Account & Database Setup
- Data Control Admins
- View Only Permission Level
- Database Archiving
- Nextpoint Discovery v. Litigation
- Account Setup
- Create a New Project with Client/Matter Number
- How to Create a Database
- Locating Your Database and Document IDs
- Account Dashboard
- Account Dashboard Data
- How to Create and Use Database Templates
- Custom Reports in the Account Dashboard
Every Nextpoint account has a Data Control Admin established during the account creation process. Data Control Admins are those individuals in your Nextpoint account who are responsible for approving data requests such as custom reports, deletion of data, and transfer of data. This enables us to more carefully oversee how we store, use, protect, and dispose of your firm’s information.
The specific requests for which Data Control Admin approval is required are the following:
Locating your firm’s Data Control Admin
For account administrators with Account Dashboard access:
- Navigate to your firm’s Account Dashboard > Security tab, and you will see the Data Control Admin information listed in the table.
If you do not have access to the firm’s Account Dashboard, please contact your firm’s administrator for more information and support in completing your request.
Data Control Admins
View Only Permission Level
In both Discovery and Litigation databases, advanced users can now assign a new permission level to another user: View Only. Advanced users will be able to assign View Only users to specific folders and documents without any of the associated coding, notes or metadata. Users with view only access will view documents with a trimmed down coding panel in order to limit their capabilities.
In the database, View Only users have access to the "Review," "Share," and "Timekeeping" tabs, can run limited searches (on word/phrases and/or on limited metadata fields), and can click directly into the folders they have access to:
Once a set of documents are selected, the grid view template will allow View Only users to review a limited set of metadata for each documents. Users may also review the document set in "CHRON View" by selecting it from the drop down under "Views" (1).
At the document level, View Only users cannot view highlights or page notes made by other users, nor can they redact or highlight documents. They can complete the following actions:
1. Toggle between the Image and Search views.
2. Search within a document using Nextpoint's search hit highlight feature.
3. Share a document with another person.
4. Select more document options to view saved treatments of the document (4a) or view the document in theater mode (4b).
5. View redactions made by other users and make page notes on the documents they review.
View Only Permission Level
Which databases are archived?
Nextpoint automatically archives any database that has had no user activity for a period of one year.
What does the archiving process entail?
Archived databases are pulled from active status and are stored as a single encrypted file within the same AWS (Amazon Web Services) region. This ensures the same security protections currently in place with active databases in your account. Archived databases retain all of their historical data, documents, and history, but will need to be activated and reindexed before access can be restored.
When will archiving occur?
Archiving of inactive databases takes place on a rolling basis each month pursuant to the Nextpoint Service Level Agreement (SLA).
Please review the databases in your current account. If there are any inactive databases within your account that your team wishes to keep active, simply login or email operations@nextpoint.com to let us know.
If you or your team require help identifying inactive databases, please reach out to your account director directly.
Where are archive databases stored?
Your databases will be put into separate cloud storage in the same AWS region in which your account resides. Upon request, this data can be made readily available as needed for cases that reemerge.
Why should I archive unused databases?
Nextpoint performs annual audits for three key reasons. First, limiting exposure to inactive data is a security best practice. Second, a data audit of this type keeps the overall Nextpoint system healthy, stable, and responsive. Third, having an up-to-date active case list prevents any confusion and difficulty when searching for the cases you need to access.
How do I request my data get archived, or alternatively, keep my database active?
If for any reason you need to access your database again, you can contact Nextpoint support, and we will schedule your data to be remounted and made available to you within 5 business days at no charge.
To cancel a pending archive, see this video and follow the steps to change the database status back to "Active."
Will this affect my pricing plan?
Archiving is considered normal included maintenance in your subscription service and does not affect your pricing.
Other Common FAQs?
Does this include my file room data?
Data stored in your file room will not be affected with this audit. Those files will remain accessible with your S3 credentials. Because you will no longer be able to log into the database through the Nextpoint app, please contact Nextpoint support at support@nextpoint.com if you need to copy or download additional files from your current file room.
Will my data be deleted once archived?
No, Nextpoint will not delete any data. All databases included in your list will only be archived. Archiving means that Nextpoint will take this particular data out of your active and accessible data storage and place it into a single file in secure cloud storage that can be made available upon request.
