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Prepare Contacts and Matters for Import into Smokeball

Updated

Important Note

If you are using a third-party platform other than Outlook or Gmail to store your contacts and matters, we advise reaching out to the support team of that platform for assistance in exporting your contacts and matter data.

During your onboarding process, Smokeball offers a basic data import for your contacts and matters. This ensures your contacts and matters are ready to go once you start using Smokeball. Please reach out to your sales representative or onboarding consultant if you have any questions. 

Before you begin, review your current contacts list and matters and remove any duplicates. 

Export Contacts from Gmail & Outlook

If you were already using Outlook or previously using Gmail, follow these steps to export your contacts:

Gmail

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.
Outlook

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.

Export Contacts without Outlook or Gmail

If you did not previously store your contacts on Outlook or Gmail, you can provide them in a .CSV (Comma Separated Values) file using the format in the screenshot below. We will then import the contacts into Smokeball on your behalf. 

Click to download a model Smokeball contact import spreadsheet. 

What will be available from a contact import into Smokeball:

Individual Contacts

Company Contacts
  • Contact ID (required)
  • Title, First Name (required), Middle Name, Last Name, Suffix
  • Home Phone
  • Cell Phone
  • Email
  • Job Title
  • Address
  • Mailing Address
  • Gender
  • DOB (Date of Birth)
  • Notes
  • Contact ID (required)
  • Company Name (required)
  • Phone
  • Fax
  • Email
  • Webpage
  • Address
  • Mailing Address
  • Notes
  • Any contacts associated with that business


Export Matters

Exporting matters is a similar process to exporting contacts with a .CSV spreadsheet. Provide your matters in a .CSV file in the format below, and we will import this matter data into Smokeball on your behalf. 

Click to download a model Smokeball matter import spreadsheet.

What will be available from a matter import Smokeball:

  • Matter ID (required)
  • Internal Matter Reference Number (required) 
  • Matter Description (required)
  • Matter Status (required)
  • Date Opened (required)
  • Date Closed
  • Matter Type
  • Billing Type
  • Attorney Responsible Email
  • Person Assisting Email
  • Originating Attorney Email
  • Client ID (required) - (must match a contact from the Contacts .CSV file)
  • Other Side ID (must match a contact from the Contacts .CSV file)
  • Other Sides Attorney ID (must match a contact from the Contacts .CSV file)


Final Steps

Once you have exported your contacts and matters, send the .CSV file(s) to your Onboarding Consultant. Our team will then upload the contacts into your Smokeball account. 


Exporting from common software

We've have also compiled a guide on how to export data from common software.

Certain data may not be exportable, depending on your current software. Before generating an exported file, it's important to ensure all filters are removed from the data.

Clio

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.
FileVine

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.
Firm Central

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

  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.
LEAP

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.
MyCase

Exporting Matters and Contacts

  1. Navigate to Settings, then select Import/Export from the left menu.
  2. Under the Contacts & Companies tab, select Export Contacts.
  3. Select the Cases tab and select Export Cases.
Needles

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.
PC Law

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.
Practice Master

Exporting Contacts and Matters

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
  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".
Practice Panther

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.
TABS3

Exporting Contacts and Matters

Tabs3 does not have an export function. As they are part of the same software suite, Practice Master can be utilized in order 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
  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".
Time Matters

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.

TimeSlips

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.
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