Many of our customers want to upload large data sets themselves, but are often intimidated by the intense volume of metadata, varieties of file type, and the general unexpected that’s innate in any sizable litigation database.
If you are one of these users, you may not know how to use a load file… or perhaps even what one is. We’re here to explain how you can create one yourself, and show you how a well-made load file can be a lifesaver.
Load File Basics
Basically, a load file tells the Cloud processors what documents to look for, where they are located, and allows for the import of all metadata. The column headers should reflect each piece of coding information and each of the rows represent an individual document.
Build your load file in Excel, then ‘save as’ a .csv file. Rename your .csv load file to nextpoint_load_file.csv. You can download a sample .csv load file from the support site link at the bottom of this page. You can delete any headers you don’t need and add as many as you’d like.
Looking at the screen capture below, you can see the basic properties of a load file.
Image_file is the name of the document,
Image_dir is the location of the files on your computer.
Author, recipient, and document_date represent coding information that needs to be imported.
Setting Document Boundaries
If your documents are comprised of single page images and you need to set document boundaries, include fields for image_range_start and image_range_end in order to specify a range of pages for each document (see image below, no need to include the file extension).
Setting Bates Numbers
If these pages also correspond with the desired bates number, you should include columns for bates_start and bates_end so that the pages will be coded with the correct bates numbers at the outset. It’s much easier to apply bates numbers during upload, if you have them (see image below).
Providing Accurate Field Names
If you already have a load file but the headers don’t conform to the field names in Nextpoint, you can;
1) change the names in the header row to match the fields in Nextpoint, or,
2) create a ‘.map file’. A map file is a cross reference file.
It tells the Cloud processors to take the data from a particular column and to populate a specific field in Nextpoint, regardless of the header name.
You can create this file in a simple text editor like TextPad, Notepad, or TextEdit, and it should be saved with the name “fields.map” in the same folder where your load file resides. (see images below for an example of a load file and its appropriate map file for import).
You can also review this content on our support site under the topic “Building a Load File”, and “Building a Map File“