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This article applies to:

  • Product: Onvio
  • Audiences: Client

Data export guide and checklist

If your firm is leaving Onvio, you can use this guide and checklist to export your information out of Onvio and into Microsoft Excel files.
Data and documents are accessible for 90 days after licenses expire.
Follow the directions in each section to export your data.
From Onvio Center, export your data using the following menu options in the main navigation bar.
  • Documents
  • Projects (or Projects & Tasks)
  • Time & Billing
  • Reporting
  • Setup
Export information from the grids
Most data (but not all) can be exported from grids throughout Onvio. When you export data from a grid, the result is an exact copy of the grid in a Microsoft Excel (XLSX) spreadsheet.
Use the following steps to export your data from grids within various areas of Onvio.
  1. Select the
    Show/Hide Columns
     button, then mark the checkboxes for any, or all, of the columns of information that you want to include in the export file. Only the information in the displayed columns will export to the Excel file when you select the
    Export
     button. Hidden information won't export.
  2. Mark the checkbox in the heading row of the grid, to select all rows of information for export. Or, select or clear any rows as needed.
  3. Select the
    Export
     button to export the data in an Excel file (named for the information type) to your Downloads folder.

Documents

You can export your client, firm, and other documents from the tabs in the Documents menu.
Download individual or selected documents
To download a file, mark its checkbox and choose
Manage
, then
Download
.
To download a folder and its contents, mark its checkbox and choose
Manage
, then
Download as ZIP
.
Download all documents
The
Documents Export Utility
 is available to firms who want to export all their documents. This tool should be used only by firms who are leaving Onvio. We don’t recommend using this to back up data and it should not be run regularly or repeatedly.
  • Client Documents
  • Firm Documents
  • My Documents

Projects/Projects & Tasks

You can export projects from the tabs in the Projects menu. If your firm uses Firm Management Advanced, you can export both projects and tasks.
  1. If they are available, select both the
    Projects
     and
    Tasks
     buttons to turn on the projects and tasks view.
  2. To export only the projects that are currently open, select the
    Open Projects Only
     button.
  3. Follow the instructions in the previous
    Export information from grids
     section.
Grid
Resulting file
Projects/Tasks
Projects.xlsx

Time & Billing

You can export time and billing information from the tabs in the
Time & Billing
 menu.
Follow the instructions in the previous
Export information from grids
 section.
Grid
Resulting file
Time & Expenses
Review
 tab
Review Time & Expenses.xlsx
Time & Billing
Review Invoices
 tab
Download.xslx
Receipts & Adjustments
Review
 tab
Review Receipts & Adjustments.xlsx

Reporting

You can download your firm reports and, optionally, Onvio usage reports, from the Reporting menu.
  • Select the
    Show/Hide Columns
     button preceding the Firm Reports grid and then mark the boxes for any, or all, of the columns of information that you want to display.
  • For each report that you want to export, select the
    Edit
     button and select the report date range and other report options, and then select the
    Save
     button.
  • To export 1 report at a time, select the
    Create
     button next to a single report. To export multiple reports, mark the boxes next to the reports and then select the
    Create
     button in the menu bar.
  • On the Create panel, change the file type to Excel and mark the
    Download to my computer
     checkbox.
  • Select the
    Create
     button. The reports export to your Downloads folder, and are named “report name – yyyy-mm-dd.xls” (the date is the system date on which the reports are exported).
Each firm may need to export different reports, but this table includes the reports that may be useful for most firms to export.
Reporting
Firm Reports
Report Type
Report
Resulting file
Billing
Billing Analysis
Billing Analysis - yyyy-mm-dd.xls
Billing
Billing Worksheet
Billing Worksheet - yyyy-mm-dd.xls
Billing
Invoice Journal
Invoice Journal - yyyy-mm-dd.xls
Time & Expense
Time & Expense Journal
Time and Expense Journal - yyyy-mm-dd.xls
Projects
Project Listing
Project Listing - yyyy-mm-dd.xls
Firm Collection
Accounts Receivable Ledger
Accounts Receivable Ledger - yyyy-mm-dd.xls
Firm Collection
Collection Summary
Collection Summary - yyyy-mm-dd.xls
Firm Collection
Late Fee Journal
Late Fee Journal - yyyy-mm-dd.xls

Contacts

You can export the firm’s contacts from the
Setup
, then
Contacts
 menu.
Follow the instructions in the previous
Export information from grids
 section.
Information type
Resulting file
Clients
Clients.xlsx
Staff
Staff.xlsx
All Contacts
Contacts.xlsx

Firm

You can export your firm information from the
Setup
, then
Firm
 menu
Follow the instructions in the previous
Export information from grids
 section.
Information type
Resulting file
Firm Settings
NO EXPORT
Permission Groups
NO EXPORT
Folder Templates
NO EXPORT
Request Templates
NO EXPORT
Offices
Offices.xlsx
Departments
Departments.xlsx
Standard Text
Standard Text.xlsx

Time Entry

You can export your time entry information from the
Setup
, then
Time Entry
 menu.
Follow the instructions in the previous
Export information from grids
 section.
Information type
Resulting file
Activities
Activities.xlsx
Activity Categories
Activity Categories.xlsx
Service Templates
Service Templates.xlsx
Service Categories
Service Categories.xlsx
Staff Levels
Staff Levels.xlsx
Staff Rate Descriptions
Staff Rate Descriptions.xlsx

Billing & A/R

You can export your billing and accounts receivable information from the
Setup
, then
Billing & A/R
 menu.
Follow the instructions in the previous
Export information from grids
 section.
Information type
Resulting file
Fixed Fee Templates
Fixed Fee Templates.xlsx
Invoice Formats
NO EXPORT
Statement Formats
NO EXPORT
Late Fees
Late Fees.xlsx
Bank Accounts
Bank Accounts.xlsx
Tax Rates
Tax Rates.xlsx
Tax Groups
Tax Groups.xlsx

Projects

You can export your project information from the
Setup
, then
Projects
 menu.
Follow the instructions in the previous
Export information from grids
 section.
Information type
Resulting file
Project Templates
Project Templates.xlsx
Statuses
Statuses.xslx