Converting Amicus Attorney Small Firm Edition to PracticeMaster

Last reviewed: 08/27/2010
Article ID: R10538

The information in this article applies to:

• PracticeMaster Version 15
• PracticeMaster Version 14
• PracticeMaster Version 12
• Amicus 2009
• Amicus 2008

Note: This conversion has not yet been tested for Amicus 2010.

Note: These instructions are for Amicus Attorney Small Firm Edition only. There was a change Amicus Attorney Premier Edition. The client data that is exported from this version of Amicus does not include client address information. As of this writing, Amicus is aware of this and is working on a solution to this problem.

SUMMARY

This article documents how to convert client, contact, appointment and to do data from Amicus Attorney to PracticeMaster Versions 15, 14, & 12.

Note: This article assumes you are working with a PracticeMaster installation that does not have any data. Importing data will overwrite existing data.

MORE INFORMATION

In order to be able to import data successfully into PracticeMaster, the following must be addressed and implemented.

Evaluating Data

The provided templates are a framework to help import Amicus data into PracticeMaster.  Yet, frequently the Amicus source data that is exported to the needed text file must be evaluated prior to import into PracticeMaster.  Unedited Amicus data can contain issues such as duplicating entries, blank fields, and field format dissimilarities such as needed abbreviations, (Ex. - Country, State).  A majority of these issues will be recorded in the error log at the end of a PracticeMaster import, and can then be addressed, but this can increase the amount of time that is dedicated to the conversion process.

• Both programs must have the same Client ID format (i.e., Key Type and Matter Length). Use the Client ID in Amicus Attorney to determine the Key Type and Matter Length. When you first log into PracticeMaster, the Customization window will be displayed, allowing you to specify a Key Type and Matter Length.
   
• Both programs must have matching Areas of Practice (AOP). AOPs in Amicus Attorney are found in the Amicus Administrator (Configure | Files | File Types). AOPs are created in PracticeMaster in the File Maintenance program Maintenance | File Maintenance) by highlighting Areas of Practice, right-clicking, and then selecting Add New AOP.

PracticeMaster Basic Note: If PracticeMaster Basic is being used, AOPs are not allowed. Please see the note specified in the "To Import Clients" procedure on how to import clients and to skip the AOP field mapping.

• Both programs must have matching Calendar Codes. Calendar Codes in Amicus Attorney are found in the Amicus Administrator (Configure | Calendar | Event Categories). Calendar Codes are created in PracticeMaster in the Calendar Code file (Calendar | Calendar Code File).
   
• Both programs must have matching Related Party Categories. Related Party Categories in Amicus Attorney are found in the Amicus Administrator (Configure | Contacts | Contact Groups). Related Party Categories are created PracticeMaster in the Related Party file (File | Open | Related Parties).

Note: In PracticeMaster, you must add a Related Party before you can access the Related Party Category file. On the List tab of the Related Party file, pressing Ctrl + N will display the New Related Party window. Enter "Test" in the Related Party Key field and click OK. Click the drop-down arrow next to the Category field, click the New button to add Related Party Categories. After all Related Party Categories have been added, return to the List tab of the Related Party file and delete the "Test" Related Party.

• Both programs must have matching Timekeepers. Timekeepers in Amicus Attorney are found in the Amicus Administrator (Users | User Management| Groups). Timekeepers are created in PracticeMaster in the Timekeeper file (File | Open | All Other Files | Lookup Files | Billing Files | Timekeeper).

Integration Note: If PracticeMaster and Tabs3 are integrated, Timekeepers and Categories must be entered into Tabs3 [File | Open | Miscellaneous | Timekeeper (or Category)] which are then synced to PracticeMaster.

Note: In PracticeMaster, the Timekeeper Key must be numeric and all Timekeepers must be assigned to a number. You will need to know the number assigned to each Timekeeper when you import clients. It is recommended that you print a Timekeeper List. To print a Timekeeper List, open the Timekeeper file. Select the first Timekeeper, hold down the Shift key and select the last Timekeeper. Once all timekeepers are highlighted, right-click and select Report | Print Record.

Timekeepers must also be entered as Users in System Configuration. In System Configuration, open the User file (File | Open | Users). Enter a User ID up to 8 characters, for each Timekeeper. You will need to know the User ID assigned to each Timekeeper when you import calendar records. To print a User List, select Reports | User List.

• PracticeMaster also requires that a Category be assigned to each Client. When Amicus Attorney Client information is imported into PracticeMaster, each Client will automatically be assigned to Category 1. You are only required to create Category 1 to avoid PracticeMaster Data File Integrity Check errors. In PracticeMaster, categories are created in the Category file (File | Open | All Other Files | Lookup Files | Billing Files | Category).

Steps to Export from Amicus Attorney and Import PracticeMaster

To export Amicus data successfully, you will need to use predefined templates that have been designed specifically to facilitate the export and import of data. The template files can be downloaded from www.Tabs3.com/Support/Utilities.html. Click PracticeMaster Reports and Templates and download the following files:

• CMRELATE.TPL
• CMCLIENT.TPL
• CMCALE.TPL
• CMCALT.TPL

The following instructions include separate procedures to import and export contacts, clients, appointments and to do's. When exporting data from Amicus Attorney, you will use the specified template file (i.e., *.TPL) with the Amicus Administrator. When importing data into PracticeMaster, you will use the File Maintenance (Maintenance | File Maintenance) area to access the Import Data program in order to import the specified data.

