Converting Abacus to PracticeMaster

Last reviewed: 05/07/2008
Article ID: R10541

The information in this article applies to:

• PracticeMaster Version 14, 12, 11, 10
• Abacus Version 13.08

SUMMARY

This article outlines how to convert names, matters, events, to-do's, matter notes, name notes, and documents from Abacus Version 13.08 to PracticeMaster Version 14, 12, 11, or 10.

Note:  This article assumes that PracticeMaster has been installed for the first time and has never been used. If you are currently using Tabs3, please contact our Technical Support staff for more information before starting the conversion process.

More Information

The Conversion consists of exporting Abacus data using pre-defined Abacus reports and importing the data into PracticeMaster using the Import Data utility in PracticeMaster's File Maintenance.  To export Abacus data successfully, you will need to use predefined reports that have been designed specifically to facilitate the export and import of data.  

The report files can be downloaded from http://www.tabs3.com/support/utilities.html. Use the following procedures to download the report files.

1. From the above specified Internet location, click PracticeMaster Reports and Templates.
2. Click the LAWREPS.EXE link and download it to a directory other than your Abacus directory. The LAWREPS.EXE file is a self-extracting file that will open the following files:  LAWREPS.DBF, LAWREPS.CDX and LAWREPS.FPT. 
3. After the file has been downloaded, open the Windows Explorer and navigate to the LAWREPS.EXE file. 
4. Double-click the LAWREPS.EXE file to execute it. 
5. While holding down the Ctrl key, click the LAWREPS.DBF, LAWREPS.CDS and LAWREPS.FPT files to select all three files. Right-click one of the files and select Copy to copy the three selected files to your Windows clipboard.
6. From the Windows Explorer, navigate to the directory where Abacus is installed. Rename the LAWREPS.DBF, LAWREPS.CDX and LAWREPS.FPT files that reside in your Abacus directory (in order to preserve any modifications that were made to your reports). For example, rename LAWREPS.DBF to LAWREPS.DBF2; LAWREPS.CDX to LAWREPS.CDX2; and LAWREPS.FPT to LAWREPS.FPT2. 
7. After renaming the files, right-click the Abacus folder and select Paste to paste the downloaded files in the Windows clipboard to your Abacus directory. 

Note:  If desired, you can create your own reports that export different or additional fields from Abacus.  This would allow you to import additional data into PracticeMaster.  If you want to do this, it is recommended that you be familiar with both the reports in Abacus and PracticeMaster's import program.

Initial PracticeMaster Setup

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

• Each "who code" in Abacus must have a corresponding user ID set up in System Configuration.  If you do not already have these users defined for the PracticeMaster Software, in System Configuration, open the User file (File | Open | Users).  Enter a user ID, up to 8 characters, for each "who code". 
  
• Each work group in Abacus must have a corresponding group set up in System Configuration.  In System Configuration, open the Group file (File | Open | Group).  Enter a group ID, up to 8 characters, for each work group.  Asterisks are not allowed.
  
• Both programs must have the same Client ID format (i.e., Key Type and Matter Length in PracticeMaster).  The format of the File/Case # field in Abacus' Matter file must match the Key Type and File/Matter Length of the Client ID field in PracticeMaster.  When you first log into PracticeMaster, the Customization window will be displayed allowing you to specify the Key Type and File/Matter Length.  If the format of the File/Case # field in Abacus does not match the format of the Client ID field in PracticeMaster, editing of the File/Case # field will be required prior to exporting the data.
  
• Case codes in Abacus must be set up as Areas of Practice in PracticeMaster.  Areas of Practice 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.
  
• Attorneys in Abacus must be set up as Timekeepers in PracticeMaster.  Any "who code" that might appear in the Attorney field in Abacus' Matters file must be set up as a timekeeper in PracticeMaster.  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 must be entered into Tabs3 (File | Open | Miscellaneous | Timekeeper) which are then automatically synced to PracticeMaster.
  
  Note:  In PracticeMaster, the timekeeper key must be numeric and all timekeepers must be assigned a number.  After entering all Abacus attorneys as timekeepers with numeric IDs, you will need to know the number assigned to each timekeeper when you import matters.  It is recommended that you print a Timekeeper List in PracticeMaster.  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.
  
• At least one category must be set up in PracticeMaster.  PracticeMaster requires that a category be assigned to each case.  When Abacus matter information is imported into PracticeMaster, each client will automatically be assigned to Category 1. In order to avoid Data File Integrity Check errors, you are required to create Category 1.  The creation of additional categories is optional.  In PracticeMaster, categories are created in the Category File (File | Open | All Other Files | Lookup Files | Billing Files | Category).
  
