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Frequently Asked Questions
Tracking
Document Threads
- What is a document thread?
- Why am I being prompted on Save and Save As?
- Besides being prompted, how do I declare a new document thread?
- What is a document thread and how did my files become one?
- How do I remove a file from a document thread?
- How do I add a file to a document thread?
Classifications
- What is a classification?
- How do I classify a file?
- How do I reclassify files?
- Why am I being prompted to classify this file under a classification?
- What do I do if the classification is not listed or if my file should not be classified?
- How does a classification come into existence?
Using the Product
tracking
What is Tracking?
Tracking is the capability to monitor and provide information about files as they move through the organization. In the NextPage® Control environment, a document is automatically tracked during its lifecycle. The service detects every location to which copies are saved, copied, or sent - including hard drives, e-mail attachments, removable media, centralized servers, and even SharePoint if your organization has chosen to monitor files saved there..
In order to make sure your documents and their versions are correctly tracked, you should do the following:
Whenever you create a new file, the system will automatically track it as the start of a new document thread and ask you to classify it. You should classify all files per your organization’s document retention policy.
Whenever you create a new version, the NextPage service asks whether it is a version of the same document (the same document thread) or the start of a different document. Correctly answering this question is essential to tracking.
At times, you may need to reclassify a file manually. You can do so by accessing NextPage Control from the Windows Start menu.
All files in the same document thread are tied with a unique identifier known as NextPage's Digital Thread™ technology and are classified under the same classification. This tie simplifies the later process of retaining and destroying files as required by your firm’s policy.
What are my options for tracking and classifying folders?
If you have a folder that will contain files of a specific classification only, you should classify it. You can do so by right-clicking on the folder in Windows Explorer and choosing "Classify Folder...." You can also do this when you are prompted for classification of a file saved to that folder; select the checkbox at the bottom of the prompt that reads “Do this automatically for all files in this folder."
Note that classifying a folder will classify all files and subfolders.
document threads
What is a document Thread?
The term document thread refers collectively to all versions and copies of a given document.
When you create a new document, you start a new document thread and are prompted to classify. All subsequent copies and versions of that document are part of the same document thread and are classified to the same classification.
For example, if you save the first draft of a proposal letter, edit and save a second draft under a different name, and e-mail it to a colleague for further editing, the document thread includes:
- the first draft on your machine
- the second draft on your machine
- the attachment in your Sent Items
- the attachment in your colleague’s Inbox
- any drafts saved on your colleague’s machine
You can view your document threads with the NextPage Control user interface accessed through the Windows Start menu. From there you can sort files in different ways by clicking on the column names.
Why am I being prompted on save and Save As?
Files classified to any given classification will be handled in accordance with your document retention policy. It is important that the system track documents correctly, so that they are not incorrectly retained or destroyed. Thus the NextPage service not only asks for classification when you first create a document, but it also prompts you for tracking information when you copy that file or use Save As. When you use Save As or edit a copied file for the first time, you must confirm whether you are 1) creating a subsequent copy or version that should be classified under the same project or 2) reclassifying the file for a different project.
Choosing the first option in the prompt indicates that this is a subsequent copy or version and should be in the same document thread and classified under the same project. Choosing the second option indicates that you are reclassifying the file and so it should be the start of a new document thread, classified under a different classification. Answering the prompt correctly is the most convenient and reliable method of tracking documents correctly.
Note that when you copy and paste a file, NextPage service will assume that the new file is a version in the same document thread and classified under the same classification. Once you you edit and save the file you will be prompted to confirm this. If the file should be reclassified but you have not edited it yet, you can do so through the NextPage Control interface.
Besides being prompted, how do I declare a new document thread?
When you start with a tracked file and use Save As or edit a copied file for the first time, you are prompted to decide whether the new file is in the same document thread or the start of a new document thread. This is the most convenient and reliable method of tracking documents if you are just starting to use the application.
If you turn the prompt off, a subsequent file will always be a copy or version in the same document thread unless you use File > Save As and Track as Different Document to ensure that the new file is tracked as the first copy of a new document thread. You must use this command consistently in order to track your files correctly.
To turn the prompt on or off, go to the Tracking tab of the Preferences dialog. Selecting the top radio button “Prompt about how to track new file” turns the prompt on. Selecting the bottom radio button “Track new file as a copy or new version” turns the prompt off.
On Save As of a tracked document, prompt whether to track the new file as a new document.
On Open of a file that was copied and pasted from a tracked file, prompt whether to track the new file as a new document.
