How to Import in Review

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When working in Nextpoint Review, you can import DOCUMENTS in three different ways - Drag & droputilize the File Room or 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 an individual 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:

  1. Click DATA > Imports > Select the blue "Import Files" button

    IMPORT_Review_Batch_Status_Screen_2019.png
  2. Drag & Drop your file to the designated section on the import screen OR click "Add File From Computer" to search for the file locally.

    IMPORT_Review_Drag_and_Drop.png

    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.

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

    IMPORT_PREP_Finalize_Import_2019.png

  4. 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.

Importing Topics:

Importing a Single Document (Drag & Drop)

Select the "Import Files" button by navigating to DATA > Imports.

imports_import.png

  

If Your File Is Stored Locally:

Click "Add File From Computer" or drag and drop the file to the import screen.
Choose the 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.

import_files.png

 

If Your File Is Stored in the File Room:

Click "Add File From File Room". For more information on your Nextpoint File Room, click here.
Open your chosen folder, 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".

Screen_Shot_2018-11-27_at_2.54.30_PM.png

You will receive an email notification with the results. You may view the batch details by clicking Import/Export at 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 to DATA > Imports.

imports_import.png

 

If Your Files Are Stored Locally:

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

import_files.png

 

If Your Files Are Stored in Your File Room:

Click "Add File From File Room". For more information on your Nextpoint File Room, click here.
Open your chosen folder, 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".

Screen_Shot_2018-11-27_at_2.54.30_PM.png

You will receive an email notification with the results. You may view the batch details by clicking Import/Export at 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 named nextpoint_load_file.csv to make sure the processors know what to use.
  • Nextpoint only recognizes the .csv load file formats. If your load file is in a different format, use a utility to convert it or send it to us, and we’ll 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 you don’t already 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, you’ll need to include a load file with your documents, and name it nextpoint_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 to DATA > Imports.

imports_import.png

 

 

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

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

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

Click "Import Files".

Screen_Shot_2018-11-27_at_2.54.30_PM.png

You will receive an email notification with the results. You may view the batch details by clicking Import/Export at 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 the Screen_Shot_2017-06-21_at_11.19.09_AM.png to open the edit window.

change_name.png

 

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

save.png

 

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

batch_status_batches.png

Importing a Concordance/Summation Database

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

batch_status.png

 

When a document batch is uploaded/imported, Nextpoint automatically reports 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 your import batch navigate to the Imports tab and click on the Batch Name:

On the Batch Report page, you will see four tabs: Details, PST Processing, Pending Nextpoint QA and Warnings:

batch_warnings.png

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 the Warnings that we see most frequently, as well as the suggested solutions you can employ to resolve them. If you receive a warning message that is not listed here, please email support@nextpoint.com 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 support@nextpoint.com or (888) 929-NEXT Ext. 3 for help.


Warnings:

File required too much memory to process or 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 situations it 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 progress—enough 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 protected—and 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 support@nextpoint.com 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

  1. Click MORE > Data
  2. You will default to the File Room.

    IMPORT_PREP_upload_to_file_room.png
  3. Select the folder(s) on your desktop, thumb drive, or other location and Drag & Drop into your File Room
  4. 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:

  1. Click MORE > Data
  2. You will default to the File Room
  3. Click “Create Folder” > name your folder and select OK

    IMPORT_PREP_upload_to_file_room.png

  4. 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.

 


 

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