Nextpoint File Room
- Request Files from your Nextpoint File Room
- Cloud Storage Integration
- Uploading with the Amazon s3 Command Line Interface (CLI)
- Finding My AWS s3 Credentials
- How to Unzip Files in your File Room
- File Room: What is it & how do I use it?
- File Room & Import Best Practices Checklist
- Using Transmit on OSX to Transfer Files to your Nextpoint File Room
- Using CloudBerry on Windows to Transfer Files to Your Nextpoint File Room
In any Nextpoint database, you can securely Request Files from any third party (clients, counsel, etc...) from your database File Room. It is a simple process in which you ("requestor") request files from a specified third-party, the "recipient" of that request receives a secure link to upload their respective files, and then you can access the uploaded files right away.
Take a closer look below at the three easy steps to request, upload, and access third-party files in your Nextpoint File Room.
Requesting Files from your File Room
- Navigate to DATA File Room Request Files.
- Click "Request Files", and you will be prompted to enter the recipient's Name, recipient's Email Address, the Folder Name to be created (for the recipient's upload), and any enclosure message.
- Click "Request Files" to finalize your request.
The recipient will receive an email from Nextpoint indicating you initiated a request for them to upload files. When requesting files from an individual who is not a user in your Nextpoint database, you (as the requestor) will be CC'd on the recipients email as to ensure receipt.Note:
The named folder is created when the request is made and the recipient will be redirected to the specific upload location
Once the request has been sent, the recipient's upload link will expire in 5 days
Uploading Files as a Request Recipient
- When the requestor finalizes the "Request Files" above, you will receive an email from Nextpoint stating the particular requestor has provided access to upload files.
- Click the orange "Upload Files" button in the email verify your email address click "Upload Files".
- You will be brought to a secure File Room location in which you will only be able to see files you have uploaded.
Note:
Recipients will only be able to see files they have uploaded and do not have access to any other existing data in the File Room.
- Simply drag and drop your files to the designated space in the File Room or click "Upload Files" and navigate to the folder on your local drive which you would like to upload. The preferred format is an unzipped folder of files (vs. zipped) and/or pst or mbox file(s).
The recommended size for a single upload is 20GB. The maximum size for a single upload is 52GB.
We also highly recommend reviewing the File Room section of the File Room Best practices Checklist linked here prior to uploading any files to the File Room.
- Once your upload is complete, you can exit from the File Room location and the requestor will receive an email notification stating the files are being uploaded.
Accessing Files uploaded by Recipients
- Once the recipient has uploaded files, the requestor will receive an email confirmation.
- Access uploaded files via DATA File Room folder created via the initial request.
FAQ: How do I request multiple upload batches to the same File Room folder?
If you are making supplemental upload requests to a third party and need those files uploaded to the same original folder from your first request, it is recommended you take the following steps:
- Before your first request for files, create a parent folder via "Create Folder" in your Nextpoint File Room.
- Navigate into your newly created folder within your File Room.
- Initiate your file request by clicking "Request Files" and create your first subfolder.
Each request is required to make a new folder to prevent data overflow. That is why the creation of said subfolders is necessary.
Request Files from your Nextpoint File Room
Nextpoint has the capability to directly connect your Dropbox account to your file room to ease the upload process and avoid risks of spoliation by minimizing data handling requirements. Here is how it works:
To upload files from your Dropbox account, first select the Dropbox icon.
Then you will need to click on the "Connect to Dropbox" button.
When connecting Nextpoint and Dropbox for the first time, you will be prompted to input your Dropbox credentials within a secure Dropbox window, rather than on Nextpoint's platform. This window is part of the Dropbox authentication process, ensuring that your login details are kept confidential and that only you can grant access to your Dropbox data. You may receive a warning message confirming that you trust Nextpoint as this is a new feature.
When you click the "Continue" button, you can add your Dropbox credentials or log in via a connected Google or Apple account.
You will also need to verify your account via two factor authentication to verify your credentials.
Once you have confirmed your login information, the folders in your Dropbox account will appear in the upload window in your file room.
Note
Only you will have access to your Dropbox even if there are other users within your database. Other users will not see or be able to access files from your Dropbox account that you do not upload to your file room.
Now that your account is connected, select the folder(s) and/or file(s) you want to upload to your file room. If you want to add the files/folders to a specific folder in your file room, navigate to that folder first. You can also create a new folder by clicking the green create button.
