Get started on your Smokeball journey by importing all essential contact and matter data from your previous legal software or other sources.
What can be imported?
- Staff
- Contacts
- Matters
- Matter Opening Balances
- Activity Types
- Unbilled Time/Fee Entries
- Unbilled Expense Entries
- Invoices
- Memos (not available on BILL)
- Tasks (not available on BILL)
A full list of supported fields can be found here.
An import can be submitted containing only Staff and/or Contacts. However, 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.
Step 1: Preparing your source data
Prepare your source data to ensure a smooth upload and import process. To get started:
- Export the above-listed data from your previous software into any of the following file types:
- CSV (comma-separated values)
- XSLX (Microsoft Excel 2007 and later)
- XLS (Microsoft Excel 97 to 2003)
- Follow the Preparing your source data for import article.
- Need help exporting data? Check out our guide on exporting from common legal software.
We recommend importing only relevant/active data, for example, minimising importing items such as "Closed" Matters and "Completed" Tasks where possible.
Step 2: Starting a new import
Once your data has been formatted as per the recommendations outlined in Step 1, you are ready to upload it to Smokeball.
- Select the gear icon in the gear icon in the lower-left corner of the Smokeball Web App, then select Data Import.
- Select New import.
- Choose the items to include in the import, then click Proceed.
- Select Upload under the data you wish to import into Smokeball.
-
- Note: Some data types are unavailable (greyed out) until prerequisite data is uploaded and clear of errors.
- Selecting Cancel import will discard all data under this import, allowing you to start over.
Once an import has been started, it will appear on this screen as In-Progress.
You can come back to this at any time before submitting the import.
Step 3: Mapping columns
Once a file has been uploaded, it is time to map the columns you have in the file with Smokeball's data columns.
- Select the row that is the header row in your source data. This step will be skipped if the tool can automatically detect the header row.
- Click Next.
- You will now be presented with the Map columns window. Under the Destination Columns section, use the drop-down menu to select a suitable destination field for each uploaded column.
- The Sample Data column displays a preview of data from the corresponding column in the source data. (e.g. the Sample Data for the 'Last Name' column will extract Last Names from your source data).
- The tool may automatically map some columns that it thinks will match with your data. You can change this by choosing another option from the Destination Columns drop-down menu.
- Select Suggest mappings (not always available) at the top of the table to use AI-generated recommended mappings. We recommend reviewing the suggestions before proceeding.
- The Sample Data column displays a preview of data from the corresponding column in the source data. (e.g. the Sample Data for the 'Last Name' column will extract Last Names from your source data).
- Click Next once done. You may only proceed if all Required Columns have been mapped.
An error message may appear if a required column has not been mapped, indicating the problem column that needs to be mapped.
If your source file does not contain a column that can be mapped to a "Required" Smokeball column, the following actions will need to be taken:
- Close the mapping view.
- Open your source data file (in Excel or similar) and 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).
- Re-upload the source file and proceed to map the columns.
Have issues with mapping columns? Review Preparing your source data for import to fix common pitfalls, then re-upload your file.
Step 4: Reviewing the uploaded data
Once mapping has been completed, all the data will be presented in a table. This view points out any validation issues in the data and allows you to edit the fields directly before saving the upload.
Any errors in the data are highlighted in red.
Any warnings in the data are highlighted in yellow.
The right-hand panel also shows a summary of all errors and warnings. Where a suggested fix is available, you can select Fix formatting errors to fix multiple errors in a column in bulk.
Click on the counter filter to filter the view by rows containing specific issues.
Click again to clear the filter and show all the data.
Some other useful tips to help navigate and edit data:
- Filter tabs to the top right of the data to show clean rows/rows with issues.
- "Find and Replace" button
- Keyboard shortcuts:
- Ctrl + Z = undo
- Shift + arrows = select cells
- Backspace or Delete = delete value from cell(s)
- Ctrl + F = find a value
Additional rows can also be added directly from this view using the "Add Row" Button.
