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Record type import order:

  1. Countries

  2. Contact Type Tags

  3. Contact Address Types

  4. Contact Phone / Email Types

  5. Matter Archive Location

  6. Matter Contact Types

  7. Fee Earner Types

  8. Referral Sources

  9. Jurisdictions

  10. Matter Types

  11. Banks

  12. Forms of Funds

  13. Users

  14. Contacts

  15. Matters

Excel spreadsheets can be uploaded to an Appliance (generally, files are limited to ~10MB) or the Appliance can download a file from another web server (no size limitation).

...

Worksheet must start with ContactType

Unique key name: Name

Field

Type of Data

Required

Multiple Values

Comments

Name

Text, max 100

Y

N

Name of the contact type, as shown on contact page. Must be unique. 

Sort

Numeric

N

N

Sort order override. Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Countries

Worksheet must start with CountryList

Unique key name: Name

Field

Type of Data

Required

Multiple Values

Comments

Name

Text, max 100

Y

N

Name of the country. Must be unique. 

Code

Text, max 10

Y

N

Short code for the country. Must be unique. 

Sort

Numeric

N

N

Sort order override. Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Contact Address Types

Worksheet must start with ContactAddressType

Unique key name: Label

Field

Type of Data

Required

Multiple Values

Comments

Name

Text, max 50

Y

N

Name of the address type, as shown on contact page. Must be unique. 

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Contact Phone, Email and other Contact Methods

Worksheet must start with ContactPhoneEmailType

Unique key name: Label

Field

Type of Data

Required

Multiple Values

Comments

Label

Text, max 50

Y

N

Name of the contact method, as shown on contact page. Must be unique. 

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Matter Archive Locations

Worksheet must start with ArchiveLocation

Unique key name: Name

Field

Type of Data

Required

Multiple Values

Comments

Name

Text, max 100

Y

N

Name of the archive location, as shown on matter page. Must be unique. 

Details

Text, max 250

N

N

Details of the archive location (eg: an address).

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Matter Contact Types

Worksheet must start with MatterContactType

Unique key name: Label

Field

Type of Data

Required

Multiple Values

Comments

Label

Text, max 100

Y

N

Name of the contact type, as shown on matter page. Must be unique. 

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Fee Earner Types

Worksheet must start with FeeEarnerType

Unique key name: Label

Field

Type of Data

Required

Multiple Values

Comments

Label

Text, max 100

Y

N

Name of the fee earner type, as shown on matter page. Must be unique. 

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

RequiresSolicitor 

Yes / No 

N 

N 

Yes, No, Y, N, True, False are all valid values. Defaults to N if not specified.

If yes, any user entered against this fee earner type as an Assigned User, must have the Is Practicing Solicitor right.  

Referral Sources

Worksheet must start with ReferralSource

Unique key name: Name

Field

Type of Data

Required

Multiple Values

Comments

Name

Text, max 100

Y

N

Name of the referral source, as shown on matter page. Must be unique. 

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Jurisdictions

Worksheet must start with Jurisdiction

Unique key name: Name

Field

Type of Data

Required

Multiple Values

Comments

Name

Text, max 100

Y

N

Name of the referral source, as shown on matter page. Must be unique. 

CountryCode

Text, max 10

N

N

The country and state codes together must be unique. The country shoul be left blank for an International jurisdiction.

StateCode

Text, max 10

N

N

The country and state codes together must be unique. The state should be left blank for a Federal jurisdiction.

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Matter Types

Worksheet must start with MatterType

Unique key name: Name

Field

Type of Data

Required

Multiple Values

Comments

Name

Text, max 80

Y

N

Name of the matter type, as shown on matter page. Must be unique. 

Code

Text, max 12

Y

N

Must be unique

Description

Text, max 250

N

N


JurisdictionType

Jurisdiction Type

Y

N

One of International, Federal or State. The first letter is sufficient.

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  


Banks

Worksheet must start with Bank

Unique key name: Label

Field

Type of Data

Required

Multiple Values

Comments

Label

Text, max 50

Y

N

Name of the bank, as shown on trust and general accounting pages. Must be unique. 

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Forms of Funds

Worksheet must start with FormOfFunds

Unique key name: Label

Field

Type of Data

Required

Multiple Values

Comments

Label

Text, max 100

Y

N

Name of the form of funds, as shown on trust and general accounting pages. Must be unique. 

Sort

Numeric

N

N

Sort order override Defaults to 1 if not specified.

