Preparing your source data for the Smokeball Data Import tool

Learn how to organise data exported from your other software to maximise its compatibility with the Smokeball Data Import tool. 

Best practice for preparing all data

To ensure your data upload runs as smoothly as possible, follow these recommendations before uploading your files to the data import tool.

• Remove all duplicates in your source file. The Data Import tool DOES NOT identify duplicate entries.
• Check the data in the source file has been entered correctly. If your data was wrongly entered in the previous legal software, it will appear in Smokeball in that format.
• Some columns are required when mapping during the file upload process. You can view these columns by selecting Upload and checking the left-hand panel for required columns. Ensure your input file includes columns that can be mapped to these required items. Input column names do not need to match those listed in the left-hand panel.
• Import all your data together. While an import can be submitted containing only Staff and/or Contacts, most other types of data rely on Contacts or Matters being present in the same import. The tool will indicate when this is the case. If importing Matters, ensure all Matters and Contacts are imported together in the same import.
  
  If your source file does not contain a column that can be mapped to a "Required" Smokeball import column, open your source data file (in Excel or similar), add a column that can be used to map to the "Required" Smokeball column (the column name does not need to match the Smokeball column name), then re-upload it to the import tool.

  
  Alternatively, you can download a sample Excel template on the bottom-left corner of the Upload window and copy/paste your source data into the relevant columns in that template.

• Only one source file can be uploaded per data type - e.g. if you have two source files for Contacts, you must merge them into one file before uploading.
• Columns are mapped on a one-to-one basis - e.g. if you have two columns for Matter ID in your source file, you can only map one of them to Smokeball's Matter ID destination column.
• Note: The order of columns and name of column headers in the source file does not affect the import.

Preparing Staff data

This is relevant if you wish to add new or additional staff members that do not already exist in Smokeball.

Preparing Contact data

Ensure you have checked the following in your source data file before uploading it to Smokeball:

• As columns are mapped on a one-to-one basis, if your source data contains multiple columns for the same data, for example, a person address, phone number or email, and also company address, phone number or email, merge them into one column/set of columns. There is only one set of Smokeball destination mapping columns for each, regardless of whether the record is a person or company contact. See the following sections for more information on formatting person vs. company (Firm/Business/Organisation) contacts.
  • E.g. Merge the data from "Home Address Country" and "Business Address Country" into a single column "Country" or merge data from the "Personal Email" and "Business Email" into a single column "Email".
• You can have multiple email addresses per contact. However, you must keep them in the same cell and separate them by a semicolon ( ; ).
• Names - Depending on the format of the source names, the import tool allows contact names to be uploaded in several formats, Full Name OR First Name, Middle Name, Last Name. If contact names are provided in the "Full Name" format, the import tool will automatically split them into the relevant name components during the upload process (including if they are company/organisation names). 
  • Note: Full Name splitting may not be completely accurate in all cases, and you will have the opportunity to review and correct any issues during the final stage of the upload process. Any full name automatically split out by the import tool will also have the original input name copied to the "notes" field for historical reference.
• Contact Types - There are two types of contacts you can import to Smokeball - "Person" and "Company" (Firm/Business/Organisation). If your source data does not contain this information or you have no column to map to the Smokeball "Type" field, the import tool will automatically detect and populate this information.

• Addresses - Depending on the format of the source addresses, the import tool provides the flexibility for addresses to be uploaded in several formats, simple OR detailed, followed by Suburb, State, Postcode, and Country.

  • Simple format:
    • Street Address 
      • Street Address Line 1
      • Street Address Line 2
    • PO
      • PO Box

• • Detailed format:
    • Street Address
      • Care Of
      • Building/Level
      • Unit Type
      • Unit Number
      • Street Number
      • Street Name
      • Street Type
    • PO
      • PO Box Care Of
      • PO Box Type
      • PO Box Number
  • Mapping Options [we recommend Option 1 or 2]:
    Option 1: If you map your source address data to the simple address fields, the import process will automatically split the data into the relevant detailed sections so it is imported to Smokeball correctly.
    Option 2: If you map your source address data to the detailed address fields, no further processing/manipulation of the address data will be performed.
    Option 3 (not recommended): If you map your source address data to the Simple and detailed address fields, where possible, the import process will automatically split the simple data out into the relevant detailed sections, so they are imported to Smokeball correctly. No processing/manipulation of the detailed address data will be performed.
  • Note: Address splitting may not be completely accurate in all cases, and you will have the opportunity to review and correct any issues during the final stage of the upload process. Any addresses automatically split out by the import tool will also have the original input address copied to the "notes" field for historical reference.

Associating Person and Company contacts

There are two types of contacts you can import to Smokeball - "Person" and "Company".

During the source file upload process, you are required to populate the Type column for each contact to specify if they are a Person or Company.

You can also link a Person contact to a Company contact (e.g. they are a representative of that Company):

1. For the Person contact:
   • In the Type column, enter "Person".
   • Any other person-related details such as Title, First/Middle/Last Name (or full name), DOB, Gender, and Job Title should be entered on this Person contact record.
   • In the Company Name column on this Person contact record, enter the company's name (they are a representative of that Company).
2. For the Company contact:
   • In the Type column, enter "Company".
   • Any other Company-related details such as phone number, address, email etc should be entered on this Company contact record.

The above actions can be performed in the source data file before uploading, or directly in the import tool during the file upload process.

'Person details not valid' error message

When uploading your data to the Data Import tool, if it detects person-related details on a Company contact, it will generate an error: "Person details not valid".

See the below example where there is an error message appearing for Company-type contacts as they contain Gender information, which is only meant for Person-type contacts.

Preparing Matter data

You don't need to upload a separate source file for your Matter Types. Matter type information should be included in the Matters source file, and you will have the opportunity to map them to Smokeball Matter Types after uploading your Matters.

Matter Types

You don't need to upload a separate source file for your Matter Types. Matter type information should be included in the Matters source file, and you will have the opportunity to map them to Smokeball Matter Types after uploading your Matters.

Preparing Opening Balance data

Import opening Credit and Trust account balances for Matters.

For Trust, as best practice, we recommend using the closing date from your previous system.

Preparing Activity Type Data

Imported Activity Types can be used for time, fee, or cost recovery entries created once you are up and running with Smokeball. Activity Types are not required to import Unbilled Entries.

Preparing Unbilled Time & Fee data

All unbilled entries must be associated with a Matter; therefore, Matters must be uploaded and valid before Unbilled Entries can be added.

Preparing Unbilled Disbursement data

All unbilled entries must be associated with a Matter; therefore, Matters must be uploaded and valid before Unbilled Entries can be added.

Preparing Invoice data

Import unpaid and part paid invoices only. Paid invoices cannot be imported. 

All Invoices must be associated with a Matter and a Contact (debtor); therefore, Matters and Contacts must be uploaded and valid before Invoices can be added.

The default GST rate should be configured in the Firm Settings of your Smokeball account before uploading Invoices.

Preparing Memo data

Memos must be associated with a Matter. Therefore, Matters must be uploaded and valid before Memo data can be added.

Preparing Task data