---
title: "Bulk Text Extraction and File Migration Tool"
slug: "bulk-text-extraction-and-file-migration-tool-1"
updated: 2026-10-06T20:46:11Z
published: 2026-10-29T16:29:08Z
canonical: "wiki.cobblestonesoftware.com/bulk-text-extraction-and-file-migration-tool-1"
---

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

# Bulk Text Extraction and File Migration Tool

**COBBLESTONE SOFTWARE**

Contract Insight — User Guide

**Bulk Text Extraction and File Migration Tool**

*03. Admin User Manual › VISDOM & Risk Management › Bulk Text Extraction and File Migration Tool*

**Note:** Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

# 1. Overview

The legacy **Bulk Text Extraction and File Migration Tool** was an Enterprise-Edition, OCR-dependent capability that paired a **Bulk File Importer** with a **Bulk Text Extraction** tool for pulling surrounding context (counterparty names, dates, clause language) out of large document sets. Contract Insight no longer has a single screen by that name. The same work is now split across a few tools:

- **Bulk Import Attachments** — upload many files at once and file them onto the contracts they belong to.
- **Data Import** — bulk-import the record data that goes with those files from a CSV, using mapping templates.
- **Search** (attachment text) — find a word or phrase across every attached document, see the matching text in context with its page number, and export the results.
- **VISDOM Configuration** and the **OCR Services** / **Visdom Services** scheduled jobs — control how document text is read and extracted by VISDOM AI.

# 2. Key Elements

- **Bulk Import Attachments** (Administration): “Upload many attachments at once, then file them onto the contracts they belong to.” Files can go **straight onto a contract** or into a **Pending attachments** list to sort out later. Nothing uploads until you confirm.
- **Data Import** (Administration): bulk-imports records from a CSV file using a template that maps the file's columns to fields in a target table.
- **Search** (top bar): the scope menu offers **Records and attachments** or **Attachments only**. The **Full search** page reports how many matches were “found in attachment text,” offers an **Attachment matches only** filter, and can **Export** results to Excel, PDF, or CSV.
- **Attachments panel**: under **Matched the search text**, lists each matching file with its version label, date, page number, and a highlighted excerpt of the surrounding text.
- **VISDOM Configuration** (Administration): the **Availability**, **Default extractions**, and **Extraction behaviour** tabs control whether VISDOM reads documents, which extraction passes run by default, and how much document text is kept.
- **Scheduled Jobs** (Administration): the **OCR Services** and **Visdom Services** jobs run under the **Data Integration Scheduler**.

# 3. Navigating to the Bulk Import Tools

1. From the Contract Insight homepage, click the **Administration** (settings) icon at the bottom of the left navigation bar.
2. On the **Administration** page, type in the **Search administration…** box, or find the **Configuration & Fields** category.
3. Click **Bulk Import Attachments** to bring in files, or **Data Import** to bring in record data.

![Administration page with Bulk Import Attachments highlighted](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/01-admin.png)

# 4. Bulk Importing Files

## 4a. Adding Files

1. Navigate to **Administration → Bulk Import Attachments** (see Section 3).
2. Drag files onto the **Drop attachments here** area, or click **Browse** to select them.

![Bulk Import Attachments page with drop area, Browse, and Pending attachments list](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-02-bulk-import-page.png)

1. The selected files are listed as **ready to upload**. Under **Where should these go?**, choose one:
  - **Hold in the pending list** — store the files now and sort them onto records later (see Section 4b).
  - **File onto a contract** — attach the files straight to one contract record.
2. Click **Upload** (the button shows the number of files, for example **Upload 1 file**). To start over without uploading, click **Clear**.

![Files ready to upload with destination options and Upload button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-03-choose-destination.png)

**Note:** Nothing uploads until you click **Upload**.

## 4b. Filing Pending Attachments onto Contracts

1. On the **Bulk Import Attachments** page, scroll to **Pending attachments**. Use the table's **Search** box to narrow the list if needed.
2. Check the **Pick** box for each file to file, or click **Select all**. The selection count (for example, **1 selected**) updates as you go.
3. In the **File the selected onto…** panel, type in **Search contracts by title, company or number…** and click **Search**.
4. Click the contract in the results list.
5. Click **File onto this contract** (for example, **File 1 onto this contract**).

![File the selected onto panel with contract search, contract list, and File onto this contract button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-04-file-pending.png)

**Note:** Files marked **contract deleted** were left behind when their contract was removed. File them onto another contract, or remove them with the row's **Delete** button. Click **Clear** to deselect all files.

# 5. Bulk Importing Record Data

Use **Data Import** when the files you are migrating come with record data (contract details, vendors, contacts) in a spreadsheet. Rows with a *condition* field update matching records; all other rows are inserted.

1. Navigate to **Administration → Data Import** (see Section 3).
2. Under **Add template**, enter a **Template name** and select the **target table**. Check **Update-only** if the import should only update existing records.
3. Click **Create & map fields** to map the CSV's columns to fields. For an existing template, click **Map fields** on its row.
4. Click **Import history** to review past imports.

