Import and Sync
- Working with Transcripts in Litigation
- Accepted Transcript File Types
- Litigation Settings and Database Customization
- Importing Transcripts (Deponents and Proceedings)
- Setting Up Folders, Issues and Designations in Litigation
- How to Manage Folders En Masse in Litigation
- How to Edit Transcript Information
- Adding Documents to a Folder in Litigation
- Sharing a Document with Other Users Via Email
- How to Enable/Disable Available Sections in Litigation Settings
- Preparing Witness Binders
- Transferring Transcripts in Litigation
- Printing Double-Sided Documents
Deponents Main Page
- Run keyword searches across deposition population. Upon running any keyword search in Deponents or Proceedings, you can download a Search Hit Report across all respective transcripts. See second graphic above.
- Please note, if you would like a search report for both proceedings AND transcripts, you will need to run your search in each section.
- Import transcript files. For more information on importing exhibits, click here.
- Transfer Deponent (or Proceeding) transcript to a secondary database.
- Download a Summary Report spreadsheet of all designations/clips.
- Filter alphabetically by transcript.
- Edit transcript (Deponent or Proceeding) name.
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View color-coded designations and issues associated with a deposition.
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Download original transcript file.
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View video associated with a particular transcript.
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View all documents (exhibits) related to a particular transcript.
- Click Quick Links to view all depositions associated with a designation or issue.
- Upon clicking a particular designation or issue in the Quick Links, you can also download a Clip Summary Report which is a PDF report of the various deponents and the designated testimony. This selection option will appear at the top left next to "Transfer Deponent" (#3).
- Upon clicking a particular designation or issue in the Quick Links, you can also download a Clip Summary Report which is a PDF report of the various deponents and the designated testimony. This selection option will appear at the top left next to "Transfer Deponent" (#3).
- Transcript Settings - Click here to view and edit Deposition Transcript and Video Sync Information.
Deponent Detail Page
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- Create page/line Designations or Issue Designations
- Designations made will appear as color-coded circles on the left side, or exclamation points if there are notes. Objections will appear on the right. For more information, click here.
- Access More options, where you can Download or Delete a transcript file or Edit information. For more information, click here.
- Search for keywords within the deposition.
- If there is a video, you may view here. For more information, click here.
- Click on a time stamp to jump to that spot of the video deposition.
- View current designations via the "Browse" drop-down menu. You can toggle amongst each designation by clicking on the blue hyperlinked text.
- You can create and apply fields to your transcript. For more information, click here.
- Designation clips can be bulk imported. For more information, click here.
- If you have two sets of designations clips which you need to merge into one comprehensive designation set, you can do so via "Merge".
- Various designation export functions are available. For more information, click here.
- Relate exhibits to your transcript via a Folder, view related documents from a list, or create/view hyperlinks within the deposition. For more information, click here.
Return to Litigation Workflow
Working with Transcripts in Litigation
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. |
Transcript FAQ
What format is needed to be able to link the video to the text?
For video and transcripts to play together, they need to have a sync file which is the CMS file.
What format is needed to be able to import the transcripts into Litigation and have the exhibits link automatically?
You need to import a LEF file for exhibits to be automatically hyperlinked in the transcript.
Return to Importing Transcripts: Deponents and Proceedings here.
Accepted Transcript File Types
*This functionality is available for Advanced users only.
Whether you are exchanging rolling productions from Discovery to Litigation, have started to carefully curate the most important documents in building your case story, are preparing for upcoming depositions, or getting organized for an arbitration or trial, Nextpoint Litigation enables you to customize your database according to your specific needs.
To customize your database, hover over More in the main Litigation navigation and click on SETTINGS.
This will take you in the main SETTINGS interface where you will find five key categories to customize:
- General: Houses the Trash setting, which is a specified number of days in which trashed documents can be restored back to the database with all previously existing coding.
- Documents: Create and/or modify all settings related to organizing and managing your documents, including but not limited to, folders, document issues, exhibit stamp formatting, key term highlights, and more.
- Transcripts: Create and/or modify all settings related to both your deponent and proceeding transcripts, including designations, objection reasons and transcript issues which can be applied in a page/line format. Additionally, you can can create Transcript Fields made for more powerful transcript management and searching.
- Import: Houses all settings related to importing. It is important to ensure your Import Settings are in place before you import as deduplication, deNIST and attachment index all apply during the import process.
- Export/Exchange: Create and/or modify all settings related to endorsement templates (Bates stamp patterns), using Nextpoint Exchange, and templates for exporting image, text, natives, and load files or indexes.
