If a document shows "Needs Review" after uploading, you can restart AI processing individually or in bulk. If the status remains unchanged, hover over the label to read the message. Below are common reasons and solutions:
1. Document Type or Classification Needs Manual Selection
Click "Restart AI" on the right side of the document to reprocess classification.
If the document still needs review, manually select the correct document type or classification.
2. Unable to Extract Facts
Click "Restart AI" to attempt fact extraction again.
If the document still needs review, manually enter the necessary information.
If no important data exists in the document, you may leave it blank.
3. Document Exceeded the 3,000-Page Limit
CaseScribe cannot process documents over 3,000 pages.
Solution: Split the document into smaller files (under 3,000 pages each) before uploading.
We recommend using a slightly modified file naming format for the split documents before uploading to CaseScribe. This helps avoid conflicts with our system’s duplicate detection, which automatically hides files with the same GUID or similar extensions.:
Example:
Original File:
00010-VA Form 21-4138, Statement In Support of Claim-20190912-4A2D2D3A-0CBF-4370-A6DD-0330B380A27ASplit Files:
00010a-VA Form 21-4138, Statement In Support of Claim-20190912-4A2D2D3A-0CBF-4370-A6DD-0330B380A27A00010b-VA Form 21-4138, Statement In Support of Claim-20190912-4A2D2D3A-0CBF-4370-A6DD-0330B380A27B
(Or any naming format of your choice that ensures uniqueness.)
Note: CaseScribe is working on an automatic fix for large documents. If you experience this issue, please let us know.
4. Document Failed OCR (Optical Character Recognition)
Open the unzipped original document to check if it’s intact.
If the file is corrupted, repair it using a PDF repair tool, then delete the failed document and re-upload the repaired version.
5. Document Date Missing from File Name
The document date is based on the file name recorded by the VA. If it's not available, the document date will be blank.
Solution: Manually enter the correct document date.
6. "System Error. Please Contact Administrator."
Check the Document: Open it on your computer using a PDF viewer (Adobe Acrobat, Chrome, etc.). If it fails to open, it's likely corrupted.
Re-download from Source: Go back to VBMS or the original source, download the file again, and verify it opens properly before re-uploading.
Re-upload to CaseScribe: Upload the verified document. If the issue persists, contact CaseScribe Support.