What Is a Document Thread and How Did My Files Become One?
All files that are tracked as versions of the same document are considered to be in the same document thread. Classifying document threads simplifies the later process of retaining and destroying files as required by your firm’s policy.
To assist you in classifying files, the NextPage service prompts every time you save a new file. Alternatively, you can manually classify files.
How Do I Remove a File from a Document Thread?
Reclassify a file to a different classification to remove it from its current thread. For help in using the Excluded project to remove multiple copies from a thread, contact npsupport@nextpage.com for help.
How Do I Add a File to a Document Thread?
Contact npsupport@nextpage.com for help as this may be complicated to do.
classifications
What is a classification?
A classification is what your firm may call a “case” or “engagement.” It consists of a team of people, inside or outside of your firm. All classification team members must classify their files under the classification. Doing so allows your team to comply with your firm’s document retention policy with minimal effort later on.
At any time, you can view and manage your classification by accessing NextPage Control in the Windows Start menu.
How do I classify a file?
There are three ways to classify a file:
1) Whenever you create a new file, the system prompts you to classify it under a classification.
2) Access the NextPage interface in the Start menu, select the file to be reclassified and click "Reclassify Files." Select your desired classification and click OK.
3) Save a file to an autotag folder.
Having all of the your files classified will make it easier for you to comply later with your firm's document retention and disposition policy. NextPage Control offers a number of tools to help you view and manage your classified files.
How do I reclassify files?
You can go to the NextPage Control application, select the files that you would like to reclassify, and click the "Reclassify Selected Files" button. Another way to reclassify is to right-click on a folder and choose "Classify Folder...," then choose the classification that you would apply to every file in that folder or any of its subfolders.
Why am I being prompted to classify this file under a classification?
Whenever you track a new file a prompt asks you to specify a classification. All subsequent copies and versions of the file will be classified under the same classification.
If you repurpose a subsequent version or copy of this file for a different classification, you should indicate so when you are prompted on Save As. When you make a copy of the file, NextPage assumes that it should be classified under the same classification. You can reclassify a file by accessing NextPage Control from the Windows Start menu.
What do I do if the classification is not listed or if my file should not be classified?
If the correct classification is not listed in the drop-down, you can use the “Add…” button, but not all companies have chosen to have this option available. The add button allows you to enter the classification name into the drop-down list. It may appear as private until NextPage Control matches it with a centrally established classification name at which point your files will be associated automatically with the centrally established classification. If the "Add..." button is not an option, contact your manager in charge of the NextPage system, or contact npsupport@nextpage.com.
If this file should not be classified, many firm's have decided to allow the user to choose a "Personal" classification. Some firms also have a "Unclassified" classification to choose in the dropdown.
How does a classification COME into existence?
Any files you classify under a private classification, via the "Add..." button, will be known only to you. Once a classification by the same name is established centrally by the administrator, your files automatically will be considered a part of the classification. This allows you to correctly classify files before the official classification is established.
Alternatively, you can contact your administrator and provide the name of your private classification. The administrator can associate all files classified under that name to an existing or new classification.
using the product
How do I view and manage my documents and classifications?
At any time, you can view and manage your documents and classifications by accessing NextPage Control in the Windows Start menu. From there you can save important files to a submission location, reclassify files, and delete others. You can also see information about files on shared locations if you've been given permissions to do so.
This main user interface displays document threads for cleanup, reclassification or deletion. This interface can be opened via the .npg files attached to an e-mail policy or via the system tray icon that offers quick access to the main user interface.
What Does "Delete" do?
You can delete any of your files listed in the NextPage Control interface. Depending on your firm’s configuration, once you delete your files or e-mails, they may remain in the Recycle Bin or Deleted Items for only a short grace period before the Document Retention service permanently deletes them.
To delete a large number of files, open NextPage Control and select the files you would like to delete, then click the "Delete Selected Files" button. Before you delete your files, be sure to save all versions that you need to retain to a safe directory.
Why am I being prompted for Sharepoint authentication?
Because NextPage tracks files in SharePoint and gives you the ability to open, edit, and delete those files (if you have permissions), you are required to provide your SharePoint credentials as a security measure. These credentials are the same as the credentials you enter to login to your SharePoint account.
When NextPage's processes are running, the first time you attempt to open or delete a tracked SharePoint file from NextPage's user interface, you will be prompted for authentication. You will also be prompted the first time you upload a file to, or download a file from, SharePoint. Your authentication will last until you restart NextPage Control on your client, or until you restart your machine.