From this screen, you can Save a file upload.
You can save with errors and warnings still present and, if required, come back to continue fixing later. All errors must be fixed before the overall import can be submitted.
The Data Import screen will show a summary of any errors and warnings still present in the data.
At this point, you are free to close the tool and resume the in-progress import later.
To make any further adjustments, select Edit to reopen the uploaded data.
Repeat the above steps for every data type you wish to upload.
Matters & Matter Types
If importing Matters, an additional selection is required when uploading your Matter source file to indicate if you are importing matters within your firm's state only, or also other states.
The selection made here will dictate the Smokeball Matter Types shown to you when you reach the Matter Type mapping stage, where you will map your input Matter Types to those supported in Smokeball.
When mapping your input Matter Types to Smokeball Matter types, some Smokeball Matter Types have multiple "acting for" options, for example, Insurance Coverage - Insured and Insurance Coverage - Insurer. Where this is the case, you will see various options available for selection in the Smokeball Matter Type dropdowns and can select the most suitable choice.
In the above example, "IL" is the state, "Civil" is the matter type category, "Insurance Coverage" is the matter type, and "Insured" is the "acting for" role.
TIP: When mapping matter types, expand the column widths to get a better view of the dropdown options.
Step 5: Submitting the import
Once you have uploaded, mapped, and fixed all outstanding errors in all the data types to be imported, select Submit import.
Once an import is submitted, it cannot be reversed. Please ensure all data is in the desired format.
On the Data Import screen, the import status will change from In-progress to Submitted.
Once the import has been validated, the status will change to Loading.
Then Complete, and your data now resides in Smokeball.
Clicking "View summary" will show a count of data included in the import.
Troubleshooting
Validation
Once an Import has been submitted, if further validation issues are identified in the data, the status of the import will change to Failed Validation. A downloadable error file will be available to indicate the problem data, allowing you to re-open the current import, fix and any issues, then resubmit it.
Failed records
If an import completes but some records failed to load into Smokeball, the status of the import will be Complete and a downloadable error file will be available to indicate the failed records and reason for failure. Using the error file, a subsequent import can be performed for the failed records.
Unexpected
Once an Import has been submitted, if an unexpected system issue occurs, the status of the import will change to Failed Validation. If this is the case, please contact Support via the top right help (?) icon.
I need help with formatting and mapping my data.
Refer to Preparing your source data for import if you encounter any issues with mapping columns in the Data Import tool.
Supported Fields
| Column Name | Required/Optional? | Notes |
|
Staff ID
|
Required | This is a unique identifier used for a Staff Member. This ID will not be visible in Smokeball and is an internal identifier only. |
|
Title
|
Optional
|
|
|
First Name
|
Required
|
|
|
Surname
|
Required
|
|
|
Initials
|
Optional
|
|
|
Email Address
|
Required
|
Must be unique
|
|
Current Staff
|
Required
|
Is the staff member current/active (yes/no) |
| Column Name |
Required/Optional? |
Notes |
| Contact ID |
Required |
A unique identifier used for a Contact. This ID will not be visible in Smokeball and is an internal identifier only. |
| Type |
Required |
Must be a "Person" or "Company" (Firm/Business/Organization). |
| Title | Optional | |
| First Name | Required if Type is "Person" |
Less than 200 characters |
| Middle Name | Optional | Less than 200 characters |
| Last Name | Optional | Less than 200 characters |
| Suffix | Optional | |
| Company Name | Required if Type is "Company" |
For company/organization contact records, the name of the contact goes here. For person/individual contact records who are associated with a company/organization, enter the associated company name here, as well as populate the person name (first/middle/last name). Less than 200 characters. |
