LiraDocs Data Import Guide

Overview

LiraDocs makes it easy to transfer your essential legal data from previous software, ensuring a seamless transition. You can import various data types, including client information, cases, invoices, tasks, and more.

What Data Can Be Imported?

LiraDocs supports importing the following data types:

  • Staff
  • Clients & Contacts
  • Cases & Case Roles
  • Case Opening Balances
  • Activity Types
  • Unbilled Time & Fees
  • Unbilled Expenses
  • Invoices
  • Notes & Memos
  • Tasks

Some data types depend on others. For example, case-related data requires cases and contacts to be imported together.

Step 1: Preparing Your Data for Import

To ensure a smooth import process, prepare your data file by following these guidelines:

  • Export your data from your previous software in one of the supported formats:
    • CSV (Comma-Separated Values) – Recommended
    • Excel (XLSX, XLS)
  • Ensure column headers match LiraDocs’ fields as closely as possible.
  • Keep only relevant and active data (e.g., avoid importing closed cases or completed tasks).

Tip: Use the LiraDocs Import Template for correctly formatted sample data.

Step 2: Starting a New Import

Once your data is ready:

  1. Log in to LiraDocs.
  2. Click the Settings (⚙️) icon in the lower-left corner.
  3. Select Data Import.
  4. Click New Import.
  5. Choose the data types you want to import and click Proceed.
  6. Click Upload under each data type and select the corresponding file.

Some data types will be unavailable (grayed out) until prerequisite data is uploaded and validated.

Step 3: Mapping Data Fields

After uploading your file, LiraDocs will prompt you to match your columns to the system fields.

  • Select the row that contains column headers (LiraDocs may detect this automatically).
  • Map each column to a corresponding LiraDocs field using the drop-down menu.
  • Some fields may be auto-mapped if their names closely match LiraDocs fields.
  • Click Next once all required columns are mapped.

If your file does not include a required column, add it manually in Excel and re-upload the file.

Step 4: Reviewing the Uploaded Data

Before finalizing the import, review the data table:

  • Errors (highlighted in red) must be fixed before proceeding.
  • Warnings (highlighted in yellow) indicate potential issues but do not block import submission.

🛠 Editing Options:

  • Use the Find and Replace tool for quick edits.
  • Apply bulk fixes where suggested.
  • Add missing rows manually if needed.

You can save your progress and return later to complete the import.

Step 5: Submitting the Import

Once all data has been validated:

  1. Click Submit Import.
  2. The status will change from In-Progress → Submitted → Processing.
  3. Once complete, your data will be available in LiraDocs.

Imports cannot be reversed after submission. Ensure your data is correct before proceeding.

Troubleshooting Common Issues

Issue Possible Cause Solution
Some records failed to import Missing required fields Ensure all required columns are filled
Email format errors Invalid email addresses Correct the email format and re-upload
Duplicate entries Repeated client or case IDs Remove duplicates before importing
Data validation failed Incorrect formatting Follow LiraDocs’ data formatting guidelines

Need help? Contact LiraDocs Support or refer to our Data Preparation Guide.

Best Practices for a Smooth Import

✔️ Use the official LiraDocs Import Template to ensure accuracy.
✔️ Review field mappings carefully before proceeding.
✔️ Remove duplicates and clean data before importing.
✔️ Save backups of original files before making changes.

By following these steps, you can efficiently transfer your legal data into LiraDocs and get started without disruptions.

 

