Creating Custom Fields from Import
In addition to importing your firm's contact and client data, you can also use an import to create custom fields in your Lawmatics account. It is important to note that this is done as a separate process from importing your data. You will run separate imports for creating custom fields and importing your contact and client data.
It will typically make sense to do your custom field creation import first, since this will create the fields. You can then import data into custom fields these fields using our standard import process.
If you include custom fields on a data import that have not yet been created as fields in Lawmatics, the data will not be able to import. The fields must be created first.
It is also important to note that you do not need to create field via import, you are always welcome to create fields manually by going to settings > custom fields. The custom field import option can be used for convenience and streamlining if you have many fields that need to be created in your Lawmatics account.
Whether you create custom fields manually or via import, you can still use a regular contact or matter import to populate data into those fields. You can also always populate your fields manually in the CRM, whether the field was created manually or via import.
To view our guidelines on creating custom fields from import, go to your firm's settings page and then select Import from the menu on the left side. Then select Custom Fields from the section labelled "Select the type of import you would like to run."
Once you select Custom Fields, you will see the guidelines for your .csv file on the right, as shown below.
Use the column labelled "Column Header" to create the headers in your .csv spreadsheet.
- Name: The name of your custom field
- Type: What type of record does this field apply to? These are case sensitive and must be labelled exactly as shown in the screenshot above (Capital first letter, no punctuation).
- Visibility: Select from options of default, starred, and hidden. This determines where the field will be visible within the CRM.
- Field Type: What format of data is this field designed to capture? These are also case sensitive, and must be entered all lowercase, exactly as shown in the image above or in the list below.
- integer: Number
- boolean: True/False
- string: Single line of text
- text: Paragraph of text
- currency: Money
- date: Date
- time: Time
- datetime: Date and Time
- list: Picklist (dropdown), only one option from the list can be selected
- lookup: Dropdown containing data within the CRM
- multi_picklist: Picklist (dropdown, multiple options from the list can be selected
- Picklist Options: Required on your spreadsheet if you are creating any picklist or multi_picklist fields. Separate each option for the picklist with a semi colon. Do not enter a space between each option.
- Lookup Type: Only required if you are creating a lookup field on your spreadsheet. The acceptable options for lookup type are listed in the image above.
- Practice Area: Only required if you wish to create practice area type fields. If you are creating contact, matter, or company fields then you can leave this header off your spreadsheet.
In the image below, you will see an example of how a spreadsheet might look for creating custom fields:
Once you have saved your spreadsheet as a .csv and double checked that you have matched all specifications appropriately, you are ready to import your fields. On the Import page in Lawmatics you will see a button labelled Import Data at the bottom of your screen. After you click that button, make sure you select Custom Fields from the dropdown. Then click to upload your file or drag and drop it.
Then click Run Import to begin the import process.
Once your import has finished processing, you can visit your Custom Field Settings page to verify that the fields have been created successfully.
After you confirm that the fields have been created, you are now able to begin populating data into these fields either in the CRM or by including them on a matter or contact import.
Can I put spaces in my field names?
Yes! Feel free to name your fields with spaces and punctuation as needed. This will go in the name column on your spreadsheet. The column header itself must be lowercase, but the actual field names can contain capital letters and spaces.
What does the boolean field look like?
This is also called a true/false field, and it looks like a toggle when used on a form or in the CRM. These fields default to false, and can be "switched on" to true.
Why am I getting an error when trying to import my custom fields spreadsheet?
You should receive an email if your import fails containing the reason for the failure. If you do not receive this email or are unable to correct the error, feel free to email us at firstname.lastname@example.org for assistance.