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 add a connection to an existing client file where a client file already exists.
If a client file does not already exist, and you wish to create a new client file, , see: Batch Import Data - Creating New Client Files
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 Add People to Existing 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
Add To (Client File) (Must match to a valid Client File Reference Number)
Given Family Name
Given Names
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
Missing fields will appear in orange
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.
Any data marked with "!" that is incorrect, and not corrected, will be imported as an empty field. Example: If Qualification Type = Bachelor Degree and Qualification Course = Masters (extended) degree, then after the import Qualification Course will be empty.
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:
| Add To (Client File) |
Contact - Work Phone Number |
Identity - Current Passport Country |
| Connected to Client as their |
Contact - Work Phone Number Area Code |
Identity - Current Passport Number |
| Connection Type |
Contact - Work Phone Number Country Code |
Migration - Current Visa Expiry Date |
| Contact - Alternative Email Address |
Details - Contact & Marketing Consent |
Migration - Current Visa Grant Country |
| Contact - Email Address |
Details - Contact Tags |
Migration - Current Visa Grant Date |
| Contact - Home Phone Number |
Details - Country of Birth |
Migration - Current Visa Type |
| Contact - Home Phone Number Area Code |
Details - Date of Birth |
Skills - Highest Qualification Category |
| Contact - Home Phone Number Country Code |
Details - Deceased Date |
Skills - Highest Qualification Course Name |
| Contact - Mobile Phone Number |
Details - Family Name |
Skills - Highest Qualification Course Type |
| Contact - Mobile Phone Number Country Code |
Details - Gender |
Skills - Highest Qualification Field |
| Contact - Postal Address Country |
Details - Given Names |
Skills - Highest Qualification Institution Name |
| Contact - Postal Address Post Code |
Details - Living/Deceased Status |
Skills - Highest Qualification Level |
| Contact - Postal Address State |
Details - Marital Status |
Skills - Highest Qualification Status |
| Contact - Postal Address Street 1 |
Details - Preferred Name |
Skills - Latest Employment Country |
| Contact - Postal Address Street 2 |
Future - Study Course Name |
Skills - Latest Employment Employer Name |
| Contact - Postal Address Suburb |
Future - Study End Date |
Skills - Latest Employment Occupation |
| Contact - Residential Address Country |
Future - Study Institution Name |
Skills - Latest Employment Position |
| Contact - Residential Address Post Code |
Future - Study Qualification Category |
Skills - Latest Employment Start Date |
| Contact - Residential Address State |
Future - Study Qualification Course Type |
Skills - Latest Employment Status |
| Contact - Residential Address Street 1 |
Future - Study Qualification Field |
Skills - Main Language |
| Contact - Residential Address Street 2 |
Future - Study Qualification Type |
Skills - Usual Occupation |
| Contact - Residential Address Suburb |
Future - Study Start Date |