Supported Fields

Column Name Required/Optional? Notes
Staff ID Required This is a unique identifier used for a Staff Member. This ID will not be visible in LiraDocs and is an internal identifier only.
Title Optional  
First Name Required  
Surname Required  
Initials Optional  
Email Address Required Must be unique.
Current Staff Required Is the staff member current/active (yes/no).
Column Name Required/Optional? Notes
Contact ID Required A unique identifier used for a Contact. This ID will not be visible in LiraDocs and is an internal identifier only.
Type Required Must be a "Person" or "Company" (Firm/Business/Organization). If not provided, it will auto-populate.
Full Name Optional If used for mapping, the import tool will automatically split the full name into First name, Middle name, Last name, or Company name.
Title Optional  
First Name Required if Type is "Person"  
Middle Name Optional  
Last Name Optional  
Suffix Optional  
Company Name Required if Type is "Company"  
Doing Business As Name Optional  
Job Title Optional  
Phone Optional  
Cell Phone Optional  
Business Fax Optional  
Birthday Optional MM/DD/YYYY
Gender Optional  
E-mail Address Optional Can take multiple addresses, separated by semicolons.
Street Address Line 1 Optional  
Street Address Line 2 Optional  
City Optional  
State Optional  
Zip Optional  
Country Optional  
Mailing Address Line 1 Optional  
Mailing Address Line 2 Optional  
Mailing City Optional  
Mailing State Optional  
Mailing Zip Optional  
Mailing Country Optional  
Notes Optional  
Webpage Optional  
Tags Optional Accepts multiple tags, separated by semicolons.
Column Name Required/Optional? Notes
Matter ID Required Unique identifier used for Matter.
Matter Number/Reference Required  
Matter Description Required  
Matter Status Required  
Date Opened Required MM/DD/YYYY
Date Closed Required if matter status = "Closed" MM/DD/YYYY
Matter Type Required Matter Type as listed in your previous legal software.
Billing Type Optional Picklist of supported LiraDocs Billing Types.
Attorney Responsible Email Optional Email address of the staff member.
Person Assisting Email Optional Email address of the staff member.
Originating Attorney Email Optional Email address of the staff member.
Client ID Required Contact ID(s) of the Client(s).
Other Side ID Optional Contact ID of the Other Side.
Other Sides Attorney ID Optional Contact ID of the Other Side’s Attorney.
Deleted? Optional Defaults to "No" unless supplied otherwise.
Column Name Required/Optional? Notes
Matter ID Required The Matter ID of the associated Matter.
Contact ID Required Contact ID of the Contact to use for the role.
Role Name Required The name of the role (e.g. 'Child', 'Judge').
Column Name Required/Optional? Notes
Matter ID Required The ID of the Matter associated with the opening balances.
Opening Operating Balance ($) Optional The Opening Operating Balance of the Matter ($).
Opening Operating Balance Date Required if balance is above zero The date used for the Matter opening Operating balance.
Opening Credit Balance ($) Optional The Opening Credit Balance of the Matter ($).
Opening Credit Balance Date Required if balance is above zero The date used for the Matter opening Credit balance.
Opening Trust Balance ($) Optional The Opening Trust Balance of the Matter ($).
Opening Trust Balance Date Required if balance is above zero The date used for the Matter opening Trust balance.
Column Name Required/Optional? Notes
Code Required A unique code used for the Activity.
Type Required The type of activity (Fixed Fee, Time Based, Expense).
Description Required A short description of the Activity.
Rate ($) Required The rate ($) of the Activity.
Duration (Hours) Required if Type = Time Based The duration of the Activity in hours.
Quantity Required if Type = Expense The quantity of the Activity.
Cost Type Optional If type = "Expense", indicate if the cost type is Hard or Soft.
Column Name Required/Optional? Notes
Matter ID Required The Matter ID of the associated entry.
Staff Email Required Email address of the staff member associated with the entry.
Date Required The date of the entry.
Type Required The type of entry (Fixed Fee or Time Based).
Activity Code Optional Activity code from an Activity Type.
UTBMS Activity Code Optional UTBMS Activity Code cannot be specified without a UTBMS Task Code.
UTBMS Task Code Optional UTBMS Task Code can be specified without a UTBMS Activity Code.
Description Required A short description of the entry.
Rate ($) Required The rate of the entry.
Duration (Hours) Required if Type = Time Based The duration of the entry in hours.
Billable Required Yes/No. Indicate if the entry is billable.
Waived Required Yes/No. Indicate if the entry is waived.
Column Name Required/Optional? Notes
Matter ID Required The Matter ID of the associated entry.
Staff Email Required Email address of the staff member associated with the entry.
Date Required The date of the entry.
Activity Code Optional Activity code from an Activity Type.
UTBMS Activity Code Optional  
UTBMS Task Code Optional  
Description Required A short description of the entry.
Rate ($) Required The rate of the entry.
Quantity Required The quantity of the entry.
Billable Required Yes/No. Indicate if the entry is billable.
Waived Required Yes/No. Indicate if the entry is waived.
Column Name Required/Optional? Notes
Invoice Number Required A unique number with no leading zeros.
Debtor ID Required The ID of the Contact who is the debtor on the Invoice.
Matter ID Required The Matter ID of the associated Matter.
Issue Date Required The Invoice Issue Date.
Due Date Required The Invoice Due Date.
Title Required Title text for the Invoice.
Subtitle Optional Subtitle text for the Invoice.
Notes Optional Footer notes for the invoice.
Total ($) Required Overall Invoice Total.
Fee Total ($) Required Fee portion amount.
Expense Total ($) Required Cost Recovery portion amount.
Amount Due ($) Required Must be above 0.00.
Payment Date Required when Amount Due < Total Date for the payment if the amount due is less than the total amount.
Staff Email Required Email address of the staff member associated with the invoice.
Column Name Required/Optional? Notes
Memo ID Required Unique ID for the Memo.
Matter ID Required The Matter ID of the associated Matter.
Date & Time Required Date and time of the Memo.
Subject Required Subject of the Memo.
Text Required Full Memo text.
Created By Staff Email Required Email address of the staff member who created the Memo.
Column Name Required/Optional? Notes
Task ID Required Unique identifier for the Task.
Matter ID Optional The Matter ID of the associated Matter.
Name Required Name of the Task.
Description Optional Task description.
Status Required Task Status (Complete or Incomplete).
Created Date Required Date the Task was created.
Created By Staff Email Required Email address of the staff member who created the Task.
Assignee Staff Email Optional Email address of the Task assignee.
Due Date Optional Due date of the Task.
Completed Date Required if status is "Complete" Completion date of the Task.
Completed By Staff Email Required if status is "Complete" Email address of the staff member who completed the Task.
Duration Optional Duration of the Task.

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