Endorsements
- How to Endorse (Bates Stamp) Documents
- FAQ: How do I resolve endorsement errors?
- How to Create Endorsement Templates
- Assigning or Removing Bates Endorsements from an Individual Document
- How to Remove Endorsements/Bates
When a set of documents is ready for production (reviewed, relevant, and privileged documents withheld or redacted), it is time to endorse.
Begin Endorsement/Bates Stamping Process
To begin the endorsement/Bates stamping process, navigate to your REVIEW tab in the upper navigation, click the three dot drop-down beside the desired folder name, and then “Number & Endorse."
How many documents should you endorse at once?
When making the following endorsement actions, it is important to note there is a 100,000 document limit per action:
- Number & Endorse
- Number Only
- Remove Numbering & Endorsement
See more below with respect to how you can accomplish endorsements on more than 100,000 documents in one production.
Review Warnings Prior to Endorsement
Nextpoint will warn you if:
- Documents within your folder already contain endorsements. These documents will not be re-endorsed with a secondary Bates number if they already have an endorsement in place.
- Current processing could impact your documents. (e.g. other endorsements are in progress)
- A mailbox is contained in your set. It is recommended you remove this mailbox file from your folder and production - if you were to produce, recipients will receive all contents of the original mailbox container.
- Documents marked privileged are in your set. It is recommended you remove these files from your folder and/or production unless you are intentionally endorsing/Bates stamping privileged documents.
- Zero-page documents are in your set. Endorsing with zero-page documents in the set will result in those documents receiving a native placeholder. If this is not desired, those documents should have image-exception placeholders added before proceeding.
If Nextpoint warns of one of the above conditions, it should be verified (and remedied if necessary) before proceeding.
Select Endorsement Template
- Select an endorsement template to be used
- Verify the number to be endorsed on the first page of the first document in the folder
- Confirm the placement of the endorsements and preview what it will look like
- Click the “Endorse” button
Nextpoint will assign your numbering, generate placeholders, and endorse all documents in the selected folder and notify when endorsements are complete.
Note: Any prefix, leading zeros, etc... you set up in your endorsement template will be applied during the stamping process.
Verify Endorsement Results
Once you initiate the endorsement process, it is important to verify all stamping is complete prior to initiating the export process.
To verify stamping is complete, first check that the "Processing Status" section under DATA > Imports reads "There are currently no active jobs".
Second, it is recommended you Filter in your production folder for Bates Assigned, Stamped and verify the first and last documents in the folder bear a Bates number on each page.
You may also consider including one last verification of Responsive/Not Privileged in your Filter (see below).
Stamping More than 100,000 Documents at Once
As mentioned above, there is a 100,000 document limit for the following actions:
- Number & Endorse
- Number Only
- Remove Numbering & Endorsement
If you find yourself in this situation, we recommend the following steps:
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Create a second production folder, then, isolate all documents beyond the 100,000 limit from the original folder by performing this search:
folder:”[production folder name”:[100001 200000] - Then apply your second production folder to the documents returned in the above search.
- Next, remove these same documents you just added to the second folder from the first folder.
- Endorse the first folder: Due to the large volume of documents you are endorsing, this may take some time, so please ensure all endorsements are applied prior to stamping your second production folder.
- Endorse the second folder.
- When the endorsement of both folders is complete (see above screenshot), apply the first production folder to the documents contained within your second production folder, and you are set to export.
How to Endorse (Bates Stamp) Documents
FAQ: How do I resolve endorsement errors?
Create reusable templates for marking up images with Bates numbers, Confidentiality endorsements, or any additional endorsements.
Accessed from SETTINGS > Export/Exchange > Create New, an endorsement template defines how images will be marked as part of an export, as well as defining where native placeholders should be generated.
A native placeholder is a single-page image referencing an original native file. Native placeholders receive a single number in the endorsement process regardless of the page count of the original file.
NOTE: In Litigation, these same settings can be found via More > SETTINGS > Export/Exchange
- Naming: Simply name your template. We recommend a name that will be descriptive of the template's further use.
