Smarter, Simpler, Faster.
On Monday, November 23, we rolled out significant enhancements to the Nextpoint import experience in all databases. This update (phase 1 of 3) makes it easy to kick off an import from your File Room, and subsequent import steps are simpler and more streamlined. We built in a new guided workflow and recommended import settings aligned with the type of data you're importing.
These enhancements are the initial step to launching load file mapping (phase 2) and metadata overlays (phase 3) at the beginning of 2021. Stay tuned!
Table of Contents
- Upload data to Nextpoint File Room
- Select files for import from Nextpoint File Room
- Confirm Import Data Settings
- Initiate import
- Review import results
- Import FAQ's
Imports available to users with Advanced user permissions, only.
How to Import in Nextpoint
1 - Upload Data to Nextpoint File Room
The first step to importing in Nextpoint, is to upload your data to the File Room. File Room is a secure ‘data-bank’ for storing all your confidential files in your database, and comes with a built-in, high-speed, multi-file uploader to get data into Nextpoint quickly and efficiently.
To get started uploading your data to the File Room:
It is important to note, if you are importing Produced Data, before uploading to the File Room, you must first follow steps 1-4 of our How to Import Produced Data topic to ensure the load file is properly formatted for import.
- Navigate to the File Room: In Review databases, via DATA File Room. In Prep via MORE Data File Room.
- Upload your files to the File Room via one of the four following options:
Upload a folder of files via Drag & Drop
The primary, and recommended, function for uploading data to your File Room.
Select the folder(s) on your desktop, thumb drive, or other location, and Drag & Drop into your File Room. All contents and subdirectory information will be maintained.Upload loose files via Drag & Drop
Within the File Room, click the green Create Folder name your folder and select OK.
Click into your newly created folder, and drag and drop your loose files into the folder location.
Maintaining an organizational system for your data uploads will help ensure you can best track your various imports as time progresses.Upload an individual file via Upload Files button
Within the File Room, click the blue Upload Files button and select the file from the directory prompt.
Note: This option only allows upload of one file at a time (loose file, .zip, mailbox archive).Request file upload from third party
You can securely Request Files from any third party (clients, counsel, etc...) from your Nextpoint File Room. It is a simple process in which you ("requestor") request files from a specified third-party, the "recipient" of that request receives a secure link to upload their respective files, and then you can access the uploaded files right away.
Read more on requesting from third parties here >>
- After you initiate your upload in the step above, 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 delete all files from the File Room which were interrupted during upload and begin again.
Need to keep working on other action items? Open a new tab, or duplicate your current tab and you are set!
Read our File Room Best Practices here >>
2 - Select Files for Import
Once your data has been successfully uploaded to the File Room, you can select that data directly from the File Room to initiate the guided import sequence.
To select your data for import:
- Click the blue Import button next to any folder in the File Room, or
- Check boxes next to individual files and click Import Selected.
When initiating your import from the File Room, Nextpoint will detect the type of data you selected (single mailbox, loose files, or produced data with a load file) and will automatically set such in the first step of the guided import sequence.
Alternative option for selecting files for import
While selecting files for Import from the File Room, as described above, is the recommended workflow for initiating your imports, you may also initiate your import via DATA Imports.
The difference you will notice in starting from this location will be the added Import Type selection in Step 1. After making this selection, you will meet the 'Import from File Room' sequence at Step 2, Import Data Settings.
3 - Import Data Settings
Once your files have been selected for import, you will be navigated to the second step of the import sequence, Import Data Settings. Here, you will verify and/or outline settings applicable to your current import.
Import Data Settings include the following:
- Type of Import: If you initiated your import from the File Room, verify the Type of Import selected. To modify the import type, click the pencil icon and you will be returned to Step 1 of the sequence to make your selection.
- Selected Files for Import: If you initiated your import from the File Room, verify the selected files. To modify your selection, click the folder icon to access the pop-up file picker which is populated by the File Room contents.
- Batch Name: Recommended for most efficient tracking once the data has been imported.
- Assign Custodian on Import: Search list of existing custodians or add new via the profile + icon .
- Add to Folder on Import: Search list of existing folders or add new via the folder + icon .
- Deduplication and DeNIST Detection: Pre-set recommendations for Deduplication and DeNIST settings will be populated based on which type of data is detected from the File Room (or selected in Step 1).
If you would like to modify the recommended settings, make sure the applicable toggle is turned on and click the gear to open the settings pop-up.
Complete list of Import Types and associated Deduplication + DeNIST settings outlined below:
|Import Type||Deduplication Setting||DeNIST Setting|
|Manual||Dedupe - OFF||DeNIST - OFF|
|Single Mailbox||Dedupe - ON , File Match - ON , Context - ON||DeNIST - OFF|
|Multiple Files||Dedupe - ON , File Match - ON , Context - ON||DeNIST - ON , Tag-ON|
|Production with load file||Dedupe - OFF||DeNIST - OFF|
4 - Initiate Import
After the aforementioned steps are complete, click blue Import button at the bottom right of the Import Data Settings page.
This will initiate import processing and navigate you to the Batch details page. You will receive email when processing of the import is complete.
5 - Review Import Results
Prior to beginning work with your imported data, it is strongly encouraged you review and verify your import results once you receive the email notification that your import is complete.
- If you imported produced data, first run Family Linking on the import batch. This will ensure any parent emails and their attachments are associated in the database.
- Check import status & resolve any processing errors. Making sure to resolve any issues as early as possible will mitigate a lot of clean up later on when you may be in a time crunch.
- Verify any folder assignment outlined in the Import Data Settings was accurately applied. To do so, navigate to the REVIEW or DOCUMENTS tabs (in Review and Prep, respectively), and ensure the document count is expected and files are in Bates order. If no Bates, files should be organized in the folder in chronological order.
- What file types does Nextpoint accept?
- Is there a restriction on the size of my files?
- Do I have to load by custodian?
- Import times seem to vary, why is that?
- How do I check my import’s status?
- What does my error mean?
- Why are my email times displayed in UTC (Coordinated Universal Time) when imaged in Nextpoint?
- Why is there a load file in my File Room after I imported loose files?