Importing Short Message Format (SMF) Data into Nextpoint

SMF data (Text Message, Slack, Teams, etc.) presents unique processing challenges compared to traditional email or document collections due to threading structures, time-based conversation flows, and inline attachments. This guide will help you or your collection partner prepare SMF data for seamless import into Nextpoint.

Note: Nextpoint does not currently support importing SMF data directly (often in Relativity Short Message Format, RSMF structures). This guide is applicable when working with collections from Cellebrite, Magnet Axiom, or similar forensic tools that can structure the data as image files/attachments with a load file structure.

Depending on the complexities of your data, it may be beneficial to consult with one of Nextpoint's data experts before beginning your import. Contact your Client Success Director to schedule a consultation.

Working with Collection Partners

If you're working with a collection partner to capture SMF data, share the following requirements:

For Forensic Collection

• Use tools capable of preserving conversation threading (e.g., Magnet Axiom, Cellebrite, X1 Social Discovery)

• Maintain conversation context by grouping messages into logical threads or channels

• Capture complete participant lists and timestamps

For Conversion/Processing

• Convert message threads to PDF format while preserving chronological order

• Consider breaking lengthy conversations by 24-hour periods for reviewability

• Extract all attachments as separate files

• Generate a load file following the structure outlined in this article

Populate tvfileid and tvfamilyid fields correctly to enable family relationships.

Recommended Data Format

For successful import of collected SMF data into Nextpoint, you will need the following components:

Recommended Load File Structure

Your load file should be formatted as a CSV file with the following fields.

Required Fields

• image_file – The only truly required field for import

• tvfileid and tvfamilyid – Required only if you want to establish family linking between conversations and attachments

Optional Fields

All other fields are optional but recommended for organizing and searching your SMF data effectively.

Core Fields

Establishing Family Relationships

For SMF data, family relationships are critical to maintaining the connection between conversation threads and their attachments:

• Parent documents (conversation PDFs) should have matching tvfileid and tvfamilyid values.

• Attachments should have:

  • Their own unique tvfileid

  • The parent conversation's ID in the tvfamilyid field

Example:

Pre-Import Checklist

Before importing your SMF data into Nextpoint:

1. Add Custom Fields

These can also be created using the Load File Mapper upon import.
Navigate to Settings > Coding > Fields in your Nextpoint database and add the following fields as Freeform type:

• tvfileid

• tvfamilyid

• participants

• start_date

• end_date (if not already present)

Note: The tvfileid and tvfamilyid fields are essential for establishing family relationships and conversation threading between parent documents and their attachments.

2. Verify Load File Format

• Ensure your load file is saved as CSV (comma-separated values)

• Verify that all file paths in the load file match the file room paths relative to where the load file is uploaded

• Confirm that tvfileid and tvfamilyid fields are populated correctly

3. Organize Folder Structure in the File Room

Create a folder structure that mirrors the paths in your load file:

Production_Folder/
├── IMAGES/
│   ├── AX0000137.pdf (conversation thread)
│   ├── AX0000130_Attach.png (attachment image)
│   └── ...
├── NATIVES/
│   ├── AX0000130_Attach.png (attachment native)
│   └── ...
└── LoadFile.csv

Note: The NATIVES folder should only contain extracted attachments and files, not the conversation thread PDFs.

4. Place Load File at Root in the File Room

Place your CSV load file at the root level of your production folder (not inside the IMAGES or NATIVES folders).

Import Process

Step 1: Initiate Import

1. Navigate to the uploaded folder in File Room.

2. Click the blue Import button to the right of your root-level folder.

   • Because Nextpoint detects an IMAGES folder within your root folder, it will automatically recognize this as produced/processed data and utilize the Load File Mapper to reconstruct the documents using your CSV load file.

Step 2: Configure Import Settings

1. In the Load File Mapper, map your fields:

   • Use image_file as your Image Mapping field

   • Map document identifiers (tvfileid, tvfamilyid) if using family linking

   • Map Native File for attachments

   • Map any additional metadata fields you're including (start_date, end_date, participants, custodians, etc.)

2. Click the blue Import button in the bottom right of the import screen to begin processing.

Step 3: Apply Family Linking

Important: After your import completes successfully, you'll need to apply family linking to visually connect parent conversation threads to their child attachments.

1. Navigate to Data > Imports (More > Data > Imports in a Litigation database)

2. Click on your completed import batch name

3. On the Batch Report page, locate and click the Family Link button

4. Nextpoint will process the tvfileid and tvfamilyid relationships from your load file to establish parent-child connections

Additional Support

Produced data and SMF imports can involve unique complexities depending on the collection method and platform. The Nextpoint Data Strategy and Services teams are here to help ensure your data imports are successful and review-ready. Please contact your Client Success Director or email support@nextpoint.com to set up a consultation.

Related Articles

• How to Import Produced Data with a Load File

• How to Import Produced Data for Manual Import Type