Document Fields & Coding
- Near Dupe Detection
- Setting Up Custom Grid Views in Discovery
- Adding Key Terms to Documents
- Creating & Editing Responsive Issues in Discovery
- Creating a Privilege Code in Discovery
- Creating a Confidentiality Code in Discovery
- Creating (custom) Fields in Discovery
- Custom Coding
- Creating Redaction Reasons
- Creating Hot Coding Fields in Discovery
- How To Trash And Restore Documents
One of the most important features of Nextpoint is it's ability to reduce your review time by detecting duplicates and removing them from your review set. In the past this has only worked for exact copies of files in the exact same format.
Now, Nextpoint has the ability to detect near duplicate documents to further support your review. Deduplication is not effective if documents change formats (like an email that is printed to PDF) or are produced. Near dupe detection uses the OCRed text of a document and compares it to other documents in the database giving each a similarity score. When viewing a document. you may then be able to view documents with similarity scores above a specific threshold. This will allow you to folder or code similar documents to aide your review. Additional near dupe detection options, like comparing only specific folders, or generating a master set are also available on a custom basis.
Here is now Nextpoint's Near Dupe Detection works:
When reviewing a document, click on the button to "Contact Us" in order to enable near dupe detection. At this time, near dupe detection is an add-on feature available for an additional cost as needed in each of your databases.
When you click the button, a Nextpoint team member will follow up with you about your need, and our developers will enable near dupe detection.
Viewing Near Dupes
To view near dupes once the feature is enabled:
1. Open the "Related Documents" tab.
2. Click on the "Duplicates" tab.
3. Exact Duplicates will appear first in this section followed by near dupes. In the "Near Dupe" section, you can view each near dupe with it's similarity score in a box to the right of the document pill.
4. You can bulk code these near dupes just like you can bulk code other types of related documents in this tab.
5. You can also change your duplicates tab view in the filter by either turning on/off the exact duplicate section and modifying the similarity score threshold for your near dupe section.
If many "near dupes" exist for a document, they will be categorized by similarity score and be available to add to a grid view. Notice the links in the near dupe section for similarity scores >= 80, 85, 90, and 95. Clicking on one of these links results in a search that includes the NPID number of the source document and the similarity score floor:
near_duplicates:(89552 and similiarity_score:>=95)
From the grid view, you can run bulk actions on these similar documents. You can also manually adjust the similarity scores you want to view in the search bar.
For additional information about near dupe detection or to schedule a demo, please reach out to support@nextpoint.com or click on the "Enable Near Dupe Detection" button in your database.
Near Dupe Detection
*This functionality is available for Advanced users only.
When reviewing a particular type of document or document set in Discovery (e.g. emails, search results, etc..), it can be helpful to create a Grid View for an "at a glance" snapshot of your results.
Creating a Grid View Template
- To create a custom Grid View, click SETTINGS at the top of the screen > choose the General tab > click Create New to make a new template.
Note: In the Grid View Column Templates section at the bottom, you can view the currently saved templates, as well as Edit or Delete. - Provide a Name for your template and click Save Template
- In the next screen, you can select fields which you would like to include in your Grid View Template. You can do this by dragging and dropping from the Available Fields (left) to the Current Fields (right).
Likewise, you can remove fields from your template by dragging and dropping from Current Fields to Available Fields.
- Once the fields you would like to include are in the Current Fields column on the right, you can click and drag field name(s) up and down to reorder.
- Select the default Sort Order if you would like to consistently sort results in this grid view by a particular attribute.
- When you are finished, click Save Template, and your template will be available in Grid View.
Using Your Grid View Templates
All Grid View Templates are available for selection after running a search OR filter under the REVIEW tab via the Views slider at the top right of the grid view.
To toggle your view, simply click the Views slider and select your view from the drop-down.
For more information on using Grid View and Chron View, click here >>
Return to Discovery Workflow
Setting Up Custom Grid Views in Discovery
To create key terms within your Discovery database, click SETTINGS > General Settings and navigate to the Key Terms settings box and click "Edit".
