Workflows and How-To
- How to Set Up a Discovery Sandbox
- How to work with Bulk Actions
- Managing User Access from your Account Dashboard
- How to Create Projects and Databases
- How to Access Different Nextpoint Databases
- How to Convert a DAT Load File to a CSV
- How to Add Notes to your Folders
- How to Apply Redactions and Highlights
- Upload multiple files to File Room, Import and Folder Documents
- Create an Endorsement (Bates) Template
The steps below will walk you through the process of setting up a Discovery Sandbox within Nextpoint:
Import the Lay files in two groups:
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- In your file room, click into the “Lay Files” folder in the file room and click the blue import button next to the “Documents” folder. The import type should show as “Multiple Files”. Name the batch “Lay Documents”, create and add “Lay, Kenneth” as the custodian of this set, and create and add these documents into a folder called “Lay Documents”. Click “Import”.
- In your file room, click into the “Lay Files” folder in the file room and click the blue import button next to the “Emails” folder. Th
- import type should show as “Multiple Files”. Name the batch “Lay Emails”, add “Lay, Kenneth” as the custodian of this set, and create and add these documents into a folder called “Lay Emails”. Click “Import”.
Import the Stokley and Richey mailboxes:
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- Navigate to the “Mailboxes” folder in the file room and click on the checkbox next to the chris_stokley_000_1_1.pst file. Then click on the “Import Selected” button that appears in the bar above your file list. The import type should show as a “Single Mailbox”. Name the import “Stokley Mailbox”, create and add “Stokely, Chris” as the custodian, and create and add the documents to a purple folder called “Stokley Mailbox”. Then click “Import”.
- Navigate to the “Mailboxes” folder in the file room and click on the checkbox next to the cooper_richey_000_1_1.pst file. Then click on the “Import Selected” button that appears in the bar above your file list. The import type should show as a “Single Mailbox”. Name the import “Richey Mailbox”, create and add “Richey, Cooper” as the custodian, and create and add the documents to a purple folder called “Richey Mailbox”. Then click “Import”.
- Navigate to the “Mailboxes” folder in the file room and click on the checkbox next to the steven_harris_update.pst file. Then click on the “Import Selected” button that appears in the bar above your file list. The import type should show as a “Single Mailbox”. Name the import “Harris Mailbox”, create and add “Harris, Steven” as the custodian, and create and add the documents to a purple folder called “Harris Mailbox”. Then click “Import”.
- In the review tab, click on the “Create Category” button to create a category called “Mailboxes” and add the folders “Harris Mailbox”, “Richey Mailbox”, and “Stokley Mailbox”.
- Go to settings and scroll to the “grid view column templates” section. Click “Create New” and name the new template “Paths”. Drag the pills for “file path”, “mailbox path”, and “bates number” from the left list to the right list after the “document date” field, and click the “Save Template” button.
- Also in settings - navigate to the Coding tab and create a new responsive issue “Fraud”. Make the issue yellow.
- Save the search:
Lay AND Kenneth AND (fraud OR misle*)
As “Lay wrongdoing”
Mark all docs that hit on the search as Responsive with the responsive issue “Fraud” and include full families - Save the search:
((recipients:Stokley AND email_author:Busby) OR (email_author:Stokley AND recipients:Busby)) AND document_date:[8/1/2001 8/31/2001]
As “August emails between Stokley and Busby”
Mark all docs that hit on the search as Responsive (with no issues) and include full families - Search for
attorney AND (subpoena OR CAISO)
Save the search as “Priv Screen”
Mark all of these documents as Privileged - Attorney Client and include full families.
- Mouse over the “Privilege” bar next to the “Stokey Mailbox” folder and click to pull up the privileged documents from that folder.
- Click on the spreadsheet (the only file with the green “X” icon” called “ISO Meeting schedule revised.xls”.
- Click on the image markups icon and select the “Redact/Hightlight” option.
- Select redact, and leave all of the settings at their defaults. Then draw a box over the text “Passcode: ISO BOARD” in the top right corner of the first page.
- Type “Redacted Passcode” in the Notes box.
- Then hit “Redact”. Click “Return to Document View”, change the privilege coding field to “Not Privileged” and save the document coding.
- In the Lay Documents folder, switch to the “Paths” gridview and filter to isolate only the files in the “Acquisitions-Mergers” folder.
- Bulk code these documents as Responsive - Not Privileged, and put them into a blue folder called “ENRON-ABC Production 01”. Include email families and put the documents in date and family order.
- Create an endorsement template (Settings > Export/Exchange) named Enron-ABC with the prefix “ENR-ABC_” and the starting number 0000001. Leave the image exceptions and all other settings at their default values and save the template.
- Click on the 3 dots next to the “ENRON-ABC Production 01” folder and select the “Number and Endorse” option. Use the Enron-ABC endorsement template starting at 1.
