Exporting data from common software to prepare for import into Smokeball

Exporting Contacts

1. Navigate to the Clio Export Page.
2. Select Excel Ready CSV located next to Contacts.

Exporting Matters

1. Navigate to the Clio Export Page.
2. Select Excel Ready CSV located next to Matters.

Exporting Trust Accounts

1. Visit the Reports tab
2. Navigate to the Client Reports section and click on Trust Listing
3. Make sure we are NOT viewing clients with a zero balance
4. Under the Clients section, select All Clients
5. In the Select Practice Area drop down menu select All
6. In the Select Date Range drop down menu select All Dates
7. In the Output Format drop down menu select CSV
8. Click on Generate Report

Exporting Time and Expenses

1. Visit the Activities page
2. Be sure to Clear all filters
3. Choose the desired Date Range
4. Click on Export
5. Select CSV
6. Select All Available Columns
7. Click on Export
8. On an admin’s account, visit the Clio Export Page
9. Click on Excel Ready CSV beside Time Entries

Exporting Notes

1. For Contact Notes visit the Clio Export Page
2. Click on Excel Ready CSV beside Contact Notes
3. For Matter Notes visit the Clio Export Page
4. Click on Excel Ready CSV beside Matter Notes

Exporting Tasks

1. For Matters visit the Clio Export Page
2. Click on Excel Ready CSV beside Tasks

Exporting Contacts

1. Navigate to Menu, then select My Reports.
2. Select Build Reports.
3. Select List of Contacts for all Contacts or List of Clients for Clients only.
4. Use the report builder to add additional columns by selecting them and then clicking on the right arrow to add or the left arrow to subtract those fields.
5. Select run report once finished.
6. Review the report. If there are missing fields, go back to add the necessary columns.
7. Select the Excel icon at the bottom of the page to export the report.
8. Click your report's name to download it to your computer.

Exporting Matters

1. Navigate to Menu, then select My Reports.
2. Select Build Reports.
3. Select List of Projects.
4. Use the report builder to add additional columns by selecting them and then clicking on the right arrow to add or the left arrow to subtract those fields.
5. Select run report once finished.
6. Review the report. If there are missing fields, go back to add the necessary columns.
7. Select the Excel icon at the bottom of the page to export the report.
8. Click your report's name to download it to your computer.

Exporting Notes

1. Go to Menu > My Reports > Build Reports. ​
2. Select List of Notes.
3. By default, the report builder will include columns you can customize. You can add additional columns by selecting them and then clicking on the right arrow to add or left arrow to subtract those fields.
4. Click next at the bottom right of the page if you want to filter by specific criteria. Or click run report if you are finished.
5. Review the report. If there are missing fields, go back to add the necessary columns
6. Click the Excel icon at the bottom of the page to export the report.
7. Click your report's name to download it to your computer.

Exporting Tasks

1. Go to Menu > My Reports > Build Reports. ​
2. Select List of Tasks.
3. By default, the report builder will include columns you can customize. You can add additional columns by selecting them and then clicking on the right arrow to add or left arrow to subtract those fields.
4. Click next at the bottom right of the page if you want to filter by specific criteria. Or click run report if you are finished.
5. Review the report. If there are missing fields, go back to add the necessary columns
6. Click the Excel icon at the bottom of the page to export the report.
7. Click your report's name to download it to your computer.

Exporting Contacts (Clients)

1. Select Contacts.
2. Select All Contacts from the top-left corner.
3. Select the Export Contacts icon on the top-right corner.

Exporting Matters (+ Matter notes)

1. Select Matters.
2. Select All Matters from the top-left corner. Ensure both Open and Closed Matters are selected.
3. Select the Export Matters icon on the top-right corner.

Exporting Unbilled Time Entries

1. Click Reporting.
2. Click Time by User.
3. Select all users.
4. Enter the Date Range.
5. Select CSV from the dropdown.
6. Click Export.
7. Once the download is ready, download the report from the button in the bottom right corner of the page.

Exporting Unbilled Expense Entries

1. Click Reporting.
2. Click Expense by Matter.
3. Select all matters.
4. Enter the Date Range.
5. Select CSV from the dropdown.
6. Click Export.
7. Once the download is ready, download the report from the button in the bottom right corner of the page.