What if I don't want to archive my database?
You can cancel a pending archive request by changing the database status back to “Active” from within your account dashboard. See this link.
Where can I view my databases once they are archived?
All archived databases are still visible in your account dashboard. Their status is updated to read “Archived”.
How will this change affect the historical information saved per user in each database?
No changes will be made to your database. All information is retained exactly as is and will be that way when restored.
How often do archiving audits occur at Nextpoint?
To maintain reliable functionality and response rates, Nextpoint conducts database audits and archiving of inactive databases annually. This is standard practice in the data industry.
Database Archiving
Nextpoint offers users two essential and distinct software workflows, Discovery and Litigation. Each is purpose-built to manage data in secure, collaborative, databases which you can set up as needed, and customize to meet your specific case and team needs.
While Discovery and Litigation each have unique capabilities, there are many similarities across the platform which aim to streamline your experience from collection and processing to preparing for trial, and everything in between.
Should I set up a Discovery or Litigation database for this matter?
To help aid in this common question, we’ve provided a brief infographic which describes common data type categories, what users need to accomplish, and the resulting recommendation for database type (Discovery v. Litigation):
Another approach to managing produced data:
While users most commonly manage native client data in a Discovery database, we also see users apply the analytics and relevancy review components of Discovery databases to make an initial "relevant vs. not relevant" cull of a large production (100GB+) received from a producing party.
If you find yourself in this situation, please read our FAQ which outlines this particular workflow in further detail.
Have additional questions as you set up your first database in Nextpoint? Contact your Account Director and we'll help you get started.
Discovery
Nextpoint Discovery, focuses on facilitating your data analysis, document review for relevancy and privilege, and electronic production.
Simple and secure drag & drop upload
The Drag & Drop Import functionality is extremely helpful when you need to import native data, often in the format of pst, mbox, or zip. Database setup and all the complicated and critical stuff (deduplication, OCR, imaging, metadata extraction) is done automatically—and there are NO data charges.
Still need to collect data from your end-client? You can securely Request Files from any third party (clients, counsel, etc...) from your Nextpoint File Room.
Dynamic 360º views of all your case
A customizable visualization of your entire database gives you critical “big-picture” insight to make smart decisions immediately after upload. Quickly execute bulk-culling or coding, and properly organize your review from the outset.
Flexible document review
Customize almost everything in real-time (views, tags, coding, bulk actions, and more) for your particular team or project.
Modern evidence exchange
Exchanging evidence is more secure, always free, and as easy as sending an email.
Litigation
In Nextpoint Litigation, you can begin to build your case story with your post-production documents and depositions, exhibit stamp, build chronologies, and create electronic document binders to be used in any case proceeding.
In addition to robust evidence management, you can also import, markup and report on deposition or proceeding transcripts, and even present in Nextpoint Theater.
Organize key issues and themes
Stay focused with custom foldering and issue assignment of all key evidence.
Digital exhibit stamping
Easily customize and execute your exhibit stamping workflow.
Prepare witness binders
Utilize issues, tags, and highlight markups to organize a witness binder and sequence the documents based on your witness outline. You can later export clean versions for the witness and a highlighted copy with notes for your own preparation.
Effortless transcript management
Instantly record designations, objections, transcripts and review video.
Gather the insights you need
Create custom chronologies and reports to better understand your documents and transcripts.
Instantly create document treatments
Pull up documents on the fly and create call-outs for presentation in Nextpoint Theater.
Build your case story by linking Facts, People, and Issues.
Quickly filter aspects of a story by date range, specific individuals, or the issues involved in the case for deposition and trial prep with Chronology features.
Visual Timeline Builder
Create visual timelines using lists of facts. These visuals can be used for organization, trial and witness prep, or even as demonstratives in a trial.
Get started with our Discovery and/or Litigation Workflows.
Nextpoint Discovery v. Litigation
Welcome to Nextpoint! At this point, you have signed your contract and are ready to activate your Nextpoint Firm Account and User Profile. Account setup responsibilities are given to your firm’s account director (if you are unsure of who this is, contact sales@nextpoint.com).