In Litigation, Key Term settings are located in MORE > SETTINGS > Documents.
Adding, editing or deleting key terms:
- To add: Click "Add New Term".
- To delete: Click the red cancel icon.
- To edit: Click the color box next to each word.
Adding key term highlights, continued:
After clicking the "Add New Term" button, type the term or phrase in the text box then click the color box to change the color. See image below.
Choosing the color of your key term highlight:
After clicking on the color box, choose the color by clicking on the left side boxes or right side color bar and the shade in the center box. Once the preferred color is picked click "Choose".
To view the key terms in your document:
Click the Key Term Mode button located at the top left of your document.
Return to Discovery Workflow
Adding Key Terms to Documents
*This functionality is available for Advanced users only.
Responsive Issues are a database asset which can be utilized to organize and categorize your documents during your review.
Creating a Responsive Issue
To create a Responsive Issue, at the top of the home page navigate to SETTINGS > Coding. Scroll down to the Responsive Issues section, then click Create New.
Choose a Name and Abbreviation for your Issue, assign both an Editor and Report color, and click Create.
Responsive Issue FAQ:
"What is the difference between Editor and Report Color?"
The Editor Color is what you will see throughout your Nextpoint Database (Gridview, Filter, Document View, etc..) while the Report Color will show as your highlight color when applying image markups to your documents and associating with the particular issue.
"How many Responsive Issues can I create?"
Nextpoint allows for up to 63 Responsive Issues when working in Discovery. For further information on how to handle situations when you may have more than 63 Issues, please click here.
"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 Responsive Issues settings section as described above. Then, for each top-level issue, you can create a (custom) picklist Field containing the various sub-issues. Click here for further information>>
Editing a Responsive Issue
You can change the name, color, etc. of an issue by clicking Edit next to the particular Issue under SETTINGS > Coding.
Deleting a Responsive Issue
Currently, you are unable to delete Responsive Issues, but Nextpoint allows for Issues to be deactivated when not in use or out of date.
The option to deactivate an issue can be helpful when you are no longer using a particular issue and/or want to clean up your coding panel, but also want to maintain the option of "reactivating" down the road.
To deactivate an issue, navigate to SETTINGS > Coding > click Edit to the right of the Responsive Issue at hand, and click deactivate in the upper right-hand corner of the editing pane.
Return to Discovery Workflow
Creating & Editing Responsive Issues in Discovery
*This functionality is available for Advanced users only.
Custom Privilege Codes can be created, allowing you to code documents as Privileged, and designate the reason(s) a document is considered privileged.
At the top of the home page go to SETTINGS > Coding. Scroll down to the Privilege Codes section, then click "Create New".
Enter the new Privilege Code name, and click "Create".
Return to Discovery Workflow
Creating a Privilege Code in Discovery
*This functionality is available for Advanced users only.
Custom Confidentiality Codes can be created, allowing you to code documents as confidential, and instantly endorse them with the appropriate confidentiality stamp.
To locate the Confidentiality Code settings, in the top navigation of your database, click SETTINGS > Coding.
Scroll down to the Confidentiality Codes section, then click Create New.
Enter the new Confidentiality Code name, and click Create.
Once created, the Confidentiality Coding option will be available for use in the Document Viewer.
Return to Discovery Workflow
Creating a Confidentiality Code in Discovery
Create [custom] fields quickly by navigating to SETTINGS > Coding.
Scroll down to the Fields box and click "Create New".
Name your custom field as you like, select the input type, and hit "Create".
You can create as many fields as you need for your database.
How to promote an existing field to be a Hot Field
If you have certain coding fields that you will be working with extensively, you can customize your coding template to promote those particular fields as "Hot". Your chosen fields will be promoted to the Coding Fields/This Document section in Discovery and the Hot Coding Fields section in Litigation where they will be more readily available for coding.
At the top of the main navigation in Discovery go to SETTINGS > Coding and scroll down to the Hot Fields section. If you are in a Litigation Database, Hot Fields are located under More > SETTINGS > Documents.
