Ranged Image Imports, Including Produced Data


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.


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 is what a common single-page image data set looks like:




InstructionsExhibit AExhibit BExhibit C

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

    1. 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.
    2. 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.
    3. 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.

    4. In your Nextpoint database, open Settings >> Coding >> Fields.  Your next step will be to modify your load file to meet with Nextpoint's default fields (See "Exhibit B" tab above). 
    5. 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 a begattach and endattach field  under Settings >> Coding >> Fields, add as Freeform fields
    6. 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.
      1. 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. 
          1. 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.
          2. 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.
          1. 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.
      2. 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.
    7. After all Fields are squared away, it is critical to the import’s success to save your load file as nextpoint_load_file.csv
    8. Check your database SETTINGS for Deduplication
    9. 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):

    10. 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"
    11. Once Import is complete, complete “Family Linking" from your Batch Summary page.  This is vital for visually establishing parent-email relationships in your import.


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 Nextpoint Support Team.

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