This guide walks you through exporting all data imported into your database. You will create an export template, move all documents into a single folder, and then initiate the export using that template.
Export Best Practice
It is often best to split your export into two groups:
- Produced data, plus any documents with redactions or highlights that were not produced
- Documents without impacted images
The first group can be exported as described below. The second group can be exported in the same way, but without images and text files. If you need to reimport this group, you can use the "Image_File" option to reimage and re-OCR the native files, significantly reducing the overall export size.
For additional guidance, contact Nextpoint Support at support@nextpoint.com.
- Navigate to the Settings tab, then select Export/Exchange. Scroll to Export Templates and click "+ Create New".
- Enter a name for your template.
- In Step 2 – Files, ensure that text, images, and natives are included. PDF images are recommended, especially if you plan to import into a Nextpoint Legacy database. If you select TIFF/JPG images, it is best practice to include an image load file in OPT format.
- For natives, select "No Exceptions". Using "Smart Exceptions" may prevent natives from exporting for documents that contain highlights or redactions.
- In Step 3 – Naming, we recommend using a control number format (e.g., NXP000000001). This makes documents easier to locate and avoids duplicating metadata already included in the load file.
- In Step 4 – Load File, click "Create New", name the load file, and select all fields. Then scroll to "Extracted Metadata" and uncheck this option. Leaving it enabled may introduce unnecessary rows and disrupt load file formatting.
- Once your export template has been created, move all documents into a single folder so the export can be run at once.
- Enter * in the search bar to display all documents. Then select all results and click "Bulk Actions".
- Create a new folder and choose to add all documents to it. Consider how documents should be organized in this folder. In most cases, Date & Family is recommended, though you may also choose Family only or retain the current sort order.
- Click "Update" and wait for the documents to be moved.
Check for indexing warnings
Before running your export, check for the yellow warning icon next to the search bar. If documents have failed to index, they will not appear in your export folder and will not be included in the export.
- Confirm that indexing is complete.
- Click the three-dot menu next to the folder name and select "Export".
- Enter a name, choose your template, and click "Export".
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