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
- Contact Relationships 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.
Contact Relationships Import Reference
Download the Contact Relationships 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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