| Doing Business As Name | Optional | Optional. Can be used if a Company contact has a business name that differs to the company name. |
| Job Title | Optional | |
| Phone | Optional | |
| Cell Phone | Optional | |
| Business Fax | Optional | |
| Birthday | Optional | MM/DD/YYYY |
| Gender | Optional | |
| E-mail Address | Optional |
Can take multiple (; separated). Less than 255 characters. |
| Street Address Line 1 | Optional | |
| Street Address Line 2 | Optional | |
| City | Optional | |
| State | Optional | |
| Zip | Optional | |
| Country | Optional | |
| Mailing Address Line 1 | Optional | |
| Mailing Address Line 2 | Optional | |
| Mailing City | Optional | |
| Mailing State | Optional | |
| Mailing Zip | Optional | |
| Mailing Country | Optional | |
| Notes | Optional | |
| Webpage | Optional | |
| Tags | Optional | Tags for the Contact. Accepts multiple (; separated). |
| Column Name |
Required/Optional? |
Notes |
| Matter ID |
Required |
Unique identifier used for Matter. This ID will not be visible in Smokeball and is an internal identifier only. |
| Matter Number / Reference | Required | |
| Matter Description | Required | |
| Matter Status | Required | |
| Date Opened | Required | MM/DD/YYYY |
| Date Closed | Required if matter status = "Closed" | MM/DD/YYYY |
| Matter Type | Required | Matter Type as listed in your previous legal software. |
| Billing Type | Optional | Picklist of supported Smokeball Billing Types. |
| Attorney Responsible Email | Optional | Email address of the staff member. This staff member must exist in Smokeball, or the staff import file for the current import. |
| Person Assisting Email | Optional | Email address of the staff member. This staff member must exist in Smokeball, or the staff import file for the current import. |
| Originating Attorney Email | Optional | Email address of the staff member. This staff member must exist in Smokeball, or the staff import file for the current import. |
| Client ID |
Required Can take multiple (separate entries with "&") |
Contact ID of the Client for the Matter. This ID must exist in the contact import file for the current import. |
| Other Side ID |
Optional Can take multiple (separate entries with "&") |
Contact ID of the Other Side for the Matter. This ID must exist in the contact import file for the current import. |
| Other Sides Attorney ID | Optional | Contact ID of the Other Sides Attorney for the Matter. This ID must exist in the contact import file for the current import. |
| Deleted? | Optional | Defaults to "No" unless supplied otherwise. |
| Column Name |
Required/Optional? |
Notes |
| Matter ID | Required | The ID of the Matter associated to the Opening balances. A Matter with this ID must exist in the Matter import file for the current import. |
| Opening Operating Balance ($) | Optional | The Opening Operating Balance of the Matter ($) - e.g. "1500.50" or "800.00" or "0.00" or "123.00" |
| Opening Operating Balance Date | Required if balance is above zero | The date used for the Matter opening Operating balance (MM/DD/YYYY). |
| Opening Credit Balance ($) | Optional | The Opening Credit Balance of the Matter ($) - e.g. "1500.50" or "800.00" or "0.00" or "123.00" |
| Opening Credit Balance Date | Required if balance is above zero | The date used for the Matter opening Credit balance (MM/DD/YYYY). |
| Opening Trust Balance ($) | Optional | The Opening Trust Balance of the Matter ($) - e.g. "1500.50" or "800.00" or "0.00" or "123.00" |
| Opening Trust Balance Date | Required if balance is above zero | The date used for the Matter opening Trust balance (MM/DD/YYYY). |
| Column Name |
Required/Optional? |
Notes |
| Code | Required | A code used for the Activity (between 2-5 characters). Must be unique. |
| Type | Required | The type of activity (Fixed Fee, Time Based, Expense). |
| Description | Required | A short description of the Activity. |
| Rate ($) | Required | The rate ($) of the Activity - e.g. "100.50" or "500.00" or "0.00" |
| Duration (Hours) | Required if Type = Time Based | If type = "Time Based", the duration of the Activity in hours - e.g. "1.0" or "1.5" or "2.0" (if not set, will default to 1.0 in Smokeball). |
