NEW SOFTWARE RELEASES
2021

Custom Reports, Zoom on Image Markups, and more

Custom Reports

Recently, Nextpoint introduced the Custom Reports tab to all Nextpoint Account Dashboards. Here, Dashboard Administrators can generate User Activity Reports and a listing of Databases in your account. Additionally, if you work with our Engagement team on a custom report, we can subsequently add that report as an option in your Custom Reports tab so it can be generated by you and your team as needed.

To create your first report, navigate to your Account Dashboard and select the Custom Reports tab. Then, click the green Create Report button, select your report type and settings, and you are set.

Need access to Custom Reports in your Account? Contact your Client Success Director for further information on subscription plans which include access to your Account Dashboard.

Zoom on Image Markups

Have you ever found yourself trying to redact or highlight a document with fine print? Nextpoint has taken some of the strain off your eyes by providing the ability to zoom on image markups. To get started, simply click the “Toggle Zoom” at the top right of your document and hover of the document for improved visibility.

Master, Dupe, and All Custodians

The term “custodian” is defined as “persons having administrative control of a document or electronic file”. Now, when Custodians are applied during import, via bulk action, or at the document-level, Nextpoint will maintain which custodian is the Master Custodian and which custodians are Dupe Custodians. Master Custodian is the first custodian assigned to a document while Dupe (or duplicate) Custodians are those assigned when the same document is deduplicated during processing. The Master and Dupe Custodians combined equal what we refer to as All Custodians.

Upon export, you can include Master Custodian, Dupe Custodians, and (all) Custodians in your metadata load file template.

Hyperlinked Import Batch Counts

In an ongoing effort to provide greater insight into your import results, we added the Current Document Count section in your Batch Details page(s). Here, we provide the current counts for documents unique to a batch, documents which are duplicates of documents in other batches in the database, and the total number documents in the batch. The Unique count may be helpful in identifying which documents you have not yet reviewed and should be placed in a folder. On the other hand, the Duplicates count will provide added insight as to which documents you have already reviewed, or perhaps which documents you want to make sure you do not delete in the event you need to reimport a particular batch.

The Current Document Counts are dynamic and will update as additional documents are added or removed in your database.

Questions? Feedback? Please contact our team at support@nextpoint.com.

Searchable Folder Categories, Transcript Enhancements and Processing Updates

Well, it’s that time of year again – Nextpoint has made our terrific product even better. Thanks in large part to your feedback and suggestions, our team has made a number of improvements to the functionality and workflow of our software. Take a look!

Searchable Folder Categories

Folder Categories, which were first released in Fall 2020, are now searchable in your Nextpoint Discovery and Litigation databases. We introduced this functionality in an effort to provide efficiency gains to our user community when navigating multiple folders grouped in a category.

Now, when you are logged in to any Discovery or Litigation database, you can utilize the search syntax category:”category name” to return all documents associated with a particular category via their folder assignment. Searching for a particular category will translate on the back-end as an OR search across all folders within that category.

For example, searching for Category:”Productions” will return all documents within the folders associated with the Productions category, and the back-end syntax will translate as (folder:”prod1″ OR folder:”prod2″ OR folder:”prod3″).

To get started searching for documents associated with a particular Folder Category, you can use our auto-suggest functionality. Simply start typing category:” in the search bar, and all category options will be listed. Each category header is also hyperlinked at the top of your folder list and available for selection in Advanced Search.

For further information on searching, the Nextpoint Search Guide has been updated to reflect this new search syntax option.

Transcript Enhancements

Downloading original transcript files is easier than ever with readily accessible download icon links from any list in Deponents and Proceedings, and also within individual transcripts. Plus improved visibility into your transcript designation notes with the expansion of the text input box.

Read more on working with transcripts here >>

Processing Updates

The option to “Disable Child Processing” is now available for any Manual Import. This can be crucial when importing a native production or preprocessed data in order to ensure attachments which have already been extracted are not extracted a second time during processing.

Read more on Disable Child Processing in Step 6 of the Manual Import workflow here >>

Lastly, we made a couple of updates to deduplication logic to ensure context outside of MD5 and Email Message ID is more straightforward. We also removed load file generation for loose file imports in an effort to reduce confusion when importing native client data.

Read more on Import Data Settings and deduplication here >>

Questions? Feedback? Please contact our team at support@nextpoint.com.

Continued Import Improvements

We kicked off 2020 with a new guided import workflow in order to make it easy to initiate an import from your File Room, and to streamline next steps. In the spring, we followed navigation enhancements with a simple to use load file mapper for produced data imports and a new overlay import type.

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.

Workflow Improvements
  • 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

Questions? Feedback? Please contact our team at support@nextpoint.com.

To learn more on importing produced data with a load file, check out our Nextpoint Help Center article on the Load File Imports.

Load File Mapper Makes Importing Data Even Easier

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!

Questions? Feedback? Please contact our team at support@nextpoint.com.

To learn everything about these new functionalities and how to maximize its potential, check out our Nextpoint Help Center article on the Guided Import Workflow.

Improved Import Experience

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. 

Streamlined Navigation

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.