The data which I am importing into my Nextpoint database is in a particular folder structure which I would like to maintain upon import. Can I do this? If so, how do I recreate my folder structure?
The short answer is "yes", Nextpoint maintains your folder structure information upon import, including subdirectories. During import, Nextpoint will maintain the root folder and file path information, and once processing completes, you can search and sort by that specific information in order to recreate your original folder structure.
Set up for Success
The process begins with uploading your parent folder to the File Room, and making sure that it is unzipped before you import. See below screenshot illustrating Parent folder "Client Upload_3" which was uploaded to the File Room unzipped with three subfolders contained within:
Recreate Your Folder Structure
Once your data is in the File Room, take the following steps:
- Import your parent folder. It is suggested you import one "top" level folder per import batch for purposes of maintaining a clear and concise organization. Navigate back to the level where your parent folder appears, and click the blue import button.
- On the Import Settings Screen, label the batch so that the import will be easy to find later if necessary (we recommend all or part of the file path of the import). Then select the custodian for which this import applies if applicable. Confirm your deduplication and denist settings. And then select or create the folder you want these documents in on import. To create a new folder, select the folder icon to the right of the "Search Folders" field.
- When creating a folder, type in the name you want for the folder, the folder abbreviation/prefix (if you want to change the default), and select the color of the folder.
- Additionally, create a Grid View Template which includes the File Path and Mailbox Path fields. Filtering by File Path and Mailbox Path works the same way. You either add them to the default template, or create a new template that included those fields.
- When creating/editing your template, name it, then drag the fields (including "File Path" and "Mailbox Path") you want to include from the "Available Fields" section on the left into the "Current Fields" section on the right. When you are finished adding your fields, Click the "Save Template" button.
- Once the processing of your import is complete, click on the REVIEW tab, and open the folder you created that contains the recently imported documents.
- Click on the "Views" button to the right of the gridview. This will allow you to select the gridview for your current document set. Select the gridview that you created or edited.
- Click on the filter icon below the header entitled "File Path" (for email folder selection, use the "Mailbox Path" field). For multiple layers of folder nesting, click on the folder icon next to the first level folder you want to look into. This will allow you to see any additional folders that are nested inside that folder. Click on the checkbox next to the name of the folder that contains the documents you want to view.
- Once you have selected the folder you would like to view, click anywhere outside of the filter box. The documents from that folder will be isolated in your gridview.
Note: There is currently a technical limitation that limits the filter display to the top 100 unique folder paths. If this limit will impact your workflow, either reduce the document set you attempt to filter or reach out to firstname.lastname@example.org for help troubleshooting.