Extracting data

The Data Extraction tool can be used to quickly locate information in files and emails and save it to the matter.

This can be done manually or with AI to automatically extract the data.

This is the perfect tool for transferring information from data heavy documents such as the Memorandum of Sale, Contract or Mortgage Offer!

The data extraction tool can be used:

  1. To create a new matter
  2. To save data to an existing matter
Creating matters
  1. Navigate to the InTouch homepage
  2. Select + Matter
  3. Select From Document
    1. Choose the template the matter should be created under
    2. Choose the Fee Earner the matter should be assigned to
    3. Choose the data set to be used
      A data set determines the data markers that are available to save information to. Learn how to create a dataset below.
    4. Upload the document you wish to extract data from
      This can be a PDF or Word file.
  4. Create Matter
  5. Follow the steps below depending on whether you want to extract the data manually or automatically
Existing matters
  1. Within the matter's Folder tab, locate the item you wish to extract data from
    This works for any item that can be previewed within the Folder, i.e. Word documents, PDF files and emails.
  2. Select the '...' icon to the right of the item
  3. Extract data
  4. Choose the data set to be used
    A dataset determines the data markers that are available to save information to. Learn how to create a dataset below.
  5. Follow the steps below, depending on whether you want to extract the data manually or automatically
Manual Data Extraction
  1. From the file on the right, copy the required information into the data fields on the left
    The data markers are ordered by matter fields fields followed by contact fields.
    1. The affect these changes have on the matter/contact field will be shown as follows:
      1. Fields highlighted in blue - new data will be added
      2. Fields highlighted in yellow - existing data will be changed
      3. Fields highlighted in red - existing data will be removed
      Revert any changes by selecting the existing data in the left hand column or reset the whole group by using the circular arrow in the top right hand corner.
  2. To add a new stakeholder:
    1. Select '+' next to the relevant group i.e. purchaser, giftor, otherside solicitor
    2. Search to add an existing contact or 'Create New'
      Select 'X' next to a stakeholder to remove them from the matter.
  3. Save or Create Matter
Automatic Data Extraction
  1. Select AI Extract
    There is a limit to how many automatic extractions each user can complete each month. If you would like to discuss this limit, please contact support@intouch.cloud.
    AI isn't always correct. Please ensure you double check all changes before saving.
  2. Any contacts located within the document will be available to add as a new matter stakeholder:
    1. Choose the relevant group they should be added to i.e. purchaser, giftor, otherside solicitor
    2. Select an existing contact or 'Create New'
    3. Continue
  3. Any data located within the file will be automatically extracted to the relevant fields
    The data markers are ordered by matter fields fields followed by contact fields.
    1. The extracted data points will be highlighted within the file on the right.
    2. The affect these changes have on the matter/contact field will be shown as follows on the left:
      1. Fields highlighted in blue - new data will be added
      2. Fields highlighted in yellow - existing data will be changed
      3. Fields highlighted in red - existing data will be removed
      Revert any changes by selecting the existing data in the left hand column or reset the whole group by using the circular arrow in the top right hand corner.
  4. To add a new stakeholder:
    1. Select '+' next to the relevant group i.e. purchaser, giftor, otherside solicitor
    2. Search to add an existing contact or Create New
      Select 'X' next to a stakeholder to remove them from the matter.
  5. Save or Create Matter
Creating or editing a data set

A data set determines the data markers that are available to add information to when using the Data Extraction tool.

Create different data sets for the different situations you will be extracting data i.e. Memorandum of Sale, Mortgage Offer, Contract
  1. Within the matter's Folder tab, access the data extraction tool by selecting the '...' icon to the right of any Word document, PDF file or email
  2. Extract data
  3. To create a new data set, select + New Dataset
    1. Provide the data set with a name i.e. Mortgage Offer
  4. To edit a data set, select the data set you wish to change
    1. Select Edit Fields in the top right corner
  5. Select the fields you would like to be available
  6. Save

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