Confidentiality Coding & Stamping in NextGen

Confidentiality coding in the NextGen experience covers both bulk designation across a set of documents and coding individual documents, with the same real-time job tracking used for Bates stamping. This article walks through setting up confidentiality codes, applying a code in bulk, tracking that job, and coding individual documents.

In this article:

• Step 1: Set up confidentiality codes
• Step 2: Apply a confidentiality code in bulk
• Step 3: Track your confidentiality job
• Step 4: Review the Completed Jobs table
• Handling documents that error during stamping
• Verify and next steps
• Document-level confidentiality coding

Step 1: Set up confidentiality codes

Usually done once, early in a case.

1. Go to Settings > Coding > Confidentiality Codes (Litigation: More > Settings > Documents > Confidentiality Codes).
2. Use the default codes — Highly Confidential and Confidential — or click Create New to add your own.
3. For a new code, enter the code name and choose its placement. Many users place confidentiality stamps opposite their Bates stamp (for example, left if Bates is on the right — see Bates Stamping in the NextGen Experience, but you can stack them or alternate sides as your case requires.

Confidentiality codes apply at both the document level and the bulk level.

Step 2: Apply a confidentiality code in bulk

Before you start, confirm you know which documents should receive which code — a saved search or a folder both work as your starting point.

1. Run a search or select a folder to find the documents you want to code. For example, search confidentiality:false to find documents that haven't been designated yet.
2. Select the documents.
3. Open Bulk Actions (bottom of the page), check Confidentiality, and choose the code(s) to apply.
4. Click Update.

A confirmation modal appears while the selected documents are updated with the designation, and the stamping job then starts automatically.

Step 3: Track your confidentiality job

Go to Data > Other Processes (Litigation: More > Data > Other Processes). This is the same page used to track Bates stamp jobs and stamp removals, so your confidentiality job may appear alongside other job types if you're running more than one over time. Only one job runs at a time, and exports and additional endorsements stay unavailable while a job is in progress.

While the job is running, the in-progress job card shows:

• Job type (Update confidentiality code) and the code(s) being applied
• A progress bar and running count of documents stamped (X of Y)
• How long ago the job started, and which user started it

Note that a confidentiality job's card doesn't show a folder — since it can be triggered from a search as well as a folder.

The page updates automatically every 15 seconds as the job progresses.

Step 4: Review the Completed Jobs table

When your job finishes, it moves into the Completed Jobs table on the same Data > Other Processes page.

For a confidentiality job, each row shows:

This table is a useful record as your case moves forward — it gives you a clear history of what was coded, when, and by whom.

Handling documents that error during stamping

Most stamping jobs complete cleanly. When documents do error, it's typically due to underlying issues with the source PDF: intrinsic rotations, unusually large or complex drawings, layers, or forms.

If you see a Complete with errors status:

1. Review the flagged documents for any common trend.
2. Try Regenerate Searchable PDF at the document-level for the affected documents (especially for a small number of errors), then re-stamp the document. 
3. If you need help, contact support@nextpoint.com. Common paths from here include pulling the affected documents into a supplemental folder while you export the rest of the production, or working with the support team to resolve the documents before exporting.

Verify and next steps

Once the job completes, spot-check a few of the documents to confirm the designation applied as expected. From here, you can move on to production steps such as Bates stamping (see Bates Stamping in the NextGen Experience) or exporting your production.

Document-level confidentiality coding

You can also apply a confidentiality code to a single document — available in both the NextGen experience and Legacy.

1. Open the document.
2. In the right-hand panel, under your discovery fields, select the applicable confidentiality code.
3. Click Save (or Save and Next). The document refreshes to show the code — this is usually quick, but if you see a placeholder, click refresh to see the applied stamp.