You can click "Add New" to add/designate one of your Custom Fields as a "Hot Field" and also Reorder the way the Hot Fields will appear in your coding panel.
If adding new fields to your Hot field list, click "Add" by fields you would like to promote in the Hot Fields section, then click "Done".
Creating (custom) Fields in Discovery
*This functionality is available for Advanced users only.
Folders
Folders are used to create groups of documents that can be assigned to specific reviewers or teams of reviewers.
As documents are reviewed, check the current status of all Folders on the Discovery home page.
If a set of documents is quite large, subsets can be created. For example, "Environmental Concerns: Runoff - Review 1", "Environmental Concerns: Runoff - Review 2"...
To learn how to create Folders, click here.
Responsive Issues
Responsive Issues are used for organizing, coordinating research and enhancing communication between members of your review. Documents and designations from transcripts may have as many issues as needed, providing powerful search and reporting functionality.
For example: "Environmental" might be an Issue.
To learn how to create Responsive Issues, click here.
Confidentiality Codes
Confidentiality codes preserve the reason(s) a particular document is considered to be confidential. These codes will automatically be applied to the bottom of documents as stamp text.
For example: "Highly Confidential" might be a Confidentiality Code.
To learn how to create Confidentiality Codes, click here.
Privilege Codes
Privilege codes preserve the reason(s) a particular document is considered to be privileged.
For example: “Attorney-Client” might be a privilege code.
To learn how to create Privilege Codes, click here.
Redaction Reasons
Redaction Reasons provide an overall structure for categorizing redactions. They are also placed over the redacted text to provide an explanation for why it has been obscured.
For example: "Client-Privilege" might be a Redaction Reason.
To learn how to create Redaction Reasons, click here.
Hot Fields
Certain fields are more important than others. You need to have them front & center for viewing and editing. Hot Fields allows you to bring those fields to the forefront and keep them handy.
To learn how to create Hot Fields, click here.
Custom Fields
Our core set of document attributes covers the bases for most situations, but in many cases there is a need to add to that set.
Before creating a custom field, consider whether your goal is better suited to an Issue. If you're looking for an indicator of "Hot" (which has a yes/no answer), that may be better represented by the presence of an issue as opposed to a custom field.
To learn how to create Custom Fields, click here.
Return to Discovery Workflow
Custom Coding
*This functionality is available for Advanced users only.
You can create custom Redaction Reasons which will display in redaction boxes, and will be listed in privilege/redaction logs.
In Discovery, navigate to the the top of the home page and go to SETTINGS > Coding, scrolling down to the Redaction Reasons section. You can "Create New" to create a new Redaction Reason and Reorder the way the reasons will appear.
The aforementioned setting is available in Litigation via More > SETTINGS > Documents.
Give the new reason a name, then click "Create".
The new Redaction Reason will now be available in your redaction interface. For more information on adding redactions, click here.
Return to Discovery Workflow
Creating Redaction Reasons
*This functionality is available for Advanced users only.
If you have certain coding fields that you will be working with extensively, you can customize your coding template to promote those particular fields as "Hot". Your chosen fields will be promoted to the Hot Fields section in Discovery and Litigation where they will be more readily available for coding.
At the top of the main navigation in Discovery go to SETTINGS > Coding and scroll down to the Hot Fields section. If you are in a Litigation Database, Hot Fields are located under More > SETTINGS > Documents.
You can click "Add New" to add/designate one of your Custom Fields as a "Hot Field" and also Reorder the way the Hot Fields will appear in your coding panel.
If adding new fields to your Hot field list, click "Add" by fields you would like to promote in the Hot Fields section, then click "Done".
Return to Discovery Workflow or Litigation Workflow
Creating Hot Coding Fields in Discovery
To alter your Trash settings in Discovery, go to SETTINGS > General and click "Edit" in the Trash settings.
To alter your Trash settings in Litigation, go to MORE > Settings > General and click "Edit" in the Trash settings.