What Do We Allow For Import?
We currently support the following data to be imported into ZenCase via a CSV file which must be imported in the following order:
Be sure to import your Organization defaults first, such as Locations, Divisions, Relationship Roles, Matter Types, Billing Cycles, Billing Types, Member Types (aka Member Roles), Subject Matters, Task Types, Payment Methods, Invoice Terms, Vendors and Tags
It is best to download the import templates provided below and to ensure the data is consistently formatted to match the template for the best migration success of your firm's data.
It is recommended to have a backup of your firm's data in a secure file system or data center to ensure no data is lost.
Note: All Importers are limited to 100,000 records per CSV file.
How to Import Members
Members are firm employees and can be Partners, Associates, Paralegals, and Administrative staff members.
Importing Members into ZenCase can be done via uploading a CSV file from the firm settings members page in ZenCase.
You can use our CSV template file to ensure you format your CSV correctly.
Download Members Template
Fields that can be imported in this specific order:
Field Name | Data Type | Required | Import Rules |
Member Number | number or string | Yes | Must be unique. |
string | Yes | Must be unique. | |
First Name | string | Yes |
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Middle Name | string |
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Last Name | string | Yes |
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Initials | string |
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Known As | string |
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Job Title | string |
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Note | string |
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Member Type | string |
| Enter the member type name.
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Security Group | string |
| Enter the security group name. Options: "User", "Admin". Default is "User". |
Bill Rate | number or string |
| Member level Bill Rate |
Status | string |
| Options: "Inactive", "Invited". Default is "Invited". |
Location | string |
| Enter the location name.
These are defined in Firm Settings Locations table |
Division | string |
| Enter the division name.
These are defined in Firm Settings Divisions table |
Timezone | string |
| Enter the timezone name.
Options: "Pacific/Honolulu", "Canada/Atlantic", Default is "America/New_York"
Reference: Time Zone List |
LEDES Timekeeper Code | string |
| Options: This is set in Firm Settings Configuration and depends on the version you |
LEDES Timekeeper ID | string |
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Bar Numbers | string |
| Supports comma separated list.
State is in parentheses and bar number is next to it. Example: (FL) 542222. |
Home Phone | string |
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Work Phone | string |
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Mobile Phone | string |
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Fax Phone | string |
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Assistant Phone | string |
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Other Phone | string |
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Work Address 1 | string |
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Work Address 2 | string |
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Work Address 3 | string |
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Work City | string |
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Work State | string |
| This must be the two letter US state abbreviation or the full US state name. (e.g. "FL" or "Florida") |
Work Postal Code | string |
| Make sure that all zip codes are 5 digits for US zip codes. (e.g "32082") |
Work Country | string |
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Home Address 1 | string |
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Home Address 2 | string |
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Home Address 3 | string |
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Home City | string |
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Home State | string |
| This must be the two letter US state abbreviation or the full US state name. (e.g. "FL" or "Florida") |
Home Postal Code | string |
| Make sure that all zip codes are 5 digits for US zip codes. (e.g "32082") |
Home Country | string |
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Billing Address 1 | string |
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Billing Address 2 | string |
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Billing Address 3 | string |
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Billing City | string |
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Billing State | string |
| This must be the two letter US state abbreviation or the full US state name. (e.g. "FL" or "Florida") |
Billing Postal Code | string |
| Make sure that all zip codes are 5 digits for US zip codes. (e.g "32082") |
Billing Country | string |
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Other Address 1 | string |
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Other Address 2 | string |
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Other Address 3 | string |
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Other City | string |
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Other State | string |
| This must be the two letter US state abbreviation or the full US state name. (e.g. "FL" or "Florida") |
Other Postal Code | string |
| Make sure that all zip codes are 5 digits for US zip codes. (e.g "32082") |
Other Country | string |
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Upload Your CSV File
Once you have your CSV file filled out, you can then upload your CSV from ZenCase:
Go to the Members page in ZenCase
Click the "Import Members From CSV" button
Choose the CSV file you want to upload
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.
How to Import Contacts
Contacts are a combination of clients, contacts, vendors, etc. There are flags for "Contact is person", "Contact is an organization", "Contact is a client", and "Contact is billable" to add more definition to the Contact.
Importing Clients and Contacts into ZenCase can be done via uploading a CSV file from the Clients or Contacts page in ZenCase.
You can use our CSV template file to ensure you format your CSV correctly.
Download Contacts Template
IMPORTANT NOTE: You must import Members BEFORE you import Contacts.
Also, turn off the Firm Settings > Configurations > General > Numbering System for Contacts before importing as this will conflict with the imported contact numbers.
Fields that can be imported for contacts in this specific order:
Field Name | Data Type | Required | Import Rules |
Contact Number | number or string | Yes | Must be unique. |
Import Number | string |
| For reference purposes only. |
Is Client | boolean | Yes | Options: "Y", "N".
Values represent "Y" for yes and "N" for no. |
Is Company | boolean | Yes | Options: "Y", "N".
