transcripts and export the highlighted search hits in a PDF transcript format.

When a search term hits on a transcript page, the resulting report will highlight the term on the transcript page (underlined and in red) and include all other transcript text from that particular page.

>> click here

Use-case Examples

Partner Pam is cross examining an expert witness live in court this week. Shed like to review his previous transcripts to identify questions similar to ones she needs to ask and gather his responses for possible impeachment.

"I want to see everything X expert has said about the company ABC in her trial and deposition testimony that we have.

How to create a Transcript Search Hit Report

Navigate to the DEPONENTS or PROCEEDINGStabs in Nextpoint Prep.

Run the keyword searches which you would like to export in a report. Searches can be run across all or some deponent or proceeding transcripts. To specify within a particular deponent, add AND deponent:"deponentname"to your search.

Select the "Download Search Hit Report"option which appears below the search bar once a search is populated.

Your Transcript Search Hit Report will be available for download via My Downloads.

Advanced Users: Navigate toMORE > Data > My Downloads

Standard Users: Click on theMy Downloads tab

Click the three-dot drop-down to the right of the report name and then click Download.

Video Tutorial

Transcript Clip CSV Report

The Transcript Clip CSV Report allows users to select a transcript issue, designation, or multiples of same, and export in a CSV (index) format.

This format can be helpful if you need toreview all witness testimony related to a particular topic, provide specific testimony for a witness in preparation for an upcoming examination, and more.

Information included in the report

Deponent Name

Start Page and Line

End Page and Line

Date

Transcript fields

Issue or Designation Type

Notes

Clip Text

How to create a Clip CSV Report

Navigate to the transcript in which you would like to run the report and click on Reports to drop down the selection panel.

Select the Clip CSV Report from the Report Type drop-down.

Select the Designations or Issues which you would like to include in your report.

Under Report Options, select if you would like to Include Notesand then click Export.

Your report should download almost immediately to the location you specify.

Video Tutorial

More information on working with transcripts (Deponents and Proceedings)

When a set of documents is ready for production (reviewed, relevant, and privileged documents withheld or redacted), it is time to endorse.

Begin Endorsement/Bates Stamping Process

To begin the endorsement/Bates stamping process, navigate to your REVIEW tab in the upper navigation, click the three dot drop-down, and then Number &Endorse".

export

How many documents should you endorse at once?

When making the following endorsement actions, it is important to note there is a 100,000 document limit per action:

Number & Endorse

Number Only

Remove Numbering & Endorsement

See more below with respect to how you can accomplish endorsements on more than 100,000 documents in one production.

Review Warnings Prior to Endorsement

Nextpoint will warn you if:

Documents within your folder already contain endorsements. These documents will not be re-endorsed with a secondary Bates number if they already have an endorsement in place.

Current processing could impact your documents.(e.g. other endorsements are in progress)

A mailbox is contained in your set. It is recommended you remove this mailbox file from your folder and production - if you were to produce, recipients will receive all contents of the original mailbox container.

Documents marked privileged are in your set. It is recommended you remove these files from your folder and/or production unless you are intentionally endorsing/Bates stamping privileged documents.

Zero-page documents are in your set.Endorsing with zero-page documents in the set will result in those documents receiving a native placeholder. If this is not desired, those documents should have image-exception placeholders added before proceeding.

If Nextpoint warns of one of the above conditions, it should be verified (and remedied if necessary) before proceeding.

Select Endorsement Template

Select an endorsement template to be used

Verify the number to be endorsed on the first page of the first document in the folder

Click the Endorse button

Nextpoint will assign your numbering, generate placeholders, and endorse all documents in the selected folder and notify when endorsements are complete.

Note: Any prefix, leading zeros, etc... you set up in your endorsement template will be applied during the stamping process.

Verify Endorsement Results

Once you initiate the endorsement process, it is important to verify all stamping is complete prior to initiating the export process.

