Exporting Data from FileVine Follow
To Export Data from FileVine Legal Case Management Software, follow the instructions below:
For users of FileVine legal case management software, Law Ruler recommends the following process to back up your firm's data from FileVine to prepare it for Law Ruler import.
To proceed, you will need to perform the following steps to prepare a backup of your firm's data for the Law Ruler data migration team to discuss a plan to assist your firm with data migration.
💡 Please note that the success of any data migration depends primarily on the quality of the data set provided to Law Ruler. Before attempting to migrate your information, you should ensure that your data is consistently formatted, well organized, sufficiently backed up, and stored securely. If you are not certain how to proceed then we recommend that you consult with Law Ruler Support before proceeding.
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What Data Could I Migrate from FileVine to Law Ruler?
Typically, the following data could be exported from FileVine and imported into Law Ruler:
- Contacts
- Matters
- Tasks
- Notes
- Documents (if folders/documents are named appropriately in a consistent way per below)
How Do I Export My Data Out of FileVine to Prepare for Data Migration?
💡 The export process is identical for all reports in FileVine. The only thing that will change is the report that you will select inside of the FileVine system.
Contacts
Navigate to the Report Builder by going to the Menu > My Reports > Build Reports.
On the right hand of the page select List of Contacts for all Contacts or List of Clients for Clients only.
By default, the report builder will include relevant columns. You could customize the report by adding additional columns by selecting them and then clicking on the right arrow to add or the left arrow to subtract those fields.
Once you have selected all the desired fields you can hit next at the bottom right-hand side of the screen if you would like to filter by specific criteria or you can press the "Run report" button if you are finished.
After pressing "Run report" the report builder will show you your results on the screen where you can review them.
If there are missing fields go back to add the necessary columns or click on the Excel icon at the bottom portion of the page to prepare the export.
After the report is successfully run, a blue hyperlink will pop up in the middle of your screen with the name of your report. Click on the blue hyperlink to begin the download to your computer. You will provide the Excel files that you download from FileVine to Law Ruler Support to proceed with your data migration.
⚠️ Don't forget to do this four (4) separate times so that you get Contacts, Matters, Tasks, and Notes. For your documents, you will need to request a backup from FileVine support directly.
Matters
Rinse and repeat the process above for your Matters to export them from FileVine.
Tasks
Rinse and repeat the process above for your Tasks to export them from FileVine.
Notes
Rinse and repeat the process above for your Matters to export them from FileVine.
Documents (Requires a Custom Scope of Work):
- To perform document migration, prior to being provided with a scope of work, Law Ruler will need to know where/how your documents are stored and what folder naming system is used. As a rule, your document folders must be named in a consistent way to allow for data migration. For example, all document folders should be consistently named with the same identical name as the matter name, matter ID, or the primary contact (client name).
- For example, the client name on a matter is John Test, thus the folder with that client's documents must be named, "John Test" or "Test, John" or with the matter ID number, for example, "123456" otherwise it is not possible to migrate the data without doing so manually on the firm's side.
- Any folders that are not related to a specific client/matter cannot be imported and will need to be uploaded manually after the data migration is performed. Any document folders that are named in an inconsistent way will also require manual document migration by the firm after the data migration is performed.
- Some firms have documents stored in a place other than their case management. That is acceptable if the folders are named in a standardized way as mentioned above.