How do I carry out a data import into Actionstep?

Import Types

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

• Time Entries - time entries for timesheets
• Disbursements/Expenses - disbursements/expenses for timesheets
• Quick-codes - add quick-codes and designate where they can be used in the system
• Accounts Receivable - Imports your outstanding debtor balances split for each Fee credit lawyer by fees and Disbursements

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.

Items falling under the same number can be performed in any order, as their dependencies will be covered by previous imports by the time they are listed.

1. Contacts - no dependency

2. Contact notes - dependent upon contacts import

   Contact relationships - dependent upon creating relationships

   Default contact types - dependent upon setting up participant types

3. Matters - dependent upon contacts

4. File notes - dependent upon matters

   Mult-row data - dependent upon matters(contacts, if Linked-participant data field is supported)

   Trust accounts - dependent upon matters

   Trust Receipts and Trust Payments

   Expenses/Disbursements - dependent upon matters/contacts

   Parties - dependent upon matters/contacts

5. Dropdown fields - (potentially) dependent upon multi-row data

6. Quick-codes - no dependency

7. Tasks - dependent upon contacts, optionally matters, optionally quick-codes

8. Time entries - dependent upon contacts, optionally matters, optionally quick-codes

9. Accounts receivables - dependent upon matter/contacts/account setup

 

Before Importing Data

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!

 

Using The Data Import Tool

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

Map columns

Column header

Actionstep attempts to automatically match the column headers to a corresponding field in Actionstep.

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.

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.

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.

Example

In the previous Matter Type example, we set the Matter type to be specified by the matter type ID 11. The right column displays the Actionstep value for the ID as “Client Auditing.”

If the value is incorrect, it can be changed.

If the value is correct, select Next verify the Actionstep values for other import items.

Confirm

A message will display with the number of items being imported.

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?”

If any records on the import are rejected, they will be included in a downloadable failure file that provides the reasons for failure.

 

Rollback Import

After choosing to do a rollback, you will have to confirm the deletion of the previously imported data and select “Start rollback.”

Once rolled back, a status message will be shown that indicates whether or not the rollback has been successful.

If the rollback was unsuccessful, a CSV with the failed records and failure reason can be downloaded.

 

Import History

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.

Use the trash icon to delete the record. This does not affect imported items, just the record of the import.

 

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Data Import Type Reference

Required import fields are highlighted red. Fields required for updating data are highlighted yellow.

Matters Import Reference

 

Download Matters Import Reference.xlsx

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	[e-mail]
	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	[e-mail], [e-mail] *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	[e-mail]
	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	[e-mail]
	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	[e-mail]
	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
The section below is used to assign participants on a matter the actual name of the column would be Participant - Client or Participant - Attorney.
Participant - *	Import reference	12887
	email address	[e-mail]
	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
Custom Data - *	Dependent upon field type

File Notes Import Reference

 

Download File Notes Import Template.xlsx

Fields	Valid data format	Valid data example(s)
File Note Identifier	Import reference	243
	File Note ID
Matter	Import reference	4485b
	Matter ID	31
	Matter Name	John Smith Litigation
Note text	Plain text	This is a file note.
Note date	Microsoft Excel Formatted Date	14 Sep 2017, 9/14/2017, etc
Created by	Import reference	12887
	Email address	[e-mail]
	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
Note type	Note type	System, User
Import reference	Plain text	243

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. 

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.

Fields	Valid data format	Valid data example(s)
Matter identifier	Import reference	4485b
	Matter ID	31
	Matter Name	John Smith Litigation
Text Line	Plain text	This is a text line.
Protected Text Line	Plain text	Password
Text Block	Plain text	This is a text block.
Number	Number/Decimal (2dp)	385.75
Money	Currency (2 decimal places)	1500.00
Date	Microsoft Excel formatted date	14 Sep 2017, 9/14/2017, etc
Date and Time	Microsoft Excel formatted date+time	14 Sep 2017 10:30 AM, 9/14/2017 10:30 AM, etc
Dropdown List (Single Select)	Plain text	Option 2
Boolean (Checkbox)	True or False	TRUE, FALSE

Parties Import Reference

 

Download Parties Import Template.xlsx

Fields	Valid data format	Valid data example(s)
Matter	Import reference	4485b
	Matter ID	31
	Matter Name	John Smith Litigation
Contact	Import reference	12887
	Email Address	[e-mail]
	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
Party type	Participant Type ID	14
	Participant Type Name	Client, Attorney, Paralegal, etc.

Participant type custom data can also be imported. Data format is determined by the custom field type.

Tasks Import Reference

 

Download Tasks Import Template.xlsx

Fields	Valid data format	Valid data example(s)
Matter	Import reference	4485b
	Matter ID	31
	Matter Name	John Smith Litigation
Task name	Plain text	Do this task
Task description	Plain text	This is a task description
Status	Status	Complete, Incomplete
Assigned to	Import reference	12887
	Email Adress	[e-mail]
	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
Due date	Microsoft Excel formatted date	Any date formatted in Excel
	European (dd/mm/yyyy hh:mm:ss)	14/09/2017 10:26:22
	American (mm/dd/yyyy hh:mm:ss)	09/14/2017 10:26:22
	European long (dd mmm yyyy hh:mm:ss)	14 Sep 2017 10:26:22
	Month Day Year (mmm dd yyyy hh:mm:ss)	Sep 14 2017 10:26:22
Priority	Priority	Low, Normal, High
Created date	Microsoft Excel formatted date	Any date formatted in Excel
	European (dd/mm/yyyy hh:mm:ss)	14/09/2017 10:26:22
	American (mm/dd/yyyy hh:mm:ss)	09/14/2017 10:26:22
	European long (dd mmm yyyy hh:mm:ss)	14 Sep 2017 10:26:22
	Month Day Year (mmm dd yyyy hh:mm:ss)	Sep 14 2017 10:26:22
Completed date	Microsoft Excel formatted date	Any date formatted in Excel
	European (dd/mm/yyyy hh:mm:ss)	14/09/2017 10:26:22
	American (mm/dd/yyyy hh:mm:ss)	09/14/2017 10:26:22
	European long (dd mmm yyyy hh:mm:ss)	14 Sep 2017 10:26:22
	Month Day Year (mmm dd yyyy hh:mm:ss)	Sep 14 2017 10:26:22
Import reference
Create time entry when complete flag	True or False	TRUE, FALSE