Take a closer look at each Litigation Setting Category below:
1. General
Trash
Documents moved to the Trash are recoverable until the specified time-to-deletion has expired. The default time-to-deletion is 90 days. You may change this setting at your discretion by clicking Edit and modifying the set time frame. Read more and trashing and restoring documents here.
Note: Deleting items already in the Trash will permanently remove those items from your Nextpoint database immediately.
2. Documents
Folders
Use to organize groups of like documents. (e.g. “Witness A Exhibits”). Folders can be applied to documents individually or with a Bulk Action. Read more on setting up folders here.
Document Issues 
Use to categorize research, communication, or work product. (e.g. “Damages”). Document Issues can be applied to documents individually or with a Bulk Action. Read more about coding documents here.
Fields
Fields include all default metadata and can also be used to add more details to documents. (e.g. “Attorney Notes”). All fields in this section can be applied in bulk or to an individual document and are also searchable if a value has been populated. Read more about fields here.
Hot Fields
Use to denote important fields and ensure they are immediately accessible when coding. You can "Add New" to designate one of your Fields above as a "Hot Field", and once added, you can Reorder the order in which the Hot Fields will appear in your coding panel. Read more about hot fields here.
Redaction Reasons
Use to categorize redactions. Reason(s) are placed on each redaction box when applied (e.g. “Client Privilege”). Read more about creating redactions here.
Grid View Column Templates
Create reusable templates that determine the layout of the grid view, including which information is displayed and how columns are arranged. Read more on grid view column templates here.
Exhibit Stamp Template
Create reusable exhibit stamp templates which correlate to Folder names/prefixes and determine how a document will be stamped. Read more on exhibit stamp templates here.
Key Terms
When Key Terms mode is enabled in the Document Viewer, any words or phrases you set up as Key Terms under SETTINGS will be automatically highlighted for reviewers' reference. Read more on key terms here.
Note: Key Term highlights will not appear on imaged documents exported from Nextpoint. To accomplish this, use the Highlight function in the Image Markup tool.
3. Transcripts
Designations
Use to categorize a group of testimony clips. (e.g. “Plaintiff Initial Designations”). Check the “Will be used for objection type” option to denote designations which will be used to apply objections clips. Once created, you can apply to both Deponent and Proceeding transcripts as page/line designations. Read more on designations here.
Objection Types
Use to categorize objections to designated clips. (e.g. “Hearsay” or “Relevance”).
Note: If you want to create Objection clips on your transcript(s) and subsequently apply an Objection Type, you must check the “Will be used for objection type” when creating your Designation as described above.
Transcript Issues
Use to categorize a group of clips/testimony for work product or tagging (e.g.“Environmental”). Once created, you can apply to both Deponent and Proceeding transcripts as page/line designations.
Transcript Fields
Use to organize transcripts by a set of default fields (Volume, Date, Witness Type, Case, Deposing Attorney, and Defending Attorney), or create your own for more robust organization and searching possibilities. All Transcript fields are searchable. Read more about transcript fields here.
4. Import
It is important to ensure your Import Settings are in place before you import as deduplication, deNIST and attachment index all apply during the import process.
Custodians
The custodian is the individual with administrative control of a document or electronic file (e.g. The custodian of an email is the owner of the mailbox which contains the message). Custodians can be set up prior to or during import and are assigned to a data set during the import phase. Read more on custodians here.
Deduplication
Occurs on import. When enabled, Nextpoint processes only one copy of duplicate files. Duplicate occurrences are preserved within the document record.
DeNIST
Occurs on import. File types identified as unlikely to contain relevant information are removed.
Attachment Index on Email Images
Occurs on import. An attachment index will be present in the header of imaged emails when enabled. If you are importing a data set which has been produced to you and images are provided, Nextpoint will not override the images with the Attachment Index.
5. Export/Exchange
Endorsement Templates
Endorsement templates allow you to specify bates format, custom endorsements, and native placeholders for document images. Lear how to create a template here.
Exchange PIN Settings
Obtain a secure PIN and designate an Admin user for data transfers. PIN is used by parties transferring data to your Nextpoint case. Read more here.
Export Templates
Create reusable templates to format data for exports. Oftentimes used in conjunction with a corresponding load file template. Learn how to create an export template here.
Load File Templates
Create reusable templates specifying fields included in exports. Learn about load file templats here.
Litigation Settings and Database Customization
Nextpoint's Deponents and Proceedings sections allow lawyers to group transcripts together, by category, so that groups of transcripts are always organized, searchable and easy to navigate.
