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Some fields allow multiple values. These can be entered as comma separated (eg: First, Second, Third, and so on) or on separate rows in Excel. If using separate rows, you should duplicate non-repeating data on each row (in particular, the unique key, so each row can be identified). A single record must exist in adjacent rows (that is, you cannot have a row for user 'larry.lawyer', then 'rachel.reception' and then 'larry.lawyer'. Wise Owl will interpret the second Larry Lawyer as a third record and fail because a 'larry.lawyer' is already in the database).

 


Important: Worksheets must be named correctly so the importer can recognise the record type. The default names in Excel "Sheet1" will not work; you must rename your worksheets to import.

 

 



TODO: Karen, can you attach some of you examples here, for reference.

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FieldType of DataRequiredMultiple ValuesComments
NameText, max 80YNName of the matter type, as shown on matter page. Must be unique. 
CodeText, max 12YNMust be unique
DescriptionText, max 250NN 
JurisdictionTypeJurisdiction TypeYNOne of International, Federal or State. The first letter is sufficient.
SortNumericNNSort order override Defaults to 1 if not specified.
IsActiveYes / NoNNYes, No, Y, N, True, False are all valid values. Defaults to Y if not specified.  

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FieldType of DataRequiredMultiple ValuesRelates ToComments
UsernameText, max 128YN 
Unique key to identify users
AuthenticateByTextYNExternal 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

InitialPasswordTextMaybeN 
Required if AuthenticateBy is Appliance Internal
IsActiveYes / NoYN 
Yes, No, Y, N, True, False are all valid values
FirstNameText, max 128YN 
First and last names must be specified
LastNameText, max 128YN 
First and last names must be specified
OtherNamesText, max 128NN  

InitialsText, max 8YN 
Initials must be unique between all active users, as they are used to identify people in many circumstances
EmailText, max 256YN 
Email must be unique across all users, as it is used for automatic password recovery
PreferHtmlEmailYes / NoNN 
Defaults to Y if not specified
HomePhoneText, max 32MaybeN 
At least one phone number must be entered
OfficePhoneText, max 32MaybeN 
At least one phone number must be entered
MobilePhoneText, max 32MaybeN 
At least one phone number must be entered
LanguageLanguage codeNNLanguages

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

TimeZoneTime zone nameNNTime 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.

DefaultSearchItemsPerPageDesktopWhole NumberNN 
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.  
DefaultSearchItemsPerPageMobileWhole NumberNN 
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.  
LoginActivityTimeoutTimeNN 
Defaults to 2 hours if not specified
ShowProfilerYes / NoNN 
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. 
ShowTutorialOnLoginYes / NoNN 
Directs the user to the tutorial page when they first login. Users can opt-out of this tutorial via their My Settings page.  
TwoFactorActiveNever or Always or OnlyUntrustedNetwork   

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".

TwoFactorDefaultSMS Code or Smart Phone Code Generator  

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.

TwoFactorExpiresAfterDaysWhole Positive Number 
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.
RolesRole nameNYRolesNo 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.
DenyRightsRight nameNYRightsRights listed here are denied to the user, even if they are granted via a role.
GrantRightsRight nameNYRightsRights listed here are granted to the user, even if they are denied via a role.

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Contacts / Clients

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

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FieldType of DataRequiredMultiple ValuesRelates ToComments
ContactNumberText, max 32YN 
Unique key to identify contacts and clients
IsActiveYes / NoYN 
Yes, No, Y, N, True, False are all valid values
IndividualOrCompanyI or CYN 
Determines if FirstName / LastName or CompanyName are required
FirstNameText, max 100MaybeN 
Required if IndividualOrCompany is I. Does not apply to company contacts.
LastNameText, max 100MaybeN 
Required if IndividualOrCompany is I. Does not apply to company contacts. This is always capitalised when displayed.
OtherNamesText, max 100NN 
Does not apply to company contacts.
CompanyNameText, max 200MaybeN 
Required if IndividualOrCompany is C. Does not apply to individual contacts.
TitleText, max 20NN 
Does not apply to company contacts.
KnownAsText, max 200NN  

DateOfBirthDateNN 

Date of Incorporation for company contacts.

