Introduction to Contacts Migrator
The Contacts Migrator is your all-in-one solution for managing contact records in Filevine. With this tool, you can import new contacts in bulk, update existing contact information efficiently, and remove contacts from projects and person link fields. Let's dive into how you can make the most of these features!
Understanding Filevine's Contact Structure
Before diving into the Contacts Migrator, it's crucial to understand how Filevine structures contacts:
Contact Cards: Each contact in Filevine has a customizable contact card with various tabs and fields.
Standard Fields: All contacts have a "Contact Info" tab with standardized fields like name, company, phone numbers, emails, and addresses.
Custom Tabs and Fields: Additional tabs and fields can be created using the Contacts Setup Advanced tool.
Contact Types: Contacts can have one or more types, which determine which custom fields appear on their contact card.
Hashtags: Contacts can be tagged with hashtags for easy categorization and searching.
Understanding this structure will help you use the Contacts Migrator more effectively to populate and update your Filevine contacts.
Creating Contacts
Populate your Filevine Address Book quickly and accurately with the Create Contact Records feature.
Step-by-Step Guide:
Select "Create Contact Records" as your job type.
Download the CSV template.
Fill in your contact data.
Upload your completed CSV file.
Review the job details and hit "Create Job".
Key Features:
Import multiple contacts at once
Support for both individual and company records
Include up to 3 email addresses, phone numbers, and physical addresses per contact
Pro Tips:
First Name is required for all records.
State should be abbreviated (e.g., CA for California).
For company records, enter the full company name in the First Name field.
When creating company records, use the "Is Company" field and enter the full company name in the First Name field.
Consider which contact types you'll assign to each contact, as this affects which custom fields will be available.
Prepare data for custom fields based on the contact types you plan to assign.
Updating Existing Contacts
Keep your contact database fresh and accurate with the Update Contacts feature.
Step-by-Step Guide:
Select "Update Contacts" as your job type.
Download the CSV template.
Fill in the contact IDs and the fields you want to update.
Upload your completed CSV file.
Review the job details and hit "Create Job".
Key Features:
Update multiple contacts simultaneously
Selectively update specific fields for each contact
Maintain data integrity by using unique contact IDs
Pro Tips:
Obtain contact IDs from a Filevine report (the Marketing List report is great for this).
Leave fields blank if you don't want to update them.
Use this feature for bulk updates like changing contact types or updating addresses.
Updating contact types can change the available custom fields for a contact.
Removing Contacts
Clean up your contact list efficiently with the Delete Contacts feature.
Step-by-Step Guide:
Select "Delete Contacts" as your job type.
Download the CSV template.
Fill in the contact IDs you want to remove.
Upload your completed CSV file.
Review the job details and hit "Create Job".
Key Features:
Remove contacts from projects and PersonLink fields
Bulk removal of multiple contacts
Maintain data integrity by using unique contact IDs
Pro Tips:
This action doesn't delete contacts from the Address Book entirely, just removes project associations.
Use this feature for cleaning up obsolete project associations or correcting mistakenly linked contacts.
Always double-check your list of contact IDs before running a removal job.
Leveraging Custom Contact Fields
Take your contact management to the next level with Custom Contact Fields!
Understanding Filevine's custom fields:
Custom fields appear on additional tabs after the standard "Contact Info" tab.
Custom fields can be associated with specific contact types.
Common custom fields include Salutation, Demographics, Social Media Accounts, Preferred Language, and type-specific information.
Pro Tips:
Use custom fields to track industry-specific or firm-specific information
Incorporate custom fields in your import templates for comprehensive data migration
When creating your import template, consider which contact types you'll assign to determine the relevant custom fields.
Use the Contacts Setup Advanced tool in Filevine to create new custom fields before importing if needed.
Streamlining Your Workflow with Templates
Save time on recurring imports by creating templates:
Step-by-Step Guide:
Set up your job configuration (type and field selections).
Check the "Save as a template" box before generating your CSV.
Give your template a descriptive name.
