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Please note that the success of any data migration depends primarily on the quality of the data set provided to us. Before attempting to migrate your information into Clio, you should ensure that your data is consistently formatted, well organized, sufficiently backed up, and stored securely. If you are not certain, it is recommended that you consult with your Clio representative before proceeding.
Table of Contents:
Roadmap:
Pre-Migration
- It is recommended that you review your data prior to sending it to the Migrations Team. This is suggested because the migrations team will not clean your data. For example, if data was input incorrectly into MyCase and then exported, the expected outcome is that the data will be imported into Clio in the same incorrect format.
- Invite all users to Clio and activate all licenses to ensure that activities are associated with the correct users
- Ensure that each Matter has a Billing Contact in MyCase to prevent having to edit Matters in Clio post-import
During Migration
Post-Migration
- First, review the data in your account to ensure it has been imported as expected
- If any Matters have been imported under a Contact named "Unknown Client", edit the Clients on the Matters following the instructions found here
- If required, add Trust Funds to Clients and/or Matters
- If required, update Billing rates for Users, Clients, and/or Matters
Expectations:
Companies
| MyCase Field | Migrated? | Clio Field |
| MyCase ID | No | |
| Company | Yes | Company |
| Business Address | Yes | Work Address |
| Business Fax | Yes | Phone (fax) |
| Company Main Phone | Yes | Phone (work) |
| E-mail Address | Yes | Email (work) |
| Web Page | Yes | Website (work) |
| Outstanding Trust Balance | No | |
| Archived | Yes | Custom Field (text-line) |
| Private Notes and :Notes | Yes | Contact Notes |
| Contacts | No | |
| Cases | No | |
| Case Link IDs | No |
- Any additional fields (not listed above) will be imported as text-line Contact Custom Fields
Clients
| MyCase Field | Migrated? | Clio Field |
| MyCase ID | No | |
| First, Middle, and Last Name | Yes | Name |
| Company | Yes | Company |
| Job Title | Yes | Title |
| Home Address | Yes | Home Address |
| Fax, Work, Home, and Mobile Phone | Yes | Phone Numbers |
| Contact Group | Yes | Custom Field (text-line) |
| E-mail Address | Yes | Email (work) |
| Web Page | Yes | Web address (work) |
| Outstanding Trust Balance | No | |
| Login Enabled | No | |
| Archived | Yes | Custom Field (text-line) |
| Birthday | Yes | Custom Field (text-line) |
| Private Notes | Yes | Contact Notes |
| License Number | Yes | Custom Field (text-line) |
| License State | Yes | Custom Field (text-line) |
| Welcome Message | No | |
| :Notes | Yes | Contact Notes (joined with Private Notes) |
| Cases | No | |
| Case Link IDs | No |
- Any additional fields (not listed above) will be imported as text-line Contact Custom Fields
Matters
| MyCase Field | Migrated? | Clio Field |
| Case/Matter Name | Yes | Description |
| Number | Yes | Custom Field (text-line) |
| Open Date | Yes | Open Date |
| Practice Area | Yes | Practice Area |
| Case Description | Yes | Matter Notes |
| Case Closed | Yes | Status |
| Closed Date | Yes | Close Date |
| Lead Attorney | Yes | Responsible Attorney |
| Originating Attorney | Yes | Originating Attorney |
| SOL Date | Yes | Limitations Date |
| Outstanding Balance | No | |
| MyCase ID | No | |
| Contacts | Yes | Related Contacts |
| Billing Type | Yes | Custom Field (text-line) |
| Billing Contact | Yes | Client* (See Below) |
| Flat fee | Yes | Custom Field (text-line) |
| Case Stage | Yes | Custom Field (text-line) |
| Case Balance | Yes | Custom Field (text-line) |
- Any additional fields (not listed above) will be imported as text-line Matter Custom Fields
- If the Case/Matter Name is blank, the Matter Description will be imported as "."
- *If the Billing Contact is blank or does not match the name of a Contact, the Client will be listed under a new Contact named "Unknown Client", post-migration the client can be edited on the Matters following the instructions found here
Unbilled Expenses and Time Entries
- Time Entries and Expenses will only be imported if they have not been billed in MyCase
- If there is no Expense Category, by default in Clio it will be set to "Imported Expense Entry"
- If there are entries that are not associated with active Users in your Clio account, they will be added to your account as deactivated Users (no cost associated) to ensure that all entries are associated with the correct individual
Accounts Receivable
- The Migrations Team does not have the ability to import any Time or Expenses as billed in Clio, as a workaround to ensure that Accounts Receivable are imported, each Matter with an Accounts Receivable balance will have an unbilled Time Entry in Clio with a quantity of 1 hour and the rate of the outstanding Accounts Receivable amount
- For example, if Matter 12345 has Accounts Receivable owing of $500 in MyCase, when imported into Clio this will show as an unbilled Time Entry on Matter 12345 at with a quantity of 1 and a rate of $500
Tasks
- Tasks in Clio can only be assigned to a single individual, therefore if there are multiple Contacts assigned to a Task that is being imported, the Task will be assigned to the first individual listed and information regarding the other individuals it is assigned to will be appended to the description
Calendar Entries
- If a Calendar Entry is listed on multiple calendars in MyCase, the entry will be imported onto the Firm Calendar in Clio and the User's information will be appended to the description of the entry
Phone Communications
- Derived from Messages in MyCase
- When imported into Clio there will not be any individuals listed under the To and From columns, instead this information from the data will be appended to the description of the entry
What is Not Migrated:
- Accounting Information and Financial History including:
- Bills and Trust Requests
- Bill Payments, Trust Balances, and Trust Payments
- Billing Rates
- Documents
- Email Communications
- MyCase has changed the Email functionality on their platform and no longer allows Emails to be exported
- Firm Customizations
- Notes (unless stated in the above tables)