This article explains how to import your case/matter information into MyCase using our Case Import Spreadsheet.
You will be exporting your case info from your current solution, copy and pasting it into our Case Import Spreadsheet, then uploading that spreadsheet into MyCase.
1 - Export Data from Current Software Solution
Export your case information from your current software. We recommend you export the information in a CSV or Spreadsheet format as you will be copying that information into another spreadsheet file.
2 - (Optional) Create Custom Fields
If you would like to import information beyond the standard case fields that come within MyCase, or link cases to contacts during the import process, we recommend that you add in the Custom Fields that you would like to import in your settings first.
Open the Settings page by clicking your name in the top right corner
Navigate to the Custom Fields section on from the left toolbar. For more information on creating Custom Fields, please click here.
3 - Download the MyCase Case Import Spreadsheet
Navigate to the Import/Export section from the left toolbar in your settings
Choose Cases
Click on the download template hyperlink
4 - Copy Exported Data into the MyCase Case Import Spreadsheet
Open the file you initially exported from your previous solution, and open the MyCase Case Import Spreadsheet. Now, copy the information from the exported spreadsheet into the MyCase spreadsheet. Make sure that you are copying the data into the right columns. A screenshot of the MyCase Case Import Spreadsheet is below (with information about each column):
A - Case/Matter Name: Enter the name of the case as you'd like it to appear in MyCase. This is the only required field in the database. Please note: case names must be unique.
B - Number: Enter the case number (this can be a court assigned number, or an internal ID number). The case number can be a combination of both letters, numbers, and special characters (ABC - 123 - #$-)
C - Open Date: Enter the data that the case/matter was opened or created.
D - Practice Area: Enter the practice area for the case/matter. MyCase will build a database of every area of practice you enter here that will be available to assign to new cases as they are opened.
E - Case Description: Enter any notes you'd like to file with the case. These notes are for internal purposes only and will never be shared with your clients/contacts outside the firm.
F - Case Closed: In the MyCase system, cases can either be Open or Closed. If you are importing a case that you would like to file as closed, enter TRUE in this column.
G - Closed Date: If you marked a case as closed, you have the option of entering a close date. This field is optional.
H - Lead Attorney: You can designate a Lead Attorney for the matter if but supplying the name of a firm user in our account here.
I - SOL Date: You can designate a Statue of Limitations Date during import.
J - Outstanding Balance: This will bring in an open balance from your previous system as a flat fee so you can start billing out of MyCase.
K - Note: <Imported Note>: Enter any case notes you would like to bring in during import.
5 - (Optional) Linking Cases to Contacts
If you want to assign your cases a Link ID, you can then link related contacts to their associated cases during the import process. To do so, drop that same Link ID you gave the case under the Case Link IDs column for the appropriate contacts in your contact import sheet. You will also need to add in Custom Fields in your settings to allow for this. For cases, name the custom field “Link ID". For contacts, name the custom field “Case Link IDs”. (You can alternatively link your contacts to cases manually after you’ve completed the import.)
Step-by-step:
Add Link ID Custom Field- At the top of the Custom Fields page you will see the tabs "Cases/Matters" and "Contacts". Click on "Cases/Matters" > Add a custom field for cases that is exactly as follows (case sensitive): Link ID. Click on "Contacts" > Add a custom field for contacts that is as follows (case sensitive): Case Link IDs
Add Link IDs to import spreadsheets-
Navigate to the Import/Export section from the left toolbar in your settings
Click on "Contacts & Companies" and download the import template. Click on "cases" and download the import template. You will notice on the cases spreadsheet there is a column for Link ID and on the contact spreadsheet there is a column for Case Link IDs.
On the cases spreadsheet, assign each case a unique, numerical Link ID. This number is not relevant to the case and is used internally for linking purposes.
On the contacts spreadsheet, under the Case Link IDs column, enter the Link ID associated with the cases you would like to link the contact to. If a contact has multiple cases, separate each link ID with a comma then space. For example if contact Jane Doe is linked to 3 cases with the following link IDs you would enter: "3, 4, 5".
6 - Save your CSV file from the Case Import Spreadsheet
Once you have copied over all of your cases and double checked that everything looks OK, it is now time to create a CSV export of the spreadsheet. Typically, in programs like MS Excel, you can click "Save As" and choose an option to save/export as a CSV file.
7 - Import CSV spreadsheet into MyCase
You're almost there! Open the Settings page by clicking your name in the top right corner, then:
Click Import/Export from the menu on the left
Choose Cases
Click the blue Import Cases button (pictured below)
The Import Court Cases window will appear. Use the file browser to find the CSV file you just saved and upload it into the system. MyCase will then create your cases and make them available to use!
We recommend importing less than 1000 records at a time or the import may error out. If you have more than 1000 records to import, we suggest breaking the import up into multiple spreadsheets.
MyCase Import Overview
Importing Contacts & Companies
How do I get my data out of MyCase?
We are crazy about customer service! If you need help importing your data, or have a question about anything at all, please feel free to contact us.