1 Contents PCLaw Data Import Module About the Data Import Module Before You Begin Starting the Data Import Module Importing Clients and Matters Importing Contacts Importing Calendar and Telephone Events About the Data Import Module Use the Data Import Module to import matters, clients, contacts, calendar events, and phone events into PCLaw from ASCII text delimited files. Determine the fields within each record to import into PCLaw and their PCLaw equivalents. Assign default values for fields not included in the source file, or reject records completely if a field is not populated. A backup of PCLaw is strongly recommended. Data Import is available free-of-charge, however, it must be installed independently of PCLaw. The module is password protected. Users must have the appropriate rights to access the necessary areas. Before You Begin To allow access to the PCLaw database, complete the following in PCLaw: 1. On the Options pull-down menu, select Connection Settings. The Connection Settings window appears. If these settings have already been configured, you are not required to make any modifications. To skip this procedure, on the Connection Settings window, click Cancel. 2. Select the check box Use this Set of Books when Connecting with Other Programs. Clear the remaining check boxes. 3. Click the Outlook tab. Clear all available check boxes. 4. To save your settings, click OK. Starting the Data Import Module Begin your data import module as follows: 1. If you created a Data Import Module desktop icon, click the icon. - or - On the Windows task bar, select Start > All Programs > LexisNexis PCLaw > LexisNexis PCLaw Data Import. 2. For users with multiple sets of books: A Select PCLaw Book window appears. To continue, highlight the set of books and click OK. If you select a set of books for which the Data Import module is not installed, you are prompted for a product key.
2 3. For users with a single set of books or if the selected set of books is registered: A Login to PCLaw window appears Type your username and password. Click OK. The Import Type window appears: If the Login to PCLaw user does not have sufficient access to PCLaw, the following prompt appears in place of the Import Type window:. Contact your PCLaw Administrator to be assigned the appropriate rights in PCLaw Security. 4. On the Import Type window, choose one of the available import options and click Next. Importing Clients and Matters Clients can be imported with their respective matters, without matters, or with newly created empty matters. The initial window, Client/Matter Import - Field Mapping, allows you to choose the text file from which to import. Also, choose which fields from the file correspond to fields in PCLaw. 1. To select the text file from which you are importing, click Browse. Navigate to and double-click on PCLaw Data Import Module Page 2
3 When the text file you specify is first opened, the Data Import module validates the number of fields in all records against the number of fields in the first record. If any record does not match, an error is displayed. The error must be corrected before the import can proceed. 2. You may select from the drop-down menu to choose from different PCLaw lists. The available lists are: PCLaw Client Fields, PCLaw Matter Main, PCLaw Matter Selections, and PCLaw Matter Charge. If the first record of your text file is not data but is comprised of the corresponding field names, the This window allows you to specify how you want PCLaw to handle the data as well as how the data in the text file is formatted. Choose from the availalble options. If you have not selected fields from any of the matter lists, you have the choice of creating the client records only or creating one new matter for each client. 4. To continue, make your selections, including which date format to use, and click Next. file you are importing from or if the field is included but empty or contains invalid data. You can also specify whether the record should be rejected. The Auto Matter Numbering is only available if Automatic Matter Numbering is selected on the Matter tab of Options > System Settings. 5. After you have specified the defaults, click Next. The Import Progress window appears. PCLaw Data Import Module Page 3
4 Importing Contacts When you select Contact as your import option, the following window appears: 1. To specify the text file from which you are importing, click Browse. Navigate to and double-click on 2. If the first record of your text file is not data but is comprised of the corresponding field names, the 4. Select how you want PCLaw to handle contacts when a match between the first and last names of another contact is found. After you make your selection, click Next. file you are importing from or if the field is included but empty or contains invalid data. 5. After you have specified the defaults, click Next. The Import Progress window appears. PCLaw Data Import Module Page 4
5 Importing Calendar and Telephone Events When you select Calendar/Telephone Entries as your import option, the following window appears: 1. To specify the text file from which you are importing, click Browse. Navigate to and double-click on 2. If the first record of your text file is not data but is comprised of the corresponding field names, the 4. Select the date format and the separator for lawyer nicknames in the text file. After you make your selection, click Next. file you are importing from or if the field is included but empty or contains invalid data. 5. After you have specified the defaults, click Next. The Import Progress window appears. PCLaw Data Import Module Page 5
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