Frequently Asked
FAQs
- How To Create A Search Hit Report
- How to do a Hard Refresh
- FAQ: What date is displayed in the date field of the grid view?
- FAQ: How do I order documents chronologically for an export?
- Speed Testing and Troubleshooting Solutions
- Supported File Types
FAQs
In this article, you will learn how to create a Search Hit Report, also known as an SHR. These reports are valuable to evaluate cases, divide work among staff, estimate how long a review will take, figure out how much the project may cost, and simply to get a sense of what is in their data.
Search Hit Reports provide detailed analytics and metrics related to the search terms used to identify relevant documents in a dataset. Legal teams, generally in the early case assessment stage, can leverage the reports to assess the effectiveness of their search strategies and make decisions about further refining search terms or culling documents for review.
While creating an SHR, you should be familiar with a few key terms which are defined below:
- Searchable Scope: The dataset the user is generating a search report on, currently limited to all files or a specific folder in the database
- Search Term: Keywords or phrases used to locate relevant documents in the scope.
- Direct Hits: The number of documents returned across all terms in a search report, including duplicates.
- Family: A document and its related files, such as email attachments or embedded files, reported together in search results.
- Term ID: Nextpoint search term ID.
- Unique Documents: The number of documents retrieved exclusively by a specific search term.
Build Your Search Hit Report
Step 1. Create the Search Report
Under the Analytics tab, you will see Statistics and Search Hit Reports. Select Search Hit Report. If this is your first time on the page, it will be blank with a prompt to Create a report.
Once you begin creating, a modal will pop up where you can create, name your report, and select your search scope. Click Create. You will then see the report on the left side of the screen under “Reports.”
*You can rename your group at any time via the three dot menu on the top right beside the “run search” button.
When creating, you have to select your scope, which is one of two options: a folder or all of the documents in the data.
*Note: You cannot update the scope after creating the report but you can copy and paste those terms to create a new report and add terms there.
Step 2. Add Search Terms
After creating your new search term group(s), you can start to build the group with keywords, boolean operators, wildcards, phrases, and proximity searches. For more on how to build your search, check out this article.
You can add searches in four ways.
1. Quick Add Search Bar: Begin typing your desired term(s) yo would like to add to your search group.
2. Bulk Add: Bulk add by copy and pasting your syntax into the bulk add drawer that opens when selecting Bulk add terms at the top of the screen.
3. CSV or TXT file: Upload a CSV or TXT file with the desired terms.
4. Field Dropdown: Insert metadata fields (including search text) from the field dropdown to add to your search bar for quick access.
*If you need to edit a term, there are two ways to do this:
1. Edit inline by clicking the term.
2. If the syntax is exceptionally long, click the blue three dot menu to the right of the term and click “Update.” A window will open where you can enter or paste your search to be added.
Step 3. Run search
Once you confirm there are no syntax errors, you can run the search by clicking the blue “Run Search” button in the upper right hand corner of the screen. Once the search is complete, you will receive an email letting you know the search is ready to view.
On the search screen you will see the analytics of your report: total documents searched, how many documents have at least one hit, and direct hits plus related family members.
*If any changes are made while the report is being created, the report will reflect the database prior to the update made.
Step 4. Download Your Report
When you are ready, you can download your report, which will come in CSV format. To share this, you will need to email the report manually.
Step 5.
Once you’ve arrived at your desired direct hit count, you can memorialize the report and initiate tagging. Once you kickoff the tagging, we will go ahead and insert the search report name, ID, and the ID's the search hit on.
You can verify direct hits by viewing a document and checking the Search Hit Tags section on the right side of your screen.
*We will not tag families with direct hits
How To Create A Search Hit Report
Some updates to the Nextpoint application require you to refresh your browser in order to pick up the latest changes.
Google Chrome
- Windows: Press Ctrl + F5
- Mac: hold Cmd + Shift and then press R
- You can also hold Shift and click Refresh button
Firefox
- Windows: Press Ctrl + F5
- Mac: hold Cmd + Shift and then press R
Safari
- Mac: On the menu go to
Safari >Empty Cache, or press Opt + Cmd + E
Internet Explorer/ Edge (Windows)
- Windows: Press Ctrl + F5
How to do a Hard Refresh
When you are looking at the grid view and you see the "Date" field, where does that value come from?
- "Date" in grid view uses the "Document Date" on the document
- For emails, the software will look at the following to populate document date (in order):
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- The date from the email headers (sent date)
- The date that the email was received
- For attachments to a parent email, those documents will adopt the sent date of the parent email as their document date, ala a "Family Date".
- For other, loose documents or "efiles", the software will look at the following to populated document date (in order):
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- Modified date
- Created date
- If the aforementioned dates are not present for their file types, the "Document Date" field will be empty at both the document-level and in the grid view.
FAQ: What date is displayed in the date field of the grid view?
If you would like to order documents chronologically for an export, there are a few steps you will need to take:
- Locate the document set that you would like included in your export.
- Select All documents in your list via the top-left drop-down.
- Click Bulk Actions.
- Add these documents to a folder that you will export. Either choose an existing folder you have created or create one from within the bulk action screen.
- Recommended action: In the bottom left-hand corner of the bulk action screen, you can choose to include any attachments or related documents for the selected dataset by clicking "Email Family" under the "Apply update to related documents:" section.
- In the Choose order: section in the bottom right-hand corner, select Date & Family to ensure that the documents are ordered chronologically and the email families (emails and attachments) are grouped together.
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Click Update.
