CloudLex Data Export

We are looking forward to performing your conversion to the SmartAdvocate Case Management System, the State-of-the-Art case management application.

Thank you for giving SmartAdvocate the opportunity to support your company through this project. We appreciate your commitment to this project and your willingness to help the team work through this implementation, training, go live and support thereafter. 

Export Data Instructions from CloudLex:

·       Only administrators may export client data.

What Data Could I Export Out of CloudLex?

In most instances, the following data is able to be exported from CloudLex: 

·       Contacts (CloudLex has a Limit of 1000 Contact records and 100 Client records)

·       Clients are Contacts that are related to Matters

·       Matters (CloudLex has a Limit of 2000 records)

·       Notes (Limited)

These items may not be exported because CloudLex does not provide an export feature for these parts of data:

·       Events

·       Tasks

·       Emails

·       Any other data not named

Export Your Contacts (CloudLex has a Limit of 1000 records)

·       Navigate to the Contact Manager

·       Select All Contacts

·       Click the Export button in the top right

Export Your Clients (CloudLex has a Limit of 100 records)

·       Navigate to the Reports section

·       Click on the Hamburger Menu with the 3 Lines

·       Select Plaintiff Contact Report

·       Make sure "All Matters" is selected

·       Click the Export button in the top right

·       Note: You might be able to rerun this process multiple times in the allowed batches of 100 records at a time to get all your Clients exported. Please discuss with CloudLex support.

Export Your Matters (CloudLex has a Limit of 2000 records)

·       Navigate to the Reports Section

·       Click on the Hamburger Menu with the 3 Lines

·       Select All Matters

·       Make sure "All Matters" is selected

·       Click the Export button in the top right

Documents:

To perform document migration, we will need to know where/how your documents are stored and what folder naming system is used.  As a rule, your document folders must be named in a consistent way to allow for data migration.  For example, all document folders should be consistently named with the same identical name as the matter name, matter ID, or the primary contact (client name).   

·       For example, the client name on a matter is: John Test, thus the folder with that client's documents must be named, "John Test" or "Test, John" or with the matter ID number, for example, "123456" otherwise it is not possible to migrate the data without doing so manually on the firm's side.

Any folders that are not related to a specific client/matter cannot be imported and will need to be uploaded manually after the data migration is performed.  Any document folders that are named in an inconsistent way will also require manual document migration by the firm after the data migration is performed.

Some firms have documents stored in a place other than their case management.  That is acceptable if the folders are named in a standardized way as mentioned above.

💡 Please note that the success of any data migration depends primarily on the quality of the data set provided to SmartAdvocate. Before attempting to migrate your information, you should ensure that your data is consistently formatted, well organized, sufficiently backed up, and stored securely. If you are not certain how to proceed then we recommend that you consult with your dedicated SmartAdvocate Team Member before proceeding.