Caselines DCS - 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 (DCS). 

When they first start to use DCS, 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 DCS, DCS 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 DCS, typing in dates and titles for each document once the documents are in DCS, 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 DCS 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 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 DCS (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 DCS, 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 DCS, DCS 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 DCS.

If you have some PDFs containing more than one document, you need to extract the individual documents as individual PDFs before loading them to DCS. 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 DCS

If you have not used DCS 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 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 DCS 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 one or two letters for the Section Number/Letter. Also enter a number in the Section Order field 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. DCS also allows you to load other file types but the result is not always satisfactory. For example because DCS 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 DCS. 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 DCS.

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 or format then the Document Date for each document should automatically be set by DCS when the document is loaded. Otherwise dates will default to today's date so you will need to change the Document Date, for each document, to the date of the document itself. 

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 last month

but rather enter the actual date of the letter and name it:

        Letter Jane Jones to John Smith

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 DCS 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


Email @ 22.44 John Smith to Paul Jones


22.44 Email John Smith to Paul Jones


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.  

If you do not know the exact date of a document

If you have a old photo or other document the exact date of which is uncertain you should enter an approximate date, as best you can ascertain, in the Document Date field, but when you do this you must add a brief note to the end of the Document Title making clear that the date entered is only approximate - e.g.

 Document Title Document Date
 Photo of Brookwood garden - late December 1991 25 December 1991
 Photo of Brookwood garden - spring 1992 01 April 1992
 Photo of Brookwood garden - sometime in 1994 01 July 1994
 Photo of Brookwood garden - late 1990s  01 January 1998

A3 and larger documents

For A3 and larger documents, you should add - A3 etc. at the end of the Document Title to remind you to use the right paper (and the fit to paper print option) when you come to print the document. DCS stores all documents, whatever page size they were when loaded, as A4, so nothing in DCS itself will tell you what size paper to use.


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. Any sample screen layouts are based on the version of software current when the screen shot was taken and may be different now. 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 May 2018. Disclaimer