Sometimes a document's images don't come through on import, or you receive a corrected copy of a file after it's already in your database. You can add or replace a document's pages, or add a new native file, without re-importing it.
The steps differ depending on whether your database is NextGen or Legacy.
Which database type should I follow?
If you see the badge in the top left next to the name of your database, follow the NextGen steps below. Otherwise, switch to the Legacy tab.
Adding or Replacing Pages and Natives in NextGen Databases
You can add or replace a document's pages, or add a new native file, without re-importing the document.
Common Reasons to Add or Replace
- The document imported without images because of corruption, encryption, embedded images, or an unsupported file type, but the native file opens on your computer.
- You have unlocked a previously password-protected file.
- A producing party sent a corrected copy of a file.
- An import flag appeared, such as "Extracted page count didn't match expectation."
Prepare Replacement Pages
- Download the original file by clicking the download button or clicking the 3-dot menu and selecting View original files.
- Open the file in its application and go to File > Print, then choose Save as PDF.
- For emails, clear the print header and footer first so nothing extra, such as your name or today's date, is added to the image.
- Outlook (Windows): In Print Options, open Page Setup and empty every header and footer field.
- Mail (Mac): In the print dialog, open the PDF menu and choose Save as PDF.
Add or Replace Pages
- Open the document, click the 3-dot menu, and select Add/replace pages.
- Select a file from My Device or the File Room.
- Choose your image options:
- Generate Pages: Checked by default. Creates page images from the file.
- Replace existing document pages: Unchecked by default. Overwrites all of the document's existing pages with pages from the uploaded file.
- Click Upload. The viewer displays a processing placeholder, then shows the new pages when processing finishes.
Nextpoint generates the new images, rebuilds the document's PDF, and updates its search text. The change is recorded in the document's history. No new import batch is created, and the original files are kept and can still be downloaded.
Supported file types: PDF, TIFF, JPEG, PNG, and HEIC. Emails (.eml, .msg) and archives (ZIP, PST, RAR, 7z) cannot be uploaded this way.
Replacing Pages Removes Annotations and Stamps
If the document has highlights, comments, or redactions, you'll see a warning that replacing pages removes them. You can still continue.
Replacing pages also removes visual Bates stamps, though the document keeps its Bates number assignment. Avoid replacing pages on stamped documents. See Bates Stamping in the NextGen Experience.
Add a Native File
- Open the document, click the 3-dot menu, and select Add Native.
- Select a file from My Device or the File Room.
- Click Upload.
Both the old and new native files are kept and can be downloaded. Adding a native doesn't reprocess the document: its page images and search text stay the same. If you also need the pages to reflect the new file, use Add/replace file or pages as well.
What Happens to Existing Work?
| Action | Annotations and redactions | Bates numbers |
|---|---|---|
| Add pages | Unchanged | Unchanged on existing pages. New pages likely won't have Bates numbers or stamps. |
| Replace pages | Removed (you're warned first) | Stamps are removed; the number assignment remains. |
| Add native | Unchanged | Unchanged |
To restamp a document after adding or replacing pages, click the 3-dot menu, select Edit Numbering Pattern, and reset its Bates number. See document-level Bates stamping.
Removing Pages
To remove individual pages rather than replacing all of them, see How to Remove Pages from a Document.
Need Additional Assistance?
If you need help adding or replacing pages or natives, contact Nextpoint Support at support@nextpoint.com.
Adding Pages in Legacy Databases
Sometimes, images of imported documents won't show up in your database. This can happen for a number of reasons, such as a corruption somewhere in the file, encryption, embedded images, an unsupported file type, etc. If you know that this file opens and you can see it in its native format, you can add images yourself. This will not affect any metadata; it simply allows you to view an image within our system.
Note: If you have existing Confidentiality coding on the document(s), you will need to reapply this coding only after the pages are replaced. See the instructions below for more details.
First, download the original file by clicking the download button or clicking the three-dot menu and selecting "View original files".
In the application you're using, go to File - Print and choose "Save as PDF" (or another supported image type).
Please note that you may need to change settings when opening a mailbox file in Outlook or Mail so that no additional information is included in the header/footer (such as your name or today's date), as shown below.
Once you've chosen "Adobe PDF" as your print option, ensure that the header/footer is blank by following the steps below.
The below fields should all be empty to ensure nothing will be added to your image.
Hit ">>", scroll to print, and hit "Save as PDF".
Go back into your document viewer, click the three-dot menu and choose "Add page(s)".
This will prompt the "Import Pages" screen, where you can Drag & Drop, Add File from Computer, or Add from File Room (wherever you've saved your image). It also allows you to add in a note prior to importing.
Wait for the image to finish processing. You will then be able to view the image in a PDF format.
Once the replacement has been imaged, first, reset your confidentiality coding to image on the document by setting the Confidentiality code on that document to a Null value > Update > wait for the Confidential stamps to remove from the image > Refresh your browser > check Confidential again > Update.
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