Once you are where you want the files to go in your file room, check the folder(s) or file(s) you want to upload and click the "Select #" button that indicates the number of files or folders you are uploading. Once you click that button, your upload will begin. The progress bar at the bottom of the upload window will indicate the upload's progress. When the upload is complete, your files should appear in your file room. Click the "Done" button on the bottom right corner of the upload window return to the original upload window.
How will Nextpoint maintain the file path of my data if I upload a nested folder?
When bringing in data from a nested location in a cloud storage location, Nextpoint will bring in the folder structure above that subfolder. No files but that contained in the uploaded subfolder will be added to your file room, but the folders above the nested folder will be recreated so that the file path will extract accurately.
If I have a shared premium/team Dropbox, what steps do I need to take to upload my data?
To add data from within a premium/team Dropbox account, you will either need to copy files into your personal folder for upload or share them with your personal folder in order to select them in the Nextpoint Dropbox window.
If part of my upload fails, what should I do?
If part of your upload fails, you can retry only the files that failed to upload by clicking on the orange "Retry" button on the bottom right of your upload window. This will avoid the need to upload the successfully added files to your file room again.
Are there limits to the number of files/folders I can upload at one time with Cloud Storage Integration?
Currently, there is a 15,000 file limit to Dropbox uploads, but we are actively working on increasing it.
There is also a known issue that affects searching within very large folders that contain a number of files and/or nested folders. In order to select all of the files/folders you may need to scroll down, wait for the set to load, scroll down again and wait for the set to load until you get to the end of the folder. This workaround should only be required temporarily.
Cloud Storage Integration
- Download and install the aws cli:
- Set AWS Credentials:
- Open a command prompt.
- Type in the command: “aws configure”
- Copy and past your Access Key ID. (This can be found in your database via the steps in this support article.)
- Copy and past your Secret Access Key ID. (This can be found in your database via the steps in this support article.)
- Hit the <Enter> key twice to leave the "Default Region Name" and "Default Output Format" fields empty.
- Open the folder in the “File Explorer” or other folder browser.
- Copy the address of the folder or drive you want to navigate to.
- Type “cd “ and paste in the path to the folder. Hit the <enter> key. If you are navigating to a drive that begins with a different letter than your command line begins with, type in the letter of the drive, a colon, and <enter> to “CD” to that drive (e.g. “D:”). You should now see the path to the folder followed by a “>”.
- Enter the aws s3 command:
-
Upload from Computer to the File Room:
aws s3 cp ./ s3://trialmanager-case-folders/case-100000001/"Name of File Room Folder"/ --recursive --no-follow-symlinks
-
Download from File Room to Computer:
aws s3 cp s3://trialmanager-case-folders/case-100000001/"Name of File Room Folder"/ ./ --recursive --no-follow-symlinks
-
Move from folder to folder within file room:
aws s3 mv s3://trialmanager-case-folders/case-100000001/"Name of Original File Room Folder"/ s3://trialmanager-case-folders/case-100000001/"Name of New File Room Folder"/ --recursive --no-follow-symlinks
- The components of an aws s3 script are as follows:
Note: You do not need to create folders/sub-folders in your database prior to running an s3 script. The script will create any folders referenced/required when you run it.
-
7. Hit the <Enter> Key. You should begin to see your task (e.g. copy, move...) scroll through for each file affected. Be sure to confirm your file counts after the task completes and your command line shows the folder path and the ">" symbol.
Uploading with the Amazon s3 Command Line Interface (CLI)
Your Nextpoint Database's File Room storage is actually housed in an Amazon s3 bucket, with unique and confidential keys that allow you to access it through other programs and platforms including the AWS CLI tool, Cloudberry, and Transmit. These keys can also be used to link your File Room to our Data Mining tool without needing to manually transfer all of your files.
To connect to your File Room's s3 location, you can find the access information under "Settings" (or in a Litigation database "More" > "Settings") > "Import" and in the "File Room" section.
In each new database your s3 credentials need to be set by Nextpoint's support team. Please reach out to support@nextpoint.com with your database ID and request that your s3 credentials are set.
From here, simply copy and paste your Access key id, Secret access key, and (if necessary) your File Room path to the tool you would like to link to your File Room. Please note that these credentials are highly sensitive. Anyone with access to them could access, copy, alter, or delete the data in your File Room without additional login information. Keep this information strictly confidential.