Trust Accounts Import Reference

 

The Trust Accounts import is used to add trust accounts to matter.

Download Trust Accounts Import Template.xlsx

Fields	Valid data format	Valid data example(s)
Matter	Import reference	4485b
	Matter ID	31
	Matter Name	John Smith Litigation
Account	Account ID	273
	Account Name	1-1210
Opening balance date	Microsoft Excel formatted date	Any date formatted in Excel
	European (dd/mm/yyyy hh:mm:ss)	14/09/2017 10:26:22
	American (mm/dd/yyyy hh:mm:ss)	09/14/2017 10:26:22
	European long (dd mmm yyyy hh:mm:ss)	14 Sep 2017 10:26:22
	Month Day Year (mmm dd yyyy hh:mm:ss)	Sep 14 2017 10:26:22
Status	Status	Open, Closed
Notes	Plain text	This is a trust account note

Time Entries Import Reference

 

Import billable and non-billable time.

Download Time Entries Import.xlsx

Fields highlighted in green are required when the time entry is billable.

Fields	Valid data format	Valid data example(s)
Timekeeper	Import reference	344b
	Email address	[e-mail]
	Participant ID	27
	First Name + Last Name	John Smith
	Display name	Smith, John || John Davis Smith - Set in System preferences > Contact name format
	Timekeeper's initials	JDS
Date	Microsoft Excel formatted date	11/20/17
	European (dd/mm/yyyy)	20/11/2017
	American (mm/dd/yyyy)	11/20/2017
	European long (dd mmm yyyy)	20 Nov 2017
	Month Day Year (mmm dd yyyy)	Nov 20 2017
Description	Plain text	This is a description.
Quick-code	Import reference	te299
	Quick-code	pif
	Description	Processing intake forms
	Quick-code ID	3
Start time	Default (hh:mm)	11/20/17
	European (dd/mm/yyyy hh:mm)	20/11/2017
	American (mm/dd/yyyy hh:mm)	11/20/2017
	European long (dd mmm yyyy hh:mm)	20 Nov 2017
	ISO (yyyy-mm-dd hh:mm)	Nov 20 2017
Hours worked	Number/Decimal (2dp)	2.25
Hours to bill	Number/Decimal (2dp)	3.75
UTBMS activity code	UTBMS code	A105
	UTBMS code description	Communicate (within legal team)
UTBMS task code	UTBMS code	B130
	UTBMS code description	Asset Disposition
UTBMS timekeeper code	UTBMS code	CLKSEC
	UTBMS code description	Clerk or Secretary
Associated task	Import reference	78tsk
	Task ID	377
	Task Name	File documents
Associated matter	Import reference	4485b
	Matter ID	31
	Matter Name	John Smith Litigation
Billing behavior	Billing behavior	Bill, No charge, or Hide
Rate sheet	Import reference	554
	Rate sheet name	Attorney
	Rate sheet ID	3
Rate sheet hourly price	Number/Decimal (2dp)	200
Rate sheet source	Rate sheet source	Default rate, or Timekeeper rate (if the rate has been overridden for a specific timekeeper) Note: this column is required for zero-value, billable entries.
Billable amount	Currency (2 decimal places)	1400
Import reference	Plain text	te334
Billable flag	Tue or False	True or False

Disbursements/Expenses Import Reference

Download Disbursements - Expenses Import Template.xlsx

Fields	Valid data format	Valid data example(s)
Template	Template ID
	Template Name
Matter	Import reference
	Matter ID
	Matter name
Timesheet date	Excel formatted date
	European (dd/mm/yyyy)
	American (mm/dd/yyyy)
	European long (dd mmm yyyy)
	Month Day Year (mmm dd yyyy)
Description	Plain text
Quantity	Number/Decimal (2dp)
Unit of measure	Unit ID
	Unit name
Unit price	Currency (2 decimal places)
Unit price includes tax flag	True or False
Tax code	Tax code
	Tax code name
Income account	Account number
	Account ID
	Account name
Timekeeper	Import reference
	Email Address
	Participant ID
	First Name + Last Name
	Display Name
Entered date	Excel formatted date
	European (dd/mm/yyyy)
	American (mm/dd/yyyy)
	European long (dd mmm yyyy)
	Month Day Year (mmm dd yyyy)
UTBMS Expense code	UTBMS Code
	UTBMS Code Description
Import reference	Plain text

Quick-codes Import Reference

 

Download Quick-codes Import Template.xlsx

Fields	Valid data format	Valid data example(s)
Quick-code	Plain text	rfc
Description	Plain text	Received from client
Sort order	Number	10
Use with retainer transfers flag	True or False	True, False
Use with receipts flag	True or False	True, False
Use with tasks flag	True or False	True, False
Use with time entries flag	True or False	True, False

Contacts Import Reference

 

Download Contacts Import Template.xlsx

Accounts Receivable Import Reference

 

Download Accounts Receivable Import Template.xlsx