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This import tool is in beta, and is only available to users in the EA release group. For users in other release groups, see /wiki/spaces/KB/pages/1835910. |
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If you need to import from TimeMatters, Counsel Pro, Amicus, or Bulk upload documents contact support@actionstep.com to get the desktop importer. |
Importing Overview Video
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The Data Import Tool is a powerful and flexible utility for importing and updating data. The tool supports your data in XLSX (preferred), XLS, and CSV formats.
- Import Types
- Before Importing Data
- Using the Data Import Tool
- Rollback Import
- Import History
- Import Data Type Reference
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The Import data screen shows the various import types that can be used.
Matter import types
- Matters - matter information, matter billing settings, and custom data
- File Notes - file notes and system notes
- Multi-row Data - multi-row custom data for one or more matters
- Parties - add parties to matters
- Tasks - add or update matter-associated and non-matter-associated tasks
- Trust Accounts -add or update a Trust account for one or more matters
Contact import types
- Contacts - contacts and their accounting settings
- Contact Notes - system or file notes on a contact record
- Contact Relationships
- Default Contact Types - assign default contact types to a contact
Billing import types
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Custom data import types
- Dropdown Field Options - the options for a dropdown field in a custom data collection
Import order suggestions
The order below is what we would suggest that anyone performing all of the imports should do. This takes into account data that is dependent upon previous imports to establish a logical order.
This assumes the user has set up the items needed for each import to be successful. This includes setting up participant types, action types, rate labels, expense templates, and fee income accounts where necessary.
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Contacts - no dependency
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Contact notes - dependent upon contacts import
Contact relationships - dependent upon creating relationships
Default contact types - dependent upon setting up participant types
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Matters - dependent upon contacts
File notes - dependent upon matters
Mult-row data - dependent upon matters(contacts, if Linked-participant data field is supported)
Trust accounts - dependent upon matters
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Expenses/Disbursements - dependent upon matters/contacts
Parties - dependent upon matters/contacts
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Dropdown fields - (potentially) dependent upon multi-row data
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Quick-codes - no dependency
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Tasks - dependent upon contacts, optionally matters, optionally quick-codes
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Time entries - dependent upon contacts, optionally matters, optionally quick-codes
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Accounts receivables - dependent upon matter/contacts/account setup
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Collect your data
Data must be in XLSX, XLS, or CSV format.
Check your data
See Import Type Reference for acceptable data formats and a complete list of fields.
Useful Tips for Importing Data
- Try import 1 row of data first before attempting large files to make sure everything works as expected
- If you are worried about breaking your live system, consider signing up for a trial to test importing your data first, then run on your live system
- Use a Microsoft Excel (xls or xlsx) file instead of CSV. This removes some common issues like date formatting
- Review your data before importing by opening in excel and review a few lines to make sure there is no unusual data or poorly named columns
- Most importantly, take your time with the import and don't rush!
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A matter import is being used in this example, however the same principles apply in each import. See the reference section of your import type for specifics. |
Select “Start import” on your desired import
Upload file
- File to import
- Supported formats - XLSX (preferred), XLS, and CSV
- Import mode
- Insert new data - Add records
- Update existing data - Update records
- File type - format of the file to import
Select Next
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Column header
Actionstep attempts to automatically match the column headers to a corresponding field in Actionstep.
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Field names/column headers in reference section will automatically be detected by Actionstep. |
Field in Actionstep
Here, you match your column to a specific field in Actionstep. ANY column can be mapped to ANY field. That is, the column headers can be Actionstep field names OR be named something else.
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Example If the matter type were entered in a column called “Matter Name,” Instead of changing the column name, you can map the Matter type field to that column. |
Your data format
This column allows you to specify the format of the data in your import.
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Example In the image above, we’re selecting a matter type on the import. Here, we can specify whether we are using the Matter type ID or the Matter type name to identify the matter type. |
Data
Mapping
Select Next
Map data
This screen will confirm that data is being mapped properly.
