How to Import Produced Data with a Load File

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Amazingly Simple Load File Imports.

At the beginning of 2021, we rolled out the much anticipated second installment of enhancements to the Nextpoint import experience with the introduction of a load file mapper for produced data imports. 

This new load file mapper provides the opportunity to easily match fields from your load file to the fields displayed in your Nextpoint database, from within the application. We’ve also included several instances of load file and field validation to ensure your import is successful.

Note: Imports available to users with Advanced user permissions, only.

Table of Contents

  1. Upload data to Nextpoint File Room
  2. Select files for import from Nextpoint File Room
  3. Confirm Import Data Settings
  4. Review & Set Load File Mappings
  5. Initiate Your Import
  6. Review Import Results and Family Link

 


Importing Produced Data with the Load File Mapper

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, it is recommended you upload your production data folder to the File Room unzipped.  This will ensure all subdirectories and load files are accessible during the guided import workflow and processing.

  1. Navigate to the File Room:  In Review databases, via DATA  File Room.  In Prep via MORE    Data   File Room

    ImportNew2020_File_room_location.png

  2. 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.

    ImportNew2020_Upload_folder.png
    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.

    IMPORT_File_Room_Create_Folder_2019.png

    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).

    ImportNew2020_File_room_UploadFilesLocation.png

    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. 

    ImportNew2020_File_room_RequestFilesLocation.png

    Read more on requesting from third parties here >>

  3. 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 production folder in the File Room.

When initiating your import from the File Room, Nextpoint will detect the type of data you selected and will automatically set such in the first step of the guided import sequence.  If a load file is present at the root/base of your production folder, your import type will be recognized as Production with Load File

ImportNew2020_Select_files_from_File_Room.png

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.

Import_Wizard_Import_from_Imports_tab.gif

Read more on Import Types here >>

 

3 | Confirm Import Data Settings

Once your files have been selected for import,  you will be navigated to the next step of the import sequence, Import Data Settings.  Here, you will verify and/or outline settings applicable to your current import.

For Production with Load File imports, common Import Data Settings you will see are as follows:

ImportWizard-Phase2-1_HC_.png

  1. Type of Import: Verify Production with Load File is selected.  Click the pencil icon ImportWizard_pencil.png to edit, as needed.
  2. Selected Files for Import: If you initiated your import from the File Room, verify the selected files or modify by clicking the folder icon ImportWizard_fileselect.png to access the File Room contents.
  3. Load File Selection:  Nextpoint will use the first load file found, but if there is a particular load file you would like to use, you can change such in the drop-down.
  4. Batch Name: Recommended for most efficient tracking once the data has been imported. 
  5. Assign Custodian on Import: For produced data sets with an accompanying load file, Custodian information is typically provided in the load file (and will be mapped in the next step).
  6. Add to Folder on Import: Search list of existing folders or add new via the folder + icon ImportWizard_add_custodian.png.  
  7. Deduplication and DeNIST Detection: Deduplication and DeNIST settings are turned OFF as a pre-set recommendation for this type of import to help mitigate risk of deduping any data produced TO you.

FAQ: Production with Load File Import Type not recognized?

If you reach the Import Data Settings page and the Import Type does not indicated "Production with load file", then your load file was not detected during the selection process. If this is the case, return to the File Room and make sure that your DAT or CSV load file is at the root of your production folder, in line with any applicable IMAGES/NATIVES/TEXT directories. Currently, if the load file is located in the DATA directly, it will not be detected, so you will need to download the load file and re-upload to the appropriate location.

 

4 | Review & Set Load File Mappings

Load File Mapper at a Glance

When Production with Load File Import Type is selected, a new step has been added to the guided workflow in which you can review and set your load file mapping specifications.  The load file mapper, if you will.

The key objective of the load file mapper is to ensure the fields from your load file are mapping to the appropriate Nextpoint database fields.  If the mapping is not made, Nextpoint will not know where to send the load file information during processing. 

Once in the load file mapper, you will be presented with four core columns which provide you with data from your load file, a list of database fields to which load file data can be mapped, and a status indicator of your field mapping.  These four columns are described in detail below.

ImportWizard-Phase2-2_HC_.png

A | The first column, Field from your load file, will be populated with a list of the fields contained in the header row of your selected load file.  

B | The second column, Destination field, contains a list of available fields in your Nextpoint database to which corresponding load file field data can be mapped. Nextpoint will attempt to auto-map exact matches. You can also edit the auto-mapped recommendation, create a new destination field 'on the fly', or choose to skip the field within the field drop-down.

C | The third column, Load file preview, contains a three row preview of the data within the load file for each field.  This information can provide assurance the appropriate values correspond with a particular field.

D | The fourth column, Field status, provides confirmation if a load file field has been successfully mapped to a destination field or if additional user action is required prior to import.

 

A Closer Look at the Destination Field Column

Now that you have an overview of four columns within the mapper, let’s take a closer look at the Destination field column and the different opportunities for mapping information from your load file to your Nextpoint database.

Image Mapping Field Mapping Skip Fields Native/Text Path Validation

The first one or two rows in your Destination field column will be populated with image mapping criteria.  Image mapping criteria provides Nextpoint with instructions for locating your production images during processing.

Click on the gear icon to validate the load file field which Nextpoint should use to locate the images for your production.

Import_Wizard-Mapper-Image_Mapping.gif

 

5 | Initiate Your Import

Once all load file mappings are complete, click import and processing will begin.  Nextpoint will take your original load file, make a copy and make any necessary conversions on the back-end during processing.  

Import_Wizard-Initiate_Import.png

 

6 | Review Import Results and Family Link

After your import is complete, the converted load file copy will be added to your original folder selected from the File Room for import.  Fields used for mapping will be stored as a report in the individual import details page. 

The very last step once processing is complete is to Family Link your import batch.  Family linking is the process which visually 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.

Read more on family linking here >>

 

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