IsActive

Yes / No

N

N

Yes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

Users

Worksheet must start with Usereg: Users, Users_Active

Unique key name: Username

Field

Type of Data

Required

Multiple Values

Relates To

Comments

Username

Text, max 128

Y

N


Unique key to identify users

AuthenticateBy

Text

Y

N

External Directories

Use Appliance Internal to store passwords on the Appliance, or an existing directory name to use an Active Directory service

If you use an External Directory, the username must match exactly and already exist in the directory

Using Appliance Internal means you must specify an InitialPassword

InitialPassword

Text

Maybe

N


Required if AuthenticateBy is Appliance Internal

IsActive

Yes / No

Y

N


Yes, No, Y, N, True, False are all valid values

FirstName

Text, max 128

Y

N


First and last names must be specified

LastName

Text, max 128

Y

N


First and last names must be specified

OtherNames

Text, max 128

N

N



Initials

Text, max 8

Y

N


Initials must be unique between all active users, as they are used to identify people in many circumstances

Email

Text, max 256

Y

N


Email must be unique across all users, as it is used for automatic password recovery

PreferHtmlEmail

Yes / No

N

N


Defaults to Y if not specified

HomePhone

Text, max 32

Maybe

N


At least one phone number must be entered

OfficePhone

Text, max 32

Maybe

N


At least one phone number must be entered

MobilePhone

Text, max 32

Maybe

N


At least one phone number must be entered

Language

Language code

N

N

Languages

Defaults to the Appliance language (usually en-AU).  Only English dialects are supported. This affects how dates and currency symbols are displayed.

List of all language codes

TimeZone

Time zone name

N

N

Time Zones

Defaults to the Appliance time zone. Affects how dates and times are interpreted. Generally, this is unimportant unless you have users in different time zones. 

Time zone names are taken from Windows; you can see a list of them in your Date and Time settings in Control Panel. Note: time zone codes like AEST are not supported.

DefaultSearchItemsPerPageDesktop

Whole Number

N

N


The number of records displayed on search pages when viewed from desktop / laptop browsers. Defaults to the Appliance Setting if not specified. Users can override this on their My Settings page.  

DefaultSearchItemsPerPageMobile

Whole Number

N

N


The number of records displayed on search pages when viewed from mobile / tablet browsers. Defaults to the Appliance Setting if not specified. Users can override this on their My Settings page.  

LoginActivityTimeout

Time

N

N


Defaults to 2 hours if not specified

ShowProfiler

Yes / No

N

N


Shows the time for the Appliance to generate each page in the top right corner. Users must have the Can See Page Creation Time right for this to have any affect. 

ShowTutorialOnLogin

Yes / No

N

N


Directs the user to the tutorial page when they first login. Users can opt-out of this tutorial via their My Settings page.  

TwoFactorActive

Never or Always or OnlyUntrustedNetwork  

N 

N 


Determines if two factor authentication is enabled for this user.

The default and allowed values are affected by the Appliance security mode. Offline defaults to Never and allows any option. Online defaults to OnlyUntrustedNetwork and disallows Never.

An untrusted network is any network not listed in LAN Addresses in Security Settings. Generally, it means "the Internet".

TwoFactorDefault

SMS Code or Smart Phone Code Generator 

N 

N 


Default way to perform two factor authentication.

Defaults to Smart Phone Code Generator - an app which must be loaded onto any smart phone.

Note: SMS Code is currently not implemented.

TwoFactorExpiresAfterDays

Whole Positive Number

N 

N 


Determines how often the user will need to re-enter their two factor code on a previously authenticated web browser. This defaults to forever (a very large number!). Any whole number of days is valid. Zero means the user must enter their code on every login.

Roles

Role name

N

Y

Roles

No roles are required. However, none are assigned by default so a user without any roles will not even be able to log into Wise Owl Legal.

DenyRights

Right name

N

Y

Rights

Rights listed here are denied to the user, even if they are granted via a role.

GrantRights

Right name

N

Y

Rights

Rights listed here are granted to the user, even if they are denied via a role.


Contacts / Clients

Worksheet must start with Contact eg: Contacts, Contacts_2010, Contacts1

Unique key name: ContactNumber

Important: contact auto-numbers are not changed when importing records. You must manually update the contact auto-number in Appliance Settings after import. 

Field

Type of Data

Required

Multiple Values

Relates To

Comments

ContactNumber

Text, max 32

Y

N


Unique key to identify contacts and clients

IsActive

Yes / No

Y

N


Yes, No, Y, N, True, False are all valid values

IndividualOrCompany

I or C

Y

N


Determines if FirstName / LastName or CompanyName are required

FirstName

Text, max 100

Maybe

N


Required if IndividualOrCompany is I. Does not apply to company contacts.

LastName

Text, max 100

Maybe

N


Required if IndividualOrCompany is I. Does not apply to company contacts. This is always capitalised when displayed.

OtherNames

Text, max 100

N

N


Does not apply to company contacts.

CompanyName

Text, max 200

Maybe

N


Required if IndividualOrCompany is C. Does not apply to individual contacts.

Title

Text, max 20

N

N


Does not apply to company contacts.

KnownAs

Text, max 200

N

N



DateOfBirth

Date

N

N


Date of Incorporation for company contacts.

ABN

Numeric

N

N


Australian Business Number. Spaces are allowed between digits for formatting. 

ACN

Numeric

N

N


Australian Company Number. Spaces are allowed between digits for formatting. 

TFN

Numeric

N

N


Tax File Number. Spaces are allowed between digits for formatting. 