When exporting/importing clients, appointments and to do's, you will need to repeat the process for each timekeeper. For example, if you are converting Amicus data for 3 attorneys, you will perform an Import/Export process for:

Contacts
Clients - Attorney 1
Clients - Attorney 2
Clients - Attorney 3
Appointments - Attorney 1
Appointments - Attorney 2
Appointments - Attorney 3
To Do's - Attorney 1
To Do's - Attorney 2
To Do's - Attorney 3

To Export Contacts

1. Copy the CMRELATE.TPL file into the Amicus\Template\Contacts directory. (Note: If you are using the Client/Server version of Amicus Attorney, copy the file into the Team\Template\Contacts directory.)
2. Open Amicus Administrator.
3. Select Import/Export | Export | Record Types | Contacts.
4. For the Format, click Select, highlight CMRELATE.TPL and click Open.
5. For the Export File, click Open, select the PracticeMaster CMSYSTEM directory.
6. Enter CMRELATE for the export filename.
7. For the Range, select the appropriate ranges of the data to export including Groups, Team Members and other Optional ranges.
8. Click Export All to export the data.

To Import Contacts

1. In the PracticeMaster File Maintenance window (Maintenance | File Maintenance) , click the + sign next to Lookup Files to expand the list of Lookup Files.
2. Double-click Related Party.
3. On the Utility tab, click the Import Data icon.
4. In the File to be imported field, type CMSYSTEM\CMRELATE.TXT and click Next.
5. In the Import Data Wizard - Map Fields window, click the drop-down arrow next to the Current Import Definition field and select the Import Definition with the Description of Amicus - Contact. (If using PracticeMaster Version 14.1 or earlier, this must be performed using the File Maintenance Import Data function, and after specifying the Import File Type, you must click Reset.)
6. Verify that the fields in the Import Fields column match the fields in the PM Fields column.
7. If the first record in the import file contains the field names, make sure the Skip this record check box is selected.
8. Click Next and then Finish to import the records.
9. Click OK when the import is complete.
10. If an error log is created, view the Error Log Report.

Note: Amicus Attorney allows an unlimited number of Related Party Categories to be assigned to a Related Party. However, when importing to PracticeMaster, only the first eight Related Party Categories assigned to the Related Party will be imported. If more than eight categories are assigned to a Contact in Amicus Attorney, the record may generate errors and import without any Related Party Categories assigned. Either reduce the number of Contact Groups assigned to each Contact in Amicus prior to exporting, or assign the Related Party Categories in PracticeMaster manually after importing.

To Export Files/Clients

1. Copy the CMCLIENT.TPL file into the Amicus\Template\Files directory. (Note: If you are using the Client/Server version of Amicus Attorney, copy the file into the Team\Template\Files directory.)
2. Open Amicus Administrator.
3. Select Import/Export | Export | Record Types | Files. Or, if using Amicus Version 5.1 or earlier, select Import/Export | Export | Files.
4. For the Format, click Select, highlight CMCLIENT.TPL and click Open.
5. For the Export File, click Open, select the PracticeMaster CMSYSTEM directory.
6. Enter CMCLIENT for the export filename.
7. For the Range, it is important to export clients per Team Member. Click Team Members. Select one Team Member and click OK. Select the appropriate ranges of the data to export including Categories, Types, and other Optional ranges.
8. Click Export All to export the data.

To Import Clients

1. In the PracticeMaster File Maintenance window (Maintenance | File Maintenance), double-click Client.
2. On the Field tab, highlight the Prim_Tkpr Field ID.
3. Click the Edit Default button. Enter the PracticeMaster Timekeeper number in the Fixed Value field for the corresponding Team Member's clients you are importing and click OK.
4. Repeat this process for the Sec_ Tkpr and Orig_Tkpr Field IDs.
5. Click Done to save your changes.
6. In the File Maintenance window, double-click Client.
7. On the Utility tab, click the Import Data icon.
8. In the File to be imported field, type CMSYSTEM\CMCLIENT.TXT and click Next.
9. In the Import Data Wizard - Map Fields window, click the drop-down arrow next to the Current Import Definition field and select the Import Definition with the Description of Amicus - File. (If using PracticeMaster Version 14.1 or earlier, this must be performed using the File Maintenance Import Data function, and after specifying the Import File Type, you must click Reset.)
10. Verify that the fields in the Import Fields column match the fields in the PM Fields column.

Note: If importing into PracticeMaster Basic, make sure to change the field mapping for Amicus's AOP field, File Type, to "None" for the PracticeMaster field.

11. If the first record in the import file contains the field names, make sure the Skip this record check box is selected.
12. Click Next and then Finish to import the records.
13. Click OK when the import is complete.
14. If an error log is created, view the Error Log Report.