After reviewing this course, you will be able to set up your User Profile, access databases which you have been invited to, and understand the difference between Nextpoint Discovery and Litigation. If you are an Account Administrator, you will also be able to add users to the account, create projects and databases, and start working in the software.
Definitions:
| Term | Definition |
|---|---|
| User Profile | Your personal Nextpoint user account which is tied to your email address. |
| Firm Account | Your firm's Nextpoint account which houses all projects, databases, and any associated data. |
| Account Dashboard | An overview of user activity, data imports, and other key metrics associated with your firm's account. Access to the Account Dashboard is reserved for the Account Administrator(s). |
| Account/Dashboard Administrator | A person(s) having administrative control of a firm's Account Dashboard and maintaining the ability to monitor user activity, data imports, key metrics and the creation of new Projects and Databases. |
| Project |
A project is any collaborative enterprise designed to achieve a particular aim. A project could be a legal case or matter, an investigation, a document review, a collaborative data analysis, or research activity. Projects allow you to organize data and deploy resources to interact with that data in secure, nested databases. |
| Database | A secure, collaborative, workspace which host both active and inactive data. |
| Discovery Database | Data can be imported to a Discovery for analysis, organization, relevancy review, privilege review, and ultimate export/exchange. Most commonly managed in a Discovery database is data received from your client, but use of the analytics and relevancy review components have proven beneficial for the initial review of a large production set received from opposing counsel. |
| Litigation Database | Produced Documents can be exchanged from a Discovery database and/or imported directly to a Litigation database for analysis, organization, deposition preparations, and ultimately assist in building your case story. Additionally, a transcript management functionality is available in all Litigation databases. |
| User | Anyone who has an internal email domain associated with your firm (e.g. anyone at Nextpoint with an @nextpoint.com email address) |
Getting Started:
Setup your User Profile
For any Nextpoint user, the first step in getting started is to be added to a specific database, or if you are an Account Administrator, to the firm’s Account Dashboard. First-time users added to any database will need to set up a User Profile with pertinent details, accept the terms of use, and authenticate/verify their computer device.
When first added as a Nextpoint user, an auto-generated email will be sent to the email address provided by an Administrator. Click on the hyperlink in the email to activate your User Profile. You will then be directed to the user onboarding sequence where you can set up your profile in five easy steps.
User Security Best Practices
- Each time you log in from a new device, you will need to enter a PIN that will be emailed to you. If you find yourself entering a PIN every time you login on the same device, please contact support@nextpoint.com.
- DO NOT copy and paste this PIN from your email, as there may be hidden characters that will cause an error.
- You can enter a Computer Name so that you can easily track the devices used to access your account.
Logging In
Once your User Profile setup is complete, you are ready to login via any internet browser. If you were not redirected after completing the onboarding process, check the previously received invitation granting you access. Contained within will be a custom firm URL formatted similar to firmname.nextpoint.com -- an example shown below.
Quick tip: When logging in the first time, bookmark your account URL to avoid needing to go back to the original email invitation with the link each time.
Help! I’m having trouble logging in.
If you are having issues logging in to Nextpoint, there is a series of troubleshooting options linked here.
I'm Logged In - What is Next?
Administrator
If you are a firm Account Administrator for Nextpoint, you are responsible for setting up and managing projects and databases. Your account management takes in the Account Dashboard which can be found via the top left drop-down and “Manage Account”.
If you have been designated as an Account Administrator, but do not see the “Manage Account” option, please contact your Nextpoint Account Director (if you are unsure of who this is, contact sales@nextpoint.com).
End User
If you are an end-user, logging in to access an existing database and analyze, review (tag/code) or search for documents, you can access the list of databases to which you have been invited via the case drop-down in the top left corner.
Prefer to multitask when you are working on more than one matter at the same time? You can have multiple tabs open with different databases at the same time. Simply right click on your browser tab and select “Duplicate”.
Account Dashboard Overview
Your Account Dashboard serves as the hub for creating and managing the firm’s projects and databases. An in-depth look at the information contained within can be found here, but let’s now take a look at the basics of setting up projects, databases, and adding users:
A project is any collaborative enterprise that is designed to achieve a particular aim. A project could be a legal case or matter, an investigation, a document review, a collaborative data analysis, or a research activity.