To verify stamping is complete, first check that the "Processing Status" section under DATA > Importsreads "There are currently no active jobs".

Second, it is recommendedyouFilter in your production folder for Bates Assigned, Stamped andverify the first and last documents in the folder bear a Bates number on each page.

You may also consider including one last verification of Responsive/Not Privileged in your Filter (see below).

Stamping More than 100,000 Documents at Once

As mentioned above, there is a 100,000 document limitfor the following actions:

Number & Endorse

Number Only

Remove Numbering & Endorsement

If you find yourself in this situation, we recommend the following steps:

Create a second production folder, then, isolate all documents beyond the 100,000 limit from the original folder by performing this search: folder:[production folder name:[100001 200000]

Then apply your second production folder to the documents returned in the above search.

Next, remove these same documents you just added to the second folder from the first folder.

Endorse the first folder : Due to the large volume of documents you are endorsing, this may take some time, so please ensure all endorsements are applied prior to stamping your second production folder.

Endorse the second folder.

When the endorsement of both folders is complete (see above screenshot), apply the first production folder to the documents contained within your second production folder, and you are set to .

Create [custom] fields quickly by navigating toSETTINGS > Coding.

Scroll down to the Fields box and click "Create New".

input type

Name your custom field as you like, select the, and hit "Create".

You can createas many fields as you need for your database.

Produced Data Structure at a Glance

While every import can be the slightest bit different, there are several structural components of a produced data set which are helpful to know as you approach your first (or 100th) import.

The production shown below is located on your local computer in the absolute path ofC:\Nextpoint\Smith_v_Jones\Defense Productions\UHCProd001

The base folder of this production set is UHCProd001, and the base folder includes subdirectories of IMAGES, NATIVES, TEXT, and DATA (read: load file) associated with the production.

Yournextpoint_load_file.csv load file goes in this base folder.

import

Relative Path

It is critical to your import's success that the nextpoint_load_file.csv includes native and text path information relative to where the load file resides in your production set's base folder.

The relative path for any native files starts with NATIVES.For example, the first value of the native_file column in the load file would be NATIVES\NATIVES001\UHC0000001.xlsx

The relative path for any text files starts with TEXT. For example, the first value of the text_file column in the load file would be TEXT\TEXT001\UHC0000001.txt

Ready to import?

Have you:

Followed the instructions outlined in the Produced Data Import Instructions ?

Ensured all data is in your Nextpoint File Room ?

Verified your load file fields, relative path information, and the placement of your load file are correct?

If so, you are set to initiate the import of your base folder. In the aforementioned example, you would select UHCProd001 for .

Modify Deponent Name

Click edit when looking at the list of deponents or proceedings

Prep Workflow

Here you can change the deponent NameorMerge with an Existing Deposition.These changes will take effect in all depositions for the deponent.

Edit Deposition or Download Original Transcript Files

Onthe DEPONENTStab, open the deposition youwould like to edit and click More Options > Edit.

The edit screen will allow you to make changes to the Deponent or this particular Volume. From here, you canDownload the original transcript file, Import Syncfiles, or Import Video.You can also clickEditnext to the "Deposition Transcript Information" section to edit the Deponent name, starting page number or replace the transcript file.

Return to

Deponents Main Page

Prep Workflow

Run keyword searches across deposition population. Upon running any keyword search in Deponents or Proceedings, you can download a Search Hit Report across all respective transcripts. See second graphic above.

Please note, if you would like a search report for both proceedings AND transcripts, you will need to run your search in each section.

Import transcript files. For more information on importing exhibits, click here.

Transfer Deponent (or Proceeding) transcript to a secondary database.

Download a Summary Report spreadsheet of all designations/clips.

Filter alphabetically by transcript.

Edit transcript (Deponent or Proceeding) name.

View color-coded designations and issues associated with a deposition.

View all documents (exhibits) related to a particular transcript.

