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.
- Select theShow/Hide Columnsbutton, 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 theExportbutton. Hidden information won't export.
- 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.
- Select theExportbutton 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
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.
- If they are available, select both theProjectsandTasksbuttons to turn on the projects and tasks view.
- To export only the projects that are currently open, select theOpen Projects Onlybutton.
- Follow the instructions in the previousExport information from gridssection.
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 |
|---|---|
tab | Review Time & Expenses.xlsx |
tab | Download.xslx |
tab | Review Receipts & Adjustments.xlsx |
Reporting
You can download your firm reports and, optionally, Onvio usage reports, from the Reporting menu.
- Select theShow/Hide Columnsbutton 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 theEditbutton and select the report date range and other report options, and then select theSavebutton.
- To export 1 report at a time, select theCreatebutton next to a single report. To export multiple reports, mark the boxes next to the reports and then select theCreatebutton in the menu bar.
- On the Create panel, change the file type to Excel and mark theDownload to my computercheckbox.
- Select theCreatebutton. 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.
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
menuFollow 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 |