Values represent "Y" for yes and "N" for no. |
Originator Number | number or string | Yes | This is the member's number.
|
Manager Number | number or string | Yes | This is the member's number.
|
Creator Number | number or string | Yes | This is the member's number.
|
Company Name | string | Conditional | Required when "Is Company" is "Y" |
Company Website | string |
| Note: Must contain "http://" or "https://" for a valid website address. |
Salutation | string |
| Options: "Dr.", "Honorable", "Mrs.", "Mr.", "Ms.", "Rev" |
First Name | string | Conditional | Required when "Is Company" is "N" |
Middle Name | string |
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Last Name | string | Conditional | Required when "Is Company" is "N" |
Title | string |
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Status | string |
| Options: "Active", "Archived", "Inactive", "Prospective". Default is "Active". |
Tags | string |
| Supports comma separated list. |
Bio | string |
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Billable | string |
| Options: "Y", "N".
Values represent "Y" for yes and "N" for no. |
Minimum Trust Amount | number or string |
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Default LEDES Enabled | boolean |
| Options: "Y", "N".
Values represent "Y" for yes and "N" for no. |
Require UTBMS Codes | boolean |
| Options: "Y", "N".
Values represent "Y" for yes and "N" for no. |
Billing Note | string |
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Billing Cycle | string |
| Enter the billing cycle name.
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Billing Type | string |
| Enter the billing type name.
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LEDES Expense Codeset | string |
| Enter the LEDES codeset name.
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LEDES Activity Codeset | string |
| Enter the LEDES codeset name.
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LEDES Task Codeset | string |
| Enter the LEDES codeset name.
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LEDES Timekeeper Codeset | string |
| Enter the LEDES codeset name.
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Work E-mail Address | string |
| Supports semicolon separated list. |
Home E-mail Address | string |
| Supports semicolon separated list. |
Billing E-mail Address | string |
| Supports semicolon separated list. |
Other E-mail Address | string |
| Supports semicolon separated list. |
Home Phone | string |
| Supports semicolon separated list. |
Work Phone | string |
| Supports semicolon separated list. |
Mobile Phone | string |
| Supports semicolon separated list. |
Fax Phone | string |
| Supports semicolon separated list. |
Assistant Phone | string |
| Supports semicolon separated list. |
Other Phone | string |
| Supports semicolon separated list. |
Work Address 1 | string |
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Work Address 2 | string |
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Work Address 3 | string |
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Work City | string |
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Work State | string |
| Note: This must be the two letter US state abbreviation or the full US state name. (e.g. "FL" or "Florida") |
Work Postal Code | string |
| Note: Make sure that all zip codes are 5 digits for US zip codes. (e.g "32082")
Please note that Excel may strip out the leading, beginning, 0 before all zip codes. |
Work Country | string |
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Home Address 1 | string |
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Home Address 2 | string |
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Home Address 3 | string |
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Home City | string |
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Home State | string |
| Note: This must be the two letter US state abbreviation or the full US state name. (e.g. "FL" or "Florida") |
Home Postal Code | string |
| Note: Make sure that all zip codes are 5 digits for US zip codes. (e.g "32082")
Please note that Excel may strip out the leading, beginning, 0 before all zip codes. |
Home Country | string |
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Billing Address 1 | string |
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Billing Address 2 | string |
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Billing Address 3 | string |
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Billing City | string |
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Billing State | string |
| Note: This must be the two letter US state abbreviation or the full US state name. (e.g. "FL" or "Florida") |
Billing Postal Code | string |
| Note: Make sure that all zip codes are 5 digits for US zip codes. (e.g "32082")
Please note that Excel may strip out the leading, beginning, 0 before all zip codes. |
Billing Country | string |
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Other Address 1 | string |
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Other Address 2 | string |
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Other Address 3 | string |
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Other City | string |
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Other State | string |
| Note: This must be the two letter US state abbreviation or the full US state name. (e.g. "FL" or "Florida") |
Other Postal Code | string |
| Note: Make sure that all zip codes are 5 digits for US zip codes. (e.g "32082")
Please note that Excel may strip out the leading, beginning, 0 before all zip codes. |
Other Country | string |
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Upload Your CSV Files
Once you have your CSV files filled out, you can then upload your CSV from ZenCase:
Click the "Import Contacts from CSV" button
Choose the CSV file(s) you want to upload.
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.
How to Import Matters
Matters are cases associated to Members and Contacts (i.e., Billable Client).
Importing Matters into ZenCase can be done via uploading a CSV file from the Matters page in ZenCase.
You can use our CSV template file to ensure you format your CSV correctly.
Download Matters Template
IMPORTANT NOTE: You must import Contacts BEFORE you import Matters.
Also, turn off the Firm Settings > Configurations > General > Numbering System for Matters before importing as this will conflict with the imported matter numbers.