![Data Import page with Add template fields, Map fields, and Import history](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-12-data-import.png)

See the **Data Import Manager** section of this manual for full template and upload steps.

# 6. Finding Text Across Attached Documents

## 6a. Searching Attachment Text

1. From any page, click the **Search** box in the top bar (or press **/**).
2. Type the word or phrase to find (for example, *indemnification*).
3. Use the scope menu to choose **Records and attachments** or **Attachments only**. Use **All areas** to limit the search to one area.
4. Matching records appear with a badge showing how many files matched (for example, **41 files**). Click **Full search** to open the full results page.

![Search dialog with search term, scope menu, file count badge, and Full search button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-05-global-search.png)

## 6b. Reviewing Full Search Results

1. The summary line under the search box shows the number of matches and how many were **found in attachment text**.
2. Check **Attachment matches only** to hide records that matched only on their fields.
3. The **Source** column shows how many of each record's files matched (for example, **2 FILES**).
4. To save the results list, click **Export** and choose **Excel**, **PDF**, or **CSV**.

![Full search results with attachment text summary, Attachment matches only, Export, and files badge](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-06-full-search.png)

## 6c. Viewing the Matched Text in Context

1. On a result row, click the **Attachments** (folder) icon.
2. The **Attachments** panel opens. Under **Matched the search text**, each matching file shows its version label, date, page number, and an excerpt of the surrounding text with the search term highlighted.
3. Click the **download** icon to download a file. Close the panel with the **X**.

![Attachments panel showing Matched the search text excerpts with download icon](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-07-matched-text.png)

# 7. Configuring VISDOM Document Extraction

## 7a. Checking VISDOM Availability

1. Navigate to **Administration** and click **VISDOM Configuration**.
2. On the **Availability** tab, confirm **Turn VISDOM AI off for everyone** is **Off**. Turning it on hides the assistant, AI-assisted creation, and document extraction across the whole system.
3. Use the **Default extractions** and **Extraction behaviour** tabs to configure extraction (Sections 7b–7c). Under **Elsewhere**, **Background VISDOM jobs** opens Scheduled Jobs (Section 8).

![VISDOM Configuration Availability tab with VISDOM off toggle and extraction tabs](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-08-visdom-availability.png)

## 7b. Setting Default Extractions

1. Click the **Default extractions** tab.
2. Check the passes that should be selected the first time someone runs VISDOM on a document: **Field extractions**, **Clause extraction**, **Possible system additions**, and **Obligations**. **Clause sentiment**, **High-risk findings**, and **GSA extraction** become available only when **Clause extraction** is checked.
3. Click **Save default extractions**.

![Default extractions tab with extraction checkboxes and Save default extractions button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-09-default-extractions.png)

**Note:** These defaults are a starting point, not a limit. After the first run, each person's last selection in Create with VISDOM and Edit with VISDOM is remembered.

## 7c. Setting Extraction Limits

1. Click the **Extraction behaviour** tab.
2. Set **Most fields read from one document** (how many fields a single extraction pass may fill) and **Most characters of document text kept** (document text is truncated at this length; empty or 0 means 64,000). The obligation thresholds on this tab control which suggested obligations are hidden or flagged as low confidence.
3. Click **Save changes**, or **Discard changes** to undo.

![Extraction behaviour tab with field and character limits and Save changes button](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-10-extraction-behaviour.png)

# 8. Confirming OCR and VISDOM Background Jobs

Document text must be readable before it can be searched or extracted, so scanned (image-only) files depend on OCR processing.

1. Navigate to **Administration → Scheduled Jobs**, or click **Background VISDOM jobs** on the VISDOM Configuration page.
2. Scroll to the **Data Integration Scheduler** group, or use its **Search** box.
3. Find **OCR Services** and **Visdom Services** and review their **Every**, **Last run**, and **Status** columns (for example, **Scheduled**, **Paused**, or **Not run here**). **Run now** is unavailable for jobs marked **Not run here**.

![Scheduled Jobs Data Integration Scheduler with OCR Services and Visdom Services rows](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/btfm-11-ocr-job.png)

# 9. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Open the bulk file tool | Administration → **Bulk Import Attachments**. |
| Upload many files | Drop files or click **Browse** → choose **Hold in the pending list** or **File onto a contract** → **Upload**. |
| File pending attachments | **Pick** files → search for the contract → select it → **File onto this contract**. |
| Import record data | Administration → **Data Import** → add or open a template → **Map fields**. |
| Find text in attachments | Top-bar **Search** → choose **Attachments only** → **Full search**. |
| See matched text in context | Full search → **Attachments** (folder) icon on the row → **Matched the search text**. |
| Export search results | Full search → **Export** → Excel, PDF, or CSV. |
| Set VISDOM extraction defaults | Administration → **VISDOM Configuration** → **Default extractions** / **Extraction behaviour**. |
| Check OCR processing | Administration → **Scheduled Jobs** → **Data Integration Scheduler** → **OCR Services**. |