Exporting Contacts

1. Open Google Contacts.
2. Select all contacts by checking the box next to any contact. Then, in the top left, click Selection Actions and then All.
3. At the top right, select More actions (three vertical dots icon) and then click Export.
4. Select Google CSV and click Export.

Exporting Contacts

Clients:

1. Go to Reports. The report will open in a new browser window.
2. Select Matters and Clients at the top of the page.
3. Select Client and Cards.
4. Select Client Detail.
5. Select All for all the options.
6. Remove the filter for Creation Date.
7. Click Search.
8. Toggle Selected Cards to All Cards.
9. Toggle Excel to CSV for file output.
10. Select Download.

All contacts (clients and other):

1. Go to Reports. The report will open in a new browser window.
2. Select Matters and Clients at the top of the page.
3. Select Clients & Cards.
4. Select Card Detail.
5. Select All for all the options.
6. Remove the filter for Creation Date.
7. Click Search.
8. Toggle Selected Cards to All Cards.
9. Toggle Excel to CSV for file output.
10. Select Download.

Exporting Matters

1. Go to Reports. The report will open in a new browser window.
2. Select Matters and Clients at the top of the page.
3. Select Matter List.
4. Select All for all the options.
5. Click View Report.
6. Pick CSV from download options.

Exporting All Data

1. Open the Settings page by clicking on your name in the top right corner.
2. Select the Import/Export section in the menu on the left. Then, you will have the option to export:
   1. Contacts & Companies
      1. When you export your Contacts, MyCase will create a CSV file to your computer.
   2. Court Cases/ Matters
      1. When you export your Cases, MyCase will create a CSV file to your computer containing your case information kept within MyCase.
   3. A Full Backup
      1. When you run a Full Backup, MyCase will create a ZIP folder that contains various CSV files. One CSV file will be created for every area of MyCase.
      2. Once you click the Create Backup button, the create backup window will appear. You will have to choose CSV as your file format. Next, choose whether you'd like to export data for just the cases you are linked to, or all cases in the system (regardless of whether you're linked to them).
      3. There are two options you can define. First, you can choose to export items that have been archived in MyCase. Second, because the backup may take a while to create, you can choose to receive a notification email when the backup is finished.
      4. When ready, click the Create Backup button.
      5. Once you save the ZIP folder on your computer, you'll notice there are 16 files within the folder.

Exporting Contacts

1. Navigate to Reports and select Mailing Labels. The report will appear in Needles.
2. Select the print button at the top of the screen to print to PDF.
3. Check Print to file.
4. Select Print.
5. Save under Excel with headings.

Exporting Matters

1. Navigate to Reports and select Case Information.
2. Select Case Listings.
3. Select Party Name.
4. Select Status. The report will appear in Needles.
5. Select the print button at the top of the screen to print to PDF.
6. Check Print to file.
7. Select Print.
8. Save under Excel with headings.

Exporting Matter Notes

1. Go to Reports and select Case Notes. The report will appear in the product
2. Click the print button at the top of screen to print to PDF.
3. Check Print to file.
4. Select Print.
5. Save under Excel with headings.

Exporting Contacts

1. Select File.
2. Select Open & Export, then Import/Export.
3. Select Export to a file and click Next.
4. Select Comma Separated Values and click Next.
5. Under the email account you want to export contacts from, select Contacts.
6. Select Browse... and find the location where you want to save your .csv file.
7. Type in a file name and then select OK.
8. Select Finish.

Exporting Contacts

1. Navigate to File, then select Contact Manager.
2. Select Export.
3. Under the Layout Name drop-down menu, select All.
4. Select Change... 
5. Select the Common tab and check all fields.
6. Select the Other tab and check all fields.
7. Select OK. Under the File Format drop-down menu, select CSV.
8. Choose the file path where the export should be saved by clicking Browse...
9. Select Export. Ensure you click on the checkboxes for Contacts, Clients and Vendors before you export.
10. Select Yes when prompted to save changes.
11. Repeat steps 9 and 10, but under the File Format drop-down menu, select Word for Windows. This will provide you with the headers for the CSV file.

