Contents 🚀
Introduction 👋
When you create documents in Juro, these are automatically stored, structured, and organised in your Juro repository. One of the easiest ways to get value from Juro -and ensure your teams can access the right documents- is to add your legacy documents to this repository as early as possible.
What are the benefits? Well, there are a few. It reduces the likelihood of corporate memory loss around contractual obligations and with it, the accumulation of high costs to rectify this. Done well, uploading your legacy documents into Juro also makes them easily searchable: organised into dynamic dashboards we call "table views". From here, you can then set up reminders for key dates and apply the correct document access permissions.
This guide, containing our Legal Engineers' experience of managing hundreds of these migration projects, explains how to add your legacy documents to your Juro document repository.
Please feel free to use the "Jump to the options" section below to skip to the most relevant section for you and your documents.
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Jump to the options 📊
In the below table, there are some quick links to some of the most common migration flows we've encountered. To learn more about planning your migration project and conducting effective migration hygiene, you can go to the next section:
Start Point | End Point | Recommended Method | First Step |
PDFs, no extracted meta-data. No need/desire to extract data points later. | Viewable and searchable PDFs in Juro, simple and quick. | Select files and upload. | |
PDFs, no extracted meta-data. No bandwidth/budget to extract data points now but would like to in the future. | Viewable and searchable PDFs in Juro, fillable smartfields for streamlined future tagging. | Create data structure. | |
PDFs, no extracted meta-data, in folders (not GDrive). | Viewable and searchable PDFs in Juro, folder structure and implicit data retained in Juro smartfields and tableviews. | Create data structure. | |
PDFs, no extracted meta-data, in folders (GDrive). | Viewable and searchable PDFs in Juro, folder structure and implicit data retained in Juro smartfields and tableviews. | Connect GDrive integration. | |
PDFs, with extracted meta-data in a spreadsheet. | Viewable and searchable PDFs in Juro, datapoints structured and associated with their respective document. | Create data structure. | |
PDFs, no extracted data. Bandwidth/resource to undertake an internal data tagging project. | Viewable and searchable PDFs in Juro, datapoints structured and associated with their respective document. | Establish a list of data points that will be extracted from the documents. | |
PDFs, no extracted data. Budget to outsource a data tagging project. | Viewable and searchable PDFs in Juro, datapoints structured and associated with their respective document. | Schedule a scoping call with a member of the Juro team. |
Starting with a clear end goal in mind 🏁
Ask yourself, what does a good contract repository look like? Well-organised, yes, but also accessible. The end goal then is for key documents to be viewable and searchable and for key data points captured in a structured format. How is this achieved?
Your Juro documents have two elements: the documents themselves and their associated meta-data. Migrated legacy documents are uploaded as PDFs and their meta-data is housed in Juro's smartfields (see the below image). These uploads will be OCR-scanned, making the text fully searchable via the search bar in the contract dashboard. The meta-data can then be pulled into customisable table views for the reporting, organising and tracking of key document information.
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The meta-data can then be pulled into customisable table views for the reporting, organising and tracking of key document information.
In the image below, you'll see the metadata for documents broken out by type across columns in an easy-to-digest dashboard (we call these "table views"):
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Beyond structuring the data this way, you may also want to set up reminders for key milestone dates. Any calendar field in Juro can support such reminders, which are sent as email notifications to the relevant stakeholders when the date specified arrives:
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The end goal, then, is for your key documents to be viewable and searchable having been uploaded into Juro's repository as PDFs and, important dates and other data points captured in a structured format in the fields associated with each document.
Kicking off the migration process 🌅
Many customers have come to Juro with their existing documents stored in all manner of systems; some don't have any system at all. But whether you're migrating from another cloud-based repository or rummaging through a dusty filing cabinet, this section will help you plot a path from where you are to where you want to be.
Ask yourself these questions before getting started.
Question 1️⃣ Why are you doing this? 🧘♂️
Clear priorities are essential in deciding the scope of your migration, especially when considering other work that you'd like to fold into this process such as additional tagging or data extraction.
The average document stored in Juro contains thousands of potentially extractable data points. Structuring several key data points is highly valuable. However, each additional less important data point offers diminishing marginal returns. With that in mind, our most successful customers typically settle on five to eight high-value data points per document.
These can then track or trigger key workflows (such as renewal dates), and increase the visibility of data that needs to be reported rapidly or frequently (such as contract value to a governing board). PDFs uploaded into Juro are searchable and viewable within the browser application, meaning information explicitly stated in documents can be just as easily found via the search function as with smartfields.
Question 2️⃣ Where is your data? 🗺️
Where are the PDFs that you're looking to upload into Juro?
Are they currently hosted in a cloud-based system? If so, can you export them yourself or will you have to contact the support team of your previous provider? Either way, it's important to give yourself enough time for this task to be completed.
Sometimes, it won't be immediately clear where all your files are (e.g. on individuals' devices or a shared drive). It can be worthwhile to put together a strategy for collecting disperately stored files in these situations. Our customers have great success migrating documents when they obtain buy-in from senior internal stakeholders and set clear, defensible guidelines.
