Document Management

File Organization

File List View

• View all source documents that make up a record
• See file metadata: name, size, page count
• Visual upload status indicators

File Operations

• Add new files via drag-and-drop or file browser
• Add from existing records to reuse previously uploaded files
• Remove files individually or in bulk (with selection checkboxes)
• Reorder files using drag-and-drop to control document sequence

Bulk Actions

• Select multiple files for batch operations
• Bulk removal of selected files
• Selection count displayed in header

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PDF Viewer

Integrated Viewer

• View source PDFs directly within ChartInsight
• No need to download files for review
• Synchronized with chronology and research citations

Navigation

• Page number navigation – jump to specific pages
• Citation links – click from chronology or research to view source
• Page range highlighting – see multi-page events
• Scroll and zoom controls

Version Support

• View current version of files
• Access last processed version during reprocessing
• Version comparison for changed files

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Combining & Splitting Records

ChartInsight lets you reuse files across multiple records using the Add files from existing records feature. This enables flexible analysis workflows without re-uploading files or incurring additional charges. See Combining and Splitting Records for details.

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Reprocessing

Automatic Detection

When source files change, the system detects:

• New files added
• Files removed
• File order changes

Reprocessing Workflow

1. Banner notification when reprocessing is needed
2. One-click reprocess to update all outputs
3. Progress tracking during reprocessing
4. Outdated content warning while processing

Version Tracking

• Distinguish between latest uploaded version and latest processed version
• View previous outputs while reprocessing is in progress
• Clear indication when content is being updated

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Export Options

Available Formats

Download Process

• One-click download from record action bar
• Format selection when multiple options available
• Download tracking for audit purposes

Generated Documents

• Professional formatting with ChartInsight branding
• Includes narrative summary
• Chronological timeline of events
• Vitals and medications tables

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Retention Controls

Expiration Settings

• Set expiration dates for automatic erasure
• Modify expiration at any time before erasure
• Expiring soon indicator for records within 14 days of expiration

Retention Warnings

• Visual badges on records approaching expiration
• Email notifications sent before scheduled erasure
• Configurable warning periods at team level

Manual Erasure

• Permanent deletion on demand
• Confirmation required before erasure
• Cannot be undone – all data permanently removed

After Erasure

• Record marked as "erased" in the system
• All source files deleted
• All generated content deleted
• Audit trail maintained for compliance

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File Sharing

Source File Access

• Shared users can view source PDFs
• Access controlled by record sharing settings
• See Collaboration for sharing details

Export Access

• Download permissions follow sharing settings
• Team members with access can download exports
• Uploader always has full access

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Best Practices

File Organization

• Use descriptive file names for source PDFs
• Order files chronologically when combining records
• Remove duplicate or irrelevant files to improve processing

Retention Management

• Set appropriate expiration dates based on case requirements
• Review expiring records regularly
• Download exports before expiration for long-term storage

Reprocessing

• Batch file changes before reprocessing to minimize processing time
• Wait for reprocessing to complete before reviewing outputs
• Note that changes made during reprocessing require additional reprocessing