View all depositions associated with a designation or issue. Upon clicking, you can also download a Clip Summary Report. This selection option will appear at the top left next to "Transfer Deponent" (#3).

Deponent Detail Page

Create page/line Designations or Issue Designations

Designations made will appear as color-coded circles on the left side, or exclamation points if there are notes. Objections will appear on the right. For more information, click here.

Access More options, where you can Download or Delete a transcript file or Edit information. For more information, click here.

Search for keywords within the deposition.

If there is a video, you may view here. For more information, click here.

Click on a time stamp to jump to that spot of the video deposition.

View current designations via the "Browse" drop-down menu. You can toggle amongst each designation by clicking on the blue hyperlinked text.

You can create and apply fields to your transcript. For more information, click here.

Designation clips can be bulk imported. For more information, click here.

If you have two sets of designations clips which you need to merge into one comprehensive designation set, you can do so via "Merge".

Various designation export functions are available. For more information, click here.

Relate exhibits to your transcript via a Folder, view related documents from a list, or create/view hyperlinks within the deposition. For more information, click here.

Return to

In addition to downloading an export yourself or copying it to your database, you can send a secure link to share documents quickly with anyone. Share PDFs with experts, productions with opposing counsel, or highlighted documents with partners for depo prep. We make it as simple as sending an email!

Note: The above is a walk-through of the Export Sharing processwithout sound. The steps are outlined further below.

Sharing the export

From the DATA tab, click Exports to reach the Export Status screen and find the export you would like to share. Click the three-dot menu button to the right of the export and select Share Link.

Working in Prep?Click MORE > DATA > Exportsin order to reach the above-mentioned Export Status screen.

On the next screen, complete the recipient details and add any notes youd like to send to the recipient(s).

If the export should go to someone you've shared with before (from the same database), simply check "Select saved recipients who should receive this export link" and select the users you would like to send to.Be sure to double-check your selection before sharing! Nextpoint is not responsible for inadvertent disclosures.

If you have not shared with a recipient before, simply enter their details before clicking "Share". To add multiple recipients, clickAdd New Recipientand enter the recipient details.

To prevent accidental sends to the wrong email address, we recommend retyping the recipients email manually in the Confirm Email field instead of copy-and-pasting it.

After providing a note, set the Expiration Time for the recipient(s) to access the export. The options to choose from are 5, 7, 14 or 30 days.

When youre done entering recipient details, click the Sharebutton. A confirmation link will pop up to ensure youre sending the right export to the right recipient(s). Click "Share this Export.

What the recipient sees

The recipient of your export will receive an email indicating thatyou'veshared a file with them. Theyll also see the title of the export, a secure access notification, the download link, and when their access to the export will expire.

If the recipient clicksAccept, theyll be taken to a secure landing page with links to download the export, including (if applicable) the load file and any associated volumes. The recipient must confirm their name and email address to activate the links.

After the recipient enters a matching email address and clicks Submit, the links become active and the export(s) can be downloaded.

Shared Export FAQ

How/where can I see if the recipient downloaded my shared export?

When a recipient downloads an export you shared, you (the sender) will receive an email from Nextpoint stating, "A file you shared from Nextpoint has been accessed by: [insert recipient email here]".

You can also navigate to DATA > Exports > and access the Recipient Report by clicking the profileiconnext to your shared exports name, or by clicking thethree-dot menu button to the right of the export and select Recipient Report.

Whatif the links expire before my recipient can access them?

You can always resend a production if the recipient does not download it in time. Simply repeat the process above.

Where is the redaction tool located?

When viewing the document itself, click on the Markuptool in the Viewer Tools section to open the redaction interface.

Applying redactions

To add a redaction, position the cursor on the document, click and drag. Once the redaction box is created, simply click the Redact button and add your redaction reason, style, and optional note.You can add multiple redaction boxes to one document by simply clicking and dragging again.

The page will be reprocessed to place the redaction boxes, which will display the Redaction Reason. To learn how to create Redaction Reasons, click here.

Review Workflow

Viewing redactions

Once you have highlighted or redacted your document, quickly find all highlights and redactions for that particular document listed by corresponding page in the "Image Markups & Page Notes" section of the sidebar.

You can also toggle your markups on/off via the toggle markups icon in your document Viewer Tools.

Removing redactions

If redactions or highlights need to be removed, you can navigate to Views/Edits/Markupsat the top-left of your viewer and remove as needed. Please note, you will have the opportunity to provide a reason for removing the redactions (e.g. changes need to be made, etc...).

What happens to redacted text?

Once a redaction markup has been applied, anytime that document is exported, the redaction will be in place on the image and the underlying redacted search text removed from any provided text files.

If you are providing a metadata load file with your export, it is recommended you review your export closely for any redacted fields such as author, recipient, email subject, etc. If those fields have been redacted on the images/text, they will need to be manually removed from your metadata load file.

Return to

A image-exceptionplaceholder normally indicates that you could not review adocument yourself and therefore are providing notice of its existence to opposing counsel, but not the file itself.

In this situation, an image-exceptionplaceholderis added to the production as a referenceof the document. It will retain a single Bates number. Upon production the native file will not be included in the production. The documents metadata will exist in the loadfile.

Note: All archives (files with extensions such as .pst, .mbox, .zip) will be automatically assigned an Image-Exception Placeholder during import. This will help prevent unintentional production of the full archive during the endorsement and export processes.

Assigning Image-Exception Placeholders

Image-exception placeholders may be assigned while examining individual documents or to all zero-page documents in a selected set via Bulk Actions.

nativeplaceholder

NOTE:

Any document with both a image-exceptionplaceholder and a (an unusual situation) would have its nativeplaceholder utilized and the corresponding native would be included in the production.

* This functionality is available for Advanced users only.

Just as you can create and apply Document Field(s) to your document universe and search on same, you can now apply the same organization methods to your transcripts withTranscript Fields.

EveryNextpoint Prep database includes a set of default transcript fields which values can be applied for more powerful transcript management and easier searching.If you need additional fields beyond the default set (e.g. Summary, Case or Trial, Category, etc..), you can create as many as you need.

Searching on Transcript Fields

All default and custom transcript fields can be searched on under the DEPONENT and PROCEEDING tabs through the use of the search syntax field_name:"value". For example, to search on the field "Deposing Attorney" for the value "John Smith", the search would be deposing_attorney:"John Smith"

Default Transcript Fields

Below are the default Transcript fields provided in every database. All default fields can be modified or deleted with the exception of Volume and Date.

here!

Where is my historical Category information?

Previously, there was a "Category" field present under the DEPONENTS and PROCEEDINGS tabs (fka DEPOSITONS and TRANSCRIPTS) in which users could categorize different types of transcripts. With recent updates, any existing Category information has been ported to a new transcript field titled "Category".

To find all transcripts within a specific category, simply search for Category:categoryname (e.g. Category:General), and all results will be returned.

Viewing Transcript Fields in Search Results

All default and custom transcript fields can be added to your Transcript Grid View Templates for better visibility into your search results.

Adding (Custom) Transcript Fields

To add, delete, or modify Transcript Fields, navigate to the top of the home page, clickMORE > Settings.

Click to view theTranscriptstab, and under the Fields section click"Create New". If you need to edit or delete an existing field, simply click "Edit" or "Delete"next to the appropriate field, and proceed accordingly.

Choose aTitlefor your coding field, and select theInput Type- there is a brief description of each kind. To learn more about Input Types, click here. When you are all set, click"Create Transcript Field".

If you choose to make the field aList,Locked List, orPicklist, you will be able to enter values. Enter avalue, then click"Add". To remove a value, click . When you have entered all values, click"Done"and you will be returned to the Transcript Settings.

