Converting Amicus Attorney to PracticeMaster

Last reviewed: 05/05/2008
Article ID: R10538

The information in this article applies to:

SUMMARY

This article documents how to convert client, contact, appointment and to do data from Amicus Attorney to PracticeMaster Versions 14, 12, 11 & 10.

Note: This article assumes that PracticeMaster has been installed for the first time and has never been used before.

MORE INFORMATION

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

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.

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.

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:

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. Or, if using Amicus Version 5.1 or earlier, select Import/Export | Export | 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 - Field Mapping window, click the drop-down arrow next to the Import File Type field and select Amicus - Contact. If using PracticeMaster 14.1 or earlier, 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, select the Skip this record check box.
  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 - Field Mapping window, click the drop-down arrow next to the Import File Type field and select Amicus - File. If using PracticeMaster 14.1 or earlier, click Reset.
  10. Verify that the fields in the Import Fields column match the fields in the PM Fields column.
  11. If the first record in the import file contains the field names, select the Skip this record check box.
  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, 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 - Field Mapping window, click the drop-down arrow next to the Import File Type field and select Amicus - Appointment. If using PracticeMaster 14.1 or earlier, 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, select the Skip this record check box.
  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, 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 - Field Mapping window, click the drop-down arrow next to the Import File Type field and select Amicus - To Do. If using PracticeMaster 14.1 or earlier, 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, select the Skip this record check box.
  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, 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.

Amicus Contact File
Field Names

PracticeMaster Related Party File (CMRELATE)
Field Names

Name

Related Party Key

Name

Name

Business Street 1

Addr1

Business Street 2

Addr2

Business Street 3

Addr3

Business City

City

Business State

State

Business Zip

Zip

Business Country

Country

Salutation

Salutation

Business Area+Phone

Work Phone

Business Fax Number

Fax Phone

Business Title

General Background

GroupName

RP Category

Business Company Name

Organization

Business Email

E-mail

Business Web Page

Web Page

First Name

First Name

Last Name

Last Name

Notes

Comments

Cell Phone

Cell Phone

Home Area+Phone

Home Phone

Home Company Name
Home Street 1
Home Street 2
Home Street 3

Alt1_Address

Home City

Alt1_City

Home State

Alt1_State

Home Zip

Alt1_Zip

Other Company Name
Other Street 1
Other Street 2
Other Street 3

Alt2_Address

Other City

Alt2_City

Other State

Alt2_State

Other Zip

Alt2_Zip

 

Amicus Client File
Field Names

PracticeMaster Client File
(CMCLIENT)
Field Names

Client ID

Client ID

Full Client Name

Client Name

Full Client Name

Alpha Search

Client Street

Addr1

Client City

City

Client State

State

Client Zip

Zip

Client Country

Country

Client Phone

Phone

Client Fax

Fax Phone

Matter Name

Description

Date Opened

Date Opened

Date Closed

Date Closed

File Type

Area of Practice

Client Home Phone

Home Phone

Client Bus Email

E-Mail

Active File

Inactive

Client Name

Full Name

Client Business Type

Misc. Line 1

Client Company

Contact

File Summary
Notes
Status Report
Vacation Notes

Comments

Referring Name

Referred By

 

Amicus Appointment File
Field Names

PracticeMaster Calendar File (CMCAL) Type = E (Event) Field Names

Client ID

Client ID

Date

Due_Date

Start Time

Start_Time

End Time

End_Time

Category

Calendar_Code

Contact Name

Related_Party

Notes

Comments

 

Amicus "To Do" File
Field Names

PracticeMaster Calendar File (CMCAL) Type = T (Task) Field Names

Client ID

Client ID

Due Date

Due_Date

Start Time

Start_Time

Category

Calendar_Code

Contact Name

Related_Party

Notes

Comments

Priority

Priority

Done

Complet_Dt

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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