Mediation

Document Management

Vilulia stores case documents in encrypted cloud storage with each file associated directly to a case record. Mediators, case managers, and parties with portal access can upload documents. All documents are encrypted at rest using S3 server-side encryption. Documents also serve as input for AI tools — the AI Settlement Generator and Priority Analysis both read uploaded case documents to produce their outputs. When a document is uploaded, text is automatically extracted from it so that AI tools can process the content immediately.

What you'll learn

How to upload documents to a case
Supported file types and storage limits by plan
How automatic text extraction works (including OCR)
How documents feed into AI tools
How parties upload documents via the client portal
Document version history

Uploading documents

From within a case, open the Documents tab and click Upload. Supported file types include:

Documents: PDF, DOC, DOCX, TXT, RTF, ODT
Spreadsheets: XLS, XLSX, CSV, ODS
Presentations: PPT, PPTX, ODP
Images: JPG, PNG, GIF, WEBP, BMP, TIFF

The maximum file size is 50 MB; per-plan limits also apply (5 MB on trial, 10 MB on Starter, 25 MB on Professional). Each document is stored directly against the case record and is immediately visible to everyone with access to that case.

Automatic text extraction and OCR

When a document is uploaded, Vilulia automatically extracts text so that AI tools can read the content without downloading the original file. Extraction behavior by file type:

PDFs with selectable text: text is extracted directly using PyMuPDF or pypdf.
Scanned PDFs (image-only): pages are rendered to images and OCR is run — AI Vision (primary) with Tesseract as fallback. Up to 10 pages are processed per document.
Mixed-content PDFs: pages with selectable text are extracted directly; sparse or image-only pages are OCR'd and merged with the text-layer content.
Images (JPG, PNG, GIF, WEBP, BMP, TIFF): text is extracted using AI Vision as the primary method, with Tesseract as fallback.
Office documents (DOCX, XLSX, etc.): text is extracted from paragraph and table content.

Extracted text is stored on the document record and used by all subsequent AI tool runs. If a document is still processing when an AI tool runs, the tool uses whatever text is available at that point.

Storage limits by plan

Document storage is allocated per organization: Starter plans include 5 GB, Professional plans include 50 GB, and Enterprise plans include 1 TB (with custom expansion available). Additional storage can be purchased as a usage-based add-on at $0.10 per GB per month.

Document encryption

All documents are stored in Amazon S3 with server-side encryption enabled. For organizations that have purchased the HIPAA Basic or HIPAA Enhanced add-on, PHI fields within documents receive additional AES-256 encryption via AWS KMS. Document encryption is automatic — no configuration is required beyond enabling the relevant add-on.

Party document uploads

Parties access the case through the client portal via magic link. Once in the portal, parties can upload documents directly to the case. Uploaded documents become immediately visible to the mediator and are available to AI tools on the next run.

Document version history

When S3 bucket versioning is enabled, Vilulia tracks all versions of a document. From the Documents tab, mediators and admins can view the version list for any document, download a specific version, or restore a previous version to make it current. Restoring a version creates a new S3 version rather than deleting intermediate history, and the action is written to the case audit log.

Documents and AI tools

The Priority Analysis and Draft Agreement AI tools read all uploaded case documents as part of their analysis. The more relevant documents are on the case — contracts, demand letters, correspondence — the more context the AI has to work with. AI tools do not modify or annotate the original documents.

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