If your files currently live in Google Drive, then you're in luck: our native integration automatically imports the files from a selected folder in your linked drive. We'll cover this in more detail later.
Question 3️⃣ What data do you have? 💽
To import data meaningfully, it helps to know what data you have and which of these you think will be of most use going forward.
A straightforward way to collate this information is to add it to a Juro csv. template that has the parameters of your template built in. Then, using Juro's bulk upload features, you can upload your documents with their corresponding data points.
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If you don't already have meta-data stored in a spreadsheet or some other structured format, there are other options available for extracting some data from your PDF files. We'll now look at these alongside all the options for migrating documents to Juro.
What are my options? 📊
So, you've worked through the above steps and are ready to start your data migration. What's the best way to do this? The answer is whatever option works best for you, and we have a few of these for you to choose from:
Option 1️⃣ Uploading with no data structure
What you'll need:
PDF files in single or multiple folders on your local drive
What you'll get:
Viewable, searchable PDFS in your document repository.
1. Navigate to the workspace you want to upload your documents into. If you'd like documents in multiple different workspaces, you can either upload to one and move them in bulk or repeat the following process in the different workspaces.
Once in the workspace, go to the Contracts tab, click + Add document and Upload from your computer.
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Select the files you would like to upload from your desktop.
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2. Once your files are selected, click Skip, as you're uploading these files without a data structure.
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Your uploaded documents will now be visible in your Juro repository, and searchable using the search bar in the top right-hand corner of your contract dashboard.
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Option 2️⃣ Uploading with an empty data structure 🪹
What you'll need:
What you'll get:
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1. Create a new template in the workspace where you'll be uploading the documents. To do this, go to the Templates tab and click + Add Template.
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2. Leave your template blank as your upload files will fill this space. You'll need to add the fields you want to see on the documents you're about to upload. Once you've added all the fields, publish the template by clicking Publish.
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3. You can now begin uploading your documents. On the Contracts homepage, click + Add document and then Upload from your computer.
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4. Select the PDF files you'd like to upload. Once you do, you'll be prompted to select the document type. Click the template you've just published (unpublished templates or templates from other workspaces won't show).
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5. Now, you can populate the fields for each of the documents you are uploading and select whether the document has already been signed or not (this will default to yes).
It is possible to add data points at a later stage where you will be able to view the PDF alongside the fields you are populating. If you wish to tag the documents later you can simply click Skip tagging.
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On the left-hand side is the uploaded PDF. In the right-hand sidebar, you can view and change the fillable smartfields (SMARTFIELDS tab) and the name of the document type (SETTINGS tab).
At the top of the document, the document's status will show as either Uploaded or Fully Signed. You can toggle between the two by clicking the status itself.
Option 3️⃣ Pre-Filled In Batches ⛏
Many customers organise their documents into shared folders before the upload, typically grouped by category such as type, region or even counterparty.
You can recreate this same folder structure in Juro by uploading documents in batches with smartfields pre-filled on the template you're using for the upload.
1. Before uploading your first batch, unpublish the relevant template. Then, fill in any common fields across the batch of documents you're about to upload. All contracts uploaded against this template will then inherit these field values.
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Once you've finished with a batch you can return to the template, unpublish it, and edit the fields again for the next batch of documents.
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Option 4️⃣ Upload documents against a CSV
What you'll need:
What you'll get:
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Our bulk upload feature is the most effective way to match spreadsheet or CSV data with uploaded files in the Juro platform. If you already have a spreadsheet containing such data, we have a dedicated article on this feature that may be helpful. Also below is a quick video overview of the process:
💡 NOTE: If you are exporting data from some other cloud-based document repository tool make sure to ask that the exact file name of each PDF is included in the data export. Juro matches your uploaded PDF files with the correct meta-data using the PDF file name.
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Option 5️⃣ Upload your document using our Google Drive integration ⌘
Juro has a native integration with Google Drive you can use to bulk migrate files from GDrive to Juro. Using the integration's import feature and Juro table views, you can partially recreate your folder structure.
💡 NOTE: If you would like to add additional fillable fields to your documents imported from GDrive please read the instructions in our dedicated article for this integration.
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1. In GDrive, move all files that exist into one master folder (that contains subfolders if needed): this is the one you will select to import from.
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2. Once you have ensured that all your files are in the correct master folder, go to the Integrations tab of your Settings in Juro and click the Google Drive panel.
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3. Connect your Juro Workspace to a particular Google Drive account. Once this connection is live, you can select the relevant GDrive folder to import documents from.
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4. Once the Import is complete you will see a table view of the imported files, with folder level captured in a smartfield (these are labelled as Level 1, Level 2, etc.)
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If we look at a sample document, we can see these fields and their data reflected in the SMARTFIELDS tab under CUSTOM SMARTFIELDS.