Finding My AWS s3 Credentials
Updated: Feb 1, 2022
Now, you can upload zipped files to your File Room for maximum upload speeds, and simply unzip them prior to importing into your database.
How to Unzip Files in your File Room
1 | Upload Files
First, navigate to your Nextpoint File Room.
- In Discovery databases, this can be found via DATA > File Room.
- In Litigation databases, this can be found via MORE > Data > File Room.
To upload zip files, you can simply drag and drop files from any local source location (desktop, shared drive, thumb drive, etc..) to the File Room. Upload one at a time or in multiples.
2 | Select File(s) for Unzipping
- Once your files have been uploaded to the File Room, select the files which you would like to unzip by checking the box next to each.
- You can select more than one file for unzipping so long at each file is 4GB or less. This is the current file size limit for unzipping capabilities.
- Click Unzip Selected at the top of your file listing to initiate the unzipping process.
3 | Settings & Initiate Unzipping
Once you click Unzip Selected, you will be prompted to complete a couple of settings:
- Folder Settings: Select the folder location to which you would like the zip contents to be placed when unzipping is complete.
- Unzip to its own folder - Selecting this option will create a new folder in your File Room titled by the name of the zip, less the file extension. For example, ABC_Prod002.zip would be unzipped to a new folder in the File Room titled ABC_Prod002. If you select more than one file in the previous step, each zip will receive a folder.
- Unzip to an existing folder - Selecting this option will direct you to a secondary screen in the pop-up modal which lists all available folders which currently exist in the File Room. To make your selection, check the box next to the desired folder location and click the blue Select box at the bottom of the pop-up. Once selected, you will be returned to the previous window with the Unzip Settings.
- Zip Password: Additionally, you will have the opportunity to enter a password for the zip. If no password, leave blank.
- Click blue Unzip button.
Post-Unzip Statuses
Once the unzip process has been initiated, you will be presented with a few different icons based on the file's status:
In Progress: During the unzipping process, we will display the percentage complete. If you are working with a small file, you may not see this progress because it unzips so quickly.
Success: If an unzip is complete without issue, you will see this icon. Your files should now be available in your selected unzip location.
Error / Retry: If an error was encountered during processing, we will display the errored status in the File Room and also send you an email (see details below). If you hover over the icon, the cause for error will be displayed and you are also provided the opportunity to retry.
Common Unzip Errors & Solutions
When the unzipping process encounters an error, you will receive an email from mailer@nextpoint.com indicating the database information and reason for the error. Outlined below, are the various errors, supporting details, and tips for resolving:
General Error
Error: An unknown error occurred, causing the unzip process to fail. Please try again.
Solution: This error could be triggered by a network error during unzipping, or may be related to the size of your selected zip(s). We recommend first retrying the unzipping process. If not successful, please contact our support team at support@nextpoint.com.
Incorrect Password
Error: The password entered is incorrect. Please try again.
Solution: This error is triggered by an incorrect password. We recommend confirming the password spelling and capitalization, and that you attempt to retry the unzip process with said password. If you still return an error, it may be worth retrying the unzip process without a password. If the above steps are taken, and you still return an error, we recommend contacting the party who provided the .zip file to verify the password.
Missing Password
Error: A password is required, but was not provided. Please try again.
Solution: This error is triggered when a password is required, but not entered in the Unzip Settings. Please retry the unzipping process and input the required password. If you do not have a password, but receive an error that one is required, we recommend contacting the party who provided the .zip file to obtain that password.
Unsupported Encryption Method
Error: Unsupported encryption method. Please use a supported method or remove encryption before trying again.
Solution: This error is triggered when an unsupported encryption (password) method is utilized. The most common unsupported encryption is AES. To resolve, we recommend removing the password locally and re-uploading to your File Room. In the alternative, you can uncompress locally using the password, rezip the file without a password, and re-upload to your File Room.
Unsupported Compression Method
Error: Unsupported compression method. Please use a supported method and try again.
Solution: This error is triggered when an unsupported compression method was utilized to generate the zip file. The known unsupported compression types are: Legacy, Imploded, Deflate64, IBM Terse, BZIP2, LZMA, IBM z/OS CMPSC. To resolve, we recommend accessing the zip file on your local device, unzipping, and rezipping in a supported method.
To read more on how the File Room is structured and how to navigate the interface, click here >
To read more on the File Room Best Practices, click here >
How to Unzip Files in your File Room
What is File Room?
