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This article applies to:

  • Product: Legal Tracker
  • Subject: Matter
  • Audiences: Company

Creating a Data File for Matter Upload

These instructions are for use with Microsoft Office Excel 2007 or later, and require some proficiency with data files and Excel.
You can download data from Tracker to use while you create a data file. The available information includes all the possible field labels (column headings) per matter, and the acceptable values for each field. Note that the values for some fields are dependent on other fields.

Create a spreadsheet with column headings

Follow this procedure to select the column headings for your data file and copy them to a new spreadsheet, which you will then populate with the data for the new matters.
  1. Click
    Matters
    >
    Matter Upload
     in the left navigation.
  2. On the toolbar select the three small dots icon, then select
    Export Columns Info
    .
  3. In the Matter Type-template) list, select the matter type you want to create, and then click
    OK
    .
  4. In the File Download dialog box, click
    Open
    . The opened Excel spreadsheet contains detailed information about the fields for that matter type.
  5. For every field in the Field Display Label column (column D) that you want to include in the data file, enter a
    Y
    in the
    Select
    column (column G). These fields will be the column headings in your data file.
    Note:
     Required fields are already indicated by a Y in column G. Do not change this.
  6. Filter the spreadsheet by the Y value in the Select column (column F):
  7. On the Excel Ribbon, click
    Data
    .
  8. In the
    Sort & Filter
     group, click
    Filter
    .
  9. Click the downward arrow in the
    Select column
     header.
  10. Clear the
    Select All
     check box.
  11. Select the
    Y
     check box, then click
    OK
    .
  12. If the
    Dependencies
    column (column I) for any of your selections contains the text See Help, see the
    Dependencies
     section below.
  13. Select and copy the values in the Upload Column column (column E).
  14. Copy the values to a new spreadsheet:
  15. Open a new spreadsheet and select the upper-left cell.
  16. On the Excel Ribbon, click
    Home
    .
  17. In the
    Clipboard
    group, click the Paste arrow, and then click
    Transpose
    .
The selected values now appear as column headings in the new spreadsheet, which you can populate with data for the new matters.

View the accepted values for matter data

For many fields in Tracker, such as lists, there are limited sets of acceptable values. Follow this procedure to view the acceptable values for the fields you want to include in your data file.
  1. Click
    Matters
    >
    Matter Upload
     in the left navigation.
  2. On the toolbar select the three small dots icon, then click
    Export Values Choices
    .
  3. In the File Download dialog box, click
    Open
    .
  4. The opened Excel spreadsheet contains information about the fields that correspond to each matter type and the acceptable values for those fields.
  5. 4. Filter the spreadsheet by the type of matter you want to create in the
    Template Matter Type
    column (column A).
  6. On the Excel Ribbon, click
    Data
    .
  7. In the
    Sort & Filter
     group, click
    Filter
    .
  8. Click the downward arrow in the
    Template Matter Type
     column header.
  9. Clear the
    Select All
     check box.
  10. Select the check box for the target matter type, select the
    Blanks
    check box to include fields that belong to all matter types, then click
    OK
    .
  11. Filter the spreadsheet by the fields in the
    UPLOAD COLUMN
     column (column E):
  12. Click the downward arrow in the
    UPLOAD COLUMN
     column header.
  13. Clear the
    Select All
     check box.
  14. Select the check boxes for the column headings that you created in the new data spreadsheet (in the previous procedure), and then click
    OK
    .
The values in columns F through J now represent all of the acceptable values for their corresponding fields. You can use this set of data as a reference when you complete the data spreadsheet, or you can copy and paste the values directly into the spreadsheet.

Dependencies

Some of the fields in Tracker have dependencies, which means that the value in one field is related to the value in another field. If any of the fields you selected in the Export Columns Info spreadsheet contained the text See Help in the Dependencies column (column I), review the information in the following tables.
Relationships between fields
Field label
Description
ALLOC_ALLOCATION_PECENT_1
ALLOC_COST_CENTER_1
ALLOC_GL_ACOUNT_1
ALLOC_PROFIT_CENTER_1
Allocations cannot be negative and must total 100%
Either all rows have a value for one of the three accounting codes, or all rows are blank.
COMPANY_EXPOSURE
COMPANY_MAXIMUM_EXPOSURE
A value for COMPANY_EXPOSURE is required if there is a value for COMPANY_MAXIMUM_EXPOSURE.
The value for COMPANY_EXPOSURE must be less than or equal to the value for COMPANY_MAXIMUM_EXPOSURE.
See also Table 2 below.
COMPANY_RECOVERY_ESTIMATE
COMPANY_MAXIMUM_RECOVERY
A value for COMPANY_RECOVERY_ESTIMATE is required if there is a value for COMPANY_MAXIMUM_RECOVERY.
The value for COMPANY_RECOVERY_ESTIMATE must be less than or equal to the value for COMPANY_MAXIMUM_RECOVERY.
COURT
COURT_ADDITIONAL_INFO
The possible values in the COURT field are dependent on the country and state selected for the matter.
If the COUNTRY_OR_REGION value for this matter is USA (or an equivalent) and the STATE and COURT values are specified, Tracker tries to match the COURT value with the name of a court in Tracker. If no match is found, this value is changed to CourtOther.
LIKELIHOOD_OF_LIABILITY
LIABILITY_IS_ESTIMABLE
See Table 2 below.
STATE
PROVINCE_REGION
If the COUNTRY_OR_REGION value for this matter is USA (or an equivalent), use the STATE field.
If a different country is selected, use the PROVINCE_REGION field.
For Litigation/Dispute matters, the selected state determines which courts are available in the COURT field.
TRIAL_DATE
TRIAL_DATE_SEND_EMAIL_NOTICE
A value for TRIAL_DATE is required if there is a value for TRIAL_DATE_SEND_EMAIL_NOTICE.
Applicable to litigation-type matters.
RENEWAL_EXPIRATION_DATE
RENEWAL_EXPIRATION_DATE_SEND_EMAIL_NOTICE
A value for RENEWAL_EXPIRATION_DATE is required if there is a value for RENEWAL_EXPIRATION_DATE_SEND_EMAIL_NOTICE.
Applicable to filing-type matters.
Relationships between LIABILITY and EXPOSURE fields
Field
Values
Values
Values
Values
LIKELIHOOD_OF_LIABILITY
Remote
Probable or Possible
Probable or Possible
Probable or Possible
LIABILITY_IS_ESTIMABLE
any value
Yes
No
No
COMPANY_EXPOSURE
any value
null
not null
any value
COMPANY_MAXIMUM_EXPOSURE
any value
any value
any value
not null
Result
Error: When liability is remote, there cannot be an estimated value.
Error: When liability can be estimated, there must be a value for company exposure.
Error: When liability cannot be estimated, there cannot be a value for company exposure.
Error: When liability cannot be estimated, there cannot be a value for maximum company exposure.

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