| Quantity | Required if Type = Expense | If Type = "Expense", the quantity of the Activity - e.g. "1.0" or "1.5" or "2.0" (if not set, will default to 1.0 in Smokeball). |
| Cost Type | Optional |
If type = "Expense", indicate if the cost type is Hard or Soft (defaults to "Hard" in Smokeball if left empty). |
| Column Name |
Required/Optional? |
Notes |
| Matter ID | Required | The ID of the Matter associated to the entry. A Matter with this ID must exist in the Matter import file for the current import. |
| Staff Email | Required | Email address of the staff member associated with the entry. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import. |
| Date | Required | The date of the entry (MM/DD/YYYY) |
| Type | Required | The type of entry (Fixed Fee or Time Based). |
| Activity Code | Optional |
Optional. Must match a Code from an Activity Type in Smokeball, or the Activity Type import file for the current import. Assigning an activity code to an entry will not override/set other entry details (description, rate, duration etc). |
| UTBMS Activity Code | Optional |
Optional. Cannot be combined with Activity Code (if UTBMS is used, Activity Code must be empty and vice versa). UTBMS Activity Code cannot be specified without a UTBMS Task Code. UTBMS Task Code can be specified without a UTBMS Activity Code. |
| UTBMS Task Code | Optional |
Optional. Cannot be combined with Activity Code (if UTBMS is used, Activity Code must be empty and vice versa). UTBMS Activity Code cannot be specified without a UTBMS Task Code. UTBMS Task Code can be specified without a UTBMS Activity Code. |
| Description | Required | A short description of the entry. |
| Rate ($) | Required | The rate ($) of the entry - e.g. "100.50" or "500.00" or "0.00" (defaults to 0.00 if left empty). |
| Duration (Hours) | Required if Type = Time Based | If type = "Time Based", the duration of the entry in hours - e.g. "0.5" or "1.5" or "2.0" (must be above 0). |
| Billable | Required |
Yes/No. Indicate if the entry is billable (defaults to "Yes" if left empty). |
| Waived | Required |
Yes/No. Indicate if the entry is waived/written-off (defaults to "No" if left empty). |
| Column Name |
Required/Optional? |
Notes |
| Matter ID | Required | The ID of the Matter associated to the entry. A Matter with this ID must exist in the Matter import file for the current import. |
| Staff Email | Required | Email address of the staff member associated with the entry. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import. |
| Date | Required | The date of the entry (MM/DD/YYYY) |
| Activity Code | Optional |
Optional. Must match a Code from an Activity Type in Smokeball, or the Activity Type import file for the current import. Assigning an activity code to an entry will not override/set other entry details (description, rate, quantity etc). |
| UTBMS Activity Code | Optional |
Optional. Cannot be combined with Activity Code (if UTBMS is used, Activity Code must be empty and vice versa). Only one UTBMS Code can have a value (UTBMS Activity Code or UTBMS Task Code or all empty). |
| UTBMS Task Code | Optional |
Optional. Cannot be combined with Activity Code (if UTBMS is used, Activity Code must be empty and vice versa). Only one UTBMS Code can have a value (UTBMS Activity Code or UTBMS Task Code or all empty). |
| Description | Required | A short subject description of the entry. |
| Rate ($) | Required | The rate ($) of the entry - e.g. "100.50" or "500.00" or "0.00" (defaults to 0.00 if left empty). |
| Quantity | Required | The quantity of the entry - e.g. "0.5" or "1.5" or "2.0" |
| Billable | Required | Yes/No. Indicate if the entry is billable (defaults to "Yes" if left empty). |
| Waived | Required | Yes/No. Indicate if the entry is waived/written-off (defaults to "No" if left empty). |
| Cost Type | Optional |
If type = "Expense", indicate if the cost type is Hard or Soft (defaults to "Hard" in Smokeball if left empty). |
| Column Name |
Required/Optional? |
Notes |
| Invoice Number | Required | Must a be unique number with no leading zeros. |
| Debtor ID | Required |
The ID of the Contact who is the debtor on the Invoice (accepts multiple, & separated). Three maximum. This ID must exist in the Contact import file for the current import. |
