Upload, validate, and manage client documents to maintain organized records, automate data extraction, and ensure compliance with document requirements across your agency.

### Overview

- **What it is:** The **Documents** module provides a centralized system for uploading, storing, and managing documents associated with client records, cases, and events.
- **Why it matters:** Courts and agencies handle large volumes of documents. Automated OCR extraction, expiration tracking, and full-text search reduce manual work and help you stay on top of compliance requirements.
- **Who uses it:** Agency administrators, case managers, clerks, and clients (through the self-service portal) who need to submit or review documents.
- **Expected outcomes:** Organized document storage, automated text extraction from uploads, timely expiration reminders, and fast full-text search across all documents.

### Prerequisites

- An active eCourtDate agency account
- Role with permission to manage documents
- Supported file formats: PDF, DOCX, JPG, PNG, or other formats configured by your agency
- Client or case records to attach documents to

### How-To Steps

#### Step 1: Access the Documents Module

1. Click **Documents** from the main navigation.
2. Browse existing documents or click **Upload Document** to add a new file.

#### Step 2: Upload and Attach a Document

1. Click **Upload Document**.
2. Click **Choose File** and select the document from your computer.
3. Select the **Document Type** from the dropdown (such as ID, proof of address, or court order).
4. Link the document to a **Client**, **Case**, or **Event** using the appropriate dropdown.
5. Set an optional expiration date if the document has a validity period.
6. Click **Upload** to save the document.

#### Step 3: Use OCR and AI Extraction

1. After uploading a document, the system automatically processes it for text extraction.
2. Navigate to the document detail page to review the extracted text.
3. Verify the extracted data and make corrections if needed.
4. Use extracted data to auto-populate related fields in client or case records.

#### Step 4: Enable Client Self-Service Uploads

1. Ensure your client portal is active under **Portals**.
2. Configure which document types clients can upload through the portal settings.
3. Clients log into the portal, navigate to their documents section, and upload required files.
4. Review client-uploaded documents in the **Documents** module and update their status.

#### Step 5: Set Up Expiration Reminders

1. Open a document record that has an expiration date.
2. The system automatically tracks the expiration date and sends reminders before the document expires.
3. Configure reminder timing in your agency notification settings.
4. Expired documents are flagged in the **Documents** list for easy identification.

#### Step 6: Search Documents

1. Navigate to **Documents** from the main navigation.
2. Use the search bar to perform a full-text search across all document content.
3. Apply filters by document type, status, client, or expiration date to narrow results.

#### Step 7: Track Document Status

1. Open a document record to view its current status (such as pending, approved, or rejected).
2. Update the status by selecting a new value from the **Status** dropdown.
3. Click **Save** to apply the status change.
4. Status changes are logged in the document's activity history.

### What to Expect

Uploaded documents are available immediately in the **Documents** module. OCR processing typically completes within a few minutes, depending on document size and complexity. Expiration reminders are sent according to your agency's notification schedule. Full-text search indexes update shortly after upload.

### Best Practices

- Assign document types consistently to maintain organized records and improve search results.
- Set expiration dates on all time-sensitive documents (such as IDs, certifications, and insurance) to receive timely reminders.
- Encourage clients to upload documents through the self-service portal to reduce manual data entry.
- Review OCR-extracted text for accuracy, especially for handwritten or low-quality scans.
- Use full-text search to quickly locate specific documents instead of browsing manually.

### Frequently Asked Questions

**Q: What file formats can I upload?**
A: The system supports PDF, DOCX, JPG, PNG, and other common file formats. Your agency administrator can configure additional supported formats in the settings.

**Q: How does OCR extraction work?**
A: After you upload a document, the system automatically scans it using optical character recognition (OCR) and AI to extract text content. The extracted text becomes searchable and can be reviewed on the document detail page.

**Q: Can clients upload documents themselves?**
A: Yes. If your agency has an active client portal, clients can log in and upload documents directly. You can configure which document types are available for client uploads in your portal settings.

**Q: What happens when a document expires?**
A: The system flags expired documents in the **Documents** list and sends reminders before the expiration date. You can configure how far in advance reminders are sent through your notification settings.

**Q: Can I attach a document to multiple records?**
A: A document is typically linked to one client, case, or event. If the same document applies to multiple records, you can upload it separately for each or link it at the client level so it is accessible across related cases.

### Troubleshooting

**Issue:** OCR extraction returns incomplete or inaccurate text.
**Symptoms:** The extracted text on the document detail page is missing content or contains errors.
**Solution:** Ensure the uploaded file is a clear, high-resolution scan. Handwritten documents or low-quality images may produce less accurate results. You can manually edit the extracted text on the document detail page.

**Issue:** Client cannot upload documents through the portal.
**Symptoms:** The client reports that the upload option is not available in their portal.
**Solution:** Verify that the client portal is active under **Portals** and that document upload is enabled in the portal settings. Confirm the client has the correct permissions and is logged in.

### Related Articles

- [How to Send Files to Clients](/how-to-send-files-to-clients)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Manage Cases](/how-to-manage-cases)