Tutorial ID | T-05 |
Section | Foundation |
Title | Adding New Documents to an Existing Case |
Subtitle | Add new records without creating duplicates, naming confusion, or an outdated report and chronology. |
Before You Begin
You have an existing case with documents already uploaded and, in most cases, a report already generated.
You have the new records ready to add, and you know which provider and time period they cover.
You know who is responsible for informing you when new records arrive.
What You Will Accomplish
By the end of this tutorial, every new record you add will be named consistently, checked against the existing document set before any workflow runs, and reflected in both the report and the chronology. You will also know who needs to hear about the new records, and when.
Why Does this Tutorial Matter
A case is rarely static — new treatment records, specialist opinions, and previously unavailable documents keep arriving after a case is first opened. Handling each new batch the same careful way keeps the case navigable, keeps workflow output free of duplicates, and keeps the report and chronology trustworthy as a legal reference.
Skip that care, and a new batch with an inconsistent name becomes hard for the rest of the team to find, a workflow rerun on duplicate content wastes budget, you who aren't told about new records make decisions on an outdated report, and a chronology that isn't updated becomes unreliable exactly where reviewers rely on it most.
What to Do if Something Goes Wrong
The list below covers the most common problems when adding documents to an existing case. Each entry follows the same pattern: what you'll notice, why it likely happened, a real example, and how to fix it.
Problem: New documents are added without following a clear naming convention.
Likely cause: New documents were added without following the naming convention already established for the case, or were placed in the wrong batch.
Example: A new batch is uploaded as “New Files” instead of following the case's existing provider-and-date naming pattern. A colleague has to open it to figure out what it contains.
Fix:
Before uploading new records, open Files and review the existing batch structure and naming convention.
Name each new batch or file consistently with that convention, clearly enough that a colleague can identify its contents without opening it.
Do not reuse or closely replicate the name of an existing batch.
Once uploaded, notify the team which new batches were added, what they contain, and whether any workflows need to be rerun.
If a batch was already uploaded with an inconsistent name, delete it from the platform.
Rename the file correctly on your computer, following the established convention, and re-upload it.
Problem: Workflows are run on new documents without comparing them against the existing document set first.
Likely cause: Workflows were run on the newly added records without first comparing them against the existing document set, so duplicate information was processed and included in the output.
Example: New records containing a treatment note already documented in the original upload are run through a full workflow. The resulting report repeats the same treatment period twice.
Fix:
Before running any workflow, open Files and review the new records against the existing document set.
Note the providers, document types, and time period the new records cover.
For each new document, decide whether it's already represented in the existing document set, either as an identical file or as the same event from a different source.
If none of the new records duplicate existing content, run the workflow across all available records.
If some of the new records duplicate existing content, use Custom Run to select only the batches that contain new information.
Problem: The people working on the case are not told that new records have been added.
Likely cause: No one informed you that new records had arrived and that the report was being updated.
Example: You share a report with opposing counsel, and newer records surface afterward. Opposing counsel asks why the records weren't disclosed sooner.
Fix:
As soon as new records are received and confirmed as material, contact the colleagues working on the case directly — do not wait until the updated report is ready.
In that communication, describe what new records were received and how they affect the existing report.
Confirm whether the updated report is needed urgently or can follow the normal workflow timeline, and prioritize accordingly.
Once the updated report is complete, share it and identify it clearly as an updated version, including the date of the update.
Confirm that the updated report has been received.
Problem: New records are uploaded, but the chronology is not updated to reflect the new information.
Likely cause: New records were uploaded and workflows were rerun, but the chronology was overlooked during the update.
Example: A reviewer finds a gap in the chronology after the report has already been submitted, and loses confidence in the accuracy of the rest of the document.
Fix:
After uploading the new records, open Files and add the relevant documents to the Workspace.
Open the Chronology section and review the new documents in Calendar or Timeline format to spot gaps or overlapping events.
Confirm the correct dates, notes, and other required attributes for each newly added document.
Open Reports and use the available templates to generate a chronology-based report.
Cross-reference the chronology against the AI report — confirm the events and findings match the timeline, and use the report to decide which events still need to be added to the Workspace.
Tip Treat every new upload as a two-part task: add the files, then decide what they mean for the workflows, the report, and the chronology already in place — the second half is where most rework gets avoided. |
Summary
Every new record is now named consistently, checked against the existing case before any workflow ran, reflected in an updated chronology, and confirmed with you — so the case stays accurate and current as new documentation arrives.