Data Import Type Reference

The table below provides reference information and downloadable templates for use with Actionstep's Data Import. All import sheets are included in the attachments section at the bottom of this page.




 

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

 

 

Matters Import Reference

 

Download the Matter Import Sheet here


FieldsValid data formatValid data example(s)
Matter IdentifierImport reference (formerly referred to as external reference)4485b
 Matter ID31
 Matter nameJohn Smith Litigation
Matter TypeMatter type ID6
 Matter type nameGeneral Litigation
Matter NamePlain textJohn Smith
File ReferencePlain text366L
Date CreatedMicrosoft Excel-formatted date8/30/16, 30/08/2016, etc.
Date ClosedMicrosoft Excel-formatted date10/1/17, 01/10/2017, etc.
Assigned toImport reference (formerly referred to as external reference)12887
 Email addressemail@example.eml
 Participant ID27
 First + Last NameJohn Smith
 Display NameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeepers InitialsJDS
Step tree nodeNode ID

41

 Node path name 
StatusStatusActive, Inactive, Closed, template
Priority

Number

100
Import referencePlain text4485b
DivisionDivision ID1
 Participant ID27 - ID of participant assigned to the desired division
 Division nameLaw Firm 
Related MatterImport reference (formerly referred to as external reference)4485a
 Matter ID30
 Matter nameJohn Smith Client Contact
Warning/Banner messagePlain textThis is a banner message!
Forced billable flagTrue or FalseTRUE, FALSE
Billing statusShort text(Active|Closed)Active, Closed
 Long textActive for billing, Closed for billing
Billing - Bill templateTemplate ID 
 Template nameLegal Invoice 2
Billing - Print countNumber0,1,2
Billing - Email bills toEmail addressesemail@example.eml, email2@example.eml*separate multiple addresses by commas
Billing - General retainer minimum balanceCurrency (2 decimal places)2500.00
Billing - General retainer topup triggerCurrency (2 decimal places)1500.00
Billing - Trust to payBilling - Trust to payNew Charges, New charges and AR
Billing - Trust pay automatically flagTrue or FalseTRUE, FALSE
Billing - Exclude from mass-billing flagTrue or FalseTRUE, FALSE
Billing - Bill only expenses flagTrue or FalseTRUE, FALSE
Billing - ArrangementBilling - ArrangementHourly, Fixed fee
Billing - Quoted amountCurrency (2 decimal places)1200.00
Billing - Quote is forBilling - Quote is forFees only, Fees and expenses, Expenses only *your system may have a different alias for expenses
Billing - WIP less than quote behaviorBilling - WIP less than quote behaviorInvoice quoted amount only, Invoice quoted amount plus WIP, Invoice WIP only
Billing - WIP greater than quote behaviorBilling - WIP greater than quote behaviorInvoice quoted amount only, Invoice quoted amount plus WIP, Invoice WIP only
Billing - fee reductions are treated asBilling - fee reductions are treated asHide line pricing and show total only, Appear as discount
Billing - Default time entry behaviorBilling - Default time entry behaviorBill, Hide, No Charge
Billing - Discount typeBilling - Discount typePercentage, Fixed amount
Billing - Discount percent or amountCurrency (2 decimal places)20
Billing - UTBMS flagTrue or FalseTRUE, FALSE
Billing - UTBMS task categoryUTBMS CodeA100
 UTBMS Code descriptionActivities
Billing - UTBMS file typeUTBMS Code 
 UTBMS Code description 
Billing - Originator fee flagTrue or FalseTRUE, FALSE
Billing - Originator participantImport reference12887
 Email addressemail@example.eml
 Participant ID27
 First + Last NameJohn Smith
 Display nameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeepers initialsJDS
Billing - Originator fee percentNumber/Decimal (2dp)10
Billing - Allocate fee adjustments onBilling - Allocate fee adjustments onOriginal fee split, Reposnible lawyer, Selected timekeeper
Billing - Allocate fee adjustments - specific participantImport reference12887
 Email addressemail@example.eml
 Participant ID27
 First + Last NameJohn Smith
 Display nameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeepers initialsJDS
Billing - Fee allocation methodBilling - Fee allocation methodPro-rate, Responsible lawyer, Slected timekeeper
Billing - fee allocation - specific participantImport reference12887
 Email addressemail@example.eml
 Participant ID27
 First + Last NameJohn Smith
 Display nameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeepers initialsJDR
Billing - Sales tax enabled flagTrue or FalseTRUE, FALSE
Billing - Sales tax codeTax codeN-T
 Tax code nameNo Tax
Billing - Sales tax applies toBilling - Sales tax applies toFees only, Expenses only, Fees and Expenses
Billing - Email templateTemplate ID4
 Template nameBilling 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 reference12887
 email addressemail@example.eml
 Participant ID27
 First + Last NameJohn Smith
 Display nameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeepers initialsJDR
Custom Data - *Dependent upon field type 

 

File Notes Import Reference

 

Download the File Notes Import Template here

FieldsValid data formatValid data example(s)
File Note IdentifierImport reference243
 File Note ID 
MatterImport reference4485b
 Matter ID31
 Matter NameJohn Smith Litigation
Note textPlain textThis is a file note.
Note dateMicrosoft Excel Formatted Date14 Sep 2017, 9/14/2017, etc 
Created byImport reference12887
 Email addressemail@example.eml
 Participant ID27
 First + Last NameJohn Smith
 Display nameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeepers initialsJDR
Note typeNote typeSystem, User
Import referencePlain text243

 

 

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.