ABNNumericNN 
Australian Business Number. Spaces are allowed between digits for formatting. 
ACNNumericNN 
Australian Company Number. Spaces are allowed between digits for formatting. 
TFNNumericNN 
Tax File Number. Spaces are allowed between digits for formatting. 
GenderMale / FemaleNN 
Does not apply to company contacts.
IsAustralianCitizenY / NNN 
Is Australian Company for company contacts
PowerOfAttorneySignedY / NNN  

CountryOfBirthCountryNN 
Country of Incorporation for company contacts. Can be either a 2 letter country code (eg: AU) or full country name. 
OccupationText, max 100NN 
Principal Business Activity for company contacts
EmployerContactNumberContactNNContactsReferences another contact's ContactNumber field.   
AlternateContactNumberContactNNContactsReferences another contact's ContactNumber field.   
AlternateContactRelationshipText, max 50NN 
Relationship of alternate contact to this one (eg: husband, wife, parent, secretary)
NotesTextNN 
Free text notes. Can contain line breaks. 
ContactTypesContact Type tagsNYContact 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.
AddressTypeAddress Type namesNYAddress Type

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

AddressStreetLine1Text, max 100NY  

AddressStreetLine2Text, max 100NY  

AddressSuburbText, max 100NY  

AddressStateProvenceText, max 20NY  

AddressPostcodeZipText, max 20NY

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

AddressToDateDateNY  
      








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.
WorkPhoneText, max 250NN  

HomePhoneText, max 250NN  

MobilePhoneText, max 250NN  

PagerText, max 250NN  

FacsimileText, max 250NN  

WorkEmailText, max 250NN  

HomeEmailText, max 250NN  

WorkWebsiteText, max 250NN  
      








Custom Fields    



Custom fields are referred to via their number, not name. As many as are present in the Appliance Settings are supported. 
Custom1As per custom field definitionNN  

Custom2As per custom field definitionNN  

Matters

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

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FieldType of DataRequiredMultiple ValuesRelates ToComments
MatterNumberText, max 32YN 
Unique key to identify matters
TypeMatter Type name or codeYNMatter TypeCan refer to these via the short code or full name
JurisdictionJurisdiction nameYNJurisdiction 
StatusOpen, Closed or ArchivedYN 
Certain other fields will be required if Closed or Archived is entered here
OpenDateDateYN  

NameText, max 250YN 
This is copied to the first Re Line if the Re Line is not entered
AbbreviatedNameText, max 50NN  

ClientsClient NumbersYYContact

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.

ReLine1Text, max 250NN 
If not entered this will be set to the Name field
ReLine2Text, max 250NN  

ReLine3Text, max 250NN  

OtherSideRefText, max 40NN  

OtherContactTypeContact TypesNYContact TypeContact 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.
OtherContactNumberContact NumbersNYContactDo not list additional clients here, use the Clients field instead.
ReferralSourceReferral Source nameNNReferral Source 
LimitationDateDateNN  

ClosedDateDateMaybeN 
Required if Status is Closed
ArchivedDateDateMaybeN 
Required if Status is Archived
ArchiveLocationArchive Location nameMaybeNArchive LocationRequired if Status is Archived
TrustAuthoritySentByUsernameNNUserRequired if TrustAuthoritySentDate is entered
TrustAuthoritySentDateDateNN 
Required if TrustAuthoritySentBy is entered
RelatedMattersMatter NumbersNYMatter       






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.
IntroducingLawyerUsernameNNUser 
ResponsibleLawyerUsernameNNUser 
SupervisingLawyerUsernameNNUser 
AssignedLawyerUsernameNNUser 
ParalegalUsernameNNUser 
      







ConflictCheckForUsernameYYUser 
ConflictCheckEnteredByUsernameYYUser