Introduction to Project Data Migrator
The Project Data Migrator is your all-in-one solution for managing project data in Filevine. With this tool, you can create new collection items, update static and collection sections, and delete collection items in bulk. Let's dive into how you can make the most of these features!
Understanding Static and Collection Sections
Before we delve into the Project Data Migrator's features, it's crucial to understand the difference between static and collection sections in Filevine.
Static Sections
Also known as "Forms" or "Form Sections"
Contain a set of custom fields that exist only once per project
Example: An Intake Section with fields for date of incident, client demographics, and incident details
Collection Sections
Allow storage of multiple sets of similar information
Replace the need for separate spreadsheets
Example: A Meds Section tracking multiple medical providers with fields like date of visitation and cost of visit
Creating Collection Section Items
Populate your collection sections quickly and accurately with the Create Collection Section Items feature.
Step-by-Step Guide:
Select "Create Collection Section Items" as your job type.
Choose your Project Type Template.
Select the Collection Section you want to populate.
Choose the fields you want to include.
Click "Generate CSV" to download the import template.
Fill in your data (each row represents one collection item).
Upload your completed CSV file.
Review the job details and hit "Create Job".
Key Features:
Create multiple collection items at once
Populate any custom Filevine field
Preview your job before running it
Pro Tips:
You can only create items for one collection section at a time.
Blank cells in your import template will be ignored, so don't worry if some fields are empty.
Use this feature for bulk importing things like medical visits, witnesses, or expenses.
Updating Static Sections and Collection Items
Keep your project data current and accurate with the Update Form/Static Section or Collection Section Items feature.
Step-by-Step Guide:
Select "Update Form/Static Section or Collection Section Items" as your job type.
Choose your Project Type Template and Section.
Select the fields you want to update.
Download the CSV template.
Fill in your data (including Project ID and Collection Item ID for collection items).
Upload your completed CSV file.
Review the job details and hit "Create Job".
Key Features:
Update static sections or collection items
Selectively update specific fields
Maintain data integrity by using unique Project IDs and Collection Item IDs
Pro Tips:
For static sections, only the fields you provide data for will be updated.
To update collection items, you must provide the Collection Item ID.
Retrieve Collection Item IDs from VineMigrator job logs or Filevine Reports.
Deleting Collection Section Items
Streamline your project data by removing unnecessary collection items with the Delete Collection Section Item feature.
Step-by-Step Guide:
Select "Delete Collection Section Item" as your job type.
Download the CSV template.
Fill in the Collection Item IDs you want to delete.
Upload your completed CSV file.
Review the job details and hit "Create Job".
Key Features:
Delete multiple collection items at once
Quickly clean up outdated or incorrect data
Maintain data integrity by using unique Collection Item IDs
Pro Tips:
Always double-check your list of Collection Item IDs before running a deletion job.
This feature is specifically designed for deleting collection items in bulk.
Leveraging Custom Filevine Fields
The Project Data Migrator supports all custom fields in Filevine, allowing you to make the most of your project data structure.
Key Features:
Support for all Filevine custom field types
Special handling for PersonLink and PersonList fields
Compatibility with Deadline with Reminders fields
Pro Tips:
For PersonLink fields, provide the full name in the CSV import template.
For PersonList fields, separate multiple full names with commas.
Use Deadline with Reminders fields for important dates like Statutes of Limitations (SOL).
Streamlining Your Workflow with Templates
Save time on recurring imports by creating Job Templates:
Step-by-Step Guide:
Set up your job configuration (type, project type, section, and fields).
Preview your job.
Check the "Save as template" box.
Provide a name for your template.
Run the job to save the template.
Key Features:
Save frequently used job configurations
Quickly set up recurring import jobs
Ensure consistency across similar data imports
Pro Tips:
Create separate templates for different sections or data types.
Use descriptive names for your templates to easily identify them later.
Review and update your templates periodically to ensure they still meet your needs.
Common Use Cases
The Project Data Migrator is a versatile tool that can streamline various aspects of your project data management. Here are some common scenarios where you can leverage its power:
Bulk Import of Medical Treatment Data
Scenario: You've received a large batch of medical records for a personal injury case and need to enter them into Filevine.
Solution:
Use the Create Collection Section Items feature to bulk import all the medical visits into a Meds Section.
Create a template for this process to streamline future medical treatment data imports.
Pro Tip: Include fields for provider name, date of service, type of service, and cost to create a comprehensive medical treatment timeline within Filevine, then use the Documents Migrator to upload the medical records.
Updating Case Details After Discovery
Scenario: You've received new information during the discovery process and need to update multiple cases with this data.
Solution:
Use the Update Form/Static Section feature to update the relevant static sections (e.g., Case Summary) across multiple projects.
Pro Tip: Create a report in Filevine to get all the necessary Project IDs before running your update job.
Bulk Update of Deadlines
Scenario: A court order has changed multiple deadlines across several cases.
Solution:
Use the Update Form/Static Section or Collection Section Items feature to update Deadline with Reminders fields.
Pro Tip: After updating, use Filevine's reporting tools to verify all deadlines have been correctly modified.
Cleaning Up Obsolete Data
Scenario: You've identified outdated or incorrect collection items across multiple projects that need to be removed.
Solution:
Use the Delete Collection Section Item feature to remove these items in bulk.
Pro Tip: Always run a backup or report of the data you're planning to delete, just in case you need to reference it later.
By leveraging the Project Data 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 and Collection Item IDs when updating or deleting to ensure accuracy.
Test in Batches: Start with a small batch of data before large-scale operations.
Validate Your Results: Use Filevine's reporting tools to check your imported or updated data.
Leverage Templates: Create and use templates for recurring import jobs to save time and ensure consistency.
Mind Your Fields: Pay attention to special field types like PersonLink and PersonList, ensuring data is formatted correctly.
Regular Maintenance: Set up recurring processes for updating and cleaning your project data to keep your Filevine environment efficient and accurate.
Troubleshooting and Support
Missing Data: If some data isn't appearing after import, check that the correct fields were selected in your job setup.
Update Issues: For collection items, ensure you're providing the correct Collection Item ID for updates.
Deletion Errors: If items aren't deleting, verify that the Collection Item IDs are correct and that the items still exist.
Template Problems: If a saved template isn't working as expected, try recreating it or check for any changes in your Filevine setup that might affect the template.
Remember, we're here to help! If you encounter any issues or have questions, don't hesitate to reach out to our support team. Together, we'll ensure your Filevine project data management is smooth and efficient.