Import a Single Transcript, or Batch Load Multiple Transcripts
1 | Initiate the Import Process
At the top of the main Litigation navigation, click on the DEPONENTS (or PROCEEDINGS if that's what you need).
Click the blue Import Files button.
2 | Select your Transcript File
If the transcript file resides on your local drive, select Add File From Computer to select your deposition (or .zip file if uploading multiple depositions). You can also connect your Dropbox to a transcript file if it is stored there.
If the transcript file has previously been uploaded to your File Room, select Add File From File Room. For more information on File Room, click here.
Accepted Transcript File Types
Litigation accepts TXT, PTF, PTX, PDF, LEF, CMS, or ZIP formats for your transcript files.
Want more info on each transcript file type? Click here >>
3 | Set the Transcript Name
After you select your transcript file, you can set the deponent/proceeding name via one of the following three options:
- Have the system determine the deponent automatically,
- Add as a volume to an existing deponent, or
- Provide a new name.
4 | Finalize your Import
Click Import Deposition Transcripts (or Import Proceeding Transcripts, as applicable).
Processing Note
Nextpoint auto-detects and sets the standard metadata fields for your deposition & proceeding transcripts upon upload. Occasionally, electronic transcripts have issues and the fields aren’t correctly identified during upload, but you can always manually edit this information by following the instructions below.
Edit Your Transcripts
After your transcripts have finished processing, Advanced users can edit the transcript date, volume number and start page, and also import any associated videos and sync files. For more information on working with video depositions/proceedings, click here >>
Once inside the transcript itself, click on Transcript Settings in the upper right side of the page.
Return to Litigation Workflow
Importing Transcripts (Deponents and Proceedings)
* This functionality is available for Advanced users only.
Folders, Issues, and Designations are all features of Nextpoint built to assist you in the organization and/or categorization of documents and testimony clips as you build your case story. Outlined below is an explanation of setting up each:
Use Folders to organize groups of like documents. (e.g. “Witness A Exhibits”). Folders can be applied to documents individually or with a Bulk Action.
From your main Litigation navigation, click Documents > Create Folder.
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You can also create folders from More > Settings > Documents. Navigate to Folders and click the "Create New" button.
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Name your Folder, give it an Abbreviation/Prefix which will show up as a shorthand identifier for marked documents, and assign an Editor Color which will associate with that particular folder throughout the database.
- Click "Create" to save your folder, and then you are ready to apply to Documents.
In order to edit any Folder specifications after the initial setup, simply return to MORE > Settings > Documents, and select "Edit" next to the Folder you would like to update.
From your Documents page, click the green Create New button.
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Name your Issue, give it an Abbreviation/Prefix (will show up as a shorthand identifier for marked documents) and assign Editor Colors. Editor color will be utilized when an image markup highlight is applied to a document as to a particular issue.
- After the Issue has been created, you can reorder how they appear in your coding panel by selecting Reorder Custom Sort.
It is important to note that you are permitted to set up duplicative Document and Transcript Issues. This will allow you to categorize both documents and testimony clips by a particular issue(s) and then quickly recall all relevant material to that issue.
Note: In order to edit any Issue specifications after the initial setup, simply return to MORE > Settings > Documents/Depositions, and select "Edit" next to the Issue you would like to update.
Document Issues FAQ:
"Can I create sub-issues to further classify my documents?"
If you would like to create sub-issues, we recommend creating your top-level issues under the (Document) Issues settings section. Then, for each top-level issue, you can create a (custom) picklist Field containing the various sub-issues. Click here for further information>>
Use Designations to categorize groups of testimony clips on transcripts. (e.g. “Plaintiff Initial Designations”). Check the “Will be used for objection type” option to denote objections to clips.
Once created, you can apply to both Deponent and Proceeding transcripts as page/line designations.
Click here for more information on working with Transcripts.
Use Transcript Issues to categorize a group of testimony clips for work product or tagging (e.g.“Environmental” or "John's Outline"). Once created, you can apply to both Deponent and Proceeding transcripts as page/line designations.
You can also reorder the order in which issues appear when viewing a transcript by selecting Reorder.
It is important to note that you are permitted to set up duplicative Document and Transcript Issues. This will allow you to categorize both documents and testimony clips by a particular issue(s) and then quickly recall all relevant material to that issue.
Return to Litigation Workflow
Setting Up Folders, Issues and Designations in Litigation
When working in your Litigation database, folders may be made active or inactive using the "Bulk Actions" feature. It can be accessed under the Documents tab of the SETTINGS section.