File Room is a secure ‘data-bank’ for storing all your confidential files. Your File Room comes with a built-in, high-speed, multi-file uploader to get data into Nextpoint quickly and efficiently.
Access your File Room from the DATA navigation tab. From there, just drag and drop or select multiple files, folders, or archives to be uploaded. Data storage is free with a Nextpoint subscription, so upload as much as you like.
You can then import files into a Discovery or Litigation database directly from your File Room.
- In Discovery databases, File Room is located via the DATA tab in your top navigation.
- In Litigation, File Room is located via MORE > Data in the top navigation.
DISCOVERY DATABASE
LITIGATION DATABASE
Easily create a folder to drag and drop files into the File Room, or simply drag and drop folders contained on your desktop, local drive, etc.. (tip: unzipped folders). Click into a folder in File Room to view its files or drag and drop a new folder or multiple files from your computer into the existing folder.
Folder/File Naming and Sort Order in File Room
The names of folders/files brought into your Nextpoint File Room are sorted alphabetically, not numerically. This means that folders/files ending in numbers may not be sorted as expected.
For example, the sorting rules will put a file named IMG_1000 after a file named IMG_100, instead of after the file IMG_999.
IMG_100 IMG_1000
.... IMG_999
If you would like those files sorted with IMG_1000 after IMG_999, then files should be named with leading zeros (IMG_0999).
To determine whether you are uploading to the correct folder, check the folder name in the breadcrumb navigation above the drag and drop box.
When you're ready to import your data into Discovery or Litigation from your file room, follow instructions here.
Click the checkboxes next to the file you would like to delete and click "Trash Files".
If you would like to delete all files in a folder, check the first file, and then you will be presented with the option to "Select: All".
Remove Folders from File Room
To remove a folder from the file room it first must be completely empty. When it is there will be a message that states: "Folder contains zero files. Add files to the folder using the upload tools above. Delete Folder." If you click on the phrase "Delete Folder" the folder will be removed from the file room.
If you have a number of sub-folders, manually deleting them all can be a time-consuming process. If you would like assistance, the Nextpoint data team can remove your folders from the file room with a short script. If you are interested in this service send an email to support@nextpoint.com with your database ID, the name of the folder(s) you want deleted and a message stating that you would like help deleting them from the file room.
Getting a "Invalid according to Policy: Policy expired" error on upload?
Please check the clock on your computer, if the time difference is greater than 5 minutes Amazon S3 will reject the upload. To remedy this, make sure your computer's system clock is synced with a time server.
For any other File Room errors, please contact support@nextpoint.com.
File Room: What is it & how do I use it?
File Room vs. Import
File Room is a secure ‘data-bank’ for organizing and storing all your confidential files. In order to search, review, and code your documents in Nextpoint, files must be imported into your database from the File Room.
Best Practices Checklist
Outlined below are recommended best practices to consider when uploading to the File Room and/or Importing to your Nextpoint database:
File Room
- We recommend using Google Chrome, Firefox, or Safari.
- Unzip any .zip files before uploading to File Room. Then upload the parent folder or Create a Folder in the File Room to which you drag and drop your files into.
- Ensure you have a good internet connection. We recommend Nextpoint be experienced at a minimum connection speed of 5 Mbps upload/download. If running slow, load http://www.speedtest.net/ and report the speed. If it is lower than the recommended 5 MBPS upload/download speeds, the slowness can be attributed to your network connection and you should contact your IT Department.
- The recommended maximum size for a single upload is 20GB.
- The maximum size for any single upload is 52GB.
- The names of folders/files brought into your Nextpoint File Room are sorted alphabetically, not numerically (e.g. A file named IMG_1000 will sort after a file named IMG_100, instead of after the file IMG_999. If you would like those files sorted with IMG_1000 after IMG_999, then files should be named with leading zeros >> IMG_0999.
- Be patient if you are uploading a lot of files. Along the same lines, check “Disable Session Expiration” on the login page before larger uploads to avoid Nextpoint signing you out after 30 minutes of inactivity.
- Check for any failed uploads, you can retry uploading them again.
- Make sure the file count in File Room matches the file count on your computer once the upload is complete. This information can be found in your File Room under the Size and File Count columns.
Import
- Set-up and/or confirm your Deduplication, DeNIST, and Attachment Index settings prior to import.