Projects allow you to organize data and deploy resources to interact with that data in secure, nested databases. User permissions and access levels are all set on the database level.
To add a new project to your account, navigate to your Account Dashboard by clicking on the the displayed database name in the top left of your screen.
From here, click "Manage Account".
Then, click the "Create" button on the upper right-hand side of the projects tab screen and select “New Project”.
In the pop-up window, enter the name of your project and the client/matter number, then click "Save". The newly created project will appear as a new row in the table view of your projects tab screen.
Once you create your project, you are now ready to create a Discovery or Litigation database and associate it with that project.
A Discovery database is most suitable for the analysis and review of your client’s data for relevancy, privilege, confidentiality, and ultimately the export/production of same.
On the other hand, a Litigation database is better suited for the organization and analysis of documents post-production for key issues and themes, and for building your case story. Deposition/Transcript management functionality is also available in Litigation databases.
A couple of notes:
- All databases must be associated with a project
- Multiple databases can be associated with one unique project. For example, one project (case) may have a Discovery database hosting your client’s data, a Litigation database hosting all documents produced by each party, and a secondary Litigation database hosting a more refined set of produced documents that is shared with an expert.
To add a new Discovery or Litigation database, navigate to your Account Dashboard by clicking on the the displayed database name in the top left of your screen.
From here, click "Manage Account".
On the Projects tab, click on the green "Create" button at the top of the project list and a drop down menu will appear. Select "Add New Litigation Database" or "Add New Discovery Database".
From there, simply add your new Database Name, choose your Project, and select Users to add to the new database. You will have the opportunity to add new users to the database later as well.
Click "Submit" and the new database will be added to your project.
Note: If you have not yet set up a project to associate your database with, you can also do so via the "Create Project" option when adding a new database.
* This functionality is available for Advanced users only. If you are unable to add a user, contact an Advanced user on your team.
On the top of any page in Nextpoint Discovery, navigate to USERS > Add New.
Working in a Litigation database? This function is available via MORE > Users > Add New.
Enter the emails of the users you want to add, separated by commas.
Pick the desired Access Level from the drop-down menu.
* Please Note: By adding multiple users at once, it will assign the selected access level to all emails. If you have different access levels you want to assign users, please be sure add the emails as separate groups.
Click "Add with Invite".
Account Setup
If you are new to Nextpoint and wanting to set up your account and your first project, simply email sales@nextpoint.com with the following information:
- Names and emails of users needing access to project
- Project caption
- Approximate number of pages
Our Client Success team will take care of the rest, and you will be notified when the project has been created.
Once we receive a customer’s completed hosting agreement, the project will be set up and you can start uploading documents immediately.
Adding Additional Projects to your Account
This functionality is for Account Administrators only.
Set up a New Project
A project is any collaborative enterprise that is designed to achieve a particular aim. A project could be a legal case or matter, an investigation, a document review, a collaborative data analysis, or a research activity. Projects allow you to organize data and deploy resources to interact with that data in secure, nested databases.
Note: User permissions and access levels are all set on the database level.
To add a new project to your account, navigate to your Account Dashboard by clicking on the the displayed database name in the top left of your screen.
From here, click Manage Account.
On the Projects tab, click on the green Create button located above the table. A drop down menu will appear.
Select New Project.
From there, simply add your Project Name, Client Number and Matter Number and click Save.
Client Number and Matter Number will appear on all Nextpoint databases within this project and on your monthly Nextpoint statements to assist in billing.
Add an Existing Database to your Projects
To add an existing database to your projects, click on the three dot menu next to your project name and select Add Existing Database.
Note: From this same three dot menu, you can also "Edit" and add Client and Matter numbers to any existing projects.
Choose which database(s) you would like to add to your project and click Save. Any database added to the selected project will be removed from all other projects.
In the alternative, you can create a new project as you are creating a new database. To add a new database, follow the instructions here.
Create a New Project with Client/Matter Number
This functionality is for Account Administrators only.
Projects and Databases
In Nextpoint, all databases must be associated with a project, so if you have not already created a Project on your Account Dashboard, take the appropriate steps first.