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Example
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If the value is incorrect, it can be changed.
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Confirm
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To confirm the import, select the Begin import process button.
After import
A screen will be displayed with the status of the import.
If, for any reason, you need to undo the import, select “Attempt a rollback?”
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If any records on the import are rejected, they will be included in a downloadable failure file that provides the reasons for failure. |
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After choosing to do a rollback, you will have to confirm the deletion of the previously imported data and select “Start rollback.”
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If the rollback was unsuccessful, a CSV with the failed records and failure reason can be downloaded.
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Bottom of Admin > Import data |
Every import is recorded in the History section of the import screen.
Created
Can be selected to view import summary or attempt a rollback:
Import
Displays the type of import and file used
Status
Displays the status of the import. If an import is pending, it can be selected and finished.
Total
Number of records imported, updated, or rolled back.
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Use the trash icon to delete the record. This does not affect imported items, just the record of the import. |
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Required import fields are highlighted red. Fields required for updating data are highlighted yellow. |
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| Fields | Valid data format | Valid data example(s) |
| Matter Identifier | Import reference (formerly referred to as external reference) | 4485b | Matter ID | 31 | Matter name | John Smith Litigation |
| Matter Type | Matter type ID | 6 | Matter type name | General Litigation |
| Matter Name | Plain text | John Smith |
| File Reference | Plain text | 366L |
| Date Created | Microsoft Excel-formatted date | 8/30/16, 30/08/2016, etc. |
| Date Closed | Microsoft Excel-formatted date | 10/1/17, 01/10/2017, etc. |
| Assigned to | Import reference (formerly referred to as external reference) | 12887 | Email address | email@example.eml | Participant ID | 27 | First + Last Name | John Smith | Display Name | Smith, John || John Davis Smith - Set in System preferences > Contact name format | Timekeepers Initials | JDS |
| Step tree node | Node ID | 41 | Node path name |
| Status | Status | Active, Inactive, Closed, template |
| Priority | Number | 100 |
| Import reference | Plain text | 4485b |
| Division | Division ID | 1 | Participant ID | 27 - ID of participant assigned to the desired division | Division name | Law Firm |
| Related Matter | Import reference (formerly referred to as external reference) | 4485a | Matter ID | 30 | Matter name | John Smith Client Contact |
| Warning/Banner message | Plain text | This is a banner message! |
| Forced billable flag | True or False | TRUE, FALSE |
| Billing status | Short text(Active|Closed) | Active, Closed | Long text | Active for billing, Closed for billing | Billing - Bill template | Template ID | Template name | Legal Invoice 2 |
| Billing - Print count | Number | 0,1,2 |
| Billing - Email bills to | Email addresses | email@example.eml, email2@example.eml *separate multiple addresses by commas |
| Billing - General retainer minimum balance | Currency (2 decimal places) | 2500.00 |
| Billing - General retainer topup trigger | Currency (2 decimal places) | 1500.00 |
| Billing - Trust to pay | Billing - Trust to pay | New Charges, New charges and AR |
| Billing - Trust pay automatically flag | True or False | TRUE, FALSE |
| Billing - Exclude from mass-billing flag | True or False | TRUE, FALSE |
| Billing - Bill only expenses flag | True or False | TRUE, FALSE |
| Billing - Arrangement | Billing - Arrangement | Hourly, Fixed fee |
| Billing - Quoted amount | Currency (2 decimal places) | 1200.00 |
| Billing - Quote is for | Billing - Quote is for | Fees only, Fees and expenses, Expenses only *your system may have a different alias for expenses |
| Billing - WIP less than quote behavior | Billing - WIP less than quote behavior | Invoice quoted amount only, Invoice quoted amount plus WIP, Invoice WIP only |
| Billing - WIP greater than quote behavior | Billing - WIP greater than quote behavior | Invoice quoted amount only, Invoice quoted amount plus WIP, Invoice WIP only |