  Integration Note:  If PracticeMaster and Tabs3 are integrated, categories must be entered into Tabs3 (File | Open | Miscellaneous | Category) which are then automatically synced to PracticeMaster.
  

Converting Abacus Matters

Things to consider:

• Abacus Matters will be exported for import into PracticeMaster's Client file.
• If the format of the File/Case # field in Abacus' Matter file does not match the Key Type and File/Matter Length in PracticeMaster, the matter records will not be imported.  
• If the case codes in the Case code field in Abacus' Matter file do not exist in PracticeMaster as Areas of Practice, the information in the Case code field will not be imported into the Area of Practice field.  If the Case code field in Abacus contains characters that are considered invalid by PracticeMaster, the records will be imported into PracticeMaster with the AOP field left blank.
• If the Opened field in Abacus' Matter file is empty, when imported, the Open Date in PracticeMaster will default to the current system date.
• In order for the Attorney field information to be properly imported into PracticeMaster's Primary Timekeeper field, it will be necessary to export and import matter information for each timekeeper separately.  In other words, if your firm has three timekeepers, you would follow the steps to export and import three separate times.  It is also possible in Abacus to enter matters without attorney information.  The export instructions include steps to export all matters that are not assigned an attorney.  When importing these matters, it will be necessary to decide on a timekeeper to assign them to.

To Export Matters: 

1. In Abacus, select File | Reports | Matters.
2. Click Report.
3. Click on the box to the left of the Matters Conversion report to select it.
4. Click OK.
5. If exporting for your first attorney:
   1. Click Query.
   2. Click Add.
   3. Give the Query a name.  In this case, "Attorney" would be appropriate.  Give the Query a Description if desired.
   4. On the highlighted line, double-click under the Field column to bring up the Expression Editor.
   5. Click the Field drop-down and select the Attorney field.
   6. In the Value field, specify the "who code" for the attorney you will be exporting.
   7. Click OK to return to the Query Builder.
   8. Click OK to return to the Queries for Matters window.
   9. Click in the box to the left of the query that was just created to select it.
   10. Select any additional desired queries.
   11. Click OK to return to the Matters Report Control window.

   If exporting for subsequent attorneys:

   1. Click Query.
   2. Highlight the Attorney query and click Edit.
   3. On the highlighted line, double-click under the Value column to bring up the Expression Editor.
   4. In the Value field, specify the "who code" for the next attorney you will be exporting.
   5. Click OK to return to the Query Builder.
   6. Click OK to return to the Queries for Matters window.
   7. Click in the box to the left of the query that was just created to select it.
   8. Select any additional desired queries.
   9. Click OK to return to the Matters Report Control window.

   If exporting matters that are not assigned an attorney:

   1. Click Query.
   2. Highlight the Attorney query and click Edit.
   3. On the highlighted line, double-click under the Comparison column to bring up the Expression Editor.
   4. Click the drop-down next to the Comparison field and select is empty.
   5. In the Value field, blank out any text.
   6. Click OK to return to the Query Builder.
   7. Click OK to return to the Queries for Matters window.
   8. Click in the box to the left of the query that was just created to select it.
   9. Select any additional desired queries.
   10. Click OK to return to the Matters Report Control window.
       
6. Click Output to.
7. Double-click Data-Merge File...
8. Double-click Comma-Delimited.
9. Click Print.
10. Enter CMCLIENT.EXP for the file name.
11. Click OK.
12. You will be returned to the Report Control window.  Click Close.

To Import Matters into the Client File:

1. In PracticeMaster, select Maintenance | File Maintenance.
2. Double-click Client.
3. On the Field tab, highlight the Prim_Atty Field ID.
4. Click the Edit Default button.  Enter the PracticeMaster timekeeper number in the Fixed Value field for the corresponding Abacus attorney's matters you are importing and click OK.
5. Repeat this process for the Sec_Atty and Orig_Atty Field IDs.
6. Click Done to save your changes.
7. In the File Maintenance window, double-click Client.
8. Select the Utility tab and click Import Data.
9. In the File to be imported field, type in the path of the CMCLIENT.EXP file and click Next.
10. Click the Import File Type drop-down to select Abacus-Matters and if using Version 14.1 or lower, click Reset.
11. Double-click the Prim_Atty field in the PM Fields column and select None.
12. Verify that the import fields match up to the PracticeMaster fields.
13. Make sure that the Skip this record box is checked.
14. Click Next and then Finish to import the records.
15. Click OK when the import is complete.
16. View the error log report if there is one.

Note:  You will need to repeat the export/import process of clients for each attorney.  Once you have finished importing all clients, change the Fixed Value for the Prim_Atty, Sec_Atty and Orig_Atty fields to the desired default value.