FieldsValid data formatValid data example(s)
Matter identifierImport reference4485b
 Matter ID31
 Matter NameJohn Smith Litigation
Text LinePlain textThis is a text line.
Protected Text LinePlain textPassword
Text BlockPlain textThis is a text block.
NumberNumber/Decimal (2dp)385.75
MoneyCurrency (2 decimal places)1500.00
DateMicrosoft Excel formatted date14 Sep 2017, 9/14/2017, etc 
Date and TimeMicrosoft Excel formatted date+time14 Sep 2017 10:30 AM, 9/14/2017 10:30 AM, etc 
Dropdown List (Single Select)Plain text

Option 2

Boolean (Checkbox)True or FalseTRUE, FALSE

 

Parties Import Reference

 

Download the Parties Import Template here

FieldsValid data formatValid data example(s)
MatterImport reference4485b
 Matter ID31
 Matter NameJohn Smith Litigation
ContactImport reference12887
 Email Addressemail@example.eml
 Participant ID27
 First + Last NameJohn Smith
 Display NameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeepers InitialsJDS
Party typeParticipant Type ID14
 Participant Type NameClient, Attorney, Paralegal, etc.

 

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

 

Tasks Import Reference

 

Download the Tasks Import Template here

FieldsValid data formatValid data example(s)
MatterImport reference4485b
 Matter ID31
 Matter NameJohn Smith Litigation
Task namePlain textDo this task
Task descriptionPlain textThis is a task description
StatusStatusComplete, Incomplete
Assigned toImport reference12887
 Email Adressemail@example.eml
 Participant ID27
 First + Last NameJohn Smith
 Display NameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeepers InitialsJDS
Due dateMicrosoft Excel formatted dateAny 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
PriorityPriorityLow, Normal, High
Created dateMicrosoft Excel formatted dateAny 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 dateMicrosoft Excel formatted dateAny 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 flagTrue or FalseTRUE, FALSE

 

Trust Accounts Import Reference

 

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

Download the Trust Accounts Import Template here

FieldsValid data formatValid data example(s)
MatterImport reference4485b
 Matter ID31
 Matter NameJohn Smith Litigation
AccountAccount ID273
 Account Name1-1210
Opening balance dateMicrosoft Excel formatted dateAny 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
StatusStatusOpen, Closed
NotesPlain textThis is a trust account note

 

Time Entries Import Reference

 

Import billable and non-billable time.

Download the Time Entries Import here

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

 

FieldsValid data formatValid data example(s)
TimekeeperImport reference344b
 Email addressjohn.smith@email.dom
 

Participant ID

27
 First Name + Last NameJohn Smith
 Display nameSmith, John || John Davis Smith - Set in System preferences > Contact name format
 Timekeeper's initialsJDS
DateMicrosoft Excel formatted date11/20/17
 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
DescriptionPlain textThis is a description.
Quick-codeImport referencete299
 Quick-codepif
 DescriptionProcessing intake forms
 Quick-code ID3
Start timeDefault (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 workedNumber/Decimal (2dp)2.25
Hours to billNumber/Decimal (2dp)3.75
UTBMS activity codeUTBMS codeA105
 UTBMS code descriptionCommunicate (within legal team)
UTBMS task codeUTBMS codeB130
 UTBMS code descriptionAsset Disposition
UTBMS timekeeper codeUTBMS codeCLKSEC
 UTBMS code descriptionClerk or Secretary
Associated taskImport reference78tsk
 Task ID377
 Task NameFile documents
Associated matterImport reference4485b
 Matter ID31
 Matter NameJohn Smith Litigation
Billing behaviorBilling behaviorBill, No charge, or Hide
Rate sheetImport reference554
 Rate sheet nameAttorney
 Rate sheet ID3
Rate sheet hourly priceNumber/Decimal (2dp)200
Rate sheet sourceRate 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 amountCurrency (2 decimal places)1400
Import referencePlain textte334
Billable flagTue or FalseTrue or False

 

 

Disbursements/Expenses Import Reference

 

Download the Disbursements - Expenses Import Template here

FieldsValid data formatValid data example(s)
TemplateTemplate ID 
 Template Name 
MatterImport reference 
 Matter ID 
 Matter name 
Timesheet dateExcel formatted date 
 European (dd/mm/yyyy) 
 American (mm/dd/yyyy) 
 European long (dd mmm yyyy) 
 Month Day Year (mmm dd yyyy) 
DescriptionPlain text 
QuantityNumber/Decimal (2dp) 
Unit of measureUnit ID 
 Unit name 
Unit priceCurrency (2 decimal places) 
Unit price includes tax flagTrue or False 
Tax codeTax code 
 Tax code name 
Income accountAccount number 
 Account ID 
 Account name 
TimekeeperImport reference 
 Email Address 
 Participant ID 
 First Name + Last Name 
 Display Name 
Entered dateExcel formatted date 
 European (dd/mm/yyyy) 
 American (mm/dd/yyyy) 
 European long (dd mmm yyyy) 
 Month Day Year (mmm dd yyyy) 
UTBMS Expense codeUTBMS Code 
 UTBMS Code Description 
Import referencePlain text 

 

Quick-codes Import Reference

 

Download the Quick-codes Import Template here

FieldsValid data formatValid data example(s)
Quick-codePlain textrfc
DescriptionPlain textReceived from client
Sort orderNumber10
Use with retainer transfers flagTrue or FalseTrue, False
Use with receipts flagTrue or FalseTrue, False
Use with tasks flagTrue or FalseTrue, False
Use with time entries flagTrue or FalseTrue, False

 

Contacts Import Reference

 

Download the Contacts Import Template here

Accounts Receivable Import Reference

 

Download the Accounts Receivable Import Template here