Note: You will need to repeat the Export/Import process of clients for each Timekeeper. Once you have finished importing all clients, reverse the actions taken in steps 1-5 (this will change the Fixed Value fields for Prim_Tkpr, Sec_Tkpr and Orig_Tkpr back to 1).

To Export Appointments

1. Copy the CMCALE.TPL file into the Amicus\Template\Appmts directory. (Note: If you are using the Client/Server version of Amicus Attorney, copy the file into the Team\Template\Appmts directory.)
2. Open Amicus Administrator.
3. Select Import/Export | Export | Record Types | Appointments. Or, if using Amicus Version 5.1 or earlier, select Import/Export | Export | Appointments.
4. For the Format, click Select, highlight CMCALE.TPL and click Open.
5. For the Export File, click Open, select the PracticeMaster CMSYSTEM directory.
6. Enter CMCALE for the export filename.
7. For the Range, it is important to export Appointments by Team Member. Click Team Members, select one Team Member and click OK. Select the appropriate ranges of the data to export including Start Date, End Date, and other Optional ranges.
8. Click Export All to export the data.

To Import Appointments

1. In the PracticeMaster File Maintenance window (Maintenance | File Maintenance), double-click Calendar.
2. On the Field tab, highlight the User_ID Field ID.
3. Select the Use a Default Value check box and click the Edit Default button.
4. Select the Fixed Value check box and enter the Timekeeper's User ID in the Fixed Value field. Click OK.
5. Repeat this process for the GroupInfo Field ID.
6. Click Done to save your changes.
7. In the File Maintenance window, double-click Calendar.
8. On the Utility tab, click the Import Data icon.
9. In the File to be imported field, type CMSYSTEM\CMCALE.TXT and click Next.
10. In the Import Data Wizard - Map Fields window, click the drop-down arrow next to the Current Import Definition field and select the Import Definition with the Description of Amicus - Appointment. (If using PracticeMaster Version 14.1 or earlier, this must be performed using the File Maintenance Import Data function, and after specifying the Import File Type, you must click Reset.)
11. Verify that the fields in the Import Fields column match the fields in the PM Fields column.
12. If the first record in the import file contains the field names, make sure the Skip this record check box is selected.
13. Click Next and then Finish to import the records.
14. Click OK when the import is complete.
15. If an error log is created, view the Error Log Report.

Note: You will need to repeat the Export/Import process of Appointments for each Timekeeper. Once you have completed the import, reverse the actions taken in steps 1-5 (this will clear the Use a Default Value check box for the User_ID and GroupInfo fields).

To Export To Do's

1. Copy the CMCALT.TPL file into the Amicus\Template\Todos directory. (Note: If you are using the Client/Server version of Amicus Attorney, copy the file into the Team\Template\Todos directory.)
2. Open Amicus Administrator.
3. Select Import/Export | Export | Record Types | To Do's. Or, if using Amicus Version 5.1 or earlier, select Import/Export | Export | To Do's.
4. For the Format, click Select, highlight CMCALT.TPL and click Open.
5. For the Export File, click Open, select the PracticeMaster CMSYSTEM directory.
6. Enter CMCALT for the export filename.
7. For the Range, it is important to export To Do's by Team Member. Click Team Members, select one Team Member and click OK. Select the appropriate ranges of the data to export including Start Date, End Date, and other Optional ranges.
8. Click Export All to export the data.

To Import To Do's

1. In the PracticeMaster File Maintenance window (Maintenance | File Maintenance), double-click Calendar.
2. On the Field tab, highlight the User_ID Field ID.
3. Select the Use a Default Value check box and click the Edit Default button.
4. Select the Fixed Value check box and enter the Timekeeper's User ID in the Fixed Value field. Click OK.
5. Repeat this process for the GroupInfo Field ID.
6. Click Done to save your changes.
7. In the File Maintenance window, double-click Calendar.
8. On the Utility tab, select the Import Data icon.
9. In the File to be imported field, type CMSYSTEM\CMCALT.TXT and click Next.
10. In the Import Data Wizard - Map Fields window, click the drop-down arrow next to the Current Import Definition field and select the Import Definition with the Description of Amicus - To Do. (If using PracticeMaster 14.1 or earlier, this must be performed using the File Maintenance Import Data function, and after specifying the Import File Type, you must click Reset.)
11. Verify that the fields in the Import Fields column match the fields in the PM Fields column.
12. If the first record in the import file contains the field names, make sure the Skip this record check box is selected.
13. Click Next and then Finish to import the records.
14. Click OK when the import is complete.
15. If an error log is created, view the Error Log Report.

Note: You will need to repeat the Export/Import process of To Do's for each Timekeeper. Once you have completed the import, reverse the actions taken in steps 1-5 (this will clear the Use a Default Value check box for the User_ID and GroupInfo fields).

Field Order

The following is provided for reference purposes and lists how the Amicus fields are mapped and imported to the PracticeMaster fields. Modifications can be made to the field mappings as desired.

Note: Amicus Attorney uses a Boolean field type for a task's Done field. If this field is set to Yes, then the task will be imported with the current system date as the Date Completed.

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