Evidence file organization and categorization based on case

Purpose

1.1. Automate collecting, sorting, and categorizing medical evidence files tied to specific legal cases and clients.
1.2. Automates the digital filing, renaming, and structured storage of documents like medical records, test results, x-rays, and correspondence.
1.3. Enables automated discovery of missing documentation and initiates reminders or requests.
1.4. Supports rapid, automated retrieval, audit logging, and sharing with case participants (e.g., opposing counsel, experts, courts).
1.5. Reduces human error and enhances compliance with legal-medical data standards.

Trigger Conditions

2.1. Automated upload or receipt of a new file in email, DMS, or secure portal.
2.2. Scheduled automated sync with hospital, insurer, or client repository.
2.3. Automator detects new file via watch folder, SFTP, API, or webhook.
2.4. Updated case metadata or status triggers recategorization automation.
2.5. Manual trigger via paralegal or case manager dashboard.

Platform Variants

1. Microsoft OneDrive

• Feature/Setting: Automated File Flow with "When a file is created" and "Move file" actions.
• Sample: Configure “When file created in Folder A, move to Folder B based on case reference in filename or metadata.”

2. Dropbox Business

• Feature/Setting: Automate via API to trigger “/files/move_v2”.
• Sample: Watch for new uploads, then move to case subfolders matching client name.

3. Google Drive

• Feature/Setting: "Drive API – Files: list, move, update".
• Sample: Automatedly scan “Unsorted Evidence” folder and categorize by reading custom properties/tags.

4. Box

• Feature/Setting: "Box Event Trigger", "Folders & Collaboration API".
• Sample: Automate categorizing evidence by “Case Number” metadata field upon file upload.

5. SharePoint Online

• Feature/Setting: Power Automate “Monitor a folder”, “Update file properties”.
• Sample: Automate categorization based on document library metadata fields (case, evidence type).

6. Clio Manage

• Feature/Setting: “Document Automation”, Clio API 'POST /documents’.
• Sample: Automated file assignment to matters matching client ID extracted from uploaded file.

7. NetDocuments

• Feature/Setting: “Automation Integration”, "ndLink" API for profiling.
• Sample: Assign documents to workspaces based on case code; run auto-foldering rules.

8. iManage Work

• Feature/Setting: "iManage Work API – Workspaces and Documents".
• Sample: Automatedly place files using folder naming conventions derived from case metadata.

9. DocuSign Rooms

• Feature/Setting: “Rooms API”, automate document upload/move.
• Sample: Move signed medical records to corresponding 'Evidence' categories after completion.

10. Litify

• Feature/Setting: "Litify Documents", Salesforce Flow integration.
• Sample: Configuration to automate evidence files to subfolders under the correct litigation matter.

11. Everlaw

• Feature/Setting: “Evidence Upload - Automated Processing”.
• Sample: Enable automated evidence sorting by drag-and-drop upload mapped to case IDs.

12. Egnyte

• Feature/Setting: "Egnyte Workflow Automation", Egnyte APIs.
• Sample: Rule-based automated file routing on upload according to matching client or matter codes.

13. Legal Files

• Feature/Setting: Document management rules engine.
• Sample: Set up rules to automatedly file and tag documents by medical case category/party.

14. Filevine

• Feature/Setting: “Filevine API – Document Events”.
• Sample: Auto-categorize new uploads by parsing filenames for matter numbers.

15. Lawcus

• Feature/Setting: “Document Automation”, webhook triggers.
• Sample: Automatedly assign new evidence PDFs to correct workflow stage based on pastebin or cover sheet extraction.

16. Salesforce (Law Cloud)

• Feature/Setting: Process Builder/Flow for “Files and Attachments”.
• Sample: Automatedly attach evidence to case records with condition-based logic.

17. Relativity

• Feature/Setting: “Relativity Processing Automation”.
• Sample: Configure import profiles for automated evidence file bulk-load and matter mapping.

18. AWS S3

• Feature/Setting: "Lambda Trigger on S3 PutObject".
• Sample: Lambda function automatedly tags/uploaded files with caseID detected in filename/metadata.

19. Zapier

• Feature/Setting: "Filter + Paths + Google Drive/Dropbox actions".
• Sample: Automated logic to route files from email attachments to specific evidence folders.

20. Hubshare

• Feature/Setting: "Document Management Automation".
• Sample: Upon new file upload, automate file sharing and sorting by case workspace.

21. OnBase by Hyland

• Feature/Setting: Automated Document Import Processor.
• Sample: Classify and categorize files based on barcodes, OCR, or metadata on upload.

22. CaseFleet

• Feature/Setting: "Evidence Management Automation".
• Sample: Attach uploaded medical records to the correct cases automatically.

23. M-Files

• Feature/Setting: Automated "metadata-driven workflows".
• Sample: Rules to automate file categorization and case documentation linkage.

24. Docusnap

• Feature/Setting: Automated documentation scanning/classification.
• Sample: Automatically sorts confidential medical evidence by case references found in file.

25. LegalTrack

• Feature/Setting: Automated file ingestion API.
• Sample: Moves and organizes incoming evidence by practice area and case sub-type.

Benefits

4.1. Automates evidence management with speed, accuracy, and reduced manual labor.
4.2. Automatedly enforces compliance with legal data-retention and privacy policies.
4.3. Improves data discoverability and case team collaboration via automation.
4.4. Minimizes risk of misfiled or lost evidence through automator-driven file handling.
4.5. Enables rapid, automated evidence retrieval—critical in mediation, court, or audit situations.
4.6. Provides auditable logs of file actions for legal defensibility and accountability.