Exporting Data from PracticePanther Follow

To export data from PracticePanther (AKA "Practice Panther") legal case management software, 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.

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Additional Information:

💡 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.

• Only administrators have the proper access to export client data.
  
  

What Data Types Will be Migrated from Practice Panther into Law Ruler? 

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

• Contacts (does not include contacts extra data and custom contact fields)
• Matters
• Notes
• Tasks
• Events

Data Types that are Not Included in the Data Migration

Other data types not listed would require a custom scope of work and are not included in the standard migration from Practice Panther.

• Communications (Emails/Call Logs/etc)
• Contacts Extra Data and Custom Contact Fields
• Billing and Accounting Information
• All Other Data Types Not Listed

Documents (requires a custom scope of work):

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).   
   • 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.
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 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.

Update your Settings:

1. Click your Name in the top right corner to access your Settings
2. Click Settings
3. Select Company Settings on the left-hand side of the screen
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. Click Save

To Export Your Contacts:

1. Click on the Contacts button located in the menu bar at the top of your screen
2. You will want to filter information as follows:
   • 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 information). 
3. Click the Export to Excel button on the top right section, and select Export All

To Export Your Matters:

1. Click on the Matters button located in the menu bar at the top of your screen
2. You will want to filter information as follows:
   • To include all data, select Any User, Any Status and All Time
3. Click the Export to Excel button on the top right section, and select Export All

To Export Your Time Entries (Requires a Custom Scope of Work)

1. Click on the Time Entries button located in the menu bar at the top of your screen 
2. You will want to filter information as follows:
   • To include all data, select Any User, Any Status and All Time
3. Click on Choose Columns and check off All options 
   • Make sure that there is a description column for all columns
4. Click the Export to Excel button on the top right section, and select Export All

To Export Your Expense Entries (Requires a Custom Scope of Work)

1. Click on the Expense button located in the menu bar at the top of your screen
   • Expenses may be found under the 'More' drop-down
2. You will want to filter information as follows:
   • To include all data, select Any User, Any Status and All Time
3. Click on Choose Columns and check all options
4. Click the Export to Excel button on the top right section, and select Export All

Migration Recommendation

When exporting the following Excel files, they will all export with the same name because they are all coming from the Activities section of Practice Panther. It is really important that you pause after saving each backup file and name it properly before you proceed to the next Excel file.  To ensure a quick migration, we strongly encourage renaming the exported Excel file to what it contains. For example, once you export Tasks, you can rename the exported Excel file as "Tasks" And when you export Notes, you should rename the exported Excel file as “Notes” etc

To Export Your Tasks:

1. Click on the Activities button located in the menu bar at the top of your screen
2. You will want to filter information as follows:
   • To include all tasks, filter by Tasks, Any Status, Any User and All Time
3. Click on Choose Columns and check all options
4. Click the Export to Excel button on the top right section, and select Export All

To Export Your Notes:

1. Click on the Activities button located in the menu bar at the top of your screen
2. You will want to filter information as follows:
   • To include all tasks, filter by Notes, Any Status, Any User and All Time
3. Click on Choose Columns and check all options
4. Click the Export to Excel button on the top right section, and select Export All

To Export Your Call Logs (Requires a Custom Scope of Work):

1. Click on the Activities button located in the menu bar at the top of your screen
2. You will want to filter information as follows:
   • To include all tasks, filter by Calls, Any Status, Any User and All Time
3. Click on Choose Columns and check all options
4. Click the Export to Excel button on the top right section, and select Export All

To Export Your Emails (Requires a Custom Scope of Work):

1. Click on the Activities button located in the menu bar at the top of your screen
2. You will want to filter information as follows:
   • To include all tasks, filter by Emails, Any Status, Any User and All Time
3. Click on Choose Columns and check all options
4. Click the Export to Excel button on the top right section, and select Export All

To Export Your Calendar Events:

1. Click on the Activities button located in the menu bar at the top of your screen
2. You will want to filter information as follows:
   • To include all tasks, filter by Events, Any Status, Any User and All Time
3. Click on Choose Columns and check all options
4. Click the Export to Excel button on the top right section, and select Export All

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.