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

Fields

Valid data format

Valid data example(s)

Matter Identifier

Import reference (formerly referred to as external reference)

4485b

Matter ID

Matter name

John Smith Litigation

Matter Type

Matter type ID

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

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

Node path name

Status

Active, Inactive, Closed, template

Priority

Number

100

Import reference

Plain text

4485b

Division

Division ID

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

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)

2500.00

Billing - General retainer topup trigger

Currency (2 decimal places)

1500.00

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

Hourly, Fixed fee

Billing - Quoted amount

Currency (2 decimal places)

1200.00

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

Invoice quoted amount only, Invoice quoted amount plus WIP, Invoice WIP only

Billing - WIP greater than quote behavior

Invoice quoted amount only, Invoice quoted amount plus WIP, Invoice WIP only

Billing - fee reductions are treated as

Hide line pricing and show total only, Appear as discount

Billing - Default time entry behavior

Bill, Hide, No Charge

Billing - Discount type

Percentage, Fixed amount

Billing - Discount percent or amount

Currency (2 decimal places)

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

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)

Billing - Allocate fee adjustments on

Original fee split, Reposnible lawyer, Selected timekeeper

Billing - Allocate fee adjustments - specific participant

Import reference

12887

Email address

email@example.eml

Participant ID

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

Pro-rate, Responsible lawyer, Slected timekeeper

Billing - fee allocation - specific participant

Import reference

12887

Email address

email@example.eml

Participant ID

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

Fees only, Expenses only, Fees and Expenses

Billing - Email template

Template ID

Template name

Billing 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 reference

12887

email address

email@example.eml

Participant ID

First + Last Name

John Smith

Display name

Smith, John || John Davis Smith - Set in System preferences > Contact name format

Timekeepers initials

JDR

Custom Data - *

Dependent upon field type

File Notes Import Reference

Download the File Notes Import Template here

Fields	Valid data format	Valid data 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.

Fields	Valid data format	Valid data 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)	1500.00
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	Valid data format	Valid data 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 is determined by the custom field type.

Tasks Import Reference

Download the Tasks Import Template here

Fields	Valid data format	Valid data 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)	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
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)	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 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)	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 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	Valid data format	Valid data 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)	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
Status	Status	Open, Closed
Notes	Plain text	This 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.

Fields	Valid data format	Valid data 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	11/20/17
	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
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)	11/20/17
	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 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

Fields	Valid data format	Valid data example(s)
Template	Template ID
	Template Name
Matter	Import reference
	Matter ID
	Matter name
Timesheet date	Excel formatted date
	European (dd/mm/yyyy)
	American (mm/dd/yyyy)
	European long (dd mmm yyyy)
	Month Day Year (mmm dd yyyy)
Description	Plain text
Quantity	Number/Decimal (2dp)
Unit of measure	Unit ID
	Unit name
Unit price	Currency (2 decimal places)
Unit price includes tax flag	True or False
Tax code	Tax code
	Tax code name
Income account	Account number
	Account ID
	Account name
Timekeeper	Import reference
	Email Address
	Participant ID
	First Name + Last Name
	Display Name
Entered date	Excel formatted date
	European (dd/mm/yyyy)
	American (mm/dd/yyyy)
	European long (dd mmm yyyy)
	Month Day Year (mmm dd yyyy)
UTBMS Expense code	UTBMS Code
	UTBMS Code Description
Import reference	Plain text

Quick-codes Import Reference

Download the Quick-codes Import Template here

Fields	Valid data format	Valid data example(s)
Quick-code	Plain text	rfc
Description	Plain text	Received from client
Sort order	Number	10
Use with retainer transfers flag	True or False	True, False
Use with receipts flag	True or False	True, False
Use with tasks flag	True or False	True, False
Use with time entries flag	True or False	True, False

Contacts Import Reference

Download the Contacts Import Template here

Accounts Receivable Import Reference

Download the Accounts Receivable Import Template here

Import Spreadsheet Reference

Data Import Type Reference

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

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