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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.

Important

This function is not meant for initial data import from a prior system. For additional information regarding data migration, see How the Data Migration Process Works.

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.
    The Import Definition screen opens.
  5. 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.
    The Export Grid opens.
  5. 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

“12345-0001”,”2019-04-05”,”TL”,”10”,”2.50”,”ph”,”2100”,”Copies from Russ “

“12345-0002”,”2019-04-06”,”AP”,”30”,”2.50”,”ph”,”2100”,”Copies from Russ “

Updated on March 10, 2022

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