Migrating your legacy documents to Juro

Introduction 👋

This guide walks you through setting up a single source of truth for your Juro contracts.

We’ll also look at utilising Juro’s AI extraction functionality to organise documents so that no key dates or key obligations are missed.

Step 1️⃣ : Understanding your requirements 🏁

Each organisation has its unique history when it comes to its contracts infrastructure.

Perhaps your business has been running for 50 years, with 10,000+ expired contracts on file. Or maybe you’ve acquired 15 companies in the last year and are overwhelmed at the thought of going through all the contracts that come with them?

Whatever the case, the pressing question becomes "How do I decide which documents to import into Juro?". Determining this ahead of the upload process makes for a much smoother experience all around. Some questions you may ask yourself are:

Which data points are important to the business? 📈

A good way to answer this question is to look back at the questions you or your team have received from across the wider business relating to contract data. If you regularly receive questions from your marketing team about logo usage, for example, this would be a good data point to have structured in a report.

Do you have existing data to import from an existing source? 📦

If so, what format is that data in? It's possible to import data into Juro alongside the actual PDF files if it is formatted correctly. You can read more about importing data here.

Step 2️⃣ : Organise your contracts by document type 🐚

Start by gathering and sorting all documents you plan to migrate.

Group contracts into folders by type:
- NDAs
- Employment contracts
- Supplier/vendor agreements
- Customer agreements

This will streamline template creation and data extraction later on.

Step 3️⃣ : List key fields for each document type 🧾

For each document type, define up to 20 key data points you want to extract and track. Below are some examples:

NDAs:

Start date
End date
NDA type (mutual or one-way)
Disclosing party

Customer contracts:

Counterparty name
Contract value
Termination clause
Auto-renewal option
Liability cap

Make sure the fields align with your reporting and contract management needs.

Step 4️⃣ : Set up upload templates in Juro 🧱

You’ll now create blank templates in Juro to structure your data extraction.

Go to the Templates section of your workspace.
Create a new template for each document type.
Leave the content area blank—this is for upload and data structuring only.
Click the Smart Fields tab.
Add fields corresponding to the data points you listed in Step 2.

Step 5️⃣ : Configure smart fields 🔘

🔤 Field Name

Use clear, consistent names that reflect each field’s purpose.
These names become the columns in your contract data table.

🧩 Field Type

Choose a type that matches the data:

Field Type	Best For
Text	General short-form text
Text Area	Long-form or summary content
Number	Numerical values (fees, salaries)
Email	Email addresses
Calendar	Start dates, renewal dates, etc.
Choice	Defined selections (e.g., NDA type: “Mutual” / “One-way”, Renewal: “Yes” / “No”)

💡 Use Calendar fields to enable automated reminders for contract dates.

Step 6️⃣ : Add AI instructions for each field ✨

Each field includes optional AI instructions (a micro-prompt) to improve extraction.

Click the ✨ icon next to the field.
Add context the AI needs to know (e.g. "We are Juro Online Ltd").
Specify the format you’d like the result in.
Add examples when possible.

Example: “Please extract the value of the contract, including one-off and recurring fees. Format: ‘Recurring: £500/month; One-off: £2,000.’”

You should add AI prompts to:

instruct the AI what specific information you are interested in
instruct the AI about the format of the output
give the AI context it might otherwise be missing e.g. ‘you are reviewing this contract on behalf of X’
correct for any issues you find in testing

Also:

You can disable AI extraction for fields you want to populate manually.
Only AI-enabled fields count toward the 20-field extraction limit

Step 7️⃣ : Upload documents in two phases 💕

🧪 Phase 1: Test & Iterate

Publish your template.
Upload ~5 test documents per document type (these should be in a .pdf format):
- Go to Documents > Add > Upload from computer.
- Select the correct template.
Create a View to inspect the extracted data:
- Add fields you want to check.
- Review for accuracy and completeness.

If needed:

Unpublish the template.
Make changes to fields or instructions.
Re-publish and retest.

📂 Phase 2: Bulk upload

Once satisfied:

(Optional) Delete your test documents.

Upload your PDF files by document type:

Go to Documents > Add > Upload from computer.
Select the correct template.
AI will extract your data

Step 8️⃣ : Combining Extraction with CSV Imports 🔼

In some cases, you may want to combine AI extraction with structured data you already have (from spreadsheets or other systems).

This uses Juro’s bulk import tool and requires a slightly different approach:

🧰 Steps:

Prepare a CSV file:
- Include a column with the PDF filename.
- Include one column per data point you want to import.
In your Juro template:
- Add fields matching your CSV columns.
- Disable AI extraction for these fields.
Use the bulk import tool to upload:
- Upload the CSV and PDFs together.
- Map CSV columns to template fields.
Set the document status to "Uploaded" (not "Signed"):
- This ensures AI extraction can still take place afterward.
Reach out to your Juro Legal Engineer to run the AI powered Data Extraction step as this won’t run automatically for documents uploaded via the Bulk Import tool.

📘 Reach out to support or your legal engineer if this applies to your setup—we’ll walk you through the details and help manage any edge cases.

💁‍♀️ 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 🚀

contract dashboard. The metadata can then be pulled into customisable table views for the reporting, organising and tracking of key document information.

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"):

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:

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.

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.

Select the files you would like to upload from your desktop.

2. Once your files are selected, click Skip, as you're uploading these files without a data structure.

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.

Option 2️⃣ Uploading with an empty data structure 🪹

What you'll need:

PDF files in a single or multiple folders on your local drive
A list of desired data points

What you'll get:

Viewable and searchable PDFs in your document repository.
Editable smartfields on each document

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.

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.

3. You can now begin uploading your documents. On the Contracts homepage, click + Add document and then Upload from your computer.

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).

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.

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.

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.

Option 4️⃣ Upload documents against a CSV

What you'll need:

PDF files in a single folder on your local drive.
Spreadsheet with pre-extracted meta-data (potentially exported from a legacy system)

What you'll get:

Spreadsheet data matched with the smartfields on each document.
Uploaded PDFs viewable and searchable in your document repository.

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.

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.

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.

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.

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.

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.)

If we look at a sample document, we can see these fields and their data reflected in the SMARTFIELDS tab under CUSTOM SMARTFIELDS.

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.]

2. Now, go to the Contract Reader section in your Settings and toggle the Add data from a template option.

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.

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.

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.	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 u pload against empty data structure method to get your PDFs into Juro. Then please follow these steps: 1. Create a table view of the fields to tag 2. Click into each document and fill out the fields in the smartfield tab [there's no need to drag fields into the body of the uploaded PDFs as you would with a new document template] 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.	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 t he 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.

Alternatively, you can email your query to support@juro.com 🚀