Linking Email Families in Produced Data Imports

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Introduction to Family Linking

When importing Produced data, you will likely be provided a metadata load file outlining Bates information, document boundaries, email family relationships, and associated metadata for any documents included in the data set.  The information provided for email family relationships can be found in the "Unique ID" and "Family ID" (see examples below), and in order to effectively review the data set in Nextpoint, this information must be formatted in a specific manner and then the families linked after import.

It is important to note, Unique ID and Family ID are simply concepts used to identify parent emails and their associated attachments, and that these fields may be titled something different in your load file (See all possible Unique ID and Family ID pairs below).  When Family Linking is initiated, Nextpoint will look for the Unique ID to identify a document and the Family ID to identify the document's family members.  When Unique ID and Family ID are an exact match, the document is recognized as the "parent" and all other documents with the same Family ID will be linked as children.

The following instructions outline how to properly map family relationships when importing, and visually link emails and attachments in your Nextpoint database. First, a couple of definitions that will help you as you prepare to approach using the Family Linking functionality:

Term

Description

Family Linking

Family linking is the process which links imported (produced) emails and attachments using a set of two fields: "Unique ID" and "Family ID". This takes place after import processing is complete and via DATA   Import   and by clicking on the batch name to view Batch Details   Family Linking.   See further instructions below.

Load File

An index outlining for Nextpoint processors, which documents to look for, where they are located and allows for the import of all metadata.

The two main elements of a load file are the column headers and the coding values.  The column headers correspond with document fields in your Nextpoint database which need to be populated with metadata. The coding values in the load file contain the information that will be mapped (sent) to those fields for each document.

Ranged Image Import

The typical format 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. For proper import to Nextpoint, your load file should be modified as outlined in the ranged image import instructions.

Unique_ID

A Nextpoint specific value necessary for successful Ranged Image Imports which include email-attachment relationships.

When Unique ID and Family ID are an exact match, the document is recognized as the "parent".  All other documents with the same Family ID will be linked as children.

Unique ID often = Bates Start.

Family_ID

A Nextpoint specific value necessary for successful Ranged Image Imports which include email-attachment relationships.  This information indicates to Nextpoint where an email family begins and ends.

When Unique ID and Family ID are an exact match, the document is recognized as the "parent".  All other documents with the same Family ID will be linked as children.

Family ID often = BegAttach

Unique ID/Family ID Pairs 

For the above Unique ID and Family ID, below are the options for custom field pairs which should be added to your database prior to import.

UNIQUE ID / FAMILY ID
tvfileid / tvfamilyid
uniqueid / familyid
begdoc / familyid
docid / parentid

Alternatively, the built-in bates start field can be used if the begattach custom field is set-up in your database.

UNIQUE ID / FAMILY ID
built-in bates start / begattach


 

How to Family Link Load File Imports

Assumptions

  1. You are importing your produced data set to a Nextpoint Prep database.  You can also import to a Nextpoint Review database, but we more commonly see produced data imported to Prep.
  2. Your load file has been converted and modified based on the instructions outlined in the Ranged Image Import Instructions.
  3. Included in your modifications were the addition or verification of a Unique ID and FamilyID value for each document in your load file.  These two fields have also been added as fields in your Nextpoint database under More   SETTINGS   Documents   Fields (see 6.1 and 6.2 of above-linked instructions).
    • NOTE: If using the Bates_start value as your Unique ID, it is not necessary to set up as a freeform text field.
  4. Your production folder, along with a modified load file named nextpoint_load_file.csv has been uploaded to the appropriate database's File Room.

Family Linking

  1. Navigate to More   Data   Import   Import Files   "Add File From File Room"   Select the appropriate folder and "Add selected to import list"   Import

    select_files_for_import_prep.gif

  2. Assign Batch Name, Custodian (if applicable), confirm Deduplication settings and "Import Files"
  3. You will receive an email notification stating your import is Complete. Click on the link contained within the email, or navigate back to More   Data   Imports   click on the title of the batch you just imported to view the Batch Summary.
  4. At the bottom right of your Batch Summary page, click  . A sliding menu will appear with checkboxes & headers for Batch, User, Uploaded, Docs (batch number, importing user, upload date, batch document count), and a selection drop-down for your Linking Options.
    1. Select the batch(es) you would like to Family Link.
    2. Select the fields Nextpoint should use to link parent emails to their attachments via the "Linking Options" drop-down.

       

    3. Click "Family Link Documents"
    4. Confirm your selection by clicking "Run Family Linking"

      family_linking_updated_1.png

  5. Once linking is complete you will receive an email with a link back to the Batch Summary page where you can download and review a report to ensure the emails and attachments were linked without issue.

    Download_family_linking_report.png

 


A Closer Look at the Family Linking Report

SuccessWith Issue
family_linking_log_good.png

 

  1. Nextpoint Database ID and Name in which Family Linking was run.
  2. The Unique ID and Family ID Linking Option utilized.
  3. Batches on which Family Linking was run.
  4. Child linked to its parent document - Will show for all relationships created.
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