Support
Export your clients and matters
Before you import into CaseClock, you need a clean list of your open clients and matters. This is what to export, what to leave out, and how to check the file before you upload it.
← Support hubExport checklist
5–15 minutes for most platforms
- Export open or active matters only.
- Export as CSV — Excel works, but CSV imports more reliably.
- Include the minimum required fields below.
- Spot-check the file for missing IDs, closed matters, or odd formatting.
You will need access to your practice management system — admin access may be required — permission to export data, and somewhere to save the file, usually 10–50 MB.
Why CaseClock asks for this
CaseClock uses your client and matter list so that a spoken entry can be attached to the right file. With your current names and IDs available, entries can be matched against real matters instead of free text, which keeps assignment consistent and makes duplicate or near-identical matter names easier to tell apart at review.
You stay in control. Your data stays in your practice management system. The export is a copy CaseClock reads from, and nothing is removed or modified in your existing system.
Which fields to include
Required
- Client name
- Client ID or client number, if your system has one
- Matter name
- Matter number or matter ID, if your system has one
- Matter status — open or active versus closed or archived
Helpful
- Responsible attorney or timekeeper
- Practice area or matter type
- Open date
Leave out
- Detailed billing history
- Trust, WIP, AR and other financial fields, unless support asked for them
- Document lists or document metadata
- Notes fields that may contain sensitive content
Keeping it minimal reduces file size and avoids moving information CaseClock has no use for.
The general export process
This works for most platforms. If yours is listed below, its own guide has the exact clicks.
- 1
Filter to open or active matters
This is the most common mistake. Look for filters named Open, Active, Current or Non-archived, and make sure any "include archived" option is unchecked.
- 2
Choose CSV as the export format
CSV is the most consistent format for import. Excel works too, but export to CSV if you hit any import trouble.
- 3
Select the columns you need
If your system lets you choose columns, start with the minimum required fields: client name, client ID, matter name, matter ID and matter status.
- 4
Export all matching records
Many systems offer both "Export View", meