This article will walk through getting your data ready to import matters and deadlines into LawToolBox.
Important notes:
- An account must be created for LawToolBox and fully set up before we can proceed with an import
- All imports must be reviewed with your account executive before import execution
- All data must be in the correct format before adding it to LawToolBox with the corresponding headers
- Files with over ~150 rows will be imported by LawToolBox on your behalf on the backend at a scheduled date with your AE
- Matters must be imported first, if a deadline import is also scheduled
Process Flowchart:
https://miro.com/app/board/uXjVLZ1NTyA=/?share_link_id=292606510999
Process Expectations:
Part 1:
Step 0: Prep for import
- Meet with your LawToolbox team to review cost, timelines, expectations, and key roles
- Understand the pros and cons of doing both the matter and deadline imports for your users to make the best decision for your firm
- Set goals and follow up meetings to meet the timeline as best as possible for your go-live
- Identify roles of who is gathering and refining data from your team and who needs to be updated of milestones
- Start gathering your export information. Keep the raw data file will an an unmodified back up file for your own records
- All files will be added to a designated SharePoint file share provided to you
Step 1: Prep the matter data
- Download and review the matter file template from LawToolBox and understand how each header will show up in the application
- Add the data in the LawToolBox format to a designated SharePoint file share for review
- Confirm the format is correct and review it with your LawToolBox team prior to any imports
Step 2: Import the matter data
- Test import via admin portal and make necessary adjustments
- Final Import via admin portal (~150 or less) or
- Final Import via LawToolBox (~150 or more)
Part 2: Deadline import
- Repeat the above if doing a deadline import
Note:
If following the below steps without LawToolBox assistance, please be aware of additional support costs that may apply if you need LawToolBox consulting or technical support.
Costs will vary based on data volume and revision frequencies
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PART 1: MATTER IMPORT
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Step 0: Prep for Import
Meet with your LawToolbox team to review cost, timelines, expectations, and key roles
Understand the pros and cons of doing both the matter and deadline import
Start gathering your export information in a raw file
When you are ready to move forward follow the steps below:
1. LawToolBox admin sign into admin.lawtoolbox.com
2. On the left-hand menu click on Matters > Manage Matters
Download Template:
1. Click on "Imports" > "import matter" or "import deadlines"
Note: Start with the matters import
2. Download the LawToolBox matter template
Note: Importing both matters and deadlines?
After the matter import has been completed, only then import all of your deadlines
3. Open the saved Excel template with sample data
4. Collect your data from your raw file
5. Your raw data will have to be added into the correct columns matching the LawToolBox template
Note: You are in control of working on your data, not LawToolBox, to ensure all data is handled appropriately.
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Note:
The final file format must be a CSV (UTF-8)
Headers must match with the template file
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Step 1: Prep Data (Matters Import)
Open Template:
Template Headers:
A & B are required, other columns are optional or not available for import
1A - MatterName (Required)
- Limit 120 characters
1B - ThirdPartyMatterNo (Required)
1C - Ruleset (Skip)
- Numeric key
- All imported matters will prompt the users to assign a rule set when accessing the matter
1D - State (Skip)
- Numeric key
1E - MatterNumber (Optional)
1F - ClientName (Optional)
1G - CaseURL (Optional)
1H - PublicCaseNo (Optional)
1I - InsuranceClaimNumber(Skip)
1J - Users (Optional)
- Users can be added with an email/UPN
- Separated by commas with no spaces
- These emails must be in LawToolBox as licensed users.
- If not adding users, LawToolBox will automatically add all matters for the Docketing user (Master Calendar)
Where do the headers appear?
+ New Matter Info: | Matter Example: |
Calendar Event Example:  | State and Ruleset: Must be selected later https://lawtoolbox.com/published-rule-sets/  |
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Step 2: Import (Matters Import)
Import matters: Test Matters
1. Admin Portal > Manage Matters > Import > Import Matters
2. Click the Import matter window and upload the CSV file.
3. Recommend importing a small test batch to confirm that the imported data is correct
4. If you are planning on importing a large amount of data LawToolBox has to import on your behalf
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Import matters: Final
A. Small Import:
1. When you are ready to import your matters, please leave the window open and wait for the import to complete.
B. Large Import:
1. Let your account executive and project lead know the file is ready for final review.
2. Once the file is correct, LawToolBox will set a date to import your data overnight.
3. Once the data is imported, you can follow the next steps of activating your imported files.
Import matters: Activate
1. See imported matters in the app
2. Go into LawToolBox Outlook or app.lawtoolbox.com app and click on Matters.
3. If you did not add the users in your import, you need to switch the filter to "Firm Matters"
FAQ - Activating Imported Matters and Deadlines
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PART 2: DEADLINE IMPORT
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Step 1: Prep Data (Deadlines Import)
Download Template:
LawToolBox admin sign into admin.lawtoolbox.com > Matter > Manage Matters
Click on "Imports" > "import deadlines" > download
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For the Deadlines Import
- Import time-bound appointments
- Import all-day deadlines
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Step 1: Prep Data (Deadlines Import)
Open Template:
Template Headers:
1A ThirdPartyMatterNo - REQUIRED
Note: Must match to the matter import
1B - Description - 240 character limit for all
1C - Location - Required for appointments
1D - Start Date - Required for all
1E - Start Time - Required for appointments only
1F - End Date - Required for all
1G - EndTime - Required for appointments only
1H - IsAllDay - Required for all
- TRUE = deadline
- FALSR = appointment
Deadline Import Sample:
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Step 2: Import (Deadline Import)
Import matters: Part 1 (Test Deadlines)
1. Admin Portal > Manage Matters > Import > Import Deadlines
2. Click the Import deadline window and upload the CSV file.
3. Recommend importing a small test batch to confirm that the imported data is correct
4. If you are planning on importing a large amount of data LawToolBox has to import on your behalf
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Import matters: Final
A. Small Import:
1. When you are ready to import your deadlines, please leave the window open and wait for the import to complete.
B. Large Import:
1. Let your account executive and project lead know the file is ready for final review.
2. Review data and confirm all the fields have been filled out properly in our template.
3. Once the file is correct, LawToolBox will set a date to import your data overnight.
4. This will then add all deadlines to the matters based on the 3rdPartyMatterNumber field
5. All failed entries will be shared with you for review via email (small batch) or via LawToolbox team (large import)
Once the data is imported, you can follow the next steps of activating your imported files.
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