Adding & removing documents

Maarten Truyens Updated by Maarten Truyens

You can upload and remove documents from a locker (Scroll Hunt) by clicking on the small triangle at the right of the locker selector, and selecting the Manage... option.

Similarly, you can upload documents from a basket (Truffle Hunt) by clicking on the current basket's name in the upper left corner.

You will then see the following dialog box, containing a list of all your lockers/baskets at the left side. Obviously, you will first want to select the relevant locker/basket in which to upload or delete documents. For example, in the screenshot below, locker zzz was selected.

Enriching documents before upload

Before you actually upload a document, you may want to enrich your document with additional data. The reason you may want to do this, is that very little information can actually be extracted from a DOCX/DOC/PDF file, except for the filename and the date of the file.

Even though many files technically mention some author, it is quite likely that that author will not be correct. In practice, many Word-files contain the name of the name of the initial author that at some point in time created the document. However, any subsequent edits made by other persons will not cause the author's name to get updated in the Word file, so that many legal documents contain embarrassing information, such as the name of some lawyer in another law firm, whose document was reused.

In addition, many law firms scrub enrichment data from a DOC/DOCX file before transmission by email. This scrubbing is yet another reason why you may want to manually complete the author's name.

You can enrich the information regarding a document by clicking on the triangle of Additional data to enrich uploaded files..., so that a table with additional information gets shown:

When you complete these boxes — e.g., the category, client or dossier — that data will be associated with each document you upload, until you would clear the boxes.

Uploading files

You can upload one or more files by either dragging them over the Upload documents area, or by clicking on that area and selecting relevant files in the dialog box that appears.

This may sound trivial, but there are actually quite a few details to mention here:

  • In Scroll Hunt, you can only upload .DOC, .DOCX, PDF and .RTF files. (In case you are wondering: .RTF is an editable document format roughly similar to .DOC and .DOCX, although it is no longer widely used.) Powerpoint, Excel, and so on are not supported.
  • In Truffle Hunt, you can only upload .DOC, .DOCX and .RTF files. PDF-files are not supported, because combination of the conversion to .DOCX and the subsequent clause-splitting is too fragile to be useful.
  • While you can drag/select hundreds of files simultaneously, only powerful computers can easily handle those files. So if your computer is already a few years old, you may want to limit yourself to about 100 files per upload.
  • Special considerations for PDF-files in Scroll Hunt:
    • Only the readable text parts of PDF-files are supported. If a PDF contains scanned text, you will first need to convert that scan into editable text. Recent versions of Microsoft Word do this automatically, but if you want to do this in batch, you may want to use specialised software or services (e.g., Adobe Acrobat, or the Adobe Acrobat Export PDF online service).
    • Be aware that the layout of PDF-files will be minimal, and may — depending on the file — become somewhat chaotic. This is the nature of the standard PDF-conversions performed by ClauseBuddy; you may need to convert PDF to .DOC/.DOCX first, by using specialised software (such as Adobe Acrobat).

Upload by email

It is also possible to upload documents by sending them as an attachment to a special email address. See the Managing lockers/baskets page for more details.

Inspecting files in a Locker

While the contents of uploaded files should be primarily inspected by searching in them through Scroll Hunt's search interface, you may from time to time want to inspect specific files. You can do so by clicking on the Inventory tab:

In this panel, you get an overview of all the files uploaded to the selected locker.

  • Click on the eye-icon to get a quick preview of the file.
  • Shift-click on the trash-can icon to permanently remove the file from the locker. (You will get a warning when you forget to hold down Shift.)

Removing files in a Basket

Unlike lockers, you cannot directly remove a document from a basket. Instead, you need to click on a clause from an unwanted document, and click on Delete Document.

The reason is that baskets will typically get filled with hundreds or thousands of old documents, so that the document list would get very long. Conversely, lockers should consist of your best documents (typically templates), for which the list should remain manageable.

Maximum upload amounts

Depending on your subscription, limits apply with respect to the amount of documents you can upload in total, and per basket.

Even without taking into account the limits enforced by the system, it is advisable to limit the amount of documents you upload per basket / locker:

  • From a legal perspective, you will introduce significant choice paralysis among your users. When you store thousands of documents in the same basket/locker, the same clauses will pop up over and over again. Particularly for Truffle Hunt, you are not helping your users when they are confronted with hundreds of variations of the same clause.
  • In Truffle Hunt, from a technical perspective, you will slow down your uploads and searches.
    • For each and every clause that is extracted, the system will verify whether it is (nearly) identical to the existing clauses in the basket. When there are hundreds of thousands of clauses in a basket, it will take some several seconds per clause to perform this check.
    • When searching through the basket, it may take several seconds to show results if hundreds of thousands of clauses are present in the same basket.

It is therefore advisable to split your uploads among baskets/lockers. Both your users and

How did we do?

Managing lockers & baskets