Bulk importing PDF files into CaseMap is a process that automatically attaches multiple PDF files to case records in the Documents spreadsheet. During the import process, CaseMap also brings in record data, including Bates begin/end numbers, the page count of the file, the date, and document name. Body content from PDF files is not imported. Short names are automatically created off the Full Name field entry you choose, whether it is a document file name or Bates number.
With the bulk import utility, you do not have to import or link to individual files because the Send PDFs to CaseMap tool bulk imports a folder of documents and sets the attachment links to object records for you. Once you have run the utility and imported documents from a network folder, you can still re-run it on the same folder. The import utility identifies previously imported files within the selected folder and selects only new PDFs for processing. You can also import an individual PDF file, if needed. You can access the Send PDFs to CaseMap utility from the Tools menu, by clicking Linked Files and then clicking Bulk Import PDFs.
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Bulk importing PDFs does not work with Adobe Reader. You must have Adobe Acrobat v6.0+ (Standard or Professional) installed on the same computer as CaseMap in order to use the Bulk Import PDFs utility.
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We recommend you use the Import Linked Files Wizard to import PDF files into CaseMap. For more information, see Importing linked files.
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When documents are converted to Adobe Acrobat files for inclusion in a case, it is best to convert individual documents to individual PDF files to ensure that Bates numbers can be applied for tracking and that individual files can be attached to the associated fact or issue. Smaller PDF files also import faster into a case.
In the event that you want to renumber documents, we recommend that you keep a backup copy of all original PDF files that do not have any highlighting or Bates stamping applied to them.
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| 1. | Verify that you have the relevant case open in CaseMap. |
| 2. | On the File menu, click Import, and on the submenu, click Import Linked Files from a Folder. |
| 3. | When the Import Linked Files Wizard opens, click Next. |
| 4. | In the Import Linked Files Wizard, click Add Files to add files, or click Add Folder to add a folder. |
| 5. | In the Select Files to Import dialog box, select the files (PDFs) to import into the case. |
| 6. | In the Import Linked Files Wizard dialog box, review the files to be imported, and click Next to continue. |
| 7. | In the Select Spreadsheet dialog box, select the CaseMap spreadsheet (e.g., Documents) where the files are to be imported and then click Next. |
| 8. | In the Ready to Import dialog box, verify your selection and then click Next to start the import process. |
| 9. | In the Completing the Import Linked Files Wizard completion box, click Finish. |
| 10. | In CaseMap, go to the Documents spreadsheet and review the new records you just imported. |
Notice that the records you bulk imported now have a paperclip icon to the far left of the record, indicating that the attachment link to the source file is set.
| 11. | Click on a Paperclip icon for one of the documents records to view the linked file from within CaseMap. |
| 12. | Scroll to the far right of the Documents spreadsheet and notice that the Linked File fields for these records include the folder path where the source files are located. |
You can now analyze the records and organize them by type and status.
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Remember to run the Short Name Assistant utility after performing a bulk import to ensure that links were created for new objects in description fields for this import. For more information, see the Using the Short Name Assistant help topic.
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You can import a singe PDF document into a case as opposed to bulk importing a set of files. Follow the steps above To bulk import PDFs into a case. When you reach Step 4, click the Add Files button to select the PDF document. Then complete the remaining steps in the procedure to import the file into the Documents spreadsheet. When you are finished the PDF source file will be added to the Documents spreadsheet as an object record. A link to the source file stored in a network directory is also automatically created so you can view the document within CaseMap.
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If you need to update a PDF document in CaseMap with new version of the PDF file, simply open the updated source file and resend it to the case.
| 1. | In the applicable spreadsheet, highlight and open the case record you want to update. |
| 2. | Optional: If the file opens in CaseMap DocManager, click the Open Native button to continue. |
| 3. | In the Acrobat source file, click the CaseMap DocPreviewer button, and then click Advanced > Send PDF to CaseMap - Update. |
| 4. | Optional: In the message box, click Yes to continue. |
| 5. | In the Acrobat source file, click CaseMap DocPreviewer, click the Send PDF to CaseMap button to continue. |
| 6. | In the Send To CaseMap message box, click Yes to keep existing links, otherwise, click No. |
| 7. | In CaseMap, view the applicable spreadsheet and verify that the information is now updated in the file for this record. |
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You can edit a linked PDF file from within Acrobat to set field status or link to case issues for the document record in CaseMap. You must have the relevant case open in CaseMap for this process to work.
| 1. | In the Acrobat source file, click the CaseMap DocPreviewer button, and then click Edit CaseMap Document. |
| 2. | In the Send to CaseMap - Edit Document dialog box, set additional field status for this record or click on the Issue Linker bar to link to case issues. |
| 3. | When you are finished, click OK to save your changes. |
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