> ## Documentation Index
> Fetch the complete documentation index at: https://help.lexfill.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents

> Document collection, AI-assisted review, and approvals

## Collecting documents

Document upload is built into the client intake as an optional step with a checklist specific to the case type — a marriage-based adjustment asks for the marriage certificate and civil documents, while an evidence petition such as EB-2 NIW or O-1 lists one slot per regulatory criterion (recommendation letters, citation record, awards, and so on). Clients can also upload from their portal at any time.

Attorneys manage everything from the client's **Documents** tab: view, download, upload on the client's behalf, and track review status per slot.

**File types.** PDFs, photos and scans (JPEG, PNG, WebP, HEIC), and — since the import feature — **Word documents, plain-text files, and RTF**. The wider list applies to ordinary client uploads too, not just imports: a client attaching the worksheet they filled in over email is exactly the case it's there for.

## AI document intelligence

When a document is uploaded, Lexfill automatically:

* **Detects the document type** and files it into the right checklist slot.
* **Renames the file** to a clean, consistent name.
* **Extracts insights** — key fields found in the document are used to fill empty profile fields (existing answers are never overwritten).
* **Notes who the document is about** — a spouse's passport in a bundle is stored and labelled without touching the client's own record.

Word, text and RTF files are read as text; everything else is read as-is. A file Lexfill can't read — a HEIC photo, a spreadsheet, an archive, a corrupt or password-protected document — is still stored and shown as "stored — not read". It never fails an upload or an import.

## Document translation

USCIS requires a certified English translation of every foreign-language supporting document. Lexfill translates a client document in place — any source language, auto-detected — and hands your team a draft to review, correct, and certify.

**Translating a document.** The **Translate** action appears wherever a document does: in the viewer's overflow menu, on a document card, and in the table row's action buttons. It only shows on documents that can actually be translated — an uploaded PDF, photo, or Word/text file that isn't itself a translation and hasn't been rejected. Pick a target language (English or Spanish from the list, or type any other language — English is the default) and the translation starts; a new linked row appears under the original with a **Translating** badge, no refresh needed.

**Drafts, not filings.** The finished translation lands as a Word document nested under its original, marked **Draft** — visible to your firm only, never to the client. The original gets a "Translated" marker; the draft never enters the approve/reject review queue and is never analyzed as a client upload. If a translation fails, the row shows **Failed** with a Retry that starts a fresh attempt (the failed row is replaced rather than resurrected). Only one translation per document runs at a time; a second language can be added after the first completes.

**What the draft looks like.** Translations mirror the source's structure — tabular documents such as civil registry extracts come back as real tables, labels and enumerated values translated, names and ID numbers copied verbatim, checkbox states preserved, blank fields left blank, and seals or signatures noted as bracketed annotations (text the model can't read is marked `[illegible]`, never guessed). Every translation ends with a **Certificate of Translation Accuracy** page on its own sheet: the attestation names the detected source language and leaves printed-name, signature, and date lines blank for whoever at the firm signs it.

**Side-by-side review and certification.** On a draft translation (or its original), the viewer offers **Review translation** — a full-screen review surface with the original in a collapsible pane on the left and the editable translation on the right. Edits save automatically a couple of seconds after you pause typing, with a saving/saved indicator in the toolbar. When the translation is right, **Certify** — after a confirmation that spells it out — makes it visible in the client's portal and stamps who certified it and when; the document then opens read-only, showing the certifier and date. **Revert to draft** (also confirmed) hides it from the client again for further edits. Review runs on desktop-width windows; viewing and downloading translations works everywhere.

## Review workflow

Every client-uploaded document goes through attorney review:

1. **Approve** — the document is accepted for the case.
2. **Reject with a reason** — the client sees the reason and is asked to re-upload.

A few rules keep the record intact:

* Attorney uploads are auto-approved.
* Rejected documents are kept for the record — clients can't delete a document once it has been reviewed.