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You can now create an export template to which outlines the documents should be exported and named by their folder name + position on export. Because you put your documents in the folder in chronological order, they will then be in chronological order on export.
To set up your export template accordingly, we recommend you:-
- Initiate the setup of a new Export Template via Settings > Export/Exchange > Export Templates > Create
- Complete the first two steps of naming your template and choosing what you would like to include (e.g. Images that are PDFs)
- In Step 3, set the File Naming Priority to name files by the folder which you just populated in the above steps. To do this, navigate to Step 3 of the Export Template Setup > drag Folder or Responsive Issue to the top of the list > and select the folder which you just updated in the previous steps. If you don't take this step, the files will be named differently on export and sort on your desktop finder based on that name (e.g. Bates).
- In Step 4, include a load file (index), if you would like, and then make sure to save your template
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- You are now set to export your files. Navigate back to the REVIEW or DOCUMENTS tab (Discovery and Litigation, respectively) > locate your folder for export and click the three-dot drop-down > click Export > select your new Export Template from the drop-down and click Export.
FAQ: How do I order documents chronologically for an export?
If you experience unusually slow navigation when working in Nextpoint, we have found that it is oftentimes directly related to a user's internet connection. Outlined below, are a list of questions and tips to help troubleshoot if you experience unusually slow speeds when working in Nextpoint.
Note: The following items will benefit from incorporating your IT department, if available.
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Questions to Consider:
- Are you experiencing slow upload speeds?
- We recommend Nextpoint be experienced on a minimum connection speed of 5 MBPS upload/download. If running slow, load http://www.speedtest.net/ and report the speed. If it is lower than the recommended 5 MBPS upload/download speeds, the slowness can be attributed to your network connection and you should contact your IT Department.
- Are other websites slow?
- If other websites are slow, the issue is likely with your network connection. First, try restarting your browser. If this does not resolve the slower speeds, load http://www.speedtest.net/ and report the speed. If it is lower than the recommended 5 MBPS upload/download speeds, the slowness can be attributed to your network connection and you should contact your IT Department.
- How many browser tabs do you have open?
- If the answer is many, your browser's memory usage is likely slowing you down. A restart of your browser, and maybe even your computer may free up system resources and speed things up.
- Are you working from a coffee shop, or somewhere with a slow connection?
- We recommend relocating to an alternative location with a more reliable connection.
Have you tried restarting your computer?
- If not, try restarting your computer.
- Are you working somewhere where you (or your IT Department) can restart the router?
- If so, try restarting the router.
Still slow? Before contacting Nextpoint Support be prepared with the following information:
- Which Database ID are you working in?
- Are you trying to access a specific page (e.g. Analytics, Document View, etc..)?
- Is there a specific action you are trying to take (e.g. Endorsing a production, Searching, etc..)?
- Are you viewing a specific Document ID or Deposition Transcript?
Speed Testing and Troubleshooting Solutions
Download the full list of supported file types by clicking the image below.
Please Note:
The following file types, while supported, cannot be imaged in Nextpoint.
| avi | bak | css | dat |
| db | dbf | dll | dng |
| dwg | dxf | eps | exe |
| pdb | plt | rar | rpt |
| sat | step | stp | swf |
| vcf | wav | webm | wmv |
| x_t | xml | data | password protected (various) |
Importing Data in Bulk
The Nextpoint File Room is the suggested method for importing data in bulk.
If uploading through a web browser: ZIP files are accepted, and the maximum recommended file size is 10 GB.
View additional File Room and Import Best Practices here
Additional Supported File Types
The following file types are supported, with assistance from the Nextpoint Engagement Team. Please contact support@nextpoint.com for more information about processing these file types:
AutoCAD Files:
| dxf | hpg | gl2 |
| dwg | plo | spl |
| dwf | hp | svg |
| dwfx | hpl | cgm |
| plt | hpgl | swf |
| bak | hp1 | emf |
| hg | hp2 | wmf |
| hgl | hpgl2 |
Database Files:
E01 (EnCase image)
DMG (Apple disk image)
*this list is subject to change
Supported Transcript File Types
Litigation accepts TXT, PTF, PTX, PDF, LEF, CMS, or ZIP formats for your transcript files.
A description of each is outlined below:
| Extension | Description | |
|---|---|---|
| TXT | Text Files are “raw” transcripts—text-only files and are considered universal. | |
| PTF | Portable Transcript Files are created with RealLegal E-Transcript software. Unlike EXE files, PTF files are not blocked by firewalls or virus protection software. They are also smaller than EXE files, so a preferred file format for many. | |
| PTX | E-Transcript files have their proprietary .ptx file type. PTX files are small and easy to email and contain the transcript in full-sized and condensed forms as well as the word index. | |
|
Portable Document Format is a file format which can be viewed on any type of computer. Note: We make a best-effort attempt at processing PDF deposition transcripts, but not all PDFs will be correctly converted. If possible, we suggest you use one of the other supported deposition transcripts file types. Otherwise, the accuracy of the resulting deposition transcripts should be verified after import. |
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| LEF | LiveNote evidence format enables you to receive transcripts with the related evidence seamlessly integrated and ready for import into Nextpoint (e.g. Deposition exhibits already scanned and hyperlinked in the text). | |
| CMS | A synchronized transcript in the native TrialDirector .cms format. Can be paired with video files for synchronized viewing of the transcript and associated video clips. | |
| ZIP | Multiple transcript files of the types outlined above can be compressed in a .zip file and imported at the same time. Nextpoint will unpack and process all files contained within. |