Introduction to Activity Feed Migrator
The Activity Feed Migrator is a versatile tool designed to streamline the management of project activities in Filevine. It offers three primary functions:
Create Tasks
Create Notes
Convert Tasks to Notes
Each of these functions helps you efficiently manage your project's activity feed, saving time and ensuring consistency across your Filevine organization.
Understanding Filevine's Activity Feed
Before diving into the Activity Feed Migrator, it's crucial to understand how Filevine's Activity Feed works:
Activity Types: The feed contains six types of items: notes, emails, faxes, reminders, tasks, and texts. VineMigrator supports the Notes and Tasks Activity Types.
Tasks: These are assignable items with due dates that can be marked as complete.
Notes: Basic activity items used to inform users of project updates.
Notifications: Creators of tasks and notes receive notifications when these items are updated.
Formatting Options: Activity items can include text formatting, photos, and attachments.
Understanding these features will help you leverage the Activity Feed Migrator more effectively to populate and manage your project activities.
Creating Tasks
The Create Tasks function allows you to bulk import new tasks into your Filevine projects.
Step-by-Step Guide:
Select "Create Tasks" as your job type.
Download the CSV template.
Fill in the required fields: Project ID and User ID (for task assignment).
Add optional fields like Due Date, Task Description, etc.
Compress the completed CSV file.
Upload your file using the "Browse" button.
Click "Start Upload" and review the data.
Click "Create Job" to import the tasks.
Key Features:
Bulk creation of tasks across multiple projects
Automatic assignment of tasks to specific users
Default due date set to today if not specified
Pro Tips:
Use consistent naming conventions for task descriptions to aid in future searches.
Consider using task templates for recurring task types to ensure consistency.
Remember that the task creator will receive notifications for any updates to the task.
Creating Notes
The Create Notes function allows you to bulk import new notes into your Filevine projects.
Step-by-Step Guide:
Select "Create Notes" as your job type.
Download the CSV template.
Fill in the required field: Project ID.
Add note content and any additional information.
Compress the completed CSV file.
Upload your file using the "Browse" button.
Click "Start Upload" and review the data.
Click "Create Job" to import the notes.
Key Features:
Bulk creation of notes across multiple projects
Flexibility to include rich text, links, and formatting in notes
Pro Tips:
Use notes for project updates that don't require action items.
Consider using standardized note templates for consistent communication across projects.
Remember that note creators will receive notifications for any updates to their notes.
Converting Tasks to Notes
The Convert Tasks to Notes function allows you to bulk convert undone tasks to notes, effectively "killing" the tasks.
Step-by-Step Guide:
In Filevine, generate an XLSX report from the List of Tasks preset.
Filter the report to select undone tasks (set "Is Completed" to "No").
Export the filtered report to XLSX.
Select "Convert Tasks to Notes" as your job type in the Activity Feed Migrator.
Copy the "Link" column values from your XLSX report into the provided CSV template.
Upload your file using the "Browse" button.
Click "Start Upload" and review the data.
Click "Create Job" to convert the tasks to notes.
Key Features:
Bulk conversion of undone tasks to notes
Maintains task information in note format for record-keeping
Helps clean up outdated or unnecessary tasks
Pro Tips:
Use this feature for tasks that are no longer relevant but contain important information.
Double-check your task selection before conversion, as this action cannot be undone.
Consider adding a standardized note to converted tasks (e.g., "Converted from task on [date]") for clarity.
Best Practices for Success
Prepare Your Data: Ensure your CSV files are clean and formatted correctly before import.
Use Unique Identifiers: Always use accurate Project IDs and User IDs to prevent misassignment.
Test in Batches: Start with a small batch of entries before large-scale imports or conversions.
Verify Imports: After migration, check your Activity Feeds to ensure all entries appeared correctly.
Maintain Consistency: Use consistent naming conventions and formats for tasks and notes.
Regular Cleanup: Periodically review and convert or delete outdated tasks to keep your Activity Feed manageable.
Leverage Formatting: Use Filevine's text formatting options to make your imported notes and tasks more readable and actionable.
Common Use Cases
Migrating Legacy Data
Scenario: You're transitioning to Filevine from another case management system and need to import existing tasks and notes.
Solution:
Use the Create Tasks and Create Notes functions to bulk import your legacy data.
Ensure your legacy data is properly formatted in the provided CSV templates.
Setting Up New Projects
Scenario: You've onboarded a new client with multiple cases and need to set up standard tasks for each case.
Solution:
Create a standardized list of tasks for new cases.
Use the Create Tasks function to bulk import these tasks for each new case, adjusting Project IDs and assignees as needed.
Cleaning Up Old Tasks
Scenario: Your team has accumulated many outdated, incomplete tasks that are cluttering your Activity Feeds.
Solution:
Use Filevine's List of Tasks report to identify old, incomplete tasks.
Use the Convert Tasks to Notes function to preserve the information while clearing up your task lists.
Troubleshooting and Support
Missing Entries: Ensure all required fields are filled for each entry in your CSV files.
Assignment Issues: Verify that all User IDs for task assignments are correct and exist in your Filevine organization.
Conversion Problems: Make sure you're using the correct "Link" values from the Filevine task report when converting tasks to notes.
Formatting Issues: If imported notes lack formatting, check that you're using Filevine's supported formatting syntax in your CSV.
Remember, we're here to help! If you encounter any issues or have questions about using the Activity Feed Migrator or navigating Filevine's Activity Feed feature, don't hesitate to reach out to our support team at support@vinetegrate.com. Together, we'll ensure your activity management in Filevine is smooth and efficient, setting you up for success with Filevine's robust project management capabilities.