For future imports, select your saved template to automatically configure your job.
Key Features:
Save frequently used job configurations
Quickly set up recurring import jobs
Ensure consistency across similar import tasks
Pro Tips:
Create separate templates for different types of imports (e.g., new clients, vendors, opposing counsel)
Review and update your templates periodically to ensure they still meet your needs
Share template names with your team to maintain consistency in data imports
Common Use Cases
The Contacts Migrator is a versatile tool that can streamline various aspects of your contact management workflow. Here are some common scenarios where you can leverage its power:
Initial Data Migration
Scenario: You're moving to Filevine from another case management system and need to import all your contacts.
Solution:
Use the Create Contact Records feature to bulk import all your contacts.
Utilize custom fields to ensure all relevant data from your old system is captured.
Pro Tip: Break your import into batches by contact type (clients, opposing counsel, medical providers, etc.) for easier management and verification.
Updating Contact Types
Scenario: Your firm has decided to split "Attorney" contacts into more specific categories like "Defense Attorney" and "Referring Attorney".
Solution:
Run a Filevine report to get all contacts currently labeled as "Attorney".
Use the Update Contacts feature to change their contact types.
Pro Tip: Save this as a template for future use if you need to make similar bulk updates.
Implementing a New Contact Type System
Scenario: Your firm has created new contact types with associated custom fields and needs to categorize existing contacts.
Solution:
Use the Update Contacts feature to assign new contact types to existing contacts.
In the same update, populate the new custom fields associated with these contact types.
Pro Tip: Create a template for each new contact type to streamline the process of updating and populating custom fields.
Bulk Tagging Contacts
Scenario: You want to add hashtags to a large group of contacts for easy searching and categorization.
Solution:
Export your contact list from Filevine, including contact IDs.
Add the desired hashtags in your spreadsheet.
Use the Update Contacts feature to import the hashtags.
Pro Tip: Use a consistent hashtag naming convention to make searching and filtering more effective in Filevine.
Mass Update of Client Information
Scenario: You've discovered that many client phone numbers in your database are outdated.
Solution:
Export your client list from Filevine, including their contact IDs.
Update the phone numbers in your spreadsheet.
Use the Update Contacts feature to import the corrected information.
Pro Tip: This method can be used for any mass update of contact information, such as addresses or email changes.
Importing Conference Attendees
Scenario: You've attended a conference and collected business cards or a list of new contacts.
Solution:
Use the Create Contact Records feature to quickly add these new contacts to your Filevine database.
Pro Tip: Create a custom field for "Conference Name" to easily track where you met these contacts.
Best Practices for Success
Prepare Your Data: Clean and organize your data before importing. Consistency is key!
Start Small: Test with a small batch (5-10 contacts) before large imports.
Validate Your Results: Use Filevine's reporting tools to check your imported data.
Back It Up: Always keep a backup of your data before large-scale operations.
Stay Consistent: Maintain uniform formatting, especially for dates and phone numbers.
Leverage Bulk Updates: Use the Update Contacts feature for efficient mass changes, like updating all contacts of a certain type.
Understand Contact Types: Familiarize yourself with your Filevine contact types and associated custom fields before performing large imports or updates.
Leverage Hashtags: Use Filevine's hashtag feature to add another layer of organization to your contacts.
Troubleshooting and Support
Field Requirements: Ensure all required fields (like First Name) are filled to avoid import failures.
Data Type Matching: Double-check that your data aligns with the expected format for each field.
Custom Field Issues: If custom fields aren't populating, ensure that the appropriate contact type is assigned and that the field names in your CSV match exactly with Filevine's field names.
Contact Type Conflicts: If a contact's type is changed and custom field data is lost, check that the new contact type supports all the fields you're trying to populate.
Processing Time: Large imports may take some time due to API rate limits. Be patient and let VineMigrator work its magic!
Remember, we're here to help! If you encounter any issues or have questions, don't hesitate to reach out to our support team at support@vinetegrate.com. Together, we'll ensure your Filevine project management is smooth and efficient.