Check Status:
After uploading the documents, click on the "Status" button to view the files that are processed, in process, or need review.
Focus on the "Needs Review" status to understand why a document requires attention.
Reasons for "Needs Review" Status
1. Document Type or Classification Needs Manual Selection:
You can also click the "Restart AI" button on the right side of the document to re-process it for classification.
If the document still needs review, manually select the correct document type or classification.
Click here to understand different types of classification and types
2. Unable to Extract Facts:
Click the "Restart AI" button on the right side of the document to re-process it for fact extraction.
If the document still needs review, manually enter the necessary information.
If there is no important data in the document, you may leave it blank.
3. Document Exceeded the 3,000 Page Limit:
Split the document into two or three separate files, ensuring each is under the 3,000-page limit. Please note: we are working on a fix for these documents to automatically split. If you run into this issue please let us know.
Label the split files that you see appropriately.
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. Documents Failed OCR (Optical Character Recognition):
Double-check the original document in the unzipped files to ensure it is intact.
Re-upload the document and delete the failed one from CaseScribe.
If the document is corrupted, repair it using a PDF repair tool, then delete the failed document from CaseScribe and upload the repaired version.
5. Document Date Missing from the 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.
Manually enter the document date if it is missing.
Ensuring Correct Classifications
1. Verify Document Types:
Ensure each document belongs to the correct Document Type (e.g., Agency, JD, SR, Evidence, etc.).
Each Document Type has a subset of different Document Classifications.
For example, Jurisdictional Documents (JD) can be classified as::
Rating Decision - Narrative
Rating Decision - NOA
VA 21-526EZ
2. Handling Unclassified Documents:
If a document does not have a corresponding type and classification, you may leave it unclassified or select “N/A”. Note that the system will not extract any information from documents marked as "N/A".
Alternatively, you can classify a document under a certain Document Type and leave the classification as “N/A” if it does not fit any existing classifications.