Caselines DCS note - Creating date-prefixed PDFs, and loading them

The simplest way to load documents into Caselines is to load the files on your device directly into Caselines and then, for each document, type into Caselines the title of the document and its date. But whilst this is the simplest method it is not necessarily the quickest if you have a large number of documents: it may be quicker in the long run to first create date-prefixed copies of the documents and then load the date-prefixed files into Caselines. If you wish to do this, follow the procedure below.  

See here for general information about finding relevant documents so that you can load them. 

Consider using apps to automatically add date prefixes to copies (optional)

You can copy digital photographs to a work folder and use apps to automatically add the date-taken as a prefix to the JPG files. This does not produce the right date 100% of the time because it might, for example, just be the the date a non-digital photo was scanned in rather than the original date of the photo, so you will need to check the dates later, but using an app can help reduce the size of the manual renaming task below. 

If you have a Windows Computer you could, additionally, copy your PDFs to a work folder and use File Juggler to automatically add date prefixes to the PDF copies. File Juggler will not work for 100% of files but it may help to reduce the size of manual renaming task below.

Load documents to Google Drive and rename to add date prefixes

Follow the procedure here to load documents to Google Drive in this format:-

2015-12-15   Letter John Smith to Paul Jones.pdf

Note: Documents loaded to Google Drive are generally stored on servers outside the United Kingdom and may not be subject to the same standards of data protection as apply within the United Kingdom. If you are concerned about this you can copy the files to a work folder on a Windows computer and use this procedure on a Windows computer to add date prefixes Then, later on in the procedure below where it says to navigate to Google Drive, navigate to the work folder on your computer instead. 

Log on to Caselines

If you have not used Caselines before, first of all you need to go to select Register (in the top right of the screen) fill in your name and email address, choose a UserName and password, and select Register (at the bottom). There may be a short delay while your registration is approved by Caselines. Then log on using your UserName and Password. 

Create a new Caselines case

Select Create New Case

Enter the name of the "case" as shown above. If you are using the "case" to store documentary evidence for your case (rather than, say, pleadings) an appropriate name might be Smith v Jones - Documentary Evidence. After you have typed in the name of the "case" select Create. Then select Sections  

Create the sections you require, For each section, type in a Section Title and an alphabetic Section NumberABC, etc. depending on what order you want the sections in, and select the Order Documents by...Date option. When you select Create the panel below will appear.

Bulk load the documents from Google Drive into Caselines

Select Bulk Load and the panel below will appear.

Select Add Files 

Navigate to the Google Drive folder where the date-prefixed PDFs to be loaded are, select the files making sure that they are in name order (as shown above) and select Open

Note: Some systems do not allow you to navigate to Google Drive but only to folders on your device. If your system does not allow you to access Google Drive directly, go into Google Drive and download the files to a folder on your device and access them from there.  

Then select Start Upload. Once you have uploaded all the files, select Update All Documents and the panel below will appear. 

Check the date and title of all documents

For date prefixed documents, Caselines should have set the Document Date. If any dates of any documents in Caselines are today's date then that probably means that the document was prefixed by a date which was not in exactly yyyy-mm-dd format. For example if a document to be loaded was misnamed 2016-2-28 Letter John Smith to Phillip Jones - missing the leading zero off the month number - then Caselines will not recognise the date and will assign today's date instead. In this case you need to type in the correct date. 

Check also that the Document Titles for each document are correct and meaningful and correct them if you find any mistakes.


The information on this page about specific computer techniques is provided for information purposes only. Every reasonable effort has been made to ensure that the information is accurate and up to date at the time it was written but no responsibility for its accuracy, or for any consequences of relying on it, is assumed by me. You should satisfy yourself, before using any of the techniques, software or services described, that the techniques are appropriate for your purposes and that the software or service is reliable.

Any explanation about naming conventions or other matters in the context of tribunal or court procedure is only an overview and in order to be reasonably concise I have had to leave some details out - details which are likely to affect what the procedural law would say about your own situation. So please do not rely on the above but contact me for advice.

This page was lasted updated in November 2016. Disclaimer