Import Spreadsheet Reference

Modified on Mon, 30 Sep at 12:20 PM

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:


Download templates


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.

 

FieldsData format

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
PriorityNumber100
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
Billing - General retainer topup triggerCurrency (2 decimal places)1500
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
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, Responsible 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, Selected 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



File Notes Import Reference

Download the File Notes Import Template here.

 

FieldsData formatExample(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. 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. 

 

FieldsData formatExample(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
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 textOption 2
Boolean (Checkbox)True or FalseTRUE, FALSE




Parties Import Reference

Download the Parties Import Template here.


FieldsData formatExample(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 should match the custom field type.




Tasks Import Reference

Download the Tasks Import Template here.

 

FieldsData formatExample(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)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
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)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 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)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 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.


FieldsData formatExample(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)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
StatusStatusOpen, Closed
NotesPlain textThis is a trust account note



Time Entries Import Reference

Download the Time Entries Import Template here.


FieldsData formatExample(s)
TimekeeperImport reference344b

Email addressjohn.smith@email.dom

Participant ID27

First Name + Last NameJohn Smith

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

Timekeeper's initialsJDS
DateMicrosoft Excel formatted date11/20/2017

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
DescriptionPlain textThis is a description.
Quick-codeImport referencete299

Quick-codepif

DescriptionProcessing intake forms

Quick-code ID3
Start timeDefault (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 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 sourceDefault 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.




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 more information, see Accounts Receivable Import Guide



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