- If using a load file, set up any (custom) fields in load file mapper to ensure comprehensive field mapping.
- Import any .pst or .mbox files individually per batch.
- The recommended maximum size for a .pst or .mbox file is 20GB.
- If you have a date field(s) in your metadata load file, it is suggested they are formatted as YYYY-MM-DD HH:MM:SS in order to properly sort documents by date once imported.
- When possible, assign Custodian on import for loose file and mailbox file imports.
- Experienced users can expect to be able to get through 30 GB of imports over a 24 hour period.
- Once your import is complete, make sure to review your processing details, PST Processing, and Warnings tabs on your Batch Summary page.
Read more on uploading files to your File Room or requesting a third party upload files directly to your File Room.
File Room & Import Best Practices Checklist
Transmit is a tool that will make it easier for non-technical users to upload large data sets to their Nextpoint File Room. To learn more about your File Room, click here.
Installation
1. Download and install the Transmit for Amazon S3 client.
Setting Up Transmit
1. Open Transmit.
2. Choose "Amazon S3" from the tabs on top of the right hand side.
3. Fill in the "Connect to Amazon S3" form. All of these credentials can be found by going to SETTINGS > Import tab in Nextpoint. They will be displayed in the File Room section. If your credentials have not been set for this database, please reach out to support@nextpoint.com so that we can set them for you.
- Access Key ID
- Secret Access Key
- Initial Path (named File Room path in Nextpoint)
4. Click "Connect".
5. In the main menu, choose Transmit > Preferences.
- Select the Cloud tab.
- Select Default in the left pane and click the + (plus) symbol on the right-hand side.
- In the Name field, enter: x-amz-server-side-encryption
- Double-click on the Value field and enter: AES256
- Close the Preferences window.
6. You are now connected to your File Room and can begin transferring files by dragging them from the left side of the Transmit screen to your File Room on the right side.
Using Transmit on OSX to Transfer Files to your Nextpoint File Room
Cloudberry is a tool that will make it easier for non-technical users to upload large data sets to their Nextpoint File Room. To learn more about your File Room, click here.
Video How To
Installation
1. Download and install the CloudBerry for Amazon S3 client.
Setting Up CloudBerry
1. Open CloudBerry.
2. In the main menu choose "Tools" > "Options" and then select the "Copy/Move" tab.
3. Change the Permissions Inheritance dropdown to "Do not inherit".
4. Click "OK".
5. In the main menu choose "File > Amazon S3".
6. In the Account Registration window, select "Amazon S3" tab, and click "Add".
7. Fill in the "Add new Amazon S3 account" form. All of these credentials can be found by going to SETTINGS > Import tab in Nextpoint. They will be displayed in the File Room section.
- Display Name: Choose any name you like to help identify this account later
- Access Key (called Access Key id in Nextpoint)
- Secret Key (called Secret access key in Nextpoint)
- Check the "Use SSL" box
8. Click "OK".
9. Close the "Account Registration" window.
10. In the main menu choose "Tools" > "Options".
- Select the "Compression and Encryption" tab.
- Check the "Server Side Encryption (Amazon S3 only)" checkbox.
- Click Apply.
- Click "OK".
11. LEFT SIDE: Click the "My Computer" tab in the main interface.
12. RIGHT SIDE: If it’s not already selected, choose the account you created in step 7 from the "Source" drop down.
13. Change the value of the box that says "root" directly beneath the "Source" drop down to match the File Room path value found on your Import settings page in the Nextpoint application, and click Return.
- If desired, you can now make this new Account a favorite, by clicking the blank star icon in the root folder window. This will save you from having to enter the folder path during future visits.
14. You are now connected to your File Room and can begin transferring files.
Importing Your Documents into Nextpoint from Cloudberry
Once these files have been transferred in Cloudberry, they can be imported into Nextpoint by following the instructions below.
1. Select Import Files. (This will be in slightly different locations in Litigation and Discovery):
Litigation: DOCUMENTS > "Import Files"
Discovery: DATA > Import > "Import Files"
2. Click "Add File From File Room". For more information on using your File Room, click here.
3. Select the folder you would like to import, and click "Add selected file(s) to list". All of the files within the selected folder will be imported.
4. After the files appear on the right side, click "Finalize Selection".
5. When back to the main import screen, select "Import Files".
6. You will receive an email notification with the results. You may view the batch details by clicking Import/Export at the top of the landing page.