Import data into triConvey

Modified on: Fri, 12 Jul, 2024 at 2:14 PM

Learn how to prepare data to be imported into triConvey from your current legal software.

This article details each step you need to take to ensure all your current data is moved over to triConvey.

For some steps, we have also outlined procedures that apply to the most common setups that new firms have. If you have any further questions, contact your Account Manager.

Step 1: Import Contacts
Step 2: Import Matters
- Importing active open matters
- Importing closed/archived matters (Optional)
Step 3: Import Documents
Step 4: Import Work-in-Progress (WIP) and Unpaid Invoices
Step 5: Import Trust Balances
Step 6: Import Safe Custody Documents

Step 1: Import Contacts

triConvey will import your firm's contact list for you. Refer to Import Contacts into triConvey for further details.

Step 2: Import Matters

Once the contacts have been uploaded, you will need to recreate your matters in triConvey.

Creating matters will be quite fast as all your contacts will be ready to go. Just select the matter type and enter any matter-specific information.

Importing active open matters

1. If a matter is due to be completed before you go live in triConvey, finish it in your current system.

2. We recommend you prioritise recreating open matters that will be continued in triConvey. The following fields are the bare minimum required in order to save the matter:

Matter Type - Select an area of law.
Matter Number - Replicate your current matter numbers.
Automatic matter numbering can be enabled after all matters have been entered.
Client - create or select an existing client.

Importing closed/archived matters (Optional)

If your firm wishes to bring over information for closed matters, we recommend the following options:

Create a master matter

Create all closed matters

Save matters externally

Create a General matter with a description of 'Archived 2022' for example.

Then, export a Closed Matter Report from your current system and attach this to the above-created matter in triConvey.

Once completed, create new folders in the Documents section for each file number, and import your documents into their respective folders.

Your firm can recreate every closed matter in triConvey - this is the same process as creating your active open matters.

Once you have created the matters, mark them as Closed or Archived.

Download the closed matter data from your previous system and store this externally, e.g. on a hard drive.

Notes

All documents in triConvey are easily searchable in the Quick Search bar.
For Conflict Checks - the contacts have been imported so they will come up in any conflict check. Search for the documents in the Archived matter file for more details.

Step 3: Import Documents

To prepare, download your documents from your current system and save them locally to your PC.

Exporting documents from your current system

The exact steps are different depending on the system.

1. If possible, request a backup of documents.

2. Use the Export function in your current system to export all documents from each matter and save them to your PC.

Here are the steps to export documents from some common systems:

LEAP	Actionstep	SILQ
Option 1: From LEAP you can export 100 documents at a time on a per-matter basis. Option 2: A backup of documents can be requested directly from LEAP. We recommend speaking with your account manager at LEAP for this type of request.	Option 1: Documents that are saved within Actionstep A backup of your data can be requested via Actionstep which will contain all of your data including documents. You can also export documents on a matter-to-matter basis in Actionstep. Option 2: Documents outside of Actionstep If the documents are saved locally on your PC then the firm is good to go and can begin importing the documents into triConvey. If they are on another cloud solution they will need to be downloaded locally to your PC before they can be imported.	SILQ requires firms to have a cloud solution that holds the documents. Ensure the documents are downloaded locally and then they can be imported into triConvey.

There are two ways to import documents into triConvey:

drag and drop files from your PC into the Documents section of a matter; or
clicking the Import icon from the Matter Action Bar of a Matter.

Step 4: Import Work-in-Progress (WIP) and Unpaid Invoices

For importing WIP and unpaid invoices, we recommend you follow these steps:

For WIP: Before moving to triConvey, we recommend you invoice as much WIP as possible on your current system. This not only allows your firms to be paid but will make the move to triConvey less complicated.

For any WIP remaining that needs to be moved to triConvey, we advise you to do one of the following options:

Option 1: Summarise outstanding WIP balances	Option 2: Create each line of WIP
Summarise and enter only the outstanding balance of the fees and disbursements/expenses separately as a single entry into the matter. For example, legal fees up until Feb 2023 $1,000. This removes the manual work of entering every line of WIP. Retain a statement of WIP that can be attached to the invoice when it is created in triConvey to show the itemised list.	Your firm can opt to enter in each line of WIP into the matter.

For unpaid invoices: Enter the Total Fees owing and Total Expenses owing for each matter. Itemised is not required as you can retain the invoice from your previous system.

Entering this in triConvey allows monitoring of outstanding invoices and somewhere to receipt when it is paid.

Integrating with Xero or MYOB? Please ensure you enter all the unpaid invoices into triConvey before turning on the integration. This will prevent duplicate line entries in your data.

Step 5: Import Trust Balances

We do this with you!

Your Account Manager will organise a Trust Transition Session where they will sit down with you and help you enter the balance held in trust for each matter, as outlined in your current system's Trial Balance reports.

Please attend this session prepared with the following:

Matters created in triConvey with a description.

Tip:  Clients attached to the matters will require a street address on their contact card.

Trust Trial Balance Report.
Trust Bank Reconciliation.
Trust Account Bank Statement for the month directly before your transition to triConvey Billing.

Once you have all of the above, send the reports and statements to your Account Manager.

Step 6: Import Safe Custody Documents

If your firm holds documents in safe custody for your clients and you would like to migrate this to triConvey, we advise the following:

Use triConvey's Safe Custody register to create packets/documents on each contact card.

Download a Safe Custody report from your current system

You can extract the Safe Custody/Document Register reports from your current system and upload this to a General matter in triConvey.

1. Download the Safe Custody Register Report from your current system.

2. Create a General matter with a description, e.g. 'Safe Custody records 1-1000'.

3. Save the Safe Custody/Document Register report to this matter.

You can then create folders in this matter, named with the client's name so that documents can be populated if needed.