If you have a large database of contacts that already exists in another location, we recommend importing them into Lexicata fairly early on. This prevents unnecessary data entry and the possibility of creating duplicates. The import process is done via CSV file and can handle up to 2,500 contacts at a time. Most softwares that are used to store contacts will allow the exporting of that list to a CSV file, making it a very convenient way to import numerous contacts at once into Lexicata.
Not only will you be able to add basic information about the contact during the import you can also assign them things like lead source, tags, and even create matters. Warning: importing can be slightly unforgiving since the only way to remove contacts once they have been imported is manually. The best way to avoid any issues is to plan ahead and curate your CSV file thoroughly to make sure it imports correctly.
Importing contacts via the CSV file import feature is very powerful. There are numerous fields that you can add to a contact in the CSV file so that when the contact is created they will have all the necessary information filled out already. With that said, there are only two fields required to create a contact:
- First name
- Last name
If desired, you could potentially add all of your contacts with only first and last names. However, we recommend getting as much information into the CSV sheet before importing as it is quicker to edit multiple contacts on the CSV sheet than it is once they have been input into the system.
Importing Clio Contacts
One very important note to make is that if you are importing contacts from Clio, make sure that your import file has a column named “Unique ID” from the Clio contact export. This is the key that will connect the contact between Lexicata and Clio and will prevent contact duplication.
If you would like to import/create matters at the same time as the importing of your contacts, you can do that as well. However, there are a few rules and limitations to this process. The only required fields to create a matter are:
- Matter Type
- Matter Status
You will want to use matter types and statuses that you already have set up in your matter settings. One of the limitations is that only one matter can be created per person, and multiple people cannot be added to the same matter via the CSV file.
While contacts can be added from Clio, matters cannot. Unfortunately, there is no way to import matters from Clio to Lexicata via CSV or any other method. This is why the recommended workflow is to create the contact and matter in Lexicata and when ready, export the matter to Clio.
Importing Company Contacts
Importing companies through the CSV file is a little more involved than regular “person” contacts. In order for a company to be imported it must be associated with a person contact. In other words, a company cannot be created without a primary contact associated with it. The company field will be its own column heading. If left blank, only the contact will be created, if the cell contains a name, then the company and the person will be created. There are also a few limitations when creating company contacts through the CSV import process:
- If importing contacts from Clio, companies will not receive a Clio ID. What this means is that if and when the company gets exported back to Clio a duplicate will be created.
- When importing companies the only fields that get input into the company’s information is the company name, the primary contact associated with the company, and that person's title at the company. Email addresses, phone numbers, and email addresses will get applied to the person's contact information and not the company’s.
Setting Up the CSV File
You will want to ensure that your data is in the right format before you do the import so that there is as little updating to do once the contacts are in Lexicata. Below is an outline of what data fields can be collected via the CSV file and input into Lexicata. Keep in mind the names of the columns do not have to exactly match the fields in Lexicata, however, the closer they are, the easier it will be to identify for corresponding fields during the mapping process.
Note: All columns must be in the first row and there can be no empty rows between contacts
- First Name (Required)
- Middle Name
- Last Name (Required)
- Title (Position in company)
- Company (If entered will create a company contact with person as person as primary contact)
- Contact Type
- Lead Source
- Clio ID (Required to link Contact between Lexicata and Clio)
- Tags (Multiple tags must be separated by a semicolon “;”)
Matter Fields (Can be added to create a matter as well as the contact)
- Matter Type (Optional but required to create a matter)
- Matter Status (Optional but required to create a matter)
- Matter Label
- Estimated Value
- Contact custom fields
- Matter custom fields
Phone, Email, Address Fields
- Phone (Mobile, Home, Work, Fax, Skype, Pager, Other)
- Address (Home, Work, Billing, Other)
- Email (Home, Work, Other)
[Screenshot to be included]
Importing the File
Once the file has been properly set up you can import the file into Lexicata. The first step is uploading the file. Next, you will need to map the fields between your CSV file and the appropriate fields in Lexicata, for example, match the first name field in the file to the first name field in Lexicata and so on. This is the most important stage of the import so take your time and make sure everything is mapped to the right field.
The last stage of the import is the review page. Here you will be able to view all the imported contacts before they are actually imported into the system. If you see any contacts that you do not want to import, you can select them and remove them from the list. Once you are happy with your list, finalize the import and you are all done.
We highly recommend weeding out duplicates in the CSV file before importing your contact list into Lexicata. Currently, the import feature does not automatically catch duplicate contacts and will import them. If you already have contacts in Lexicata, we recommend exporting your contact list from Lexicata and running a duplicate check in excel with the CSV file you are about to import. This is the easiest and best way to avoid importing duplicate contacts into Lexicata.
If you are having issues uploading the file or there are no contacts during the review process, there may be a few things you may need to check:
- File extension: Ensure that the .csv file extension is in lowercase letters
- First row: The top row in the file needs to be the column headings. If the headings are not in the first row then no contacts will get imported.
- Skipped rows: Please make sure that there are no blank rows in between any of your contacts. If there are any, only those contact above the first skipped line will get imported
- Correct formatting: If certain fields do not have the right formatting it will remove that contact from the import. For example, if an entry in the email field does not follow a valid email format, then the contact as a whole will not get imported. This will also be true for integer custom fields that contain non-numerals