What can and can't be migrated in Smokeball's data migration services?

• First name
• Surname
• Email address
• Status (active or inactive)
• Salutation

Ensure all staff in your current system have an email address.

• Name
• Addresses
• Phone numbers
• Email addresses

Clean up duplicate contacts in your current system as best you can. It's impossible for our migration team to prevent duplicate contacts unless you choose not to import contacts at all.

• Matter number
• Matter description
• Client
• Other side 
• Other side solicitor 
• Open debtors balance
• Fee earner acting
• Fee earner responsible
• Documents + WIP 

You can choose to migrate only open matters or all matters (open/closed/archived). Note that Smokeball classifies matters as open or closed.

Your data migration specialist will assist you to map matter types from your current system to the matter types in Smokeball. Any matter types not mapped will default to General and have to be changed in Smokeball after going live.

Parties or contacts attached to a matter.

• Client
• Other side
• Other side solicitor
• All other parties (migrated as "additional contact")
  • If these are used for populating precedent documents, you'll need to re-select these contacts into the correct fields in Smokeball.

• Fee and disbursement entries
  • WIP
  • Open time entries

Historical entries or entries already invoiced will be migrated if they are saved within the documents for migration. Only unbilled items will be migrated.

• Invoices (will migrate as "Open")
  • Unpaid
  • Part-paid
• Staff Billing rates (migrated if they are easily extracted from the current system)

Will be migrated. We will also investigate whether this includes metadata from your current system.

Note: Your documents need a unique matter ID/reference in order to map the document folder to the Smokeball matter. This will be further explained in the Migration Overview meeting with your data migration specialist.

Similar to notes stored on a matter.

Matter labels that are used to classify a matter. We will investigate if your current system has an equivalent and whether these can be migrated. 

Can be migrated if we are able to pull the relevant safe custody reports.

Migrating emails is dependent on your current system. If we're able to generate a report in relation to emails we may be able to migrate them.