Once you create a project, you are ready to create a Discovery or Litigation database and associate it with that project.
A Discovery database is most suitable for the analysis and review of your client’s data for relevancy, privilege, confidentiality, and ultimately the export/production of same.
On the other hand, a Litigation database is better suited for the organization and analysis of documents post-production for key issues and themes, and for building your case story. Deposition/Transcript management functionality is also available in Litigation databases.
A couple of notes:
- All databases must be associated with a project
- Multiple databases can be associated with one unique project. For example, one project (case) may have a Discovery database hosting your client’s data, a Litigation database hosting all documents produced by each party, and a secondary Litigation database hosting a more refined set of produced documents that is shared with an expert.
Creating a Database
To add a new Discovery or Litigation database, navigate to your Account Dashboard by clicking on the the displayed database name in the top left of your screen.
From here, click "Manage Account".
On the Projects tab, click on the green "Create" button at the top of the project list and a drop down menu will appear.
Select Add New Discovery Database or Add New Litigation Database. Reminder on the differences between Discovery vs. Litigation linked here >>
From there, simply add your new Database Name, choose your Project from the drop-down, and select Users to add to the new database.
Click Submit and the new database will be added to your project.
Note: If you have not yet set up a project to associate your database with, you can also do so via the Create Project option when adding a new database.
How to Create a Database
Locating Database ID
Each database you have open with Nextpoint is assigned a unique database ID Number. When logged into Nextpoint, you can find this number in your browser's address bar following nextpoint.com/case/:
Locating Document ID
Each document imported to your Nextpoint case is given a unique document ID number. When viewing the document preview, you can find this number:
1. In the unique URL for the document.
2. In brackets next to the document title.
Searching for Document ID
You can search for documents by id as well. For the above example, you would use the search syntax id:17195.
Locating Your Database and Document IDs
Your Account Dashboard is a central location in your Nextpoint account which provides an overview of user activity, data imports, and other key metrics associated with your firm's account.
Access to the Account Dashboard is reserved for the Account Administrator(s).
Before diving into the details, we encourage you to review the definitions outlined in the Account Setup article.
Accessing the Account Dashboard
To access the Account Dashboard, click on the name of the project in the upper left of the navigation bar (in this example: "Nextpoint Demo Account Dashboard") and click the "Manage Account" link.
What is a Project?
A project is any collaborative enterprise designed to achieve a particular aim. A project could be a legal case or matter, an investigation, a document review, a collaborative data analysis, or research activity.
Projects allow you to organize data and deploy resources to interact with that data in secure, nested databases. User permissions and access levels are all set on the database level.
Project Activity
On the Projects tab in your Account Dashboard, you can view various metrics associated with your account (shown in activity summary view below).
You can expand each project by clicking on it and view a granular breakdown of activity for each individual database in that project (shown in expanded project view below).
Get an in-depth look at what each column means >>
Activity Summary View for All Projects:
Expanded Project View:
Project Activity for Specific Date Range
You can easily refine your account dashboard activity view to a specific billing period.
To view different date ranges, click on the drop-down at the top left-hand side of the page under "Date Range".
Add a New Project
To add a new project to your account, click the "Create" button on the upper right-hand side of the projects tab screen and select “New Project”.
In the pop-up window, enter the name of your project and the client/matter number, then click "Save". The newly created project will appear as a new row in the table view of your projects tab screen.
Pop-up Window View:
Add a Database to a Project
To add a new Discovery or Litigation database to your project, click the "Create" button located on the upper right-hand side of the projects tab.
Then, select “New Discovery Database” or "New Litigation Database" accordingly.
From there, you can name your database, select the project you want your database assigned to, add users, and set these users' personal user access levels for that particular database.
You can also navigate to the three-dot menu at the far right of the project row in the main project tab. From the drop-down menu, select to add new Discovery or Litigation database. The new database will be added to your project.
To add an already active database to your project, choose “Add Existing Database” from the three-dot menu in your project row (option shown in picture above). Then, select the checkbox next to the database(s) you would like to add and click “Save.”