- Numbering Pattern: Define a prefix (e.g. your Bates prefix) and the next number you would like assigned/stamped when this template is utilized.
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Numbering Exceptions: Specify file extensions and/or patterns that should receive native placeholders instead of individual images for each page. By default, every template includes .xl*, .ppt*, .csv*.
For example:
Adding “xl*” (any xls, xlt, xlsx, etc) will create a native placeholder image with a single Bates stamp for any excel file extension, instead of one Bates per page of that document.Note: Documents without associated images automatically receive native placeholders.
- Endorsement Placement: Select where on each page you would like your Bates and Confidentiality endorsements to appear. All left, center, right positions are along the lower edge of your documents. Use the "Preview" link to see what your endorsements will look like.
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Additional Endorsements: Use this field to input any custom/additional endorsements you wish to make with the particular template. Add as many as needed. Example of where additional endorsements appear on a document is illustrated below.
It is important to note, we recommend against inputting your confidential language in this section, and instead use the Confidential coding available in your document coding panel and/or via bulk actions (in Discovery). Doing so will allow you to apply confidential coding more individually to your documents and more efficiently search and filter for that confidential coding. The confidentiality reasons can be customized under SETTINGS > Coding > Confidentiality. -
Save your new endorsement template and reuse as needed in your case.
Click here for information on how to apply your endorsement template to documents.
How to Create Endorsement Templates
Occasionally, you may need to assign a Bates number/Endorsement on an individual document, as opposed to a comprehensive folder.
Apply Bates/Endorsements on an Individual Document
- Navigate into the individual document to which you would like to apply the endorsement.
- Click on the
icon at the top of the page to apply individual assignments or endorsements. -
Enter the Bates number of the first page, then choose from the following options:
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Also Endorse - Select this option if the document also needs to be stamped. If the document has been stamped already, leave unchecked.
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Apply to all valid pages - By selecting this option, Nextpoint will take the first number and assign the remaining pages sequentially.
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- When finished, click "Save" and the document will begin processing.
Remove Bates/Endorsements on an Individual Document
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Verify initial endorsements are complete:
It is important to verify all stamping is complete prior to initiating any endorsement removal OR the export process. Neglecting such will likely result in the document having mixed Bates numbers. -
Remove Endorsements:
To remove the individual document endorsements, navigate to the document which you would like to modify.
Click on the
icon and delete the existing Bates number value so there is no value in the box, check Also Endorse, and Apply to all valid pages. This will remove the existing Bates number endorsements from all pages of that particular document. -
Verify the removal of endorsements is complete:
Just as during the application of endorsements, it is important to verify all endorsement removal is complete prior to initiating any re-endorsement. Neglecting such will likely result in documents unintentionally with/without endorsements.
If you would like to bulk apply endorsements to an entire folder, follow the steps here.
Assigning or Removing Bates Endorsements from an Individual Document
Occasionally, you may need to remove (and potentially reapply) endorsements to a particular document set. In order to accomplish such, take the following steps:
-
Verify initial endorsements are complete:
It is important to verify all stamping is complete prior to initiating any endorsement removal OR the export process. Neglecting such will likely result in documents unintentionally with/without endorsements.
To verify stamping is complete, check that the "Processing Status" section under DATA > Imports reads "There are currently no active jobs".
-
Remove Endorsements:
Removal of endorsements takes place at the folder level. To begin the removal of endorsements in Discovery, click REVIEW > three dot drop-down next to your folder > and click "Remove Numbering & Endorsements".
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Verify removal of endorsements is complete:
Just as above, it is important to verify all endorsement removal is complete prior to initiating any re-endorsement. Neglecting such will likely result in documents unintentionally with/without endorsements.
To verify endorsement removal is complete, check that the "Processing Status" section under DATA > Imports reads "There are currently no active jobs".
Additionally, it is recommended you verify the first and last documents in the folder no longer bear a Bates number on each page.
Important Notes:
- If reapplying your endorsements, make sure to reset the next number in your endorsement template!
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When Removing Numbering & Endorsements, there is a 100,000 document limit per action.