CaseScribe makes it easy to update your case with the latest documents from the VA’s VBMS eFolder. Simply upload the new, complete set of eFolder files to your case. CaseScribe will handle deduplication, update file numbers, and preserve all facts, tags, and manual edits on previously uploaded files.
Step-by-Step Instructions
1. Download the Latest VBMS eFolder
Go to VBMS and download the entire updated eFolder for your client.
You’ll typically get a set of PDFs, each with a unique name and identifier.
2. Go to Your Case in CaseScribe
Open your existing case.
3. Upload the Entire New eFolder
Click the Upload button in the Documents Tab.
Select and upload all files from your most recent eFolder download—even if you uploaded many of them before.
When prompted, enter a new source name (e.g., "07-2025 eFolder Upload") for tracking.
4. What Happens During Upload
No Duplicate Documents:
CaseScribe checks each new upload for unique identifiers. If a document already exists in your case (even if the VBMS file number changed), CaseScribe will:Update the file name/number to match the new eFolder,
Preserve all facts, tags, comments, and manual changes from your original work,
Add only new documents that weren’t in your previous upload.
No Facts or Tags Lost:
Anything you previously extracted, tagged, or edited is kept safe.Fast Sync:
Only new files are processed, so your case gets updated quickly.
5. Verify the Sync
Once processing is complete, sort your documents by name or upload source.
You’ll see that:
No duplicate files appear (e.g., there’s just one "00110" if that’s the new file number, not two versions).
Documents you already worked on will reflect the new numbering, but keep your prior facts/tags/edits.
Any new files from the eFolder (not previously uploaded) are added and processed as usual.
Important Note on Duplicate Detection
When you upload an entire case or specific files, CaseScribe checks each document for a unique identifier specifically the alphanumeric string following the VA receipt date. For example, in the file name 00100-C&P Exam-20220825-61A84252-B983-4920-81C6-61371EEB952D, the unique identifier is "61A84252-B983-4920-81C6-61371EEB952D".
Key things to remember:
Automatic Updates: Even if the VBMS file number has changed, if the document already exists in your case, CaseScribe will simply update the file name or number to match the new eFolder metadata rather than creating a duplicate.
Why files may not appear as "New": You may occasionally see a confirmation that an upload was successful, but no "new" documents appear in the list. This occurs because the documents you uploaded are already present in CaseScribe, and the system has simply cross-referenced them to prevent clutter.
Watch this video for Step-by-Step Instructions: