Bulk Uploading/Migrating Matters

Modified on Mon, 25 Mar, 2024 at 9:48 PM

In this article we will understand how to bulk upload the clients if you have the entire list of matters in an excel exported from the other systems.

Go to Left Navigation -> "Matters" -> "Existing Matters" and look for the excel upload icon towards the top right corner of the page

On click of the button, you will see the following screen:

Step 1: Download the excel sheet template

Step 2: Fill the sheet as per the guidelines

Step 3: Upload the sheet back

We will now understand the columns in the excel sheet to help you fill the same without errors:

"MatterNo" is the unique number that represent the matter.

You can leave it blank if you have set auto numbering enabled as explained in the article Matter Number Sequencing

MANDATORY "ClientCode" is the unique code that you maintain for your client.

You have to enter the exact client code for the client under whom you want to open this matter.
Once you have entered uploading all the clients in the system you can export the client names and codes in an excel from the "Client Custom Report"
- From Left Navigation -> "Reports" -> "Client Custom Report"
- Select All to export client names.
- Select Columns that you want to export and generate the excel.
Pick the correct Client Codes and add in the template to avoid any errors

OR (Fill either ClientCode or ClientName)

MANDATORY "ClientName" can be entered in case you do not have the client code.

However you still have to make sure that you enter the exact client name for the client under whom you want to open this matter.
You have to fill any one column, either the ClientCode or ClientName.
Leave blank if you have already filled the ClientCode

MANDATORY "Description_EN" and "Description_AR" - Add a brief description to describe the purpose of opening the matter.

Fill Arabic name if you have Bilingual Package else leave it blank
You have to fill value in atleast one language

"Practice Area" - enter the practice area/department in the column

In case you are not clear add "Litigation" or leave it blank.
In case you chose to fill it, make sure the name matches exactly as the the name in the master data
List of departments/practice area can be managed from "Master Settings" ->"Users" -> "Departments"

"Office" - enter the office name under which the matter is being opened in the column

In case you are not clear add "Head Office" or leave it blank.
In case you chose to fill it, make sure the name matches exactly as the the name in the master data
List of offices can be managed from "Master Settings" ->"Users" -> "Offices"

"ResponsibleLawyer" - Lawyer who will manage the matter.

You may leave it blank, it will pick the first lawyer it finds in that case
CASENGINE can only have one responsible lawyer for each matter so add only one email
Make sure to enter the exact lawyer email as shown in CASENGINE users module to be accepted
To mange users, please read the article Adding Users

"Supervisor" - Lawyer who will supervise the client.

Leave it blank if not available.
If you chose to fill it - Make sure you enter the comma separated email IDs as shown in CASENGINE users module to be accepted

"Opponent_EN" and "Opponent_AR" - Any free text as the name of the opponent.

Leave it blank if not available.
Any one language is enough if using bilingual package else add only English

"Notes" - Any free text that you want to add to the matter notes.

Leave it blank if not available.

"OpeningDate" - The date when the matter was opened.

It should be in (dd/mmm/yyyy) format only.
Leave it blank if not available.

"Status" - Current status of the client in terms of active/inactive.

It must be “y” for active and “n” for inactive.
Leave it blank to make the matters as active by default

"ClosingDate" - Date of closing the inactive clients.

It should be in (dd/mmm/yyyy) format only.
Leave it blank if not available.
System will add current date if no date is added.

Uploading the Sheet with wrong entries and rectifying errors

This section is to give you idea what general mistakes you can do while entering the data and how you will be notified for those to fix.

In the below example, we have filled the excel with some common mistakes as follows:

Entered wrong email in the responsible lawyer
Entered wrong client name

As you can see in the above screen, 2 columns the client name and the responsible lawyer are highlighted in yellow meaning there is some issue in importing those entries.

After reviewing the errors, we fixed the excel to mention the correct client name and responsible lawyer and uploaded the file again.

This time we did not see any errors.

After one last look, press submit to upload all the matters from the excel sheet.