| Billing - fee reductions are treated as | Billing - fee reductions are treated as | Hide line pricing and show total only, Appear as discount |
| Billing - Default time entry behavior | Billing - Default time entry behavior | Bill, Hide, No Charge |
| Billing - Discount type | Billing - Discount type | Percentage, Fixed amount |
| Billing - Discount percent or amount | Currency (2 decimal places) | 20 |
| Billing - UTBMS flag | True or False | TRUE, FALSE |
| Billing - UTBMS task category | UTBMS Code | A100 | UTBMS Code description | Activities | Billing - UTBMS file type | UTBMS Code | UTBMS Code description |
| Billing - Originator fee flag | True or False | TRUE, FALSE |
| Billing - Originator participant | Import reference | 12887 | Email address | email@example.eml | Participant ID | 27 | First + Last Name | John Smith | Display name | Smith, John || John Davis Smith - Set in System preferences > Contact name format | Timekeepers initials | JDS |
| Billing - Originator fee percent | Number/Decimal (2dp) | 10 |
| Billing - Allocate fee adjustments on | Billing - Allocate fee adjustments on | Original fee split, Reposnible lawyer, Selected timekeeper |
| Billing - Allocate fee adjustments - specific participant | Import reference | 12887 | Email address | email@example.eml | Participant ID | 27 | First + Last Name | John Smith | Display name | Smith, John || John Davis Smith - Set in System preferences > Contact name format | Timekeepers initials | JDS |
| Billing - Fee allocation method | Billing - Fee allocation method | Pro-rate, Responsible lawyer, Slected timekeeper |
| Billing - fee allocation - specific participant | Import reference | 12887 | Email address | email@example.eml | Participant ID | 27 | First + Last Name | John Smith | Display name | Smith, John || John Davis Smith - Set in System preferences > Contact name format | Timekeepers initials | JDR |
| Billing - Sales tax enabled flag | True or False | TRUE, FALSE |
| Billing - Sales tax code | Tax code | N-T | Tax code name | No Tax |
| Billing - Sales tax applies to | Billing - Sales tax applies to | Fees only, Expenses only, Fees and Expenses |
| Billing - Email template | Template ID | 4 | Template name | Billing Email 1 |
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The section below is used to assign participants on a matter the actual name of the column would be Participant - Client or Participant - Attorney. |
| title | File Notes Import Reference |
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File Notes Import Reference
Download File Notes Import Template.xlsx
| title | Multi-Row Data Import Reference |
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Multi-Row Data Import Reference
When importing multi-row custom data, you will be prompted to select the data collection into which you are importing.
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Your data will be dependent upon the field types in your data collection. Each column should be mapped to a specific field. Below are all supported field types. |
Option 2
| title | Parties Import Reference |
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Parties Import Reference
Download Parties Import Template.xlsx
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Participant type custom data can also be imported. Data format is determined by the custom field type. |
| title | Tasks Import Reference |
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Tasks Import Reference
Download Tasks Import Template.xlsx
| title | Trust Accounts Import Reference |
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Trust Accounts Import Reference
The Trust Accounts import is used to add trust accounts to matter.
Download Trust Accounts Import Template.xlsx
| title | Time Entries Import Reference |
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Time Entries Import Reference
Import billable and non-billable time.
Download Time Entries Import.xlsx
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Fields highlighted in green are required when the time entry is billable. |
Participant ID
European (dd/mm/yyyy hh:mm)
| title | Disbursements/Expenses Import Reference |
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Disbursements/Expenses Import Reference
Download Disbursements - Expenses Import Template.xlsx
| title | Quick-codes Import Reference |
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Quick-codes Import Reference
Download Quick-codes Import Template.xlsx
| title | Contacts Import Reference |
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Contacts Import Reference
Download Contacts Import Template.xlsxSee updated article in Actionstep Help Center: Data Imports