This week, we released our fourth and final installment of the improved import experience in Nextpoint. Over the past several months, we have taken time to listen to our users’ experiences and feedback as they put the load file mapper and overlay functionality to work. From that feedback, we further refined the user experience to make importing client data and produced data simpler and faster than ever before.
Outlined below are the updates incorporated in this final installment.
More flexible load file location when importing produced data
Returned the ability to dedupe by “Content Hash Only” for those times when you need to be extremely conservative with deduplication
Enabled proper handling of imports with apostrophes in the File Room path
Load File Mapper Enhancements
Smarter load file mapping with auto-mapping for closely matched fields in mapper and improved image mapping suggestions
Dynamic removal of duplicative Bates start and Bates end rows from mapper when used for image mapping
Removed image_file from destination field list in order to reduce attempts to use conflicting image mapping fields (still available for image mapping)
Added a user confirmation to the “Back” button when working in load file mapper to avoid unintentional loss of mapping settings
Informational UI Updates
Added import timings back to import batch list via DATA > Import
Expanded reporting for load file formatting errors, specifically when there is an encoding issue
On Monday, January 18, we will be rolling out the much anticipated second installment of our enhancements to the Nextpoint import experience with the introduction of a load file mapper for produced data imports.
This update (phase 2 of 3) makes it simple to take any DAT or CSV load file received alongside a produced data set, select it for your import, and subsequently match the load file source fields to the appropriate destination fields in your database. If the desired destination database field isn’t available, you can also create new fields ‘on the fly’, all while in the load file mapper interface.
Smarter Load File Recognition
Over the course of the past several months, we have spoken with our users in hopes of gaining a deeper understanding of the complexities you face when importing. In doing so, one of the immediate realizations we had was the need to eliminate the extra steps required to convert load files from DAT to CSV when importing produced data.
With this release, you can now upload a .DAT or .CSV load file with your produced data set, named to your liking. Once in Step 2 (Import Data Settings) of the guided import workflow, Nextpoint will recognize any load file in the root of your production folder, and will suggest such for use during import. If there are multiple load files in your production data set, you will be provided the opportunity to select a different load file. Once confirmed, Nextpoint will read your selected load file for field mapping in Step 3 of the import workflow.
Note: With this initial release of phase 2, the load file will still need to be located in the root path of your production data set, but in forthcoming updates, you will be able to leave the load file in the DATA folder.
Field Mapping Made Easy
The perfect way to kick off the New Year is with a much anticipated addition to the Nextpoint import experience – the load file mapper.
Over time, it has become very apparent that load files are all a little bit different, require jumping around between different applications to get fields appropriately named for import, and can be down-right complicated. Knowing this, we set out to simplify the process of taking a load file received from a producing party and mapping the data to fields within your Nextpoint database. The obvious solution was a mapper which reads your DAT or CSV load file, lists the fields contained within, and allows you to select the Nextpoint database fields to which the data should be mapped during import. Additionally, we included validation points aimed to improve import success rates and identify potential issues sooner rather than later.
To get started using the load file mapper, first make sure you have selected a production data set in Step 1 of the guided import workflow and verified your Import Data Settings in Step 2. Once in Step 3, you will see verification of your import data settings at the top of your screen, and the field mapping interface below.
There are four key elements to the field mapping interface:
A. Field from your load file: A list of the fields contained in the header row of your selected load file.
B. Destination field: The database field to which corresponding load file field data will be mapped. Nextpoint will attempt to auto map exact matches, but you can also edit recommendations or create a new destination field within the field drop-down.
C. Load file preview: Preview the first 3 rows of data for each load file field for added assurance you are mapping to the appropriate destination field.
D. Field status: Confirmation if load file field has been successfully mapped to destination field or if additional user action is required prior to import.
Setting the Stage for What is Next
We are beyond thrilled to release this to our user community and look forward to hearing your feedback as you start to import!
On Monday, November 23, we’re excited to roll out significant enhancements to the Nextpoint import experience in all databases. This update (phase 1 of 3) makes it easy to kick off an import from your File Room, and subsequent import steps are simpler and more streamlined. We built in a new guided workflow and recommended import settings aligned with the type of data you’re importing.
We understand evaluating and importing data can be a complex process. From that understanding and listening to our users’ needs for simpler importing, we developed a guided import experience which will ensure users can navigate the process with greater clarity and ease.
To get started on the guided import, you can now initiate an import directly from your Nextpoint File Room. To begin, click the blue ‘Import’ button next to any folder in the File Room, or check boxes next to individual files and click ‘Import Selected’. If initiating your import from the File Room, Nextpoint will recognize the type of data you selected, whether it be a single mailbox, loose files, or produced data with a load file.
If you prefer to initiate your imports via the DATA > Imports tabs, you can continue to do so. The difference you will notice in starting from this location will be the added Data Type selection in Step 1. After making this selection, you will meet the Import from File Room sequence at Step 2, Import Data Settings.
Smarter Import Settings
Once you have selected your data from the File Room and the data type has been selected, the next step of the guided workflow is to evaluate your Import Data Settings in Step 2.