Once all needed fields have been added, you can return to DEPONENTS or PROCEEDINGS, navigate into a particular transcript, and put your new fields to work.

Discover more about Prep Settings and Database Customization here and Creating Transcript Grid Views

Occasionally, you may need to assign a Bates number/Endorsement on an individual document, as opposed to a comprehensive folder.

Apply Bates/Endorsements on an Individual Document

Navigate into the individual document to which you would like to apply the endorsement.

Click on the here icon at the top of the page to apply individual assignments or endorsements.

Enter the Bates number of the first page, then choose from the following options:

Also Endorse - Select this option if the document also needs to be stamped. If the document has been stamped already, leave unchecked.

Apply to all valid pages - By selecting this option, Nextpoint will take the first number and assign the remaining pages sequentially.

When finished, click "Save" and the document will begin processing.

Remove Bates/Endorsements on an Individual Document

Verify initial endorsements are complete:

It is important to verify all stamping is completeprior to initiating any endorsement removal OR the export process. Neglecting such will likely result in the document having mixed Bates numbers.

Remove Endorsements:

To remove the individual document endorsements, navigate to the document which you would like to modify. Click on theicon and delete the existing Bates number value so there is no value in the box, check Also Endorse, and Apply to all valid pages. This will remove the existing Bates number endorsements from all pages of that particular document.

Verify the removal of endorsements is complete:

Just as during the application of endorsements, it is important to verify all endorsement removal is completeprior to initiating any re-endorsement.Neglecting such will likely result in documents unintentionally with/without endorsements.

If you would like to bulk apply endorsements to an entire folder, follow the steps .

What is File Room?

File Room (replaces CloudBerry') is a secure data-bank for storing all your confidential files. Your File Room comes with a built-in, high-speed, multi-file uploader to get data into Nextpoint quickly and efficiently.

Access your File Room from the DATA navigation tab. From there just drag and drop or select multiple files, folders, or archives to be uploaded. Data storage is free with a Nextpoint subscription, so upload as much as you like.

You can thenimport files into a Review or Prep database directly from your File Room.

here

Upload Folders/Files to File Room

Easily create a folder to drag and drop files into the File Room, or simply drag and drop folders contained on your desktop, local drive, etc.. (tip: unzipped folders). Click into a folder in File Room to view its files or drag and drop a new folder or multiple files from your computer into the existing folder.

Folder/File Naming and Sort Order in File Room

The names of folders/files brought into your Nextpoint File Room are sorted alphabetically, not numerically. This means that folders/files ending in numbers may not be sorted as expected.

For example, the sorting rules will put a file named IMG_1000 after a file named IMG_100, instead of after the file IMG_999.

IMG_100 IMG_1000 .... IMG_999

If you would like those files sorted with IMG_1000 after IMG_999, then files should be named with leading zeros (IMG_0999).

To determine whether you are uploading to the correct folder, check the folder name in the breadcrumb navigation above the drag and drop box.

Import Files from File Room

When you're ready to import your data into Review or Prep from your file room, follow instructions .

Remove Files from File Room

Click the checkboxes next to the file you would like to delete and click "Trash Files".

Getting a "Invalid according to Policy: Policy expired" error on upload?

Please check the clock on your computer, if the time difference is greater than 5 minutes Amazon S3 will reject the upload. To remedy this, make sure your computer's system clock is synced with a time server.

For any other File Room errors, please contact [email protected].

Welcome to Nextpoint! The following video covers setting up your user profile, managing your account dashboard, setting up new projects and databases, adding users, and more.

You may also find our New User Guide and Account Setup topic helpful as you start setting up your account.

For any Nextpoint user, the first step in getting started is to be added to a specific database, or if you are an Account Administrator, to the firms Account Dashboard. Outlined below are the steps you can expect when logging in for the first time and subsequently logging in "the next time" after your initial setup:

Logging in for the First Time

When first added as a Nextpoint user, an auto-generated email will be sent to the email address provided by an Administrator. Click on the hyperlink in the email to activate your User Profile. You will then be directed to the user onboarding sequence where you can set up your profile in five easy steps.

