Library Best Practices & Troubleshooting

1. Best Practices

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Building a high-quality Library.

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Upload strategically:

Focus on reusable, high-quality documents

Upload approved templates and standard forms

Include well-organized precedent files

Add internal memos that reflect current legal positions

Remove or archive outdated versions

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Avoid duplication and conflicts:

Don't upload multiple versions of the same template unless version control is intentional

Remove superseded templates or policies when new versions are added

Archive outdated legal memos that no longer reflect current law

Use clear naming conventions to distinguish versions if needed (e.g., "NDA Template v2.0 - 2024")

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Organize intentionally:

Create a logical folder structure before mass uploading

Use consistent naming conventions across documents

Group related documents together

Consider how your team searches and thinks about documents

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Maintain and curate:

Regularly review and update Library contents

Remove outdated or obsolete documents

Add new precedents after successful matters

Update templates when legal requirements change

Encourage all team members to contribute to knowledge creation

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Naming conventions for better usability:

Remember that titles contribute only 10% to search relevance—the content is what matters. However, descriptive titles are crucial for the Library Picker:

Include document type: "Template - NDA Mutual"

Include jurisdiction if relevant: "UK Employment Contract - Standard"

Include version or date: "Privacy Policy Template v3.0 (2024)"

Use descriptive names: "Force Majeure - Construction - Extended Form" rather than "FM_v2"

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Quality over quantity:

A well-curated Library with 100 high-quality documents is more valuable than 1,000 unorganized, duplicative, or outdated files

Regular curation improves search relevance and user experience

The over-inclusive search design means irrelevant documents may appear in reasoning—keeping your Library clean minimizes this and improves efficiency

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Search effectively:

Let search work on content, not just titles, describe what you need, rather than guessing document names

Combine semantic descriptions with specific keywords

Be descriptive: "standard confidentiality clause for vendor agreements" rather than just "confidentiality"

Include jurisdiction, document type, or party type when relevant

Trust the over-inclusive design — the Assistant will evaluate relevancy after reading

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Collaborative knowledge building:

Encourage all team members to upload valuable documents

Share precedents after successful matters

Document lessons learned in memos for future reference

Build a culture of knowledge contribution across your organization

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2. Troubleshooting

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Issue

Solution

Document shows failed processing/no check indication

Delete the document and try uploading again; verify file is not corrupted; try converting to different supported format; contact support if issue persists

Files still loading after considerable time

Refresh the page; check internet connection; verify upload completed successfully; if documents still show as loading after refresh, delete and re-upload

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Next steps:

Start by uploading your most frequently used templates and precedents

Create a folder structure that matches your team's workflow

Encourage team members to contribute documents and build knowledge collaboratively

Use Library search to find relevant documents based on content, and Library Picker when you know exactly which documents you need

For SharePoint or DMS integration, contact your administrator or see the Integrations guide

Regularly curate and update Library contents to maintain quality and relevance

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Need help?

For technical issues: support@casepal.co

For integration setup: Contact us, your administrator or see the Integrations guide

For best practices and training: Refer to the Using the Assistant guide for how the Library integrates with research and drafting workflows