Exporting Matters

1. Navigate to File, then select Matter.
2. Select Export.
3. Under the Layout Name drop-down menu, select OpenMatt.
4. Select Change... 
5. Select the Main tab and check all fields.
6. Select the Address tab and check all fields. 
7. Select Selections and check all fields.
8. Select OK. Under the File Format drop-down menu, select CSV.
9. Choose the file path where the export should be saved by clicking Browse...
10. Select Export.
11. Select Yes when prompted to save changes. Select Active Cases only.
12. Select OK to start the export.
13. Repeat steps 10 to 12, but under the File Format drop-down menu, select Word for Windows. This will provide you with the headers for the CSV file.
14. [Optional] To export closed Matters, repeat the process above, but in Step 3, choose CloseMat for the Layout Name. In Step 11, pick Inactive and/or Archived Cases only.

Exporting Unbilled fees (time entries)

1. Click Data Entry > Register.
2. Select the Time tab.
3. Check the box next to Filters and click Filters.
4. Select Unbilled and click OK.
5. Check that the date range is what you want and click select.
6. Click the Excel button. Filename: Reg Time [date].xls
7. Pick an accessible destination and click Save.

Exporting Unbilled disbursements (expense entries)

1. Click Reports > Client > Ledger.
2. Click the Matters subtab or Advanced if the Matter tab is not visible.
3. Complete the appropriate fields.
4. Click the Common subtab, and select Adv. Search.
   1. From the drop-down, under Field, select Invoice Number.
   2. Under Comparison, select Is Blank.
5. Click the Other subtab and only leave Disbs selected.
6. Click OK and the report will start displaying on the screen. Wait until the report is done. It will show Report Done in the bottom left.
7. Click export to Excel. Filename: Client Ledger.xls
8. Pick an accessible destination and click Save.

Exporting Todo's

1. Click Data Entry > Register.
2. Select the Appointments tab.
3. Check the box next to Filters and click Filters.
4. Select the box next to Uncompleted.
5. Check that the date range is what you want and click OK.
6. Click the Excel button.
7. Pick an accessible destination and click Save.
8. Repeat steps 1 - 7 but select the Completed box in step 4.

Exporting Contacts, Matters, Notes, Expenses, and Time

Please ensure all users are logged out of Practice Master before beginning the data export.

1. Select the Maintenance tab.
2. Click File Maintenance.
3. Select the desired Export Files:
   • CMCLIENT - Matters
   • CMRELATE - Contacts
   • CMJRNL - Notes
   • CMCOST - Expenses
   • CMFEES - Time
4. Click OK.
5. Select Utility.
6. Click Export Data.
7. Rename the file and add .csv to convert it into a spreadsheet format.
8. Click "Ok".

Before you begin, check your display name settings are correct:

1. Select your Name in the top right corner.

2. Select Settings.

3. Select Company Settings from the left panel.

4. Under Display Name, set the Contact to First M Last.

5. Update Matter to Number-MatterName.

6. Update Users to First M Last.

7. Select Save.

Exporting Contacts

1. Select the Contacts button located in the menu bar.

2. To include all data, select Primary Contacts, Any User and All Time.

   • When Primary Contacts are selected, all Contact information is included in the export (address, phone number).

3. Select the Export to Excel button on the top right section, and select Export All.

Exporting Matters

1. Select the Matters button located in the menu bar.
2. To include all data, select Any User, Any Status and All Time.
3. Select the Export to Excel button on the top right section, and select Export All.

Exporting Time entries

1. Click Time Entries in the menu bar at the top of your screen.
2. Set the filters at the top to:
   1. Billed By: Any User
   2. Status: Any
   3. Date Range: All Time
3. Click Choose Columns and check ALL column checkboxes.
4. Click Export to Excel on the top right section and select Export All.
5. This button is generally located next to Choose Columns on the far right (look for the page icon with the small x).
6. Rename the downloaded file to Time Entries.

Exporting Expense entries

1. Click Expense in the menu bar at the top of your screen. Or, find Expense under the More dropdown.
2. Set the filters at the top to:
   1. Billed By: Any User
   2. Status: Any
   3. Date Range: All Time
3. Click Choose Columns and check ALL column checkboxes.
4. Click Export to Excel on the top right section and select Export All.
   1. This button is generally located next to Choose Columns on the far right (look for the page icon with the small x).
5. Rename the downloaded file to Expenses.

