Guidelines for bulk import of FirmFlow folders
Use these guidelines for using GoFileRoom's bulk import feature, detailing data formatting, required fields, and proper configurations to ensure successful imports and accurate document indexing.
Follow these guidelines when using the bulk import feature in GoFileRoom.
General guidelines
- The bulk import process requires data values to match the existing data in GoFileRoom. For example, if a PIC user name in GoFileRoom is “David Warner”, then a value of “Dave Warner” will cause the folder to be rejected.
- Use the Copy and Paste Windows functions to ensure the values in the Microsoft Excel spreadsheet (XLSX) are identical to the GoFileRoom values (Ctrl + C and Ctrl + V).
- If the spreadsheet is a data dump, copy all cells with data in your spreadsheet and paste them into a new spreadsheet to make sure that no binary data is included.
- Make sure that your checklists are finalized prior to importing FirmFlow folders. We aren't able to append the checklists after import.
Data import guidelines
Follow these guidelines for adding data to a spreadsheet.
important
- The bulk import or bulk update processes only permit the upload of FirmFlow import files in the Microsoft Excel XLSX format. XLS is not supported. XLS files can be saved in the newer XLSX format from within Excel.
- FirmFlow bulk import and bulk update will fail if the XLSX file contains formatting metadata. The spreadsheet needs to be free of all custom text, background, or text colors, filters, pictures, charts. Use our guide on how to strip unnecessary formatting data from spreadsheets prior to import.
- The following fields are required: Client Number, Workflow Description, Type of Engagement, Period End, and Year.
- The bulk import or bulk update process requires all 5 fields to be populated, including the Period End and Year fields.
- These fields are required for bulk import process, regardless of the Drawer index requirements configured by your firm. This is a safeguard to avoid situations that may require several manual updates, post importing, and assures proper document indexing. If your firm’s unique Drawer configuration doesn't require the Period End and Year index, it's possible to Create a New Folder from within the GoFileRoom user interface.
- Client number (required)
- The Client Number needs to exist in the client Lookup list.
- Don't use formulas to calculate the Client Number (for example, Client Number & “.” & Client Engagement).
- Workflow Description (required)
- A description of the workflow within the folder (free form text).
- Type of Engagement (required)
- Specify a Type of Engagement (File Section index value) that's already configured in GoFileRoom.
- PIC
- The PIC field needs to match the full name of a GoFileRoom user that belongs to the PIC group (for example, “David Warner”, not the email address). The PIC user also needs to be part of the PIC group in GoFileRoom.
- Period End (required)
- Make sure the Period End (Year End) cells aren't formatted as date fields. Enter the Period End values as a 5 character text field: "MM/DD". Change the cell to text format before entering the values.
- Year (required)
- Enter the Year as a 4-digit number (for example, 2019).
- Form
- The Form field is optional. You can leave theFormandDue Dateblank to create a folder that contains no Forms.
- Values of forms need to match values in the FirmFlow Deliverables list. Use the Windows Copy and Paste function to ensure exact spelling.
- If the deliverable you need isn't in the FirmFlow list, you can create it prior to running the bulk import process.
- To add multiple deliverables to the workflow, create an additional row for each form in the spreadsheet with identical field values except for theFormandDue Dateinformation.
- Due Date
- This field is required if a form is specified. TheDue Datefield needs to be in a full date format (for example, April 15, 2019).
- Workflow Steps
- Create a column header for each workflow step you have defined in FirmFlow. For example, Folder Setup, Preparation, Scanning. The number of columns needs to match the number of workflow steps.
- The user names assigned to the steps need to match the GoFileRoom full user names (not email addresses). Use the Copy & Paste function from the GoFileRoomManage Users & Groups Administrationscreen to ensure that the spelling is accurate. They need to be members of the FirmFlow User group.
- Custom Fields
- Date Fields: Values need to follow a mm/dd/yyyy format.
- Dropdown fields: Values need to be exactly as specified in the list.
- User List fields: Values need to match the user name (not email address) as defined in the User Administration screen.
- Test fields: This field will use any valid text value.
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