Extracting data

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

Great for transferring information from data heavy documents such as the Memorandum of Sale, Contract or Mortgage Offer!

The data extraction tool can be used in two ways:

  1. To create a 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. Upload the document you wish to extract data from
      This can be a PDF or Word file.
  4. Create Matter
  5. Select or change the dataset to be used
    A dataset determines the data markers that are available to save information to. Learn how to create a dataset below.
  6. Copy information from the document to the desired data fields
    The data markers are ordered by matter fields fields followed by contact fields.
    1. The affect these change have on the matter/contact field is 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.
  7. To add a new stakeholder to the matter:
    1. Select the relevant group they should be added to i.e. purchaser, giftor, otherside solicitor
    2. Search for an existing contact or create a new one
    Select 'X' next to a stakeholder to remove them from the matter.
  8. Save

A new matter will be created with all data and/or stakeholders saved against it.

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
    1. Your last used data set will be remembered, select Change Dataset to access a different one
  4. Follow steps 6 - 8 above.
Creating or editing a dataset

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

Create different datasets 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. If a dataset has been previously remembered, select Change Dataset
  4. To create a new dataset, select + New Dataset
    1. Provide the dataset with a name i.e. Mortgage Offer
  5. To edit a dataset, select the dataset you wish to change
    1. Select Edit Fields in the top right corner
  6. Select the fields you would like to be available
  7. Save

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