This article provides references, templates, and examples for data import columns. Use this resource to create import spreadsheets to use with the Data Import function in Actionstep.
In this article:
- Import Reference Tables
- Matters Import Reference
- File Notes Import Reference
- Parties Import Reference
- Tasks Import Reference
- Trust Accounts Import Reference
- Time Entries Import Reference
- Disbursements/Expenses Import Reference
- Quick-Codes Import Reference
- Contacts Import Reference
- Accounts Receivable Import Reference
Download templates
- Matters Import
- Parties Import
- Contacts Import
- File Notes Import
- Tasks Import
- Trust Accounts Import
- Time Entries Import
- Quick-codes Import
- Accounts Receivable Import
Import Reference Tables
The tables below provide reference information and downloadable templates for use with Actionstep's Data Import.
Matters Import Reference
Download the Matters Import Sheet here.
| Fields | Data format | 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 |
| Billing - General retainer topup trigger | Currency (2 decimal places) | 1500 |
| 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 |
| 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, Responsible 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, Selected 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 |
File Notes Import Reference
Download the File Notes Import Template here.
| Fields | Data format | 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 | 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 | |
| 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. The spreadsheet will require a matter identifier to select the matter to populate. Use the table below for the columns necessary for the different data types you may need to populate.
| Fields | Data format | 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 |
| 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 the Parties Import Template here.
| Fields | Data format | Example(s) |
|---|---|---|
| Matter | Import reference | 4485b |
| Matter ID | 31 | |
| Matter Name | John Smith Litigation | |
| Contact | 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 | |
| Party type | Participant Type ID | 14 |
| Participant Type Name | Client, Attorney, Paralegal, etc. | |
| Participant type custom data can also be imported. Data format should match the custom field type. | ||
Tasks Import Reference
Download the Tasks Import Template here.
| Fields | Data format | 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 | 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 | |
| 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) | 9/14/2017 10:26 | |
| European long (dd mmm yyyy hh:mm:ss) | 9/14/2017 10:26 | |
| 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) | 9/14/2017 10:26 | |
| European long (dd mmm yyyy hh:mm:ss) | 9/14/2017 10:26 | |
| 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) | 9/14/2017 10:26 | |
| European long (dd mmm yyyy hh:mm:ss) | 9/14/2017 10:26 | |
| 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 the Trust Accounts Import Template here.
| Fields | Data format | 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) | 9/14/2017 10:26 | |
| European long (dd mmm yyyy hh:mm:ss) | 9/14/2017 10:26 | |
| 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
Download the Time Entries Import Template here.
| Fields | Data format | Example(s) |
|---|---|---|
| Timekeeper | Import reference | 344b |
| Email address | john.smith@email.dom | |
| 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 | 11/20/2017 |
| European (dd/mm/yyyy) | 20/11/2017 | |
| American (mm/dd/yyyy) | 11/20/2017 | |
| European long (dd mmm yyyy) | 20-Nov-17 | |
| 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) | 11/20/2017 |
| 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-17 | |
| 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 the Disbursements - Expenses Import Template here.
Quick-Codes Import Reference
Download the Quick-codes Import Template here.
Contacts Import Reference
Download the Contacts Import Template here.
Accounts Receivable Import Reference
Download the Accounts Receivable Import Template here.
TIP: For additional help with importing Accounts Receivable data, see Tips and Tricks for Using the Accounts Receivable Import.
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