Onit Documentation

Using the CSV Import Option

by Sigmarie Soto Updated on

The import option can be used to create or update records in bulk by uploading a CSV file that maps values to supported system fields. For example, you can add unique descriptions to 60 matters at once by formatting them into a CSV file for upload instead of manually finding, opening, and updating each matter one at a time.

You can either download and fill in one of our CSV templates or prepare your own file for upload. Using our templates is not required but highly recommended to avoid processing errors or having to start from scratch. When you upload a CSV file for import, you will be prompted to confirm and/or update which column headers in the file map to relevant fields in the system. 

This article covers instructions for downloading the CSV templates available in Unity and step-by-step instructions on how to upload/import a prepared CSV file. To get started, go to Settings > Bulk Actions and switch to the Import tab. 

REMINDER: Some terms, such as Cost Code, Practice Areas, and Legal Entities, mentioned in this article may appear differently in your UI depending on custom label settings in your environment. 

Downloading CSV Templates

Follow these steps to download CSV templates when creating or updating records in bulk. If ready to upload your CSV file, click here.

1. From the Import tab, select Create or Update. 

2. Select an option from the What would you like to..? dropdown.

  • If Create was selected in Step 1, choose one of the following options:
    • Cost Codes
    • Custom Attribute List Values
    • Legal Entities with General and Custom Attributes, Approvers, and Subscribers
    • Matter Groups (or Practice Areas) with Attributes, Approvers, and Subscribers
    • Matters with General and Custom Attributes, Approvers, and Vendors
    • Vendors with Attributes, Approvers, and Subscribers
  • If Update was selected in Step 1, choose one of the following options:
    • Cost Codes
    • Custom Attribute List Values
    • Legal Entities with Approvers
    • Legal Entities with General and Custom Attributes and Subscribers
    • Matter Groups (or Practice Areas) with Approvers
    • Matter Groups (or Practice Areas) with Attributes and Subscribers
    • Matters with Allocations
    • Matters with Approvers
    • Matters with Custom Attributes
    • Matters with General Attributes
    • Matters with Matter Template Update
    • Matters with Subscribers
    • Matters with Vendors
    • Vendors with Approvers
    • Vendors with Attributes and Subscribers

NOTE: Updates to invoice reviewers/approvers (and in some cases, subscribers) must be handled separately from updates to other fields. Make sure to select the with approvers option if you need to update reviewers or with subscribers option to update followers. 

2a. You must choose a matter template to move onto to Step 3 if you selected any of the following:

Create > Matters with General and Custom Attributes, Approvers, and Vendors

Update > Matters with Custom Attributes

Update > Matters with Matter Template Updates

3. Click Download Template to open and save the CSV file on your computer.

The CSV templates are populated with column headers that map to supported system fields. Which fields can be updated as part of an import depends on the selected bulk action type.

Expand or collapse content Creating New Records 

NOTE: A maximum of 1,000 new records can be created per CSV import. If additional records need to be created, you must create and import a separate CSV file. 

Below is an example of a CSV template for creating new matters. The column headers displayed are driven by the fields in the matter template selected in Step 2a above. Values must be included for any fields labeled as required in parentheses on the CSV template. 

CSV templates for creating new matters include the following:

  • A column header for each general attribute (e.g., columns A-G in example above)
  • A column header for each custom attribute (if applicable; none shown in example above)
  • A column header for Level 1 Invoice Reviewers-ALL only (e.g., column H in example above)
  • A column header for Level 2 Invoice Reviewers-ALL only (e.g., column I in example above)
  • A column header for vendors ID(s) (e.g., column J in example above)

See the following articles for more details on supported fields and formatting requirements:

Expand or collapse content Updating Existing Records 

NOTE: A maximum of 10,000 existing records can be updated per CSV import. If additional records need to be updated, you must prepare and import a separate CSV file. 

The first column header (i.e., column A) in all CSV templates for bulk updates to records is ID (i.e., Client Matter ID, Vendor ID, Cost Code ID, Matter Group ID, Legal Entity ID, OR Custom Attribute List Value ID). Values for IDs and at least one other column are required for each row. The remaining column headers displayed are driven by the bulk action and record type. 

Below is an example of the CSV template for Matters with General Attributes.  

Values must be included for any fields labeled as required in parentheses on the CSV template. See the articles below for more details on supported fields and formatting requirements:

Uploading CSV File for Import

Follow the steps below once your CSV file is prepared and ready for import:

1. Select Create or Update.

2. Choose the relevant record type (and matter template, if prompted per the section above).

3. Click Next in the bottom-right corner.

4. Drag and drop the CSV file into the upload section, or click within the upload box to find/select the file.

5. Click Next.

NOTE: The uploaded file is validated before you can move onto the next step; the progress window that appears will automatically close once validation is completed. Validation will fail if the upload is missing any required components. For example, files for bulk updates to matters must have a column header for Client Matter ID and at least one additional column header. Review the file for any issues and then try again. 

6. Under Map Fields, confirm that the Onit fields (left column) are mapped to the relevant column headers in your CSV file (right column). Fields that are required are marked with asterisks (*) and highlighted in red for reference.

NOTES: 

System fields are automatically mapped to CSV columns in your file where possible based on the name and format. For example, the column headers in our CSV templates are labeled to match up with system field names, such as Client Matter ID, Matter Status, and Matter Description.

Make sure to select options for any required fields marked with asterisks (*) before moving forward.

If any of the fields under the right column (CSV Fields) are blank and/or shown in red, this means that the system could not automatically map the header names in your file to the relevant system fields. Click on the dropdown and choose an option as needed. If an optional field is not being set/updated for any records in your file, you can leave the dropdown blank on the right side.

If a column in your CSV file can be mapped to more than one system field for all rows, you can choose the same column name from the right side. This is only applicable if the data type and format match that of the additional system field. For example, if there is a date column in your file that also applies to another system field for dates, you can choose the same column name under the mapping section. 

7. Click Start Import in the bottom-right corner.

8. Click the box for I acknowledge I've read and understand the above message and then click Yes.

You will be redirected to the Job History tab to see the status. Processing time varies depending on the number of rows in your file. If a bulk action job fails, download the error file from the Job History page to see which records were not successfully updated or created and why.

NOTE: Bulk action jobs are stored in the history log for 90 days. Please make sure to download/save any files before 90 days. 

Previous Article Using the Bulk Editor
Next Article CSV Import Formatting Requirements

Unity ELM End User Guides

Getting Started with Unity ELM 5
Financials in Unity ELM 1
Matters in Unity ELM 5
Invoices in Unity ELM 7
Accruals in Unity ELM 2
Vendors in Unity ELM 7
Budgets in Unity ELM 1
Calendar in Unity ELM 2
Tasks in Unity ELM 2
Timekeepers in Unity ELM 4
Reporting in Unity ELM 4
Admin Settings in Unity ELM 22
Bulk Actions Tool in Unity ELM 3
Rule Management in Unity ELM 1
Integrations & Add-Ons for Unity ELM 5

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