Tutorial ID | T-04 |
Section | Foundation |
Title | Reviewing and Planning After You Upload |
Subtitle | Confirm your full document set and set a workflow strategy before running anything. |
Before You Begin
You have completed an upload for this case.
You know who on your team is responsible for running workflows, validating AI output, and assembling the report.
What You Will Accomplish
By the end of this tutorial, you will know when a document set is actually ready to work with, not just uploaded. You will be able to build a workflow strategy that matches this specific case rather than reusing one from a previous case, and you will know how to hand off next steps to your team clearly.
Why Does this Tutorial Matter
Upload is the start of the work on a case, not the end of preparation. Documents appear on the platform gradually, and a strategy that fits the actual document set — rather than a fixed approach reused case to case — is what keeps workflow output focused and reports close to final.
Skip this stage and a workflow run on a partial document set has to be rerun once the rest appears, a report built on unfocused output needs extensive manual correction, and a team without clear next steps duplicates effort or stalls waiting for direction. In the worst case, an incomplete report reaches the reviewer before the gaps are caught — creating credibility issues under deadline pressure.
What to Do if Something Goes Wrong
The list below covers the most common problems after an upload. Each entry follows the same pattern: what you'll notice, why it likely happened, a real example, and how to fix it.
Problem: Work starts before all uploaded files have become visible on the platform. (you start reviewing documents or running a workflow, and the visible document count looks lower than what you uploaded).
Likely cause: Documents don't all become visible on the platform at the same time after an upload — they appear gradually as the platform processes each file, and work started too early only sees a partial set.
Example: A case manager begins running workflows ten minutes after uploading forty files. Only thirty are visible at that point, and the workflow output has to be rerun once the remaining ten appear.
Fix:
After the upload finishes, open Files and note how many files you uploaded versus how many are currently visible.
Wait until all uploaded files are visible before reviewing documents or running any workflow.
Once all files are visible, review the full set and confirm each file is present, correctly named, and in the correct batch.
If a file hasn't appeared after the rest of the set has loaded, check whether it ran into a processing issue and resolve it before continuing.
Once the complete set is confirmed visible and accessible, move on to reviewing the documents strategically.
Problem: The same workflow strategy is applied to every case regardless of what the document set contains. (workflow output covers areas the case doesn't need and misses the findings that matter most).
Likely cause: The same workflow strategy was applied to this case regardless of what its document set actually contains — every case differs in volume, document mix, providers, and legal objective.
Example: A strategy built for a burn injury case is reused on a complex multi-provider case with years of history. The output is shallow and misaligned with what the attorney actually needs.
Fix:
Once all documents are visible, open Files and review the document set as a whole.
Note the categories of records, number of providers, time period, and overall volume and quality of the documents.
Open the Case Summary and Expected Outcome fields and review the specific goals of this case.
Identify what the report needs to show — for example a causation analysis, a treatment timeline, or a billing summary — and use it as the basis for the workflow strategy.
Identify which batches are directly relevant to the case and which are secondary.
Do not carry over a strategy from a previous case without confirming the document set and case goals are comparable.
For a limited document set, narrow the scope of the workflows so they don't consume budget without adding value.
For an extensive document set with multiple providers and a long treatment history, consider running workflows in phases.
After each workflow, review the output and adjust the remaining strategy if it reveals unexpected findings or gaps.
Problem: Next steps and responsibilities after upload are not clearly communicated to the team. (team members are waiting for direction after an upload, or several people start working on the case in conflicting ways).
Likely cause: No one communicated what needs to happen next after the upload, or who owns each task, so team members either wait or proceed independently.
Example: One colleague starts running workflows while another begins drafting a report from a different batch, and the two pieces of work don't align once combined.
Fix:
As soon as the upload is complete and verified, identify every team member who has a role in the next stage of the case.
Confirm the next steps for the case based on the workflow strategy you've defined — note which workflows run, in what order, and by when.
Open the case settings and confirm every team member has the correct level of access before work begins.
Assign Admin access to team members who need full control over the case, including managing settings and deleting content.
Assign Staff access to team members who need working access to the case without administrative privileges.
Assign each next step to a specific team member with a clear deadline — do not leave any task unassigned.
Confirm with each team member that they understood their task and have what they need to proceed.
Tip Treat the upload count as a checkpoint, not a finish line — a quick visible-files check before you start working saves a full workflow rerun later. |
Summary
Every document set is now fully visible and reviewed, the workflow strategy matches what this case actually needs, and the team knows who owns each next step — so the workflows and reports that follow are focused and ready to share with less rework.