Converting Abacus Names

Things to consider:

• Abacus names will be exported for import into PracticeMaster's Related Party file.
• Abacus' Last Name field and First Name field will be imported into PracticeMaster as the related party key in the format "Last Name, First Name".  In Abacus, the combination of these two fields can be up to 55 characters.  The maximum length of a related party key in PracticeMaster is 50 characters.  Only the first 50 characters of Abacus' Last Name and First Name fields will be exported.  
• The City field in Abacus can be up to 30 characters.  The City field in PracticeMaster's Related Party file can be up to 20 characters.  If a record contains more than 20 characters in the City field in Abacus, when you import, you will receive an error report informing you that the field was too long.  The first 20 characters will be imported into the Related Party file.
• In Abacus, the phone fields are in the format, "(402)423-1440ext000".  They will import into PracticeMaster in the format, "402-423-1440".  The parentheses and the last six digits will be omitted.  An entry will be added to the Import Error Log indicating that the field was too long.  The original number will be written to the log for your reference. 

To Export Names: 

1. In Abacus, select File | Reports | Names.
2. Click Report.
3. Click on the box to the left of the Names Conversion report to select it.
4. Click OK to return to the Names Report Control window.
5. If only certain names will be exported, click Query.  This will allow a query to be created or chosen in order to export selected records.
6. Click Output to.
7. Double-click Data-Merge File...
8. Double-click Comma-Delimited.
9. Click Print.
10. Enter CMRELATE.EXP for the file name.
11. Click OK.
12. You will be returned to the Report Control window.  Click Close.

To Import Names into the Related Party File:

1. In PracticeMaster, select Maintenance | File Maintenance.
2. Double-click Lookup Files.
3. Double-click Related Party.
4. On the Utility tab, click Import Data.
5. In the File to be imported field, type in the path of the CMRELATE.EXP file and click Next.
6. Click the Import File Type drop-down to select Abacus-Names and if using Version 14.1 or lower, click Reset.
7. Verify that the import fields match up to the correct PracticeMaster fields.
8. Make sure that the Skip this record box is checked.
9. Click Next and then Finish to import the records.
10. Click OK when the import is complete.
11. View the error log report if there is one.

Converting Abacus Calendar Records (Events and To-Do's)

Things to consider:

• Abacus calendar records will be exported for import into PracticeMaster's Calendar file.
• "What codes" in Abacus must be set up as calendar codes in PracticeMaster.  If you are converting Calendar information, in order to avoid Data File Integrity Check errors, the "what codes" in Abacus must be entered into PracticeMaster's Calendar Code file (Calendar | Calendar Code File).  The What field in Abacus allows characters that are considered invalid in the PracticeMaster Calendar Code field.  In this situation, you may want to map the What field to None during the import so that the "what codes" are not imported into the Calendar Code field in order to avoid Data File Integrity Check errors and manual editing of data.
• If Abacus names have not been converted to related parties, the calendar records will be imported with the name in the Related Party field but Data File Integrity Check errors will result.
• If Abacus "what codes" have not been added into PracticeMaster as calendar codes, the calendar records will be imported with the "what code" in the Calendar Code field but Data File Integrity Check errors will result.
• If Abacus "who codes" have not been added into System Configuration as users, the calendar records will be imported with the "who code" information in the User/Group field but Data File Integrity Check errors will result.
• In Abacus, when a calendar record is created and the Who field is left empty, it indicates that the record is for "All People".  When these records are imported into PracticeMaster, the group will default to All and the User will default to the User that is logged in and performing the import.  Only one calendar record will be created.  Keep in mind that in the future, if you are creating a calendar record for everyone and use All as the group, one calendar record will be created for each user in the system and they will be linked.
• Calendar records with multiple users will come over as linked records.
• If the Abacus Time field is blank or "To-Do", the record will be imported into PracticeMaster as a task.
• If the Abacus Time field contains a time, the record will be imported into PracticeMaster as an event.  
• Abacus calendar records with a status of "D" and a Time field that is blank or "To-Do" will be imported in as tasks with a complete date of the current system date.  If the status is anything other than "D", the complete date will default to mm/dd/yy and they will be considered incomplete.

To Export Calendar Records:

1. Select File | Reports | Events (Calendar).
2. Click Report.
3. Click on the box to the left of the Calendar Conversion report.
4. Click OK to return to the Events Report Control window.
5. Specify a date range for calendar records to be exported if desired.
6. Click Who if calendar records for specific "who codes" should be exported.
7. If any additional parameters for export are desired, click Query.  This will allow a query to be created or chosen in order to export select records.
8. Click Output to.
9. Double-click Data-Merge File...
10. Double-click Comma-Delimited.
11. Click Print.
12. Enter CMCAL.EXP for the file name.
13. Click OK.
14. You will be returned to the Report Control window.  Click Close.

