How to Update and Manage Documents in PaperVision

Learn how to efficiently search, rename, and update file metadata within the PaperVision system. This guide provides a walkthrough for modifying case details and ensuring your archives are correctly categorized.

Mary Miller
19 steps
2 minutes

Rmm-I

Searching for Records missing names

Click "Search"

Click "Clear Criteria"

Click the "Name" field and Type \[Blank\] - This search will find any document that couldn't find a name.

[[Selecting a ]]**[[Source]]**[[ is optional, but it may help make the process feel less overwhelming.]] **[[ADS Archive]]**\ [[These documents were migrated from the ADS Platform and imported into PaperVision. You will need to review several items:]] - [[Confirm that the documents are Probation documents. If they are not, recycle them.]] - [[If they are Probation documents, find and enter the name.]] **[[Legacy Archive]]**\ [[Not all districts will have Legacy files. These files are from districts that had digital files before we created a standard format for uploading documents.]] **[[SharePoint Archive]]**\ [[These are the most current files.]]

Click Search.

Update Record

Expand the Name category group.

[[There are two ways to select multiple files:]] - [[Click the first file, then hold ]]**[[Shift]]**[[ and click the last file. This will select all files between the two selected files.]] - [[Hold ]]**[[Ctrl]]**[[ and click each file you want to update individually.]]

Click the Edit icon in the toolbar.

Update the **Name** field with the correct name. There are several reasons why the name may not populate automatically. Below are some of the most common causes: 1. The name was not included on the folder. 2. The name was not formatted as **Last Name, First Name**. - The name contains a comma but no space after it. - The name does not contain a comma at all. - The name contains a period instead of a comma. 3. The file was not uploaded into a **Case Type** folder. In this situation, the name may appear in the **Case Type** index field instead. If the file was uploaded into the wrong folder, you will need to update the following fields: - **Name** - **Case Number** - **Case Type**

Click Update to save changes.

Finding Non-Matching Cases

Click "Search"

Click "Clear Criteria"

Under "$matchNotes" click "No Match" You can also select a source if you would like.

Click Search.

Final Record Modification

Select the file you would like to update. There are a few reasons the case files would not match: 1. There was a typo in the Case Number 2. The name does not exactly match what is in JPOD

Click the Edit icon in the toolbar.

Update the field that needs to be corrected.

Click "Update"

Once you have updated the documents, they will not automatically fall off of the search or the report. There is a utility that runs every 10 minutes. So please be patient.

How to Update and Manage Documents in PaperVision

Mary Miller
19 steps
2 minutes

Rmm-I

Searching for Records missing names

Click "Search"

Click "Clear Criteria"

Click the "Name" field and Type \[Blank\] - This search will find any document that couldn't find a name.

Click Search.

Update Record

Expand the Name category group.

Click the Edit icon in the toolbar.

Click Update to save changes.

Finding Non-Matching Cases

Click "Search"

Click "Clear Criteria"

Under "$matchNotes" click "No Match" You can also select a source if you would like.

Click Search.

Final Record Modification

Select the file you would like to update. There are a few reasons the case files would not match: 1. There was a typo in the Case Number 2. The name does not exactly match what is in JPOD

Click the Edit icon in the toolbar.

Update the field that needs to be corrected.

Click "Update"

Once you have updated the documents, they will not automatically fall off of the search or the report. There is a utility that runs every 10 minutes. So please be patient.