Edit a Project or Database Name
To edit a project name, click the three-dot menu at the far right of the project row in your main projects tab. In the pop-up window, you can edit the project name, client number, and matter number. Once you have made your changes, press "Save" and the changes will update throughout Nextpoint.
To edit a database name, click the three-dot menu next to the database name in your expanded project view and adjust the name accordingly in the pop-up window. Once you have made your changes, press "Submit" and the changes will update throughout Nextpoint.
Archiving
According to Nextpoint's standard terms of service, any database that is inactive for 12 consecutive months will be flagged for archiving and then automatically archived 60 days later. If you receive a notification of the archiving process, but wish to have the database remain active you may switch the database's status from "Pending Archive" to "Active". For more information about the archiving process please follow this link.
User Management
Via the User Management tab, All-Access Dashboard Admins can effectively view and manage all users in their firm's Nextpoint account.
*Important to note: Dashboard Admins are only permitted to grant access or edit user access levels in databases which they (the Dashboard Admin) have Advanced Access. This was thoughtfully considered by the Nextpoint team to ensure appropriate security measures are taken when handling access to client data and potentially sensitive materials.
Add and Remove Account Administrators
To add and remove account administrators, click on "Dashboard Access". To add an administrator, enter their email address and click "Add User as Admin to Account." To remove an administrator, click the red delete button next to the user's name.
Add and/or Update Billing Information
You can add and update billing information by entering your information into the fields then clicking "Submit".
Run User Activity and Database Reports via Custom Reports
From the Custom Reports tab, Nextpoint Dashboard Administrators have the ability to generate User Activity Reports, Database List Reports, and other Custom Reports.
Read more on Custom Report Details here >>
Customize Your Account
To add your Account Logo, go to your Account Dashboard and select the "Customization" tab. Select the file you would like to use, and click "Submit".
Note: the logo should be a .jpg, .gif or .png file, and should be no more than 570 pixels in width and 130 pixels in height.
Account Dashboard
Only available to Firm Administrator's with Dashboard Access.
Account Dashboard Main Page:
Account Dashboard Column Breakdown:
- Client/Matter Number - Admin-assigned number(s) for project tracking, organization and invoicing.
- Project Name - Admin-assigned name; all databases pertaining to a project are nested within.
- Databases - Total number of databases within a project.
- Users - Total number of users with an email domain considered ‘internal’ to the account that have been active in the project during the given time period. To view a list of active users, click on the "Users" count in the project row.
- Imports - Cumulative total of documents imported during the billing period/date range selected on the upper left hand side of the page (based on file-size, including unzipped archives), displayed in GB. This total does not include data in Exports, File Room, and Share.
- Active Data - Total (unpacked) size of all files (emails, office docs, etc) stored in project databases, displayed in GB. Active data is cumulative across billing cycles. Files that are trashed and purged are removed from this total. This total also does not include data in Exports, File Room, and Share.
- Status -
- Active - Project is active and users have assigned access level.
- Active-No Charge - Project is active, but is exempt from billing. Fees related to support services may still apply.
- Archived - Users do not have access to the project, but data is retained - usually for long-term storage purposes.
- Suspended - Account is inaccessible due to billing issues. Please contact accounting@nextpoint.com to resolve.
- Deleted - Data has been securely deleted and database(s) closed as requested.
Data size and user activity.
All data sizes are displayed in gigabytes. A gigabyte (GB) is a standard unit used in data processing and data transmission. Please allow 24 hours for the account dashboard to reflect actual data size and user activity. This information is updated at the end of each day.
Expanded Project View:
Within each project, you can expand to see the activity for each individual database by clicking the > arrow to the left of the specific client/matter number on the main dashboard page. Expanded project view is shown below:
Expanded Database View:
You may want to further expand a database to see the daily activity during the specified date range selected. To do so, guide your mouse to the three-dot menu 
at the far right side of the database and select “View daily breakdown” from the drop-down menu. Expanded database view is shown below:
Account Dashboard Data
Have you ever setup the ideal database format for a particular case team or area of practice and wanted to be able to easily repurpose in a different database?
If you would like to copy that ideal format, or maybe standardize the database format within your firm, Nextpoint has developed an easy workflow below for setting up templates and copying them to new or existing databases.