On this page, you also have the option to delete folders. When you delete your folder it cannot be recovered, but the documents within that folder will remain in the database.
Use the "All" link on the top left of the folder list to quickly select all folders.
They can also be reordered from this screen by using the "Reorder" button, and individual folder names and color assignments may be edited using the "Edit" link on each folder.
If you make a folder inactive, but later want to reactivate so the documents from that folder are again organized in such, click on "Manage Inactive" in the Folders section of Document Settings, select the folder(s) you would like to reactivate, click "Bulk Edit" and "Activate".
How to Manage Folders En Masse in Litigation
Modify Deponent Name
Click edit when looking at the list of deponents or proceedings
Here you can change the deponent Name or Merge with an Existing Deposition. These changes will take effect in all depositions for the deponent.
Edit Deposition or Download Original Transcript Files
On the DEPONENTS tab, open the deposition you would like to edit and click Transcript Settings.
The edit screen will allow you to make changes to the Deponent or this particular Volume. From here, you can Download the original transcript file, Import Syncfiles, or Import Video. You can also click Edit next to the "Deposition Transcript Information" section to edit the Deponent name, starting page number or replace the transcript file.
Return to Litigation Workflow
How to Edit Transcript Information
Add Documents to a Folder Using Bulk Actions
Perform a search to find the documents you would like to add. Select the documents and click "Bulk Actions".
NOTE: With this method, you may choose to include related documents, even if they were not returned in the search.
The Bulk Action window will open, where you can select the Folder to which your documents should be added. If the folder you would like to use has not yet been created, you can select Create New Folder > enter the Folder Name > and click Create.
Before clicking Update, be sure to select how you would like to apply your update before continuing. You have the option to update documents:
Apply update to related documents:
- None - Only the documents in your selection will be added to the folder. This means any related attachments, emails, etc.. which were not part of your search results will not be added to the folder.
- Email Family - The documents in your selection AND their related family members (emails / attachments) will be added to the folder.
- Email Chain - The documents in your selection AND any other emails/attachments in the associated email chains will be added to the folder. This can oftentimes result in a more inclusive update than one intends.
- Duplicates - The documents in your selection and any duplicates will be added to the folder. This means duplicate files which may be referenced in different context (e.g. one PDF attached to two different emails) will be added to the folder.
Choose Order:
- Current - Documents will be added to the folder in the order in which they appear in the current Grid View.
- Family - Documents will be added to the folder in email family order. Parent emails will precede any related attachments.
- Date & Family - Document will be added to the folder in date and email family order. Parent emails will be organized in chronological order and any associated attachments will proceed their parent email.
Click "Update Documents" and they will be added to your Folder based on the items you have selected.
Add an Individual Document to a Folder
Click into the document you would like to add to a folder from the Documents tab. Within the Document View, navigate to Related Folders in the sidebar.
To add the document to a folder, click the dropdown arrow next to Related Folders.
Click the pencil symbol next to the folder you would like to add the document to, enter a folder number (or leave the number blank to use the default), and press "Submit".
Adding Documents to a Folder in Litigation
When viewing a single document, click the "Share" button at the top right of the document preview. A new window will pop up allowing you to select Nextpoint users to share the document with.
After you’ve selected your recipients, you can optionally include a custom message to accompany the secure link you’re about to email. When you’re finished, click Send Emails.
Note: Nextpoint will send emails immediately, but delivery times may vary based on the recipients’ email servers.
Sharing a Document with Other Users Via Email
Available Sections in Litigation Settings
In Nextpoint Litigation you will find Available Sections under Settings. Here, you can simplify the interface by disabling sections you don't intend to utilize in a particular database.
A couple of use-case examples are provided below, but first, let's review how you can easily enable or disable sections in Litigation:
- Navigate to MORE > Settings > General in your Litigation database.
- To display both Documents and Transcripts (Deponents/Proceedings), make sure both boxes are checked and click "Set Sections". This is the default setting in any new Litigation database.
- To display only Documents, uncheck Transcripts (Deponents/Proceedings) to disable that section, and click "Set Sections".
- To display only Transcripts (Deponents/Proceedings), uncheck Documents to disable that section, and click "Set Sections".
- To display only Documents, uncheck Transcripts (Deponents/Proceedings) to disable that section, and click "Set Sections".
- If you need to enable a disabled section at any time, Advanced Users can do so by navigating back to MORE > Settings > General > Available Sections and make adjustments accordingly.
