Matter Data Dump Report

Overview

The Matter Data Dump Report exports participant and matter data for all matters matching the criteria to a format readable in Excel

This report is useful for printing quick lists of matter and participant information perhaps for an upcoming meeting or task to complete. The benefits of this report, as opposed to the Data Export Report, is that it allows for filtering making for more specific lists. It is also Matter Type specific.

Accessing the Matter Data Dump report

You will find the Matter Data Dump report under Matter reports.

Go to Reports at the top of the Actionstep screen, choose Matter Reports. On the resulting screen, you will find the report under the Audit section. 

Report Configuration options

The Matter Data Dump Report uses a hierarchical settings structure to filter for specific information.

We define the different filters below.

NOTE

For many of the filter options below you are able to select multiple options at once. The exception being the matter type filter.

To select multiple options, you can hold Ctrl (Windows/Linux) or Command (Mac) and select another option. This will only work in fields that display multi-select items by default. That is, it is not intended to work in dropdown fields. 

Matter Type	Choose the matter type that you would like to retrieve data for.  This report can only be run on one matter type at a time.
Matter Status	This field controls which matters display on the report by status. If "Active" is selected, only Active-status matters will display.
Participant Type(s)	This field dictates which participant types are displayed on the report. For each value you select the report will add one or more columns listing information about the contact(s) loaded to that participant type. Which details about the participant type(s) that you choose here will be dictated by the 'Participant type custom data' and 'Participant Data' options below. The options available from this field will only those participant types that are available on your matter. The options will not populate until you select a matter type (see above).
Participant Type(s) Custom Data	This field allows you to add columns to the report to list the values assigned to any custom participant data. Custom participant data are fields that you create to be loaded against a particular participant type. For instance, you system might be set to capture the driver's license number of your clients. This is an example of a data field loaded against a participant type that has been customized for your system. The options displayed in this field will only be those fields that are associated with a participant type for this matter type. You will have to choose a participant type from the field above that has custom participant data on it to be able to see values in this field.
Participant Data	Participant Data is the default information that can be entered on a contact record. This includes Displays name, address fields, and phone numbers. The options that you choose from this field will create a column for each of the participant types that you have selected from the 'Participant type(s)' field above. EXAMPLE Denise wants to pull out some information about her Estate Planning matters. Specifically, she would like to see the lawyer on each case and the email address of each of the matters in her system. When Denise sets the filters on the Matter Data Dump Report, she sets the following fields: The Matter type field is set to "Estate Planning". The Participant Type(s)field is set to both "Client" and "Lawyer". The Participant Data field is set to "display_name" and "e_mail". Denise runs the report and she will get a result with seven columns. Three are details about the matter (ID, Name, status) two are for the Client (display name & Email address), two are for the lawyer (display name & Email address). Even though Denise did not want the email addresses of the lawyer the report was not able to exclude this but Denise is happy to just delete that column from her Excel spreadsheet.
Data Collections	Data collections displays the collections that are available on matters of the selected type.
Data Collection Field(s)	Once data collections are selected, the Data Collections Fields field populates with the fields of those collections. These can be selected to display their values on the report.
Formatting	The Formatting section allows the specification of the Date Format to use on the report.
Where...	Additional conditions can be dictated. These conditions must be met by matters for them to display on the report. There is a selection of logic operators to filter the report results for your purposes.  Source Column The Source Column contains options for the Matter Created Date as well as data collection fields for the selected matter type. Operator Operators are used to compare the source column to the condition.  The Condition is the item the which the Source is compared. Examples The settings in the screenshot above will only display matters created on the date specified in the Condition column. Items where the Matter - Created Date IS equal to 2019-10-22. The operator can be set to IS NOT to exclude matters created on that date. The "=" can be changed to less than, less than or equal to, greater than, or greater than or equal to filter results for your purposes.  In this example, a custom data filed that collects a client name is selected. The operators are IS like. Like is a special operator to filter things that may be part of a name or value.  Note: To properly take advantage of the like operator, use an asterisk * before the condition term.  The logic above will return results where the selected custom data value is like "barb." Because there is an asterisk before barb, this will also return results that start with "barb" like "Barbara" or "Barbados."

 Producing the Matter Data Dump Report

Once the report settings have been configured, the report can be viewed in a new tab via the Submit button or downloaded in csv format via the Download button.

Submit Output (HTML)

Download Output (csv)

Understanding the Output of the Matter Data Dump Report

Note: The participant type designate on this report for the purposes of this article is Client. The report can be configured to use any participant that is valid for the selected matter type. 

For this article, the selected matter type is General Matter. Within that matter type are the participant types pictured below. Any can be selected for this report.

Since the participant type can vary, 

Action ID	The Action ID column displays the matter ID to which the table row information is attributed.
Action Name	Action name displays the matter name that corresponds with the action ID that is in the same row in the first column.
Action Status	Action status displays the current status of the matter.  Matter status is set in the matter properties or when moving to a step in the workflow.
participantType|display name	participantType|display name displays the name of the participant in the selected role in the matter.
participantType|address line 1	participantType|address line 1 displays the text in the 'Line 1' filed from the associated participant's contact record, Physical Address section.
participantType|address line 2	participantType|address line 2 displays the text in the 'Line 2' filed from the associated participant's contact record, Physical Address section.
participantType|city	participantType|city displays the text in the 'City' filed from the associated participant's contact record, Physical Address section.
participantType|e_mail	The participantType|e_mail column displays the email address of the associated participant from the Email Address field in the Phone & Messaging section of their contact record.
participantType|phone1	The participantType|phone1 column displays the number entered in the Phone #1 field in the Phone & Messaging section of the associated participant's contact record.
participantType|phone2	The participantType|phone2 column displays the number entered in the Phone #2 field in the Phone & Messaging section of the associated participant's contact record.
participantType|phone3	The participantType|phone3 column displays the number entered in the Phone #3 field in the Phone & Messaging section of the associated participant's contact record.
participantType|phone4	The participantType|phone4 column displays the number entered in the Phone #4 field in the Phone & Messaging section of the associated participant's contact record.
Custom data columns	Further columns display custom data values from the selected custom data collections and fields from the report settings.