Automating High Volumes of Document Processing with vParser

SUMMARY

CLIENT: Collection-Master and vMedia Firm

PRODUCT / FEATURE: vParser in vMedia

PROBLEM: Slow and inefficient document filing with manual processing limitations using File-to-vMedia

SOLUTION: Implementing vParser to streamline document storage and accessibility

IMPACT: Faster processing, improved efficiency, and reduced system strain

PROBLEM

A Collection-Master law firm located in the Midwest faced significant challenges when managing large-scale document merges and storage in vMedia (100s to 100s of documents). The firm previously relied on File-to-vMedia, which required each user to manually print and store merged documents one by one. While the firm could save their WordPerfect documents and then pass them to one person for processing, each batch had to be opened using File-to-vMedia one at a time. This wasn’t a major issue for small batches, but as the firm’s volume grew, the process became increasingly inefficient.

Manually processing thousands of documents slowed down workflows, strained system resources, and sometimes even caused crashes. Each job used dedicated machine power to run the process, making it time-consuming and cumbersome. The firm needed a faster, automated solution to ensure seamless document management without disrupting daily operations.

SOLUTION

To address these inefficiencies, the firm’s Director of Legal Operations enlisted Vertican Professional Services. Joe Woodward, Deputy Product Owner, Collection-Master worked with the firm to implement vParser. vParser is a powerful tool that automates document processing and works seamlessly with vMedia! Unlike the previous File-to-vMedia method, which required each user to process documents separately, vParser:

• Allows multiple users to merge documents simultaneously.
• Reduces system strain by offloading processing to a centralized machine utilizing the speed and efficiency of SQL.
• Automatically processes large volumes of documents in batches.
• Uses an invisible tag (“magic string” hidden code that looks at population data from the claim) to correctly categorize and file documents within vMedia.

With just a 2-hour investment in Professional Services, vParser users at the firm now save their merged documents as PDFs and drop them into a designated folder. A single individual can kick off all jobs with a single command or a command line can schedule it in advance. The system then automatically processes them in the background. The result? No more manual file handling or system slowdowns.

This setup is especially beneficial for firms using Vertican File & Serve (VTFS), ensuring that documents are properly stored and ready for electronic filing. It’s important to note that vParser is just as valuable for firms that don’t use VTFS, as it optimizes document storage and retrieval in vMedia regardless of the filing method.

IMPACT

Since implementing vParser, the firm has significantly improved its document processing efficiency. Rather than manually handling files one at a time, the firm can now batch-process large volumes of documents effortlessly. Just look at these other significant benefits to using vParser:

• Eliminate the need for manual document handling.
• Improve processing speed and system reliability.
• Enable multiple users to work simultaneously without system slowdowns.
• Create a scalable solution that supports both small and large document volumes while significantly improving overall efficiency.

NOTE

vParser requires a SQL Server back end for vMedia. If you do not currently utilize a SQL Server, this should be configured by your IT department prior to setting up vParser. A vPro can also help your team configure vMedia to work with SQL, typically in just 1-2 hours.

LEARN MORE

• Purchase vPros to optimize vParser for your firm’s document management process.
• Check out the vMedia Help Manual > Import/Export > Importer > vParser Importer.
• If you already use vParser (way to go!), check out this Software Tip that outlines an added functionality that will enable you to add a previously saved document to a new saved document (i.e. Suit Pack): Setting Up WordPerfect for Merge Media in vParser Software Tip.