*The below functionality is available for Advanced users only.
Introduction to Folders
Folders in Nextpoint are a mechanism used to organize groups of like documents. (e.g. “Custodian A Mailbox” or "ABC Production001") and can be applied to documents individually at the document-level or en masse with a Bulk Action.
It is important to note, folders are structured as a 'tag' that points to documents within a particular grouping. Thus, one unique document might be found in multiple folders because the different folder 'tags' are pointing to that document.
For example, I might add Email #1 to a folder titled "Email Review". After reviewing, I distinguish this email should be produced and ultimately it is added to my "ABC Prod001" folder. Moving forward, I will be able to locate email #1 in both the Email Review and ABC Prod001 folders (and it is only one copy of the email).
How to Create a New Folder
Whether you are first setting up and organizing your database, importing data, or running a search, creating a folder is accessible to you. Outlined below are the different ways to create a folder in Nextpoint.
Create a Folder from Settings
1 | Locate Folder Settings
From the top navigation in your Discovery database, navigate to Settings Folders and click Create New in the Folders Section.
2 | Create your Folder
- Enter your Folder Name and validate the auto-populated abbreviation/prefix is what you prefer.
- Assign a color to distinguish your folder visually in the database. Perhaps, all custodian folders are blue, all production folders are green, etc..
- Select which Folder Category (or categories) your folder should be associated with.
- Click Create to finalize the creation of your folder.
The next step will be to add documents to your folder. Read on how to use Bulk Actions to organize your documents here >>
Additional Folder Actions from database Settings
Edit your Folder
If you would like to edit a folder, click Edit and make your desired changes. Click Update to save your changes.
Manage Folder Assignments
Users with Reviewer user permissions can only access documents in Folders that they have been assigned to. Currently, folder assignments can only be managed via SETTINGS Folders.
To assign or un-assign users to a particular folder, click the box next to the Folder(s) for which you would like to manage assignments click Bulk Edit select the desired action (Assign, Un-assign).
The same steps apply if you would like to inactivate or delete a folder.
If managing assignments, select the box next to the users you would like to assign to the selected folders click Assign.
Create and Apply a Folder on Import
1 | Initiate the Import Workflow
From the top navigation in your Discovery database, navigate to DATA Imports and click Import Files.
2 | Select Files for Import and Set-up Import Details
- Select your files for import by clicking Add File from File Room, Add File from Computer, or Drag and Drop. See more on the different import options here >>
- Enter a Batch Name.
- Click Add New Folder to create a new folder to which your data should be added to upon completion of your import batch (or select an existing folder). See further details below as to the settings prompted in the pop-up modal once you click Add New Folder.
- Create and/or assign a Custodian.
- Click Import Files to initiate processing. Documents processed in your new batch will be added to the folder created in step 3.
NOTE: If importing native data emails, loose files, etc..), the folder will populate in Date & Family order, meaning email families will be grouped together in chronological order. If importing produced data with Bates information, the folder will populate in Bates order.
3 | Add New Folder Modal
Once you click Add New Folder in the Import Set-up workflow, you will be prompted to add a few quick details.
- Enter your Folder Name and validate the auto-populated abbreviation/prefix is what you prefer.
- Assign a color to distinguish your folder visually in the database. Perhaps, all custodian folders are blue, all production folders are green, etc..
- Select which Folder Category (or categories) your folder should be associated with.
- Click Create to finalize the creation of your folder.
Note: If you simply want to name your folder in the immediate, you can always come back and edit the details later via settings or via the REVIEW tab (the three-dot drop-down next to each folder allow you to make edits).
Create a Folder from your Folder List
1 | Locate Folder List via REVIEW tab
From the top navigation in your Discovery database, navigate to REVIEW and click Create Folder in the top right of your folder list.
2 | Create your Folder
- Enter your Folder Name and validate the auto-populated abbreviation/prefix is what you prefer.
- Assign a color to distinguish your folder visually in the database. Perhaps, all custodian folders are blue, all production folders are green, etc..
- Select which Folder Category (or categories) your folder should be associated with.
- Click Create to finalize the creation of your folder.
The next step will be to add documents to your folder. Read on how to use Bulk Actions to organize your documents here >>
Create a Folder from Bulk Actions
1 | Access the Grid View
From the top navigation in your Discovery database, navigate to REVIEW and run your applicable search (or Filter).
Once you are on the Grid View select the resulting list of documents click Bulk Actions.
2 | Create your Folder
The Bulk Action modal will pop-up. Select Add under the Folder action checkbox click Create New Folder.
- Enter your Folder Name and validate the auto-populated abbreviation/prefix is what you prefer.
- Click Create to finalize the creation of your folder.
3 | Finalize Bulk Action Settings and Update
- Once your folder has been created, verify the folder selection.
- Make your selection as to which related documents should be added to the folder (none, email family, email chain, duplicates).
- Make your selection as to the order in which documents should be added to the folder (current sort in the grid view, family order, date and family order).
- Lastly, click Update to initiate the Bulk Action to add the documents in your Grid View list to the newly created folder.
Create a Folder in a New Database (Empty State)
If no folders are set-up in your database, you will have the option to create a folder by selecting the REVIEW tab and clicking Create Folder
Following this step, you will be taken to a screen to enter the details of your new folder.
- Enter your Folder Name and validate the auto-populated abbreviation/prefix is what you prefer.
- Assign a color to distinguish your folder visually in the database. Perhaps, all custodian folders are blue, all production folders are green, etc..
- Select which Folder Category (or categories) your folder should be associated with.
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- If Categories have not yet been created in your database, they will not be available for selection. You can further categorize after folder creation.
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- Click Create to finalize the creation of your folder.
The next step will be to add documents to your folder. Read on how to use Bulk Actions to organize your documents here >>
There is no limit to the number of Folders you can create. Check out our blog post about this.
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