Case Management
Learn how to create, edit, and manage litigation cases in BillionLens.
Creating Cases
Case Information Fields
When creating a new case, you specify:
| Field | Required | Description |
|---|---|---|
| Case Name | Yes | Identifying name (e.g., "Smith v. Jones") |
| Description | Yes | Detailed case summary - CRITICAL for AI accuracy |
The Case Description is used by the AI when extracting entities and building timelines. A detailed description significantly improves extraction quality.
The more detail you provide, the better the AI understands your case.
Writing an Effective Case Description
The case description should include:
- Parties involved - Who are the plaintiffs, defendants, key individuals?
- Nature of the dispute - What is the case about?
- Key events - What happened and when?
- Document types - What kinds of documents are in the collection?
- Relevant entities - Companies, organizations, or people to focus on
Example of a GOOD case description:
This case involves a dispute between founding members of Acme Corp LLC, a Delaware limited liability company. The key parties are Michael Chen (CEO), John Smith (Founding Partner), and Sarah Martinez (COO). The dispute centers on capital contributions, ownership percentages, and the operating agreement signed in August 2024. Key documents include the Operating Agreement, bank statements showing wire transfers, and email correspondence between the members. Focus on financial transactions, member roles, and any amendments to the operating agreement.
Example of a POOR case description:
Business dispute case.
Best Practices for Case Names
Recommended naming conventions:
- ✅ "Smith v. Jones - Contract Dispute"
- ✅ "ABC Corp Investigation 2024"
- ✅ "Estate of Johnson - Probate"
Avoid:
- ❌ "Case 1", "New Case" (not descriptive)
- ❌ Very long names with full case captions
Case View Interface
The Case View page is organized into three main sections:
Step 1: Upload & Process Documents
This section shows your document statistics:
- Total Files - Number of files uploaded
- Total Size - Combined file size
- Indexed - Files ready for AI search
- Pending - Files waiting to be processed
- Failed - Files that encountered errors
- Unsupported - Files in formats not supported
Actions:
- Select Folder to Upload - Upload a folder of documents
- Process Uploaded Files - Index documents for AI search
- Browse Files - View and download uploaded files
Step 2: Analyze & Discover
Once documents are indexed, you can use these analysis tools:
| Tool | Purpose |
|---|---|
| Chat with AI | Ask natural language questions about your documents |
| Entities | View extracted people, organizations, money amounts |
| Timeline | See chronological events from your documents |
Step 3: Review
- Browse Files - Navigate folder structure and download files
Editing Cases
To edit a case:
- Click Edit from the case view
- Update the case name or description
- Click Save Changes
You can also:
- Archive a case to hide it from active view
- Reactivate an archived case
Resetting Cases
Resetting a case permanently deletes all data and cannot be undone.
The Reset function removes:
- All uploaded files from cloud storage
- All extracted entities
- All conversations and chat history
- All timeline events
- The document search index
When to reset:
- Starting fresh with new documents
- Fixing issues with corrupted data
- Removing all content from a case
To reset a case:
- Click Reset from the case view
- Confirm you want to delete all data
- The case will be emptied but not deleted
File Browser
The File Browser lets you navigate your uploaded documents:
- Folder Navigation - Click folders to open them
- Breadcrumb Trail - Shows your current location
- File Details - See name, type, size, and status
- Download - Click any file to download it
File Status Indicators
| Status | Meaning |
|---|---|
| ✅ Indexed | Ready for AI search |
| ⏳ Pending | Waiting to be processed |
| ❌ Failed | Error during processing (can retry) |
| ⚠️ Unsupported | File type not supported |
Managing Multiple Cases
Organizing Cases
Strategies for managing many cases:
- Use descriptive names with client or matter identifiers
- Include year for easier sorting (e.g., "Smith v. Jones 2024")
- Archive old cases when no longer actively working
- Use consistent naming across your practice
Switching Between Cases
- Click Dashboard to see all your cases
- Click on any case to open it
- Use the back button to return to Dashboard
Access Control
User Roles
| Role | Permissions |
|---|---|
| Admin | Access all cases, manage users |
| Attorney | Create cases, upload files, run analysis |
Case Ownership
- Users can only see cases they created
- Admins can see all cases
- Case ownership cannot be transferred (currently)
Next: Learn about Document Upload in detail.