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Optional: Adding Juro Data Structure to Imported GDrive Files 🪜
In addition to importing the folder location of each file, you can add editable smartfields to each uploaded file. To do this:
1. You'll first need to create and publish a data structure template. This is just a blank template with empty smartfields added. These smartfields will be added to each document that is uploaded and will be fillable later on. Make sure you publish the template before moving to the next step.
[If you pre-populate a smartfield on the template it will be added, pre-filled, to all the documents imported from GDrive.]
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2. Now, go to the Contract Reader section in your Settings and toggle the Add data from a template option.
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3. If you enable this before beginning the Google Drive import, the fillable fields will automatically be added to any file uploaded via the integration, making it easier to tag the documents later.
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4. Alternatively, you can add smartfields to individual uploaded files after they have been imported from Google Drive.
You can do this in the document by opening the SMARTFIELDS tab and clicking the 3 dots in the top-right-hand corner. From here, you can add the fields from an existing template to this contract.
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Tagging 🏷️
The workflows you will use as a Juro customer will, by default, create a data-rich repository of documents. However, for your existing documents, you might not have as rich or easily accessible data.
Tagging allows you to structure data associated with your legacy documents so your Juro repository is a valuable source of truth for your new and old documents (see the section above on understanding your priorities).
Whilst every organisation we work with has unique priorities, here are some data points that we commonly see customers looking to extract from their documents either via the AI-powered tagging service Juro offers or via their independent means:
Data Type | Notes |
Document Type | Document classified as one of a pre-set list of document classifications.
e.g. "Vendor, Commercial, Employment" or "MSA, NDA, Offer Letter, DPA" |
Effective Date | The date that the contract begins/comes into effect. |
Renewal Date | The date that the contract renews (not always applicable). |
Opt-Out Date | The date by which either party can opt out before the contract automatically renews for a second term. [A key field to set reminders for] |
End Date (or end of first/initial term) | The date that the contract will come to an end. |
Term (or initial term) | The length of the agreement. |
Contract Value | The total value of the contract or annualised contract value. |
Product/Service Details | An overview or specific details relating to the product or service provided by one party to another. Will vary depending on the type of document. |
Renewal | Details relating to whether or not a contract renews. e.g. "Auto-renewal" |
Contract Currency | Currency that the fees etc. should be paid in. |
Specific Clauses | Y/N or TRUE/FALSE answers to whether specific clauses or sections are present in a document. e.g. "Is there a confidentiality clause?" |
Termination | Overview of how the contract can be terminated. e.g. "termination for convenience", "termination at any point with X days notice" |
Payment Frequency | e.g. "annual" or "monthly" |
Billing Terms | Days within which a fee must be paid. e.g. "30" |
Paper | Whose paper the document is on? e.g. "own paper", "third-party paper" |
Counterparty Name | The full legal name of the counterparty |
Counterparty Address | Full registered address of the counterparty |
Notices Email | Email address to which notices under the contract should be sent. |
When scoping a tagging project, it's helpful to clarify if data exists in a structured format elsewhere in your organisation. Data which has already been structured and stored elsewhere could be exported and added to your Juro repository.
Similarly, just because data has its origins in a document does not necessarily mean that Juro should be the source of truth for that particular information. For example, a customer's annual fee may be detailed in their initial Order Form, however, this could change and would be reflected in an organisation's CRM or Billing system.
So now it's time to decide what the best approach for you is.
Customer-managed tagging project 🏠
For customers undertaking a tagging project internally or outsourcing this project to a third party, they will need to decide if the tagging should take place within te Juro platform or outside of it:
In Platform | Pre-Upload |
Uploading the PDFs into the platform will allow the individuals doing the tagging to view and tag the documents in one unified workspace. They can also use Juro's table view feature to keep track of their progress.
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Some opt to extract the data from their documents before uploading everything into Juro. We'd recommend working on two screens with the PDF open on one screen and a spreadsheet open on the other. |
Please use the upload against empty data structure method to get your PDFs into Juro.
3. You can track which documents have been tagged and which are outstanding via a table view. If you apply a sort to a column the order of the documents in the view will stay fixed making it easier to track what's outstanding.
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As the tagging will happen outside of Juro the spreadsheet's formatting will have to match the data structure you set up in Juro.
Once the tagging is complete you will use the upload with imported CSV method to get your PDFs and extracted data into Juro.
It's worth reviewing this method early before starting on the tagging so that you and those doing the tagging know what the format of the spreadsheet will need to be. It can be beneficial to try uploading a small batch of documents to experience the process in full. |
Juro's AI Managed Tagging Service 🚀
Juro offers an AI-powered, managed service where we can tag batches of documents for you and upload them into your repository. All you'll need to do is:
Join one of our Legal Engineers for a 45-minute scoping call
Share the PDFs via secure file transfer
Sign off on a list of data points to be extracted
If you're interested in learning more about Juro's AI-managed tagging service please contact your dedicated point of contact at Juro, or our Support Team at support@juro.com.
💁♀️ As always, our Support Team is happy to help you with anything further if needed. Start a chat with us right here by clicking the Intercom button in the bottom-right-hand corner of this page.
Alternatively, you can email your query to support@juro.com 🚀
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