Additional Migration Data

A data migration into Filevine requires filling out several spreadsheets. Most basic migrations include filling out at least the contacts and the projects spreadsheets, but there are several others you can fill to migrate additional information. 

Some spreadsheets rely on the information filled out in others. For example, all spreadsheets listed below must have matching ProjectExternalIDs when the data belongs to the same project/case/matter, so all the sections from the various spreadsheet templates can appear in the appropriate project.

Because of this dependency, the contacts and projects spreadsheets should always be filled before any additional spreadsheets. Before filling out the spreadsheets described below, read Migration Data Basics for general information on data migrations and for instructions for filling the projects and contacts spreadsheets.

Once the projects and contacts spreadsheets have been completed, you can fill out any of the five spreadsheets below to migrate additional data.

• Project Permissions
• Deadlines
• Calendar Events
• Notes
• Project Contacts

This article will provide explanations for what these terms mean in Filevine and instructions for filling the matching spreadsheets.

ContactExternalID and ProjectExternalID

The migration information here is dependent on the contacts and projects spreadsheets. Some of the fields in these spreadsheets are used to reference the information in the contacts and projects spreadsheets.

The ContactExternalID and ProjectExternalID fields must be taken from the contact and project spreadsheets. The matched ID will allow all the information attached to that field to be included.

Project Permissions

Permissions in Filevine control the user’s access to project data, notifications, and, if it’s been set up, autotasks. Read Permissions Overview for a summary of the different permissions. Permissions include a project access level, Org Admin permissions, and roles. 

Admin is the highest access level and gives a user additional permissions. Collaborators have viewing and editing access to all project data, with the exception of locked fields. Most users are collaborators. The third team status option is a guest, who has very limited project access. 

Project roles allow users to auto-assign tasks based on a user’s responsibilities in a project. Primary is a special type of role, used for the user who is the lead on a project. The primary is responsible for deadlines and will be auto-assigned tasks as the default. Every project must have a primary role, and that primary must be an Admin or collaborator

Spreadsheet

All required fields are bolded in the spreadsheet you will be given and in the table below.

Deadlines

Migrated deadlines will be added to the project’s Deadlines section (sometimes called the Reminders section) and will appear on the project’s calendar.

Creating DeadlineExternalID

Each deadline must have a unique ID, which is used for the migration into Filevine. If your system already includes unique IDs for deadlines, you can use these. If you do not have deadline IDs, create a system so that each deadline has a unique ID. For example, you might ID the first deadline with “deadline0001,” the second with “deadline0002,” and so on.

Spreadsheet

All required fields are bolded in the spreadsheet and in the table below.

Calendar Events

These calendar events will appear on the project calendar. 

Creating CalendarExternalID

Each event must have a unique ID, which is used for the migration into Filevine. If your system already includes unique IDs for calendar events, you can use these. If you do not have event IDs, create a system so that each even has a unique ID. You might ID the first calendar event as “event0001,” for example.

Entering Dates and Times

The process for entering the dates and times is a bit different for partial-day events and all-day or multi-day events. 

For all-day or multi-day events, you do not need to add a time. For single day all-day events, add the same date for the start and finish date. For multi-day events, make sure that the end date is later than the start date. 

For partial-day events, enter the same date for the start and end dates, followed by time. When entering the time, make sure the time is converting to a time format in Excel. The text “4pm,” for example, will not convert to a time format, whereas entering “4 pm,” with the space, will convert to the time format “16:00” when you enter it. 

Spreadsheet

All required fields are bolded in the spreadsheet and in the table below.

Notes

Notes and tasks appear in the activity feed of a project.

Creating NotesExternalID

Each note must have a unique ID, which is used for the migration into Filevine. If your system already includes unique IDs for notes, you can use these. If you do not have event IDs, create a system so that each even has a unique ID. You might ID the first calendar event as “note0001,” for example.

Notes versus Tasks

Notes can be made into tasks by assigning them to a user in Filevine. Tasks are similar to notes, but they have an assignee and a due date, and can be marked complete. This spreadsheet can migrate both notes and tasks. For tasks you’d like to migrate, fill out the last three fields. 

Spreadsheet

All required fields are bolded in the spreadsheet and in the table below.

Project Contacts

Contacts across your Org will be migrated to Filevine through the contacts spreadsheet, and the primary contacts are associated with a project in the project spreadsheet. If you would like to associate additional contacts with a project, use this spreadsheet. 

This spreadsheet is used to migrate additional contacts into a specific project, like medical providers, family members of a contact, and judges. 

Spreadsheet 

All required fields are bolded in the spreadsheet and in the table below.