To Import Calendar Records into the Calendar File:

1. Select Maintenance | File Maintenance.
2. Double-click Calendar.
3. On the Utility tab, click Import Data.
4. In the File to be imported field, type in the path of the CMCAL.EXP file and click Next.
5. Click the Import File Type drop-down to select Abacus-Calendar and if using Version 14.1 or lower, click Reset.
6. Verify that the import fields match up to the PracticeMaster fields.
7. Make sure that the Skip this record box is checked.
8. Click Next and then Finish to import the records.
9. Click OK when the import is complete.
10. View the error log report if there is one.

Converting Abacus Matter Notes

Things to consider:

• Abacus matter notes will be exported for import into PracticeMaster's Journal file as client notes.

To Export Matter Notes: 

1. Select File | Reports | Matter Notes.
2. Click Report.
3. Click on the box to the left of the Matter Notes Conversion report.
4. Click OK to return to the Mattnote Report Control window.
5. If any parameters for export are desired, click Query.  This will allow a query to be created or chosen in order to export select records.
6. Click Output to.
7. Double-click Data-Merge File...
8. Double-click Comma-Delimited.
9. Click Print.
10. Enter CMJRNL.EXP for the file name.
11. Click OK.
12. You will be returned to the Report Control window.  Click Close.

To Import Matter Notes into the Journal File:

1. Select Maintenance | File Maintenance.
2. Double-click Common Client Related Files.
3. Double-click Journal.
4. On the Utility tab, click Import Data.
5. In the File to be imported field, type in the path of the CMJRNL.EXP file and click Next.
6. Click the Import File Type drop-down to select Abacus-Notes and click Reset.
7. Verify that the import fields match up to the PracticeMaster fields.
8. Make sure that the Skip this record box is checked.
9. Click Next and then Finish to import the records.
10. Click OK when the import is complete.
11. View the error log report if there is one.

Converting Abacus Name Notes

Things to consider:

• Abacus name notes will be exported for import into PracticeMaster's Journal file as client notes.

To Export Name Notes: 

1. Select File | Reports | Name Notes.
2. Click Report.
3. Click on the box to the left of the Name Notes Conversion report.
4. Click OK to return to the Namenote Report Control window.
5. If any parameters for export are desired, click Query.  This will allow a query to be created or chosen in order to export select records.
6. Click Output to.
7. Double-click Data-Merge File...
8. Double-click Comma-Delimited.
9. Click Print.
10. Enter CMJRNL.EXP for the file name.
11. Click OK.
12. You will be returned to the Report Control window.  Click Close.

To Import Name Notes into the Journal File:

1. Select Maintenance | File Maintenance.
2. Double-click Common Client Related Files.
3. Double-click Journal.
4. On the Utility tab, click Import Data.
5. In the File to be imported field, type in the path of the CMJRNL.EXP file and click Next.
6. Click the Import File Type drop-down to select Abacus-Notes and click Reset.
7. Verify that the import fields match up to the PracticeMaster fields.
8. Make sure that the Skip this record box is checked.
9. Click Next and then Finish to import the records.
10. Click OK when the import is complete.
11. View the error log report if there is one.

Converting Abacus Documents

Things to consider:

• Abacus documents will be exported for import into PracticeMaster's Document Management file.
• The full path and form path of the documents in Abacus cannot be exported, therefore, this information will need to be entered into the document records manually.

To Export Documents:

1. Select File | Reports | All Reports.
2. Click Report.
3. Click on the box to the left of the Documents Conversion report.
4. Click OK to return to the Report Control window.
5. If any parameters for export are desired, click Query.  This will allow a query to be created or chosen in order to export select records.
6. Click Output to.
7. Double-click Data-Merge File...
8. Double-click Comma-Delimited.
9. Click Print.
10. Enter CMDOCMGT.EXP for the file name.
11. Click OK.
12. You will be returned to the Report Control window.  Click Close.

To Import Documents into the Document Management File:

1. Select Maintenance | File Maintenance.
2. Double-click Common Client Related Files.
3. Double-click Document Management.
4. On the Utility tab, click Import Data.
5. In the File to be imported field, type in the path of the CMDOCMGT.EXP file and click Next.
6. Click the Import File Type drop-down to select Abacus and if using Version 14.1 or lower, click Reset.
7. Verify that the import fields match up to the PracticeMaster fields.
8. Make sure that the Skip this record box is checked.
9. Click OK when the import is complete.
10. View the error log report if there is one.

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