Workflows and How-To
- How to work with Bulk Actions
- Managing User Access from your Account Dashboard
- How to Customize Your Grid View
- How to Create Projects and Databases
- How to Access Different Nextpoint Databases
- How to Add Users to your Database
- 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
- Using Nextpoint Exchange
Want to read more on Bulk Actions? Click here >
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 >
Managing User Access from your Account Dashboard
How to Customize Your Grid View
How to Create Projects and Databases
How to Access Different Nextpoint Databases
* 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. In Litigation, 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.
- Click "Add with Invite".
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.
How to Add Users to your Database
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.
How to Convert a DAT Load File to a CSV
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
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.
Create an Endorsement (Bates) Template
Exchange is an exclusive, highly-secure process that lets users create a new database instance, or copy of a collection of evidence with internet speed and zero cost. To exchange, simply select the chosen set of evidence to copy, set the destination, configure your load file and metadata specifications, and initiate the outgoing exchange.
Watch our tutorial below (<8 min watch time):
Read more on the exchange workflow here.