Gender

Male / Female

N

N


Does not apply to company contacts.

IsAustralianCitizen

Y / N

N

N


Is Australian Company for company contacts

PowerOfAttorneySigned

Y / N

N

N



CountryOfBirth

Country

N

N


Country of Incorporation for company contacts. Can be either a 2 letter country code (eg: AU) or full country name. 

Occupation

Text, max 100

N

N


Principal Business Activity for company contacts

EmployerContactNumber

Contact

N

N

Contacts

References another contact's ContactNumber field.   

AlternateContactNumber

Contact

N

N

Contacts

References another contact's ContactNumber field.   

AlternateContactRelationship

Text, max 50

N

N


Relationship of alternate contact to this one (eg: husband, wife, parent, secretary)

Notes

Text

N

N


Free text notes. Can contain line breaks. 

ContactTypes

Contact Type tags

N

Y

Contact Type








Address





Addresses must be listed across multiple rows in Excel. Each of the following address fields are taken to form a single address record, attached to the contact.

AddressType

Address Type names

N

Y

Address Type

Multiple addresses can be listed, each with a different address type.

AddressStreetLine1

Text, max 100

N

Y



AddressStreetLine2

Text, max 100

N

Y



AddressSuburb

Text, max 100

N

Y



AddressStateProvence

Text, max 20

N

Y



AddressPostcodeZip

Text, max 20

N

Y



AddressCountry

Country

N

Y


Can be either a 2 letter country code (eg: AU) or full country name. 

AddressFromDate

Date

N

Y



AddressToDate

Date

N

Y









Phone, Email, Web, Etc





The field names for phone numbers, email addresses, and other means of contacting people are dynamically determined based on the list in your Appliance. The following are common examples.

WorkPhone

Text, max 250

N

N



HomePhone

Text, max 250

N

N



MobilePhone

Text, max 250

N

N



Pager

Text, max 250

N

N



Facsimile

Text, max 250

N

N



WorkEmail

Text, max 250

N

N



HomeEmail

Text, max 250

N

N



WorkWebsite

Text, max 250

N

N









Custom Fields





Custom fields are referred to via their number, not name. As many as are present in the Appliance Settings are supported. 

Custom1

As per custom field definition

N

N



Custom2

As per custom field definition

N

N



Matters

Worksheet must start with Matter eg: Matters, Contacts_Archived, Matters_2012

Unique key name: MatterNumber

Important: mater auto-numbers are not changed when importing records. You must manually update the matter auto-number in Appliance Settings after import. 

Field

Type of Data

Required

Multiple Values

Relates To

Comments

MatterNumber

Text, max 32

Y

N


Unique key to identify matters

Type

Matter Type name or code

Y

N

Matter Type

Can refer to these via the short code or full name

Jurisdiction

Jurisdiction name

Y

N

Jurisdiction


Status

Open, Closed or Archived

Y

N


Certain other fields will be required if Closed or Archived is entered here

OpenDate

Date

Y

N



Name

Text, max 250

Y

N


This is copied to the first Re Line if the Re Line is not entered

AbbreviatedName

Text, max 50

N

N



Clients

Client Numbers

Y

Y

Contact

The first listed will be designated as Primary Client, any subsequent ones will be listed as Clients.

Use the OtherContactType and OtherContactNumber fields to list other companies or persons related to the matter.

ReLine1

Text, max 250

N

N


If not entered this will be set to the Name field

ReLine2

Text, max 250

N

N



ReLine3

Text, max 250

N

N



OtherSideRef

Text, max 40

N

N



OtherContactType

Contact Types

N

Y

Contact Type

Contact Type and Number allow additional contacts to be listed against a matter. Multiple can be entered across multiple Excel rows, but not as a CSV in the one cell.

OtherContactNumber

Contact Numbers

N

Y

Contact

Do not list additional clients here, use the Clients field instead.

ReferralSource

Referral Source name

N

N

Referral Source


LimitationDate

Date

N

N



ClosedDate

Date

Maybe

N


Required if Status is Closed

ArchivedDate

Date

Maybe

N


Required if Status is Archived

ArchiveLocation

Archive Location name

Maybe

N

Archive Location

Required if Status is Archived

TrustAuthoritySentBy

Username

N

N

User

Required if TrustAuthoritySentDate is entered

TrustAuthoritySentDate

Date

N

N


Required if TrustAuthoritySentBy is entered

RelatedMatters

Matter Numbers

N

Y

Matter








Fee Earners





Note that the field names are dynamically determined based on fee earner types listed in your Appliance Settings. The following are system fee earner types, and will be present in all Wise Owl Appliances.

IntroducingLawyer

Username

N

N

User


ResponsibleLawyer

Username

N

N

User


SupervisingLawyer

Username

N

N

User


AssignedLawyer

Username

N

N

User


Paralegal

Username

N

N

User








ConflictCheckFor

Username

Y

Y

User


ConflictCheckEnteredBy

Username

Y

Y

User