Exporting Tasks

1. Click Activities in the menu bar at the top of your screen.
2. Set the filters at the top to:
   1. Tasks
   2. Status: Any
   3. Assigned To: Any User
   4. Created By: Any User
   5. Date Range: All Time
3. Click Choose Columns and check ALL column checkboxes.
4. Click Export to Excel on the top right section and select Export All.
   1. This button is generally located next to Choose Columns on the far right (look for the page icon with the small x).
5. Rename the downloaded file to Tasks.

Exporting Notes

1. Click Activities in the menu bar at the top of your screen
2. Set the filters at the top to:
   1. Notes
   2. Status: Any
   3. Assigned To: Any User
   4. Created By: Any User
   5. Date Range: All Time
3. Click Choose Columns and check ALL column checkboxes.
4. Click Export to Excel on the top right section and select Export All.
   1. This button is generally located next to Choose Columns on the far right (look for the page icon with the small x).
5. Rename the downloaded file to Notes.

Exporting Contacts

1. Log in to Rocket Matter.
2. Select Settings in the left navigation bar.
3. Under Data, click Export Contacts.
4. Choose a location to save the file.
5. Click Save.

Exporting Matters

1. Select Matters on the left sidebar.
2. Select Filters to include Open, Completed, and Closed cases.
3. Select the Show/Hide Columns button and check all boxes.
4. Select Export Report.

Exporting Activities (unbilled time and expense entries)

1. Select Reports on the left sidebar.
2. Click Run Report under Billable Activity by User(s).
3. Select Edit Filters and do the following:
   • Choose the Date Range of the exported activities.
   • Add All Users.
   • Exclude Invoiced status. Failure to do this step may slow down the migration.
   • Include all Activity types.
   • Include Expenses.
4. Select Export Report.

Exporting Contacts, Matters, Notes, Time & Expenses

Tabs3 does not have an export function. As they are part of the same software suite, Practice Master can be utilized to obtain an export of the data from TABS. The PracticeMaster version should be compatible with the Tabs3 version to synchronize properly. If you are having issues with setting up PracticeMaster or have sync issues, contact Tabs3 support to set up PracticeMaster.

1. Select the Maintenance tab.
2. Click File Maintenance.
3. Select the desired Export Files:
   • CMCLIENT - Matters
   • CMRELATE - Contacts
   • CMJRNL - Notes
   • CMCOST - Expenses
   • CMFEES - Fees
4. Click OK.
5. Select Utility.
6. Click Export Data.
7. Rename the file and add .csv to convert it into a spreadsheet format.
8. Click "Ok".

Exporting Contacts

1. Select File, then select Export.
2. Select Custom Export.

3. Select Create a new Export Template and click Next.

4. On the page Select Export File Format:

   1. Select ASCII - Comma Delimited (.TXT or .CSV).
   2. Check Include field names labels as first record in Export.
   3. Click “...”
   4. Assign the file a name and select a location, typically in C:\Desktop\, or you can create a folder to hold the exported files.

5. On the page Specify Time Matters Record Type with the Export, choose Contacts from the Record Type drop-down menu.

6. On the page Select Pre-Merge Record, select None, then click Next.

7. On the page Export Custom Forms, select None, then click Next.

8. On the page Select Contact Export Fields, select Add All, then click Next. When it asks about Archived Status, make sure to get both non-archived data and archived data.

9. On the page Launch Application After Export, select No, do not launch an application, then click Next.

10. On the page Ready to Begin Export, select Yes. Save this Export Template, then click Finish.

11. When the export is complete, click OK.

Exporting Matters

1. Select File, then select Export.
2. Select Custom Export.

3. Select Create a new Export Template and click Next.

   1. Select ASCII - Comma Delimited (.TXT or .CSV).
   2. Check Include field names labels as first record in Export.
   3. Click “...”
   4. Assign the file a name and select a location, typically in C:\Desktop\, or you can create a folder to hold the exported files.
4. On the page Select Export File Format:

5. On the page Specify Time Matters Record Type with the Export, choose Cases from the Record Type drop-down menu.

6. On the page Select Pre-Merge Record, select None, then click Next.

7. On the page Export Custom Forms, select None, then click Next.

8. On the page Select Matters Export Fields, select Add All, then click Next. When it asks about Archived Status, make sure to get both non-archived data and archived data.