Talk to the Experts
Our Client Success team members have years of experience as paralegals, case managers, and trial consultants, to name a few. Contact us at clientsuccess@nextpoint.com to further discuss your firm-specific needs in developing a template library.
Setup Your Database Template
- Navigate to your Account Dashboard, create a Database Template Project, and title appropriately.
- Create a new database, name appropriately (e.g. Family Law Template), and associate with the Database Template Project.
- Navigate to the newly created Database and Import a .zip file of test data via Drag & Drop.
- Navigate to the SETTINGS tab and customize the Responsive Issues, Privilege Codes, Confidentiality Codes, and (custom) Fields which you would like to incorporate in your database template.
- Tip: If you need to set up a Field formatted as a List, it is recommended you set up a Locked List as opposed to a “List” type to ensure once the fields reach the destination database that they stay in tact.
- Note: Folder tags on documents will only be copied over via exchange from Discovery databases to Litigation databases, and not Discovery to Discovery. However, documents can be exchanged interchangeably between both platforms.
- Once all custom coding is set up, navigate to DATA >> Imports >> Click on the total number of documents in your batch.
- Tip: You can also add these documents to a folder if you prefer to not navigate back to Imports every time you want to replicate the coding in the future.
- Once in your grid view of documents, click into your first document and apply as much of your custom coding as possible and then click Update & Next.
- Move forward through as many documents as necessary to apply every coding value to a document. Documents without coding applied can be trashed from the database
Duplicate Your Template
Once your database template has been set up as outlined in the above steps, you can utilize as many times as needed to create/modify databases with the same set-up. To do so, follow the three quick steps below:
- Search for asterisk * to pull up all documents in database. Then, Select All > click Exchange.
- Configure your Exchange
- Step 1: Select Destination
- You can create a new database directly from this point. Simply give it a name and designate if it should be a Discovery or Litigation database.
- If transferring to an existing database, you will need to navigate to that destination to obtain the Exchange PIN under SETTINGS > Export/Exchange > Exchange PIN Settings
- Step 2: Load File Review
- Since you are completing an internal exchange, selecting "No, I do not want to review the loadfile." is sufficient. For external exchanges, we recommend reviewing the loadfile.
- Step 3: Configure Transfer
- Include Privilege Status/Codes, if applicable
- Include Responsive Status/Codes, if applicable
- Select Additional Metadata which is part of your transfer
- Submit Exchange
- Step 1: Select Destination
- Once processing is done in the destination database, trash the transferred documents from their respective incoming batch. Your coding fields should remain in tact.
How to Create and Use Database Templates
Nextpoint Dashboard Administrators now have the ability to generate User Activity Reports, Database List Reports, and other Custom Reports.
Locating the Custom Reports Tab
- From the top-left drop-down in your Nextpoint database, click Manage Account. Don't see Manage Account? Please contact your firm's Nextpoint administrator or Client Success Director.
- Once in the Account Dashboard, click on the tab titled Custom Reports.
Utilizing Custom Reports
Create New Report
Once in the Custom Reports tab of your Account Dashboard, click the green Create Report button at the top right. 
A modal will pop-up with a list of report type options and their associated settings.
Select Report Type
Upon initiating the creation of a new report, the modal which pops up will have two pre-populated report types which you can choose from:
- User activity reports contain data about users' logins, database accesses, document views, document reviews, and more.
- All Npcases Report includes a current list of projects, databases, active data, associated users, and whether they active or archived.
Additionally, if you work with our Engagement team on a Custom Report, we can subsequently add that report as an option in your Custom Reports tab so it can be generated by you and your team as needed.
Define the Settings for your Custom Report
Once you have selected your report type, input the details for your report (e.g. report name) and define your settings for the specific data which should be reported.
User Activity Report
The following report details are required:
- Database IDs (Required): Enter the database ID(s) which you would like to include in your report. A list of databases in your account which are available for reporting can be found in the drop-down.
- Date Range (Required): Enter the start and ending dates for your report.
- User Emails (Required): Enter the email address of the user(s) which you would like to include in your report. A list of users in your account which are available for reporting can be found in the drop-down.
- Report Name (Required): Enter a name for your report. We recommend a descriptive name which will allow you to distinguish the varying reports in your account once generated.