If this is not your first time logging in, see section below covering Logging In After Initial Setup.

[email protected]

Logging in After Initial Setup

Once your User Profile setup is complete as outlined above in the First Time Users section, you are ready to login via any internet browser. If you were not redirected after completing the onboarding process, check the previously received invitation granting you access. Contained within will be a custom firm URL formatted similarly to firmname.nextpoint.com-- this is your Account URL. An example is shown below:

To log in after the first time, simply open any browser, enter your Account URL, enter your username (email address) and password (as set up during the initial onboarding process), then click "Log In".

Quick tip: When logging in the first time, bookmark your Account URL to avoid needing to go back to the original email invitation with the link each time.

How to create a bookmark in Chrome, Firefox, and Safari

Help! I'm having trouble logging in.

If you are having issues logging in to Nextpoint, a series of troubleshooting options are linked below.

User Security Best Practices

Each time you log in from a new device, you will need to enter a PIN that will be emailed to you. If you find yourself entering a PIN every time you log in on the same device, please contact [email protected].

DO NOT copy and paste this PIN from your email, as there may be hidden characters that will cause an error.

You can enter a Computer (Device) Name so that you can easily track the devices used to access your account.

Common Login Issues

Having trouble accessing your Nextpoint account? These are the most frequent scenarios our support team has encountered in the past, along with steps for resolving them.

1. I forgot my password.

Click the Forgot Password? link underneath the "Log In" button. Nextpoint will email you a link to reset your password.

2. I received an "invalid or expired confirmation link" message.

For security purposes, all Nextpoint invites have a time limit. If you did not set up your user account within the time limit, you will need a new invite.

If you are not the first user on your account, contact the administrator who invited you and ask her to send you a new invite.

If you are the first user on the account, submit a ticket to [email protected] and we will issue you a new invite.

Note: Our user invites only work for the person they are issued to. If you attempt to register using an invite link with someone elses name on it, you will also see this error message. Please ask the account administrator to send you an invite of your own.

3. I received a login failed error message.

Copy-and-pasting the password sometimes leads to this error. Try typing it instead.

4. I received an email not recognized error message.

Check with your administrator to make sureyou'vebeen added to the case and your email address was spelled correctly.

If it wasnt, have your Admin add the correct email by clicking USERS > ADD NEW. They can also choose to remove the other user email by clicking USERS> CURRENT > (SELECT EMAIL ADDRESS),then selecting REMOVE COMPLETELY.

If it was, contact Support.

5. I clicked Log In and nothing happened.

Nextpoint needs an active connection to launch. Check your internet connection and see if other websites are loading normally.

In rare cases, Nextpoint may be down. To check whether this is the case, visit http://status.nextpoint.com.

6. I never received my invite email.

First, check your Spam folder.

If the email is there, move it back to your inbox and be sure to whitelist emails from Nextpoint. If the instructions in the previous link don't seem to be working for your mail client, ask your IT manager for help.

If the email is not there:

Whitelist emails from Nextpoint.

Confirm the invitation to access was sent to the correct email address (e.g. look for typos, old email addresses, etc...).

Ask your IT manager to check firewalls and make sure emails from Nextpoint are allowed in.

Please submit a ticket with the database number and the invited users name and email address to [email protected]. We will resend the invite.

7. I successfully set up my username, but never received my device PIN email.

Occasionally these emails will be received with a delay from the mail server. If possible, please allow 10-15 minutes for the email to come through. If its been more than 15 minutes, check your Spam folder.

If the email is there, move it back to your inbox and be sure to whitelist emails from Nextpoint. If youre unsure of how to do this, ask your IT manager for instructions.

If the email is not there:

Whitelist emails from Nextpoint.

