ClarraDocs Predictive Filing Feature

Clarra’s Predictive Filing Feature makes it easy to upload files via ClarraDocs to a Matter’s subfolders when you’ve enabled a Document Management System (DMS). This feature utilizes Tags to analyze and predict which subfolder a file would fit best, allowing you to automatically place files in folders based on pre-configured Tags. 

Once the Tags are mapped to a folder, all you have to do is upload a file to ClarraDocs and assign Tags, and the system will automatically suggest where to place the file within the Matter’s folder structure. You can then edit the folder placement should you so choose.

Key Benefits Include:

• More efficient and targeted file uploads
• Greater organizational capabilities and optionality for documents related to a Matter
• Enhanced utility and streamlined navigation of DMS Integrations and their folder hierarchies

This feature applies only when a DMS Integration has been enabled, and does not affect the native ClarraDocs storage system. To utilize Predictive Filing, An Admin must first map Tags to folders in their Properties, which we will review below, before assigning Predictive Tags in a ClarraDocs upload.

Setting Up Tag-Based Folder Mapping in Properties

You must map Tags to folders in your DMS to use the Predictive Filing feature. You can do so in Properties. Keep in mind that you (or an Admin) must be assigned the “Manage Tags” Permission to be able to edit Tags in Properties.

1. Click on your Profile Icon and select “Properties”
2. Click the “Global” Tab
3. Click the three dots to the right of “Tag” and press “Edit”
4. Scroll down to the Section titled “Tag-to-Folder Mapping” and check the box next to “Enable tag-based folder routing”
5. In the popup, enter the subfolder path for each Tag you wish to assign predictive mapping to
   1. These paths are relative to the Main Matter Folder. 
   2. Only enter the subfolder path following the Matter’s main folder.
6.  Press Save

Note that mapping a Tag to a subfolder is optional.  If you do not assign a path to a Tag, files with that Tag will be stored in the Matter’s default ClarraDocs Folder.

To edit Folder Mapping after you’ve assigned Tags to folders, click the “X tags mapped” link next to “Enable tag-based folder routing”. With Tags now mapped to folders, you can utilize the Predictive Filing Feature.

Using Predictive Filing in ClarraDocs

When you upload a New ClarraDocs Item or edit an existing one, you can select Tags mapped to folders to automatically place the uploaded file in a given folder. In the Attachments Section, to the right of a file’s Name, you’ll have the option to enter Tags for the file, which will appear to the left of the Action buttons available for the file. Beneath the file’s Name, and above its Description, you’ll see the Folder Path for the file beginning with the logo of your DMS. You can click the green pencil icon to change the folder the file will be saved in, which opens a popup to select a folder within the enabled DMS.

If you don't enter Tags or you’ve entered Tags that have not been mapped to a folder, the file will be saved to the default ClarraDocs Folder for the Matter. You can edit the folder the file will be saved to by clicking the green pencil icon, as described above.

If you enter multiple Tags, the Predictive Filing Feature will identify the first Tag mapped to a folder within the Matter, and route the file to that folder. This Tag will be displayed as blue, while the other Tags will be grey. You can manually override the auto-filled folder location by clicking the green pencil icon. 

If you’re including multiple file attachments in one ClarraDocs upload, each file attachment can be routed to different folders, based on the Tags associated with them and their folder mapping in Properties.