Manage Custom Import Definitions

Import definitions allows users to create a custom format for importing items into CosmoLex. Use this function for routine imports such as soft cost expenses.

Software applications such as Copitrak and Papercut also provide export files, typically in a .txt format, which include the information you need to add your import definitions.

Add a Custom Import Definition

To add a custom import definition:

1. From the left navigation panel, click Setup.
2. In the Setup gray left navigation, click Import Definitions.
3. From the toolbar atop the Import Definitions screen, click Add.
4. On the Import Definition screen, in the Name field, name the import definition based on the device from which the data you will import the data, or the data type you will import. For example, postage or Lexmark, or printer, etc.
5. In the Description field, enter a description, if desired.
6. From the Delimiter field’s drop-down, click the delimiter. The delimiter indicates what separates the export data fields from each other, whether Comma, Pipe, Tab, or Whitespace.
7. In the Data Has Header field’s drop-down, click Yes or No to indicate whether the export file includes a header row.
8. From the Available Fields section’s column, click an export file field applicable to the import, and then click the double right arrows to move the field to the Selected Ordered Fields section’s column. 
   Note

   To move multiple fields at once, click a field, then press and hold your Ctrl key and click additional fields.

   To remove fields from the Select Ordered Fields column, select them and click the left double arrows.

9. The Select Ordered Fields column must be an exact match, top to bottom, with your import file’s columns. Drag and drop fields to re-order them as needed.
10. If a column exists in your import file for which we do not have a field, or your import file contains fields you want to skip, highlight the field, and then click Ignore >.
    The Ignore command prompts the system to skip the column in that position.
11. In the lower right corner, click Save.
    The system saves your import definition.
    Important

    To avoid potential import issues, set up the same definition within your copier.

To apply your import definition, see Custom Import Your Soft Cost Expenses.

Edit a Custom Import Definition

To edit a custom import definition:

1. From the left navigation panel, click Setup.
2. In the Setup gray left navigation, click Import Definitions.
3. On the Import Definitions screen, single-click the import definition to highlight it.
4. From the toolbar, click Edit.
5. On the Import Definitions screen, make your edits.
6. In the lower right corner, click Save.
   The system saves your edits.

Activate/Deactivate a Custom Import Definition

You may want to deactivate an import definition but retain its settings for future use. 

To deactivate or activate a custom import definition:

1. From the left navigation panel, click Setup.
2. In the Setup gray left navigation, click Import Definitions.
3. On the Import Definitions screen, single-click the import definition to highlight it.
4. From the toolbar, click Edit.
5. In the lower left corner of the Import Definition screen, uncheck or check the Active checkbox, as applicable.
6. In the lower right corner, click Save.
   The system deactivates or activates the import definition.

Delete a Custom Import Definition

To deactivate or activate a custom import definition:

1. From the left navigation panel, click Setup.
2. In the Setup gray left navigation, click Import Definitions.
3. On the Import Definitions screen, single-click the import definition to highlight it.
4. From the toolbar, click Delete.
   The Delete Import Definition message box reads: Are you sure you want to delete selected import definition?
5. Click Yes.
   The system deletes the import definition.

Export a Custom Import Definition

To export a custom import definition:

1. From the left navigation panel, click Setup.
2. In the Setup gray left navigation, click Import Definitions.
3. On the Import Definitions screen, single-click the import definition to highlight it.
4. From the toolbar, click Export.
5. On the Export Grid, use the radio buttons, drop-down, and entry fields to enter your criteria.
6. Click Export.
   The system downloads the import definition in your designated format to your default location.

Sample Custom Import Definition File

Client-Matter, Date, User, Quantity, Printer, Rate, Cost Code, GL Code, Description 19855,07/22/2022,RJ,10,2,10,ph,2100,Copies from Russ1, 19855,07/22/2022,RJ,10,2,10,ph2,2100,Copies from Russ2,

Export Client-Matter

To export matter list from CosmoLex:

1. From the left navigation, click Matters.
2. From the tabs atop the Matters screen, click Export.
3. On the Export Grid that opens, select Custom Export.
4. In the From Page field, select 1 from the drop-down, in the To Page field, select the highest number from the drop-down.
5. From the Export format drop-down, select CSV(.csv), and click Export.
6. Open the CSV file and remove all the columns except CLIENT NAME, MATTER NAME, MATTER FILE#, CLIENT ID.
7. Move this file to the designated folder required by your printing tool.