9. On the page Launch Application After Export, select No, do not launch an application, then click Next.

10. On the page Ready to Begin Export, select Yes. Save this Export Template, then click Finish.

11. When the export is complete, click OK.

Exporting Tasks

1. Open Time Matters.
2. Go to File > Export > Custom Export.
3. Select Create a new Export Template.
4. Click Next.
5. On the Select Export File Format page, select ASCII - Comma Delimited (.TXT or .CSV) > check Include field names labels as first record in Export > click “...” > assign the file a name and select a location, typically in c:\Clio Export\ (creating the folder Clio Export).
6. On the Specify Time Matter Record Type page, select the Export the following Record Type dropdown menu and choose To Dos.
7. On the Select Pre-Merge Record page, select None > click Next.
8. On the Export Custom Forms page, select None > click Next.
9. On the Select Matter Export Fields page, click Add All > remove the Memo field from the selection > click Next > when it asks about Archived Status, make sure to get BOTH non-archived data and archived data (unless preferences are otherwise).
10. On the Launch Application After Export page, select No, do not launch an application > click Next.
11. On the Ready to Begin Export page, select Yes. Save this Export Template > click Finish.
12. When the export is complete, click OK.

Exporting Notes

1. Open Time Matters.
2. Go to File > Export > Custom Export.
3. Select Create a new Export Template.
4. Click Next.
5. On the Select Export File Format page, select ASCII - Comma Delimited (.TXT or .CSV) > check Include field names labels as first record in Export > click “...” > assign the file a name and select a location, typically in c:\Clio Export\ (creating the folder Clio Export).
6. On the Specify Time Matter Record Type page, select the Export the following Record Type dropdown menu and choose Notes.
7. On the Select Pre-Merge Record page, select None > click Next.
8. On the Export Custom Forms page, select None > click Next.
9. On the Select Matter Export Fields page, click Add All > remove the Memo field from the selection > click Next > when it asks about Archived Status, make sure to get BOTH non-archived data and archived data (unless preferences are otherwise).
10. On the Launch Application After Export page, select No, do not launch an application > click Next.
11. On the Ready to Begin Export page, select Yes. Save this Export Template > click Finish.
12. When the export is complete, click OK.

Exporting Time and expenses

1. Open Time Matters.
2. Go to File > Export > Custom Export.
3. Select Create a new Export Template.
4. Click Next.
5. On the Select Export File Format page, select ASCII - Comma Delimited (.TXT or .CSV) > check
6. Include field names labels as first record in Export > click “...” > assign the file a name and select a location, typically in c:\Clio Export\ (creating the folder Clio Export).
7. On the Specify Time Matter Record Type page, select the Export the following Record Type dropdown menu and choose Billing.
8. On the Select Pre-Merge Record page, select None > click Next.
9. On the Export Custom Forms page, select None > click Next.
10. On the Select Matter Export Fields page, click Add All > remove the Memo field from the selection > click Next > when it asks about Archived Status, make sure to get BOTH non-archived data and archived data (unless preferences are otherwise).
11. On the Launch Application After Export page, select No, do not launch an application > click Next.
12. On the Ready to Begin Export page, select Yes. Save this Export Template > click Finish.
13. When the export is complete, click OK.

Exporting Contacts and Matters

1. Navigate to Reports and select Clients.
2. Select the + sign in the top right of the dialogue box.
3. Select Add a specific standard report to the report list.
4. Select the Client Info Listing report and then click Next.
5. Select Next.
6. Select Open Report Entry and then click Next.
7. Remove all filters.
8. Select Options and confirm that all the boxes are checked.
9. Select Print to, select Microsoft Excel File and then click Print.
10. Check the box for Include column titles and then click OK. After the export, the Excel file will automatically open. Once opened, save the file in .csv format.

Exporting Unbilled time and expense entries

1. Click Reports.
2. Click the + sign in the top right of the dialogue box.
3. Click Add a specific standard report to the report list.
4. Select the Slip Listing report and then click Next.
5. Click Next.
6. Click Open Report Entry and then click Next.
7. Select Slips from Filter Groups.
8. Double click Slip Billed and set it to No.
9. Click Print to, select Microsoft Excel File and then click Print.
10. Check the box for Include column titles and then click OK.
    1. The excel file will automatically open after the export. Once opened, save the file in .xls format.