Migration Manager has the functionality to import new Matter records from an Excel (xls or xlsx) spreadsheet. The design of this function is to import basic data only, and is generally meant to be used to import client data from a previous CRM system. To import extensive data we suggest using the Client Information Questionnaire (CIQ).
To prepare for the import, you need to define which columns in the Spreadsheet relate to which fields in Migration Manager.
This instruction is designed to create a new client file, where a client file does not already exist.
If a client file already exists, and you wish to add a new connection to that existing client file, see: Batch Import Data - Add a Connection to an Existing Client File
1. Login as Administrator
To access the Batch Import Data function you will need to first login as Administrator or a user with sufficient permissions.
2. Access Batch Data Import
In the Main Menu, navigate to Tools, then Batch Data Import and select New Client Files
3. Select the Spreadsheet you are to import
At the top of the Import window, click Load Data.
Select the spreadsheet you are to import, then click Open
The data from the spreadsheet will now appear in the Import Data window.
Cells that appear in orange indicate that field was blank in the excel file. You can only amend/update those fields in the excel file.
4. Set the Field Mappings for each field you wish to import
- Click on the down arrow in the heading field
- Then select which corresponding field you want to match to from the available list of fields. You can use the type in the heading to narrow down matching Fields. In the below example we are matching a Field in our spreadsheet called “Client Type” to the Migration Manager field “Client Type Person or Business”.
There are several fields which are mandatory to import and must be specified in your Spreadsheet and Field Mappings
Client Type Person or Business
- If it’s a person: either Given Names or Surname
- If it’s a Business: Company Name
Jurisdiction (Must match to a valid Jurisdiction)
Matter Category (Must match to a valid Matter Category)
Matter Type (Must match to a valid Matter Type)
Responsible Person
Either
- Permissions must have a value or
- Office must have a value. The specified office must have at least one default security group or an office must be specified in system preferences as the Default Office/Team for new clients and that office must have at least one default security group
Note: If System Preferences say that new clients must be assigned to an office/team but doesn’t have anything specified as the default office/team for new clients, office must be specified
You can also click the Save Mappings button to save these mappings for future imports. To use a saved mapping for a future import, click Load Mappings.
5. Correct any missing fields
You may be presented with an Import Warnings screen. Any warning type with an "X" icon must be corrected in your excel file and re-loaded before importing. Any warning type with an "!" icon may be corrected in your excel file and re-loaded before importing - however you can choose to ignore these warnings and continue the import.
6. Data import will complete
We strongly suggest importing just one record to start with and test. Check that everything has imported correctly before importing multiple records
Available Import Fields:
| Assistant | Client ID | Course Name |
| Clerk | Client Marital Status | Default File Note Responsibility |
| Client Address For Correspondence City |
Client Passport Country Of Issue |
Default Progress Item Responsibility |
| Client Address For Correspondence Country |
Client Passport Expiry Date |
Employer Name |
| Client Address For Correspondence Postcode |
Client Passport Issue Date | Jurisdiction |
| Client Address For Correspondence State |
Client Passport Number |
Manager |
| Client Address For Correspondence Street |
Client Preferred Name | Matter Category |
| Client Address For Correspondence Street2 |
Client Prefix |
Matter Date Lodged |
| Client Address For Correspondence Suburb |
Client Residential Address City | Matter Date Started |
| Client Birth City |
Client Residential Address Country |
Matter Decision |
| Client Birth Suburb |
Client Residential Address Postcode |
Matter Decision Date |
| Client Country Of Birth |
Client Residential Address State |
Matter Description |
| Client Current Visa Conditions |
Client Residential Address Street |
Matter Name |
| Client Current Expiry Date |
Client Residential Address Street2 |
Matter Status |
| Client Current Grant Date |
Client Residential Address Suburb |
Matter Stream/Sub |
| Client Current Visa Number |
Client Role on Matter | Matter Type |
| Client Current Visa Track In Snapshot |
Client Status | Occupation |
| Client Current Visa Type |
Client Surname |
Office |
| Client DOB |
Client Type Person Or Business |
Permissions |
| Client Email |
Client Work Phone |
Referral Source |
| Client Fax |
Company Name |
Responsible Person |
| Client Gender |
Course Completion Date |
Send Captured Email Notifications To |
| Client Given Names |
Course Details |
Send Expiry/Portal Notifications To |
| Client Home Phone |
Course Institution |
Summary Note |