- Once you get the email confirming that the set has successfully been endorsed, click on the 3 dots again to export the data.
- Name the export “ENRON-ABC Production 01” and use the Production template to run the export.
- Create a new category called “Productions” and add your “ENRON-ABC Production 01” folder to it.
- Click into the “ENRON-ABC Production 01” folder and ensure you are in your “Path” grid view.
- Click on the “Bates Number” header once to ensure that the Bates numbers appear in order.
- Check the first Bates number listed in the column (it should be ENR-ABC_0000001)
- Click the 3 dots next to the “ENRON-ABC Production 01” folder and select the “Add note” option. ENR-ABC_0000001 - ENR-ABC_0000020
How to Set Up a Discovery Sandbox
Want to read more on Bulk Actions? Click here >
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How to work with Bulk Actions
User Management for Dashboard Administrators
Nextpoint is pleased to offer User Management, available to All-Access Dashboard Admins in the Account Dashboard. From here, Dashboard Admins can now effectively view and manage all users in their firm's Nextpoint account.
User Management functionality includes the following:
- View all users in the firm's account and their associated details
- View all databases accessible to a particular user and their last access time
- Revoke a user's access for an individual database(s)
- Revoke a user's access for all databases
- Edit a user's database access level*
- Grant access for an individual database(s)
- Add a new account user, grant database access, and set access level*
*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.
For additional details on the User Management functionality, view our comprehensive topic here >
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Managing User Access from your Account Dashboard
Interested in more video tutorials? Check out our Video Gallery here.
How to Create Projects and Databases
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How to Access Different Nextpoint Databases
The first step for any ranged image import is to take the enclosed .DAT load file and convert it to a .CSV format. This ensures the load file is in a format which Nextpoint can accept and properly process.
Check out the video below for a step-by-step on how you can accomplish the conversion:
Troubleshooting: "My find-replace is not working correctly."
Some clients have had trouble in the past with certain characters being unexplainably replaced during this process, thus altering the desired results of their ending CSV (e.g. inserting the double quote "" unexplainable replaces the character sequence of "th" ). If you notice nuances in your resulting CSV, some users have found Sublime Text to be a helpful text editor alternative.
Definitions to help along the way:
Produced Data / Ranged Image Import: Single-page tiff/jpg image files named by their Bates number, together with document-level text files, any included natives, and document breaks/metadata contained in a load file.
Load File: A load file is used to import images, coding or metadata about a document (e.g., To, From, CC, BCC, and Subject fields within an email) into your Nextpoint database. It sets out links between the documents in your database and the document image files to which each record pertains. This is a critical deliverable for your ranged image imports because, without a correctly structured load file, documents will not properly link to their respective database records.
Additional Resources
Have further questions on produced data imports? Talk to our experts by contacting your Account Director or support@nextpoint.com.
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How to Convert a DAT Load File to a CSV
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How to Add Notes to your Folders
Where is the redaction tool located?
When viewing the document itself, click on the Markup tool in the Viewer Tools section to open the redaction interface.
Applying redactions
To add a redaction, position the cursor on the document, click and drag. Once the redaction box is created, simply click the Redact button and add your redaction reason, style, and optional note. You can add multiple redaction boxes to one document by simply clicking and dragging again.
The page will be reprocessed to place the redaction boxes, which will display the Redaction Reason. To learn how to create Redaction Reasons, click here.
Viewing redactions
Once you have highlighted or redacted your document, quickly find all highlights and redactions for that particular document listed by corresponding page in the "Image Markups & Page Notes" section of the sidebar.
You can also toggle your markups on/off via the toggle markups icon in your document Viewer Tools.
Removing redactions
If redactions or highlights need to be removed, you have two options:
1. On the right side of the screen you can expand the Annotations section. From here you can choose to remove all redactions, or remove individual redactions by selecting the minus sign next to it.
2. Select the clock icon on the top left. This will open the document history where you can view redactions, as well as any other changes made to the document. From here you can select Remove All Redactions, or select the minus sign to remove redactions individually:
Please note, you will have the opportunity to provide a reason for removing the redactions (e.g. changes need to be made, etc...).
What happens to redacted text?
Once a redaction markup has been applied, anytime that document is exported, the redaction will be in place on the image and the underlying redacted search text removed from any provided text files.
If you are providing a metadata load file with your export, it is recommended you review your export closely for any redacted fields such as author, recipient, email subject, etc. If those fields have been redacted on the images/text, they will need to be manually removed from your metadata load file.
Return to Litigation Workflow
Return to Discovery Workflow
How to Apply Redactions and Highlights
~11 min watch time
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Upload multiple files to File Room, Import and Folder Documents
* This functionality is available for Advanced users only. If you are unable to create an Endorsement Template, contact an Advanced user on your team.
Create reusable templates for endorsing or Bates stamping images. Accessed from SETTINGS > Export/Exchange tab.
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
Need more details on creating your Endorsement Template? Click here.
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