Use-Case Examples
- When working with an expert witness, you may want to exchange specific documents/exhibits to a secondary database for his/her review. Disabling the Transcripts section in this example would help the witness maintain a targeted review.
- In mass litigations, it may be useful to have a Master Exhibits database (with only the Documents section enabled) and a separate transcripts database (with only the Transcripts sections enabled). You can then take the necessary evidence (exhibits & transcripts) and exchange to a new database for a particular trial.
- See here for more on transferring transcripts in Litigation
- See here for more on exchanging documents/exhibits in Litigation
See more on Litigation Settings and Database Customization here or return to the Litigation Workflow.
How to Enable/Disable Available Sections in Litigation Settings
Identify and Prepare Your Witness Binders
Whether you are heading into a deposition, arbitration or trial, it is important you understand your case and are familiar with the documents you believe your witness can potentially be shown during his or her testimony. The below steps will assist you, your team, and your witness in preparing for an examination.
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Create Document and Transcript Issues for your witness.
To designate documents to a particular witness, you will utilize the Document Issue. If you want to extract clips of deposition testimony as related to a specific witness, it is suggested you set up a corresponding Transcript Issue in order to make pageline designations. This will allow you to search across all content related to that specific witness. -
Search for exhibits to be used for the witness.
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Use sorting features to order documents by date, by exhibit numbers, and so on. Then add the documents to the issue one at a time for a custom order.
Add issue to individual document
Add issue en masse via Bulk Action -
Create document treatments, and save them to your issue/folder.
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Designate deposition testimony to your issue/folder.
- You can use the notes section of each designation to individually identify each clip. (See Clip CE01 below.)
- Go to the DOCUMENTS tab > Document Issues and click on your issue to pull up your documents.
- Click Select: All, then click Export > As Combined PDFs OR As Individual PDFs.
- Select which options you would like to include the following:
- Native Placeholder (to use a placeholder in lieu of document images)
- A report-summary cover page
- Double sided Printing
- Add cover page (for each document)
- Include Family Documents
- Highlights (and Highlight Notes)
- Redactions (and Redaction Notes)
- Page Notes
- Click "Export" to download and print your PDF(s)
Go to the Depositions tab and in the Issues section, choose the Issue for your witness to pull up the depositions that you've added to your issue.
- In each deposition, Select Summary PDF to export your designations.
Return to Litigation Workflow
Preparing Witness Binders
Nextpoint provides the flexibility to make a copy of Deponent or Proceeding transcript(s) through the transfer functionality. This is helpful when you have transcripts in related matters, want to move particular transcripts to a secondary database for arbitration or trial, or need to copy from one Litigation database to another for any other reason.
Transfer Notes:
- For any Deponent with multiple transcript volumes, all associated volumes will be transferred if selected.
- All existing designations, objections, or transcript issues will be copied with the transcripts.
- If you do not see a target database that you need to transfer to in the the drop-down (shown below), it is because you are not yet a user in that database and will need to be added.
How to Transfer Transcripts
- Navigate to the DEPONENTS or PROCEEDINGS tab.
- Select Transfer Deponent or Transfer Proceeding at the top left of the respective tab.
- Create New Database or Select from any Existing Litigation Databases in your account.
- Select the Deponents or Proceedings you would like to copy to the selected database.
- Check if you would like to Transfer Related Documents (exhibits) in addition to your selected transcripts.
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Copy Deponents or move forward to Configure Exchange of your associated documents/exhibits (if selected).
- If you select to transfer (copy) related documents, you will be prompted to configure transfer specifications related to document natives, attributes, metadata and coding. After selections have been made, click Initiate Copy.
Return to Litigation Workflow here.
Transferring Transcripts in Litigation
When assembling a PDF of multiple documents (either on the Folder Actions menu or by selecting multiple items on the Grid View screen), users can now enable double-sided printing.
This new feature—supported by compatible printers—can substantially reduce paper waste.
Workflow #1: The Folder Actions menu
Navigate to the Review tab (or the Documents tab in Litigation) and click the three vertical dots to the right of the folder you want to export. Then click Assemble as PDF.
A new window pops up asking for your export name and location. Check the Double Sided Printing box and continue.
Workflow #2: The Document List screen
Navigate to the Grid View screen within any folder, and select the documents you want to export. Then hover over the gray bar at the bottom of the view and select Export > As Combined PDF.
As on the Folder Actions menu, a new window pops up asking for your export name and location. Check the Double Sided Printing box and continue.