- Report User Activity Per (Required): The amount of time to include data for in each row of the report.
- Day means each row will have one day of data.
- Week means each row will have one week of data.
- Month means each row will have one month of data.
- All-time will combine all data in the start-to-end date range into one row per user, per database.
The following Columns settings are optional and outline what information is reported for the required details you defined above:
- Date Range: As defined in above required details.
- Account ID: Associated Account ID for reported information.
- Account Name: Associated Account Name for reported information.
- Database ID: Associated Database ID for reported information.
- Database Name: Associated Database Name for reported information.
- User ID: Associated User ID for reported information.
- User Name: Associated User Name for reported information.
- User Email: Associated User Email for reported information.
- First Login: Tracks the first login of the day, but might be after other activity (e.g. from the night before, after midnight UTC).
- Last Login: Tracks the last login of the day, but other activity associated with that login may fall on the next day (e.g login at 11:30pm and work until 2am).
- First Database Access: Tracks the first time the user navigates or is redirected to a database through the app during the date range.
- Last Database Access: Tracks the last time the user navigates or is redirected to a database through the app during the date range.
- First Activity: Tracks the first moment of Nextpoint activity by the user, but is not specific to any one database. They also might be from different sessions, so the time between them may be greater than the hours logged for that day.
- Last Activity: Tracks the last moment of Nextpoint activity by the user, but is not specific to any one database. First and Last activity might be from different sessions, so the time between them may be greater than the hours logged for that day.
- Total Activity (Hours): The combined time, in hours, of all user activity within Nextpoint within the date range for this row. This calculation considers gaps between sessions, so the number may be lower than the time difference between First Activity and Last Activity for this row.
- Documents Viewed: Total count of documents viewed (within the specified database and date range).
- Documents Reviewed: Total count of documents in which relevancy and/or privilege coding was updated (within the specified database and date range).
- Pages Reviewed: Total count of pages in which relevancy and/or privilege coding was updated (within the specified database and date range).
- Document Review Rate (Per Hour): Calculated by Documents Reviewed count / Total activity time (documents per hour), to two decimal places.
- Page Review Rate (Per Hour): Calculated by Pages Reviewed count / Total activity time (pages per hour), to two decimal places.
- Time Per Document Review (Minutes): Calculated by 60 / Document Review Rate (minutes per document), to two decimal places.
- Time Per Page Review (Minutes): Calculated by 60 / Page Review Rate (minutes per page), to two decimal places.
All Npcases Report
The following settings are optional and outline what information is reported for your account:
- Report Name: Enter a name for your report. We recommend a descriptive name which will allow you to distinguish the varying reports in your account once generated.
- Project Name: when selected, report will include a list of Project Names in your account.
- Database Name: when selected, report will include a list of Database Names in your account.
- Database ID: when selected, report will include a list of Database IDs in your account.
- Active Database Size (GB): when selected, report will include a total for all data in your account. Future iterations will include active data size per database.
- Last Access: when selected, report will include date and time a database was accessed.
- Users: when selected, report will include a count of all users in your account who have access to a particular database. Includes users which don't have your firm's email domain.
- Internal Users: when selected, report will include a count of all users in your account with your firm's email domain who have access to a particular database.
- Status: when selected, report will include a status indicating if a database is Active or Archived.
Generate & QC Your Report
Lastly, it's time to generate your report, making sure you review/QC prior to sharing with other individuals within your firm.
Click Generate Report at the bottom of the Create Report modal.
The report will start processing immediately and you will be notified via email upon completion.
To download and view your completed report, use the link in the aforementioned email OR navigate back to your Account Dashboard and download the report(s) via the Custom Reports tab > download icon 
.
We recommend viewing the reported information prior to sharing with others within your firm.
If you need to delete a report, simply click the three dot ellipses next to the download icon and select Delete.
Miscellaneous Notes on User Activity Report
- All dates/times are in the UTC time zone.
- Data for each day ranges from midnight of the Date column day to midnight of the next day.
- First/Last/Total Activity are app-wide metrics. They are tracked for each user across all of Nextpoint, and can’t be filtered by database, project, or account.