| Matter ID | Required | The Matter ID of the associated Matter. A matter with this ID must exist in the Matter import file for the current import. |
| Issue Date | Required |
The Invoice Issue Date (MM/DD/YYYY). Will also be used as the date for Fee/Expense line items. |
| Due Date | Required | The Invoice Due Date (MM/DD/YYYY). |
| Title | Required | Title text for the Invoice. 255-character max. |
| Subtitle | Optional | Subtitle text for the Invoice. This will appear under the main Title. 255-character max. |
| Notes | Optional | Footer notes for the invoice. This text will appear at the bottom of the invoice. |
| Total ($) | Required |
Overall Invoice Total. Must be above 0.00 - e.g. "1500.50" or "800.00" or "123.00". |
| Fee Total ($) | Required |
Fee portion amount - e.g. "1500.50" or "800.00" or "0.00" or "123.00". |
| Expense Total ($) | Required |
Cost Recovery portion amount - e.g. "1500.50" or "800.00" or "0.00" or "123.00". |
| Amount Due ($) | Required |
Must be above 0.00 as only unpaid/part paid invoices can be imported. Where Amount Due is less than the Total amount, a payment will be created and applied to the invoice automatically on import for the difference. |
| Payment Date | Required when the Amount Due is less than the Total Amount |
Required when the Amount Due is less than the Total Amount (MM/DD/YYYY). A payment will be created and applied to the invoice automatically on import for the difference. |
| Staff Email | Required |
Required. Imported invoices must have an owner. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import. This will also be the staff member used for assignment of the Fee and Expense line items on the invoice. |
| Column Name |
Required/Optional? |
Notes |
| Memo ID | Required | Unique ID for the Memo. This ID will not be visible in Smokeball and is an internal identifier only. |
| Matter ID | Required | Required for all Memos. The Matter ID of the associated Matter. A matter with this ID must exist in the Matter import file for the current import. |
| Date & Time | Required |
Memo date & time (24-hour). Not visible in Smokeball Web but retained for historical reference. If not populated, will default to the date of upload (MM/DD/YYYY HH:MM). E.g. 05/08/2024 14:30 |
| Subject | Required |
Subject of the Memo (If not populated, where possible, the first 50 characters of the memo text will be used). Maximum 200 characters. |
| Text | Required | Full Memo text (If not populated, where possible, the subject of the memo will be used). |
| Created By Staff Email | Required | Email address of the staff member who created the Memo. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import. |
| Column Name |
Required/Optional? |
Notes |
| Task ID | Required | Unique identifier for the Task. This ID will not be visible in Smokeball and is an internal identifier only. |
| Matter ID | Optional | The Matter ID of the associated Matter (optional). If supplied, a Matter with this ID must exist in the Matters import file for the current import. |
| Name | Required | Name of the Task |
| Description | Optional | Task description (max 8,000 characters) |
| Status | Required | Task Status (Complete or Incomplete) |
| Created Date | Required | Date the Task was created (MM/DD/YYYY) |
| Created By Staff Email | Required | Email address of the staff member who created the Task. A staff member with this email address must exist in Smokeball, or the Staff import file for the current import. |
| Assignee Staff Email | Optional | Email address of the Task assignee (accepts multiple, & separated). If supplied, a staff member with this email address must exist in Smokeball, or the Staff import file for the current import. |
| Due Date | Optional | Due date of the Task (MM/DD/YYYY) |
| Completed Date | Required if status is "Complete" | The completion date of the Task. Required if Status = Complete (MM/DD/YYYY) |
| Completed By Staff Email | Required if status is "Complete" | Email address of the Staff who completed the Task. Required if Status = Complete. If supplied, a staff member with this email address must exist in Smokeball, or the Staff import file for the current import. |
| Duration | Optional | Duration of the Task (MM or HH:MM) - e.g. "01" or "15" or "1:30" or "01:06". |