Several key findings from speaking with our users revolved around the complexities Deduplication and DeNIST add to an already complex topic of importing. We wanted to ensure Nextpoint worked smarter for users, and thus, we added pre-set recommendations for Deduplication and DeNIST settings based on which type of data is detected from the File Room (or selected in Step 1).
In addition to these smarter import settings, we moved the Deduplication and DeNIST settings out of a separate Settings tab location and into the import workflow, making all applicable settings for imports accessible to you when they are needed.
The full list of Import Data Settings includes:
Confirm Type of Import
Selected files for import
Name your import batch
Select Custodian to assign on Import
Select a Folder to which the files should be added upon import
Deduplication and DeNIST settings
Setting the Stage for What is Next
While we are excited for the immediate improvements you will recognize from the guided import and smarter import settings of phase 1 of this project, we are looking forward to the impact phases 2 & 3 will make on your experience. All changes encompassed in this first phase are the initial steps to launching load file mapping (phase 2) and metadata overlays (phase 3) in the coming months. Stay tuned for updates as we kick off 2021!
To learn everything about these new functionalities and how to maximize its potential, check out our Nextpoint Help Center article on How to Import.
On August 25th, we will release our third and final phase of enhancements to Nextpoint Folders in both Document Review and Trial Prep databases.
Earlier this year we introduced new Folder Management and Folder Insights functionality. After taking input from user groups, users will now see the complete enhanced design with the release of our new Folder Categories functionality.
Taking Case Organization to the Next Level
Folder Categories provide users the opportunity to organize folders of similar type and create one layer of ‘subfolders’. Unlike the traditional subfolders you may find on your computer desktop, categories can be applied to more than one folder. This flexibility in navigation gives Admins and reviewers alike easier and more efficient access to relevant folders when they are needed.
To get started adding Categories to your case organization, simply click the green “Create Category” button from the folder list in any Review or Prep database. Follow the prompts in the pop-up modal to set the Category Name, and select to which folders the Category should be applied. Click “Create” to finalize the setup, and your Category and associated folders will be immediately available in the Category sidebar on the left.
Please note, in order to apply a Category to a Folder, the folder must already be created. If your folder is not yet set up, you will be provided the opportunity to apply Categories when creating a folder as well.
Picking Your Favorites
Every Review and Prep database is equipped with two preset Categories: ‘All Folders’ and ‘Favorites’.
While All Folders has always been an existing interface view, the addition of Favorites makes it simple for each individual user to manage their most accessed or top of mind folders in one location. Favorites are unique to each user and available for all access levels.
To get started organizing your favorite folders, simply navigate to your folder list (All Folders or any custom category) and toggle the star icon to yellow. To remove a folder from your favorites, toggle the star icon again. Doing so will remove it from your Favorites list but the folder will remain in “All Folders” and any other associated custom categories.
Managing Your Assignments
In Review databases only, there is an additional ‘Assigned to Me’ preset category in the Category sidebar which maintains folders assigned to the particular user.
‘Assigned to Me’ is available for all user access levels, and will be the default category selection for any user with Reviewer access. This instant access gives reviewers a clear and comprehensive view of their review assignments and responsibilities.
In addition to this new preset category, the Assign and Checkout columns have been updated in all Review databases to more quickly display a full list of assignees on hover.
To learn everything about these new functionalities and how to maximize its potential, check out our Nextpoint Help Center articles on Folder Categories and Favorite Folders.
Additional Metrics now available in Nextpoint Analytics
You will now find all default and custom field metrics available to add to the ‘widgets’ section of your Analytics dashboard. Adding your own custom metrics can provide more insight into the unique facets of your data universe. You can further refine the Analytics page—and your metrics—by using the search box in the upper right of the dashboard.
To see the new metrics available, and add immediate insights to your review, simply navigate to the Analytics tab in any Nextpoint Review database, click the plus (+) sign on the available metrics square, and select your metric.
In addition to the expanded Analytic metrics, we are pleased to introduce more flexibility in searching with the addition of the search_fields syntax. The addition of such allows users to search across metadata and coding fields, excluding document text hits in the results.
What our users are saying:
“Oftentimes, in our Toxic Tort, Construction, Product Liability and Personal Injury matters, we will obtain old scanned paper documents for which OCR can be unreliable. These document types can include, but are not limited to, historical documents, blueprints and schematics, and medical records.
Due to the nature of our case data and coding needs, in some databases, 80-90% of our database fields are custom, and include manually entered values. Over the years, as users annotate and code the documents, the selection of fields for a particular type of coding entry can become inconsistent, and we end up on the hunt for something very specific in a vast sea of fields.
For example, a company name might have been entered in the Reviewer Notes field of Document A, in the Location field of Document B, and in the Document Description of Exhibit C. Multiply this by many more fields with search variations (e.g AND, OR, wildcards), and you can imagine how extensive our searches could get.
The addition of search_fields in Nextpoint has already saved us an immense amount of time in constructing searches, and we have noticed our search results are much more focused and relevant to what we were actually looking to find.”— Amy Koski, Foley & Mansfield