Bulk Upload (Legal) – ThoughtTrace Support

From Data Room to Document Intelligence

Pre-Upload Checklist

✓ Your data room is saved to a local or network drive on your computer.

✓The matter is set up in the system by your administrator.

Please note that Matter Name should match exactly as it appears in your matter management system.

✓The downloaded data utility (see below for instructions)

✓File extensions are viewable in your file explorer.

💡Helpful Tips and Tricks

Don’t forget to check out our resource center for help articles and video lessons.

Knowledge Base Articles: Bulk Uploader

Document Intelligence Academy Course:

Step 1 – Download the “Data Utility”

The data utility can be found in the upper right-hand corner of your workspace. Upon downloading the data utility to your local drive, it is strongly recommended to pin the utility to your toolbar.

To begin your upload, open the data utility.

Step 2 – Enter your credentials

Your administrator will give you a special ID (API Client) and password (Secret) specific only to you for uploads. Please save this information in a secure location and never share it will anyone.

💡Helpful Tip: If you lose your ID and password, please contact your administrator to generate a new

one. This specific login information will later assist in matter organization as it will show your specific ID as the uploader.

Step 3 – Select “New Upload”

To begin a new upload, simply select “New Upload”.

💡 Helpful Tip: The Data Utility can also be used to update metadata after upload.

Step 4 – Select your folder for upload

Select the folder you wish to upload to Document Intelligence.

💡 Helpful Tip: File types supported by Document Intelligence include image files (.pdf, .tif, .jpg, .png), text files (.txt) and word documents (.docx).

💡 Helpful Tip: You can preview your file types in your index file to identify commonly errored

file types (.msg, .zip, .xsx, .csv). Preemptively unzip any zipped files. Please note that any file

type can be stored within Document Intelligence, but not all types can be read by the AI.

Step 5 – Prepare your Index File

Index File: A populated Excel report or “table of contents” of all files selected for upload.

Index files provide visibility into all files included in all folders. From the index file, a user may apply metadata to all, or a selection of files all at once.

Unselect the “select all” checkbox. Only select the following “facts” to populate into your index file:

a. Matter Name: (Important to ensure you can organize all documents under one matter)

b. Upload File Name: (Retains the original name of the file in case you decide to split or change it later)

c. Upload File Path: (Important to access documents using the data room folder structure)

Click the “DOWNLOAD” button in the lower left-hand side of the utility. This will download an Excel file to your computer. Open the Excel spreadsheet for next steps.

Step 6 - Modify Your Index File

Upon opening your index file, you will see a list of every file included in your chosen upload folder. Any blank facts you wish to import into Document Intelligence will need to be completed prior to upload.

💡 Helpful Tip: To add tags and/or security labels using the upload tool, the tag and/or security label must be set up in your system by an administrator prior to upload. Additionally, the security label must match exactly to your matter management system. Please contact your administrator for error messages related to security labels.

Upon completion, save your index file, exit Excel, and return to your utility. Hit “Continue” and upload your index file back to Document Intelligence.

Step 7 – Upload and Map Your Index File

Upon uploading your index file back into Document Intelligence, you are ready to map the columns to the corresponding fact fields.

💡Select your type of upload

Each file is a single document
- If 50% or more of your files only include 1 document
Each file may contain multiple documents
- If 90% or more of your files include more than one document
  - An example of a file containing more than one document: A contract, an amendment, two exhibits, cover letter, invoice. In this case, “Option B” will automatically split each document type into its own discrete document.

💡Ensure your file path is marked correctly

Your “file path” column (column 2) should always include a gold star. The file path is how the data utility navigates to the correct file during the upload process. Hit “ignore” during the data mapping. We are simply pointing the data utility to the right place.

Step 8 - Complete Your Import

Document Intelligence will run through your selected upload folder to identify any potential issues prior to upload using our pre-import checklist.

Even if some of your documents are flagged by the system, you can still upload the cleared files. You will receive an upload summary report upon completion.

💡Helpful Tip: Common reasons for errored files include unreadable file types or special characters in the file name.

Need a hand? Screenshot your error message and send a copy of the index file and upload report to DIsupport@thomsonreuters.com.

Congrats! Your upload is complete!