Uploading Produced PDFs without a Load File

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Everlaw’s processed uploader allows for a seamless and convenient upload for produced PDFs without a load file. Simply drag and drop a folder of PDFs, and Everlaw will upload the documents as processed data.

If instead you would like to learn how to upload document sets with a load file, check out this article.

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The uploader accepts documents that are named with or without its Bates number. Everlaw gives you an option to upload documents by their detected Bates numbers, such as uploading PDF ABC001.pdf as document ABC001 on the platform. PDFs that do not have a detected Bates number will be uploaded with a default prefix EVER. 

Please note that by default Everlaw does not upload documents that overlap any other Bates number in your upload. For example, let’s say that you drop in a folder with document ABC001.pdf, which has two pages, and another document ABC002.pdf. The processed uploader reads ABC001.pdf and reserves Bates numbers ABC001 and ABC002 for that document. This means ABC002.pdf cannot be uploaded because it has an overlapping detected Bates number of ABC002, and must be renamed to be uploaded.

Along the same lines, documents with the same detected BeginBates number in its filename are considered overlapping regardless of any suffixes. For example, ABC001.pdf and ABC001_Translation.pdf are considered the same Bates number (ABC001) and cannot both be uploaded to the platform. 

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In order to access the processed data uploader you must be on a complete project, have database upload permissions and/or organization administrator permissions. The uploader is also available to all Storybuilder by Everlaw users.

Please note that the processed uploader is available only on the Chrome, Edge, and Firefox web browsers. 

To begin a processed upload from within a project, navigate to the data transfer icon in the navigation bar and select Uploads. From the “+ New upload” section, you can select “Processed” and then “PDFs without a load file”. Organization administrators can find this on the Processed Uploads tab in the Organization Administrator page. When you click “Start upload” you will be brought to a screen where you can drag and drop a folder or select a folder from your machine. 

After choosing a folder to upload, you will then be prompted to enter an upload name, This field will be pre-populated with the name of the folder you selected.

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The next step is where you can confirm how the documents will be named once uploaded. Everlaw will display all the detected prefixes in a table, where you can choose to include or exclude them in your upload. All documents without prefixes in this step will be uploaded with a default Everlaw prefix EVER.

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Please note that this Bates numbering stage will only include valid PDFs found in your upload folder. If documents are not uploaded for any reason (they are not PDFs, are encrypted, file size is too large, etc), we provide an error report that you can download to troubleshoot if needed. Take care to download this report at this stage, because it will not be accessible after you proceed.

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By default Everlaw uploads the documents with the detected prefixes, but you can also choose to ignore any by unchecking their respective rows. In addition, you can add prefixes for Everlaw to look for within the filenames using the green “+Add prefixes” button on the top right corner of the prefix table.

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Clicking this will open a dialog box where you can input additional prefixes per line. Any prefixes that have been added by user-input are prioritized over Everlaw-detected ones.

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You can use the workflow of unchecking and adding prefixes to correct any mistakenly-detected prefixes. For example, say that you have a document JAS146559.pdf with detected prefix JAS, such as in the gif below. If instead you wanted the prefix AS, you can uncheck JAS from the table and add AS via the Add Prefixes button, in which case the document would now be uploaded as AS146559.

Prefixes that are eligible to be added are those that can be found within the filenames of your documents. For example, you cannot add prefix “ABC” if the prefix ABC is not in any of the filenames of your upload folder.

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If you want to restore the original detected prefixes, you can click “Reset Prefixes” on the left side of the +Add Prefixes button.

Whenever you check, uncheck, or add a prefix, the filenames will be reanalyzed and the table updated accordingly. 

After you have validated the prefixes in this upload, click Next. If your upload contains a Bates prefix that does not exist on your database, you will need to confirm the addition of the new prefix. This acts as a safeguard to ensure that you are uploading to the correct database. 

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This step gives you a summary of your configuration. This includes the upload folder, prefixes, and file details of your upload. 

By default, we do not upload the documents that have overlapping Bates numbers, and you will be alerted if we detected any at this step. You can download an error report of documents that were skipped and rename the documents to have unique Bates numbers before trying to upload again, or continue the upload anyway without them. Once again, make sure that you download this report here because the information will not be retrievable after this step.

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After you have reviewed the summary of your upload, proceed by clicking Upload.

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Once you click ‘Upload’, Everlaw will generate a load file for you and upload the images, as well as extract text and metadata. Please note that unlike our native uploader, we do not OCR images that we do not find any text for. However, if you are an organization administrator, you can reprocess the images for text from the results table. To learn more about reprocessing Non-Everlaw processed documents, check out this article.

If your upload contains documents that already exist in your database, you can choose only to upload the new documents, only overlay the existing documents found, or do both. You can learn more about mixed processed uploads in this article.

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Once you begin uploading, you can see the progress of the transfer and upload via a progress bar. You can return to your processed uploads by clicking “Back to Uploads” on the bottom right. Uploading will continue in the background as long as the browser tab stays open, and you can track the progress on the Processed Upload card.

You can navigate to “Complete” in the Processed Uploads tab to find the completed upload card. If you want to look at or download the load file(s) that was generated during your upload, you can view the Upload Configuration dialog from the three dot menu of the card. 

Documents will have been uploaded with a Bates number with Filename and Filepath metadata.

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