Ask your IT manager to check firewalls and make sure emails from Nextpoint are allowed in.

Request another device PIN. To do this, click the link at the bottom of the Verify Device page of the onboarding screen.

8.I'mnot a new user, but my latest device PIN wasnt delivered.

Log in again and try to request a new PIN. If the PIN email is still not delivered, follow the steps for Issue 7 above.

9.I'masked for a new security PIN every time I log in.

This can happen if your browserisn'tallowing cookies. Heres a WikiHow article explaining how to enable cookies.

What if I stillcan'tlogin?

Send an email with your name, Database ID and a description of what youre encountering to .

Load a Single Transcript, or Batch Load Multiple Transcripts

At the top of the main Prep navigation, click on the DEPONENTS(or PROCEEDINGSif that's what you need). Select the blue"Import Files" button.

Prep Workflow

Select our Transcript File

If the transcript file resides on your local drive, selectAdd File From Computerto select your deposition (or .zip file if uploading multiple depositions). You can also Drag & Dropyour transcript file if it is stored locally.

If the transcript file has previously been uploaded to your File Room, selectAdd File From File Room. For more information on File Room, click here.

Accepted Transcript File Types

Prep accepts TXT, PTF, PTX, PDF, LEF, CMS, or ZIP formats for your transcript files.

Want more info on each transcript file type? Click here >>

Set the Transcript Name

After you select your transcript file, you can set the deponent/proceeding name via one of the following three options:

Have the system determine the deponent automatically,

Add as a volume to an existing deponent, or

Provide a new name.

Click "Import Deposition Transcripts".

Nextpoint auto-detects and sets the standard metadata fields for your deposition & proceeding transcripts upon upload. Occasionally, electronic transcripts have issues and the fieldsaren'tcorrectly identified during upload, but you can always manually edit this information by following the instructions below.

Edit Your Transcripts

After your transcripts have finished processing, Advanced users can edit the transcript date, volume number and start page, and also import any associated videos and sync files. For more information on working with video depositions/proceedings, click here >>

Once inside the transcript itself, click on More Options>Edit in the upper right side of the page.

Return to

Prep accepts TXT, PTF, PTX, PDF, LEF, CMS, or ZIP formats for your transcript files.

A description of each is outlined below:

Extension

Description

TXT

Text Files are raw transcriptstext-only files and are considered universal.

PTF

Portable Transcript Files are created with RealLegal E-Transcript software. Unlike EXE files, PTF filesarenot blocked by firewalls or virus protection software. They are also smaller than EXE files, so a preferred file format for many.

PTX

E-Transcript files have their proprietary .ptx file type.PTX files are small and easy to email and contain the transcript in full-sized and condensed forms as well as the word index.

PDF

Portable Document Format is a file format which can be viewed on any type of computer.Note:We make a best-effort attempt at processing PDF deposition transcripts, but not all PDFs will be correctly converted. If possible, we suggest you use one of the other supported deposition transcripts file types. Otherwise, the accuracy of the resulting deposition transcripts should be verified after import.

LEF

LiveNote evidence format enables you to receive transcripts with the related evidence seamlessly integrated and ready for import into Nextpoint (e.g. Deposition exhibits already scanned and hyperlinked in the text).

CMS

A synchronized transcript in the native TrialDirector .cms format. Can be paired with video files for synchronized viewing of the transcript and associated video clips.

ZIP

Multiple transcript files of the types outlined above can be compressed in a .zip file and imported at the same time. Nextpoint will unpack and process all files contained within.

Transcript FAQ

What format is needed to be able to link the video to the text?

For video and transcripts to play together, they need to have a sync filewhich is the CMS file.

What format is needed to be able to import the transcripts into Prep andhave the exhibits link automatically?

You need toimport a LEF file for exhibits to be automatically hyperlinked in the transcript.

Return to Importing Transcripts: Deponents and Proceedings here.