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Import Members, Contacts, Matters, And Tasks
Import Members, Contacts, Matters, And Tasks

How To Import Members, Contacts, Matters, And Tasks Into ZenCase From Another System

Christine Clark avatar
Written by Christine Clark
Updated this week

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:

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.

Email

string

Yes

Must be unique.

First Name

string

Yes

Middle Name

string

Last Name

string

Yes

Initials

string

Known As

string

Job Title

string

Note

string

Member Type

string

Enter the member type name.


These are defined in Firm Settings Member Types table

Security Group

string

Enter the security group name.

Options: "User", "Admin". Default is "User".

Bill Rate

number or string

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", "America/Juneau", "America/Los_Angeles", "America/Phoenix", "America/Denver", "America/Chicago", "America/New_York", "America/Indiana/Indianapolis".

Default is "America/New_York"

LEDES Timekeeper Code

string

Options: This is set in Firm Settings Configuration and depends on the version you

LEDES Timekeeper ID

string

Bar Numbers

string

Supports comma separated list.

State is in parentheses and bar number is next to it. ​Example: (FL) 542222.

Home Phone

string

Work Phone

string

Mobile Phone

string

Fax Phone

string

Assistant Phone

string

Other Phone

string

Work Address 1

string

Work Address 2

string

Work Address 3

string

Work City

string

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

Home Address 1

string

Home Address 2

string

Home Address 3

string

Home City

string

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

Billing Address 1

string

Billing Address 2

string

Billing Address 3

string

Billing City

string

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

Other Address 1

string

Other Address 2

string

Other Address 3

string

Other City

string

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

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.


These are defined in Members table

Manager Number

number or string

Yes

This is the member's number.


These are defined in Members table

Creator Number

number or string

Yes

This is the member's number.


These are defined in Members table

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

Last Name

string

Conditional

Required when "Is Company" is "N"

Title

string

Status

string

Options: "Active", "Archived", "Inactive", "Prospective". Default is "Active".

Tags

string

Supports comma separated list.

Bio

string

Billable

string

Options: "Y", "N".

Values represent "Y" for yes and "N" for no.

Minimum Trust Amount

number or string

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

Billing Cycle

string

Enter the billing cycle name.


These are defined in Firm Settings Billing Cycles table

Billing Type

string

Enter the billing type name.


These are defined in Firm Settings Billing Types table

LEDES Expense Codeset

string

Enter the LEDES codeset name.


These are defined in Firm Settings LEDES Codesets table, Code Type = "Expense"

LEDES Activity Codeset

string

Enter the LEDES codeset name.


These are defined in Firm Settings LEDES Codesets table, Code Type = "Activity"

LEDES Task Codeset

string

Enter the LEDES codeset name.


These are defined in Firm Settings LEDES Codesets table, Code Type = "Task"

LEDES Timekeeper Codeset

string

Enter the LEDES codeset name.


These are defined in Firm Settings LEDES Codesets table, Code Type = "Timekeeper"

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

Work Address 2

string

Work Address 3

string

Work City

string

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

Home Address 1

string

Home Address 2

string

Home Address 3

string

Home City

string

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

Billing Address 1

string

Billing Address 2

string

Billing Address 3

string

Billing City

string

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

Other Address 1

string

Other Address 2

string

Other Address 3

string

Other City

string

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

Upload Your CSV Files

Once you have your CSV files filled out, you can then upload your CSV from ZenCase:

  • Go to the Clients or Contacts page in 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.


These are defined in Contacts table

Creator Number

number or string

Yes

This is the member's number.


These are defined in Members table

Originator Number

number or string

Yes

This is the member's number.


These are defined in Members table

Manager Number

number or string

Yes

This is the member's number.


These are defined in Members table

Default Billing Contact Number

string

Status

string

Yes

Options: "Active", "Closed", "Completed", "Archived"

Tags

string

Supports comma separated list.

Description

string

Matter Type

string

Yes

Enter the matter type name.


These are defined in Firm Settings Matter Types table

Matter Subtype

string

Jurisdiction

string

Enter the jurisdiction name.

These are defined in Firm Settings Jurisdictions table

Billing Type

string

Enter the billing type name.


These are defined in Firm Settings Billing Types table

Fee Type (Hourly/Fixed)

string

Fee Amount

string

If "Fee Type" = "Fixed", this amount must be greater than 0.

Billing Cycle

string

Enter the billing cycle name.


These are defined in Firm Settings Billing Cycles table

Billing Note

string

Bill Estimate

string or number

Minimum Trust Amount

string or number

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

Archived At

date string

Format: MM/DD/YYYY or MM/DD/YY or MM-DD-YYYY or MM-DD-YY.


Example: 05/01/2020 or 05-01-20 for May 1, 2020.

Completed At

date string

Format: MM/DD/YYYY or MM/DD/YY or 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 or MM-DD-YYYY or MM-DD-YY.


Example: 05/01/2020 or 05-01-20 for May 1, 2020.

Statute of Limitations

date string

Format: MM/DD/YYYY or MM/DD/YY or MM-DD-YYYY or MM-DD-YY.


Example: 05/01/2020 or 05-01-20 for May 1, 2020.

LEDES Expense Codeset

string

Enter the LEDES codeset name.


These are defined in Firm Settings LEDES Codesets table, Code Type = "Expense"

LEDES Activity Codeset

string

Enter the LEDES codeset name.


These are defined in Firm Settings LEDES Codesets table, Code Type = "Activity"

LEDES Task Codeset

string

Enter the LEDES codeset name.


These are defined in Firm Settings LEDES Codesets table, Code Type = "Task"

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

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

Assignee Number

string

This is the member's number.

These are defined in Members table

Assigned By Number

string

Priority

string

Options: "High", "Medium", "Low"

Status

string

Options: "Ready", "In Progress", "On Hold", "Stuck", "Completed", "Closed". Default is "Ready"

File Url

string

Fee Type

string

Options: "Hourly", "Fixed"

Budget Hours

number or string

Budget Amount

number or string

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.

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