Fields that can be imported for matters in this specific order:
Field Name | Data Type | Required | Import Rules |
Matter Number | number or string | Yes | Must be unique. |
Import Number | string |
| For reference purposes only. |
Matter Name | number or string | Yes |
|
Client Number | number or string | Yes | This is the contact's number.
|
Creator Number | number or string | Yes | This is the member's number.
|
Originator Number | number or string | Yes | This is the member's number.
|
Manager Number | number or string | Yes | This is the member's number.
|
Default Billing Contact Number | string |
| This is the billing contact's number.
|
Status | string | Yes | Options: "Active", "Closed", "Completed", "Archived" |
Tags | string |
| Supports comma separated list. |
Description | string |
|
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Matter Type | string | Yes | Enter the matter type name.
|
Matter Subtype | string |
| Enter the matter subtype name.
|
Jurisdiction | string |
| Enter the jurisdiction name. These are defined in Firm Settings Jurisdictions table |
Billing Type | string |
| Enter the billing type name.
|
Fee Type (Hourly/Fixed) | string |
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Fee Amount | string |
| If "Fee Type" = "Fixed", this amount must be greater than 0. |
Billing Cycle | string |
| Enter the billing cycle name.
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Billing Note | string |
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Bill Estimate | string or number |
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Minimum Trust Amount | string or number |
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LEDES Enabled | boolean |
| Options: "Y", "N".
Values represent "Y" for yes and "N" for no. |
Require UTBMS Codes | boolean |
| Options: "Y", "N".
Values represent "Y" for yes and "N" for no. |
LEDES Client/Matter ID | string |
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Archived At | date string |
| Format: MM/DD/YYYY or MM/DD/YY or MM-DD-YYYY or MM-DD-YY.
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Completed At | date string |
| Format: MM/DD/YYYY or MM/DD/YY or MM-DD-YYYY or MM-DD-YY.
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Closed At | date string |
| Format: MM/DD/YYYY or MM/DD/YY or MM-DD-YYYY or MM-DD-YY.
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Statute of Limitations | date string |
| Format: MM/DD/YYYY or MM/DD/YY or MM-DD-YYYY or MM-DD-YY.
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LEDES Expense Codeset | string |
| Enter the LEDES codeset name.
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LEDES Activity Codeset | string |
| Enter the LEDES codeset name.
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LEDES Task Codeset | string |
| Enter the LEDES codeset name.
|
LEDES Timekeeper Codeset | string |
| Enter the LEDES codeset name.
These are defined in Firm Settings LEDES Codesets table, Code Type = "Timekeeper" |
Upload Your CSV Files
Once you have your CSV file filled out, you can then upload your CSV from ZenCase:
Go to the Matters page in ZenCase
Click the "Import from CSV" button
In the dropdown options, click the "Import Matters from CSV" button
Choose the CSV file you want to upload
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.
How to Import Tasks
Tasks are to-do items associated to a Matter.
Importing Tasks into ZenCase can be done via uploading a CSV file from the Tasks page in ZenCase.
You can use our CSV template file to ensure you format your CSV correctly.
Download Tasks Template
IMPORTANT NOTE: You must import Matters BEFORE you import Tasks.
Fields that can be imported for tasks in this specific order:
Field Name | Data Type | Required | Import Rules |
Task Number | number | Yes | Must be an integer and unique. |
Import Number | string |
| For reference purposes only. |
Matter Number | number or string | Yes | This is the matter's number. These are defined in Matters table |
Task Name | string | Yes |
|
Task Description | string |
|
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Start Date | date string |
| Format: MM-DD-YYYY or MM-DD-YY.
Example: 05/01/2020 or 05-01-20 for May 1, 2020. |
Due Date | date string |
| Format: MM-DD-YYYY or MM-DD-YY.
Example: 05/01/2020 or 05-01-20 for May 1, 2020. |
Duration | string |
| This is the duration in days. |
Assignee Number | string |
| This is the member's number that was assigned to this task. These are defined in Members table |
Assigned By Number | string |
| This is the member's number that the task was assigned by. These are defined in Members table |
Priority | string |
| Options: "High", "Medium", "Low" |
Status | string |
| Options: "Ready", "In Progress", "On Hold", "Stuck", "Completed", "Closed". Default is "Ready" |
File Url | string |
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Fee Type | string |
| Options: "Hourly", "Fixed" |
Budget Hours | number or string |
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Budget Amount | number or string |
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Task Type | string |
| Enter the task type name. These are defined in Firm Settings Task Types table |
Completed At | date string |
| Format: MM-DD-YYYY or MM-DD-YY.
Example: 05/01/2020 or 05-01-20 for May 1, 2020. |
Closed At | date string |
| Format: MM-DD-YYYY or MM-DD-YY.
Example: 05/01/2020 or 05-01-20 for May 1, 2020. |
Tags | string |
| Supports comma separated list. |
Upload Your CSV Files
Once you have your CSV file filled out, you can then upload your CSV from ZenCase:
Go to the Tasks page in ZenCase
Click the "Import from CSV" button
In the dropdown options, click the "Import Tasks from CSV" button
Choose the CSV file you want to upload
Click "Save"
Once your import is complete, you will receive an email letting you know whether your import has successfully been imported or if there are any failures.
If you have any questions, please feel free to contact us.