Introduction to Projects Migrator
The Projects Migrator is your all-in-one solution for managing projects in Filevine. With this tool, you can create new projects in bulk, update existing project information efficiently, and archive projects as needed. Let's dive into how you can make the most of these features!
Creating New Projects
Populate your Filevine environment with projects quickly and accurately using the Create Projects feature.
Step-by-Step Guide:
Select "Create Projects" as your job type.
Choose your method for assigning client records.
Download the CSV template.
Fill in your project data.
Upload your completed CSV file.
Review the job details and hit "Create Job".
Key Features:
Create multiple projects at once
Three methods to assign client records
Automatically assign projects to specific phases
Pro Tips:
Project Name and Project Type ID are required for all projects.
Use the provided "Project Type ID and Phase ID Map" to get the correct IDs for your project types and phases.
If no Phase ID is supplied, the project will be created in the first phase of the selected Project Type Template.
Client Record Assignment Methods:
Create a New Client Contact Record:
Use this to create a new contact simultaneously with the project.
All rules from the Contact Migrator apply.
Assign Client Contact Record by Filevine Contact ID:
Use this for existing contacts in your Filevine Org.
Retrieve Contact IDs from Filevine Reports (sometimes called "Person ID").
Assign Client Contact Record by Contact Migrator Job:
Ideal if you've recently run Contact Migrator jobs.
The template will include Contact IDs and Full Names from your previous job.
Updating Existing Projects
Keep your project database current and accurate with the Update Projects feature.
Step-by-Step Guide:
Select "Update Projects" as your job type.
Download the CSV template.
Fill in the Project 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 projects simultaneously
Modify project names, incident dates, descriptions, phases, or tags
Maintain data integrity by using unique Project IDs
Pro Tips:
Project ID is required for all updates.
You can't move a project from one Project Template Type to another using this feature.
This tool is great for cleaning up simple post-migration issues. For more complex project data updates, please use the Project Data Migrator.
Archiving Projects
Streamline your project list by archiving outdated or completed projects with the Archive Projects feature.
Step-by-Step Guide:
Select "Archive Projects" as your job type.
Download the CSV template.
Fill in the Project IDs you want to archive.
Upload your completed CSV file.
Review the job details and hit "Create Job".
Key Features:
Archive multiple projects at once
Quickly revert Project Create jobs if needed
Selectively archive projects from a given list
Pro Tips:
Project ID is required for archiving.
This tool is more flexible than Filevine's built-in Mass Updates tool for archiving.
Use this to clean up after data migrations or to manage completed projects.
Leveraging Project Tags
Enhance your project organization with Project Tags (also known as Hashtags).
Key Features:
Add multiple tags to a project
Use tags for easy filtering and reporting
Update tags in bulk using the Update Projects feature
Pro Tips:
Separate multiple tags with commas in your CSV file.
Develop a consistent tagging strategy for your organization.
Use tags to track project status, type, or any other relevant categorizations.
Common Use Cases
The Projects Migrator is a versatile tool that can streamline various aspects of your project 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 existing cases.
Solution:
Use the Create Projects feature to bulk import all your cases.
Leverage the "Create a New Client Contact Record" method if you haven't imported your contacts yet.
Pro Tip: Break your import into batches by case type or status for easier management and verification.
Regular New Project Imports
Scenario: Your firm regularly takes on new cases that need to be entered into Filevine.
Solution:
Set up a template in the Create Projects feature for your most common project type.
Use this template to quickly import new cases on a regular basis (e.g., weekly or monthly).
Pro Tip: Combine this with a Contact Migrator job to streamline the entire process of adding new clients and their cases.
Post-Migration Clean-up
Scenario: After migrating to Filevine, you've noticed some inconsistencies in project names or phases.
Solution:
Use the Update Projects feature to correct project names en masse.
Leverage the same feature to update project phases to match your Filevine workflow.
Pro Tip: Create a standardized naming convention and use the Update Projects feature to apply it across all projects.
Archiving Completed Projects
Scenario: You want to clean up your active project list by archiving all cases closed over a period of time.
Solution:
Run a Filevine report to get the Project IDs of all cases closed in the specified timeframe.
Use the Archive Projects feature to bulk archive these cases.
Pro Tip: Set up a quarterly or annual process to review and archive completed projects.
Updating Project Information After a Policy Change
Scenario: Your firm has implemented a new categorization system for cases, and you need to update all existing projects.
Solution:
Use the Update Projects feature to add new tags or update project descriptions across all affected cases.
Pro Tip: Combine the update with a new naming convention or a hashtag to reflect the new categorization within the Project Hub.
By leveraging the Projects Migrator for these common scenarios, you can significantly improve your firm's efficiency in managing project data. Remember, these are just a few examples – the tool's flexibility allows it to adapt to many unique situations you might encounter in your practice.
Best Practices for Success
Prepare Your Data: Clean and organize your data before importing. Consistency is key!
Use Unique Identifiers: Always use Project IDs when updating or archiving projects to ensure accuracy.
Test in Batches: Start with a small batch of projects before large-scale operations.
Validate Your Results: Use Filevine's reporting tools to check your imported or updated data.
Maintain Consistency: Develop standard naming conventions and tagging strategies for your projects.
Regular Maintenance: Set up recurring processes for updating and archiving projects to keep your Filevine environment clean and efficient.
Troubleshooting and Support
Project Type Mismatch: Ensure you're using the correct Project Type ID from the provided map.
Phase Assignment Issues: If projects aren't in the expected phase, check that you're using the correct Phase ID.
Update Limitations: Remember, you can't change a project's type using the Update feature. You'll need to create a new project and archive the old one.
Processing Time: Large imports or updates may take some time. 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.