Caselines - Creating a "case" and Loading PDFs

See here for general information about finding relevant documents so that you can load them to Caselines digital case system. 

When they first start to use Caselines, most people already have document copies in PDF form, on Google Drive or local storage, with filenames commencing with the date in yyyy-mm-dd format (e.g. 2016-05-22 Agreement) so that they appear in chronological order. If you have PDFs in this form then, when you load them to Caselines, Caselines should recognise the date so that you do not have to type the date of each document again, and Caselines will use the rest of the file name as the title of the document. 

If you do not already have PDF document copies in the above format, you can still use the procedure below to load your documents to Caselines, typing in dates and titles for each document once the documents are in Caselines, but if there are a large number of documents Caselines offer a (chargeable) service which may save you time: the Scan and Title service. You provide Caselines with the documents (paper documents can be sent by courier or other secure delivery service) and they do the rest, creating PDF copies of documents which are not already in PDF form - e.g. by scanning in a paper document or copying an email, and typing in the date and the Title of the document - e.g. Letter Jo Smith to John Jones.


Note: As with all software services, new versions of Caselines digital case system with slightly different screen layouts are introduced from time to time. Also there may be minor differences depending on the device you are using - whether you are using a touch screen or a mouse, for example - so the illustrations below may not match exactly what you see when using Caselines DCS but they should be near enough to give the general idea.

Before you start 

If any of the documents you want to load into Caselines (other than digital photos) are not already in PDF form, you will first need to create PDF copies. Paper documents need to be scanned in as PDFs with a DPI of at least 300 (and in colour in the case of colour documents such as photos, maps, and colour-coded plans). 

When they start to use Caselines, most people already have documents in PDF form, on Google Drive or local storage, with filenames commencing with the date in yyyy-mm-dd format (e.g. 2016-05-22 Agreement) so that they appear in chronological order. If you have PDFs in this form then, when you load them to Caselines, Caselines will recognise the date so that you do not have to type the date of each document again. But don't worry if some of your PDFs are named differently - you will get a chance to amend the date and title of each document after you have loaded it to Caselines.

If you have some PDFs containing more than one document, you need to extract the individual documents as individual PDFs before loading them to Caselines. Apart from emails (where the PDF should contain the email body and all attachments) and covering letters (where the PDF should contain the covering letter and the enclosures) each PDF to be loaded should contain just one document.     

Log on to Caselines

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




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 - Claimant's Documentary Evidence. If you are using Caselines to produce the final Trial Bundle then an appropriate name might be Smith v Jones - Trial Bundle. After typing 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 Number, A, B, C, etc. depending on what order you want the sections in, and select the Order Documents by...Date option. Select Create and the panel below will appear.


Select the Upload button to load documents into a section

The panel below will appear.




Select Add Files 



Navigate to the folder (or Google Drive) where the files to be loaded are

select the files and select Open

You can load PDFs and JPG files directly. Caselines also allows you to load other file types but the result is not always satisfactory. For example because Caselines uses default "print" options when loading, row numbering may be missed off spreadsheets so generally it is better to make a PDF copy and load that into Caselines. Don't try to load email files directly: make PDF copies and load those.  






Select Start Upload. 

and all the files you have selected will be loaded into Caselines.


Go through each document you have loaded and type in a Document Title and Document Date


Select Update All Documents and the panel below will appear. 



Type in the Document Title and Document Date for each document.

Note: if the PDFs you loaded commenced with, or ended with, the date in yyyy-mm-dd format then the date for each document should automatically be set in Caselines. Otherwise dates will default to today's date so you will need to change the date, for each document, to the date of the document itself. If you only know the month and year (or only the year) and not the exact date of the document you can just enter that. If you have a photo and even the year is uncertain see here    

When typing in the Document Title, the objective is that the description should be concise but should be sufficient (when combined with the document date) to enable anyone to identify the document.

So in the case of a letter a concise description would indicate that the document is a letter and give the name of the sender and addressee:

Letter John Smith to Paula Jones   

When typing in Document Title bear in mind that you may be providing copies of documents if you correspond with other parties (and if there is litigation the same description will eventually be used when documents are listed in a court/tribunal hearing bundle which contains both your documents and the other side’s documents) so use an objective description which will be meaningful to others and not just a description which is relative to you and to today's date. For example do not type  


Letter sent to John Smith


but rather:

Letter Jane Jones to John Smith


In the case of a photo the exact date of which is unknown, do not use relative terms such as Taken recentlyTaken a few months agoTaken last yearTaken 3 or 4 years ago etc. but use an objective description such as

Document Title                                                        Document Date    

Photo Brookwood - summer 2016                2016 


Here are some other examples:


Letter John Smith to Phillip Jones

Memo John Smith to Phillip Jones

Purchase Order Preston Haulage to Farnfield Motors

Invoice Farnfield Motors to Preston Haulage

Agreement John Smith and Peter Fisher

Cheque Preston Haulage to Farnfield Motors

Bank Statement John Low 01378256

Photo Brookwood Garden 01

Email at 18.22 Phillip Jones to John Smith


If you have a number of emails you will probably have used a software/service to create PDF copies to load into Caselines with the PDF name generated automatically from the time, sender, etc details in the email header, rather than typing in the titles individually. You do not have to use the exact format Email at 18.22 Phillip Jones to John Smith Any similar title format generated can be used as long as it commences with the time in such a format that the documents appear in chronological sequence. So 

Email at 22.44 John Smith to Paul Jones

or

Email @ 22.44 John Smith to Paul Jones

or

22.44 Email John Smith to Paul Jones

or

T22-44 [John Smith] to Paul Jones

would each be acceptable but whichever naming system is used for the time it is important to be consistent otherwise emails for a particular day will not appear in the right sequence.  

  

Disclaimer

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 April 2017. Disclaimer