Exporting Data from Clio Follow

To Export Data from Clio Legal Case Management Software, follow the instructions below:

For users of Clio legal case management software, Law Ruler recommends the following process to backup your firm's data from Clio to prepare it for Law Ruler import.  Please be advised that Clio Grow has a different process for backing up that data and to consult with your Account Manager for details.

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, or ask your dedicated Law Ruler Account Manager 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 your dedicated Law Ruler Account Manager or Law Ruler Support before proceeding.

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Additional Information:

When exporting data, ensure all filters have been removed prior to running the export and ensure an admin’s account is being used. 

• Only administrators have the access to export client data.

Also, you must be logged in to Clio to access the Clio Export Page.

What Data Could I Export Out of Clio and Have Imported Into Law Ruler? 

In most instances, the following data can be exported from Clio and imported into Law Ruler:

• Contacts
• Matters

Other items from Clio could be imported into Law Ruler as part of a custom scope of work.

Contacts:

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

Matters:

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

* Any import items other than Contacts and Matters requires a custom scope of work.

Tasks:

1. Visit the Tasks tab
2. Be sure to Clear All filters
3. Click on Export
4. Select the Desired Date Range, or All Dates
5. Ensure output format is CSV
6. Click Create Export
7. Click Download
   

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
   

Time and Expenses:

1. Visit the Activities page
2. Be sure to Clear all filters
3. Choose the desired Date Range, or Select All Dates
4. Click on Export
5. Select CSV
6. Select All Available Columns
7. Click on Export
   

Account Receivables:

1. Visit the Reports tab
2. Navigate to the Billing Reports section and then click on Accounts Receivable
3. Select All Attorneys
4. Select All Clients
5. On the Group Results By, on the drop-down menu select Client
6. On the Select Practice Area, on the drop-down menu select All
7. On the Select Date Range, on the drop-down menu select All Dates
8. On the Output Format, on the drop-down menu select CSV
9. Click on Generate Report
   

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, on the drop-down menu select All
6. In the Select Date Range, on the drop-down menu select All Dates
7. In the Output Format, on the drop-down menu select CSV
8. Click on Generate Report

Calendar Events:

1. For Calendar visit the Clio Export Page
2. Click on Excel Ready CSV beside Calendar.  Events may not be able to be imported since it depends if the Clio export includes the Matter Name or ID in a way that allows the events to be used in the data migration process or not.  Only matter-related events are eligible for import.

Documents:

1. 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).   
   • 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, example "123456" otherwise it is not possible to migrate the data without doing so manually on the firm's side.
2. 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.
3. Some Clio firms have documents stored in a place other than Clio.  That is acceptable if the folders are named in a standardized way as mentioned above.

Once the data backup from Clio has been provided to Law Ruler, inform your Account Manager so we may have our data migration team begin evaluating the backup.

Additional Data Migration Notes:

Please be advised that Law Ruler will make all good faith efforts to import the provided Excel files after the data migration project is approved by your firm, but if the files are missing critical identifiers such as Matter Name/ID or Contact Name/ID, then some of the Excel files may not be able to be imported.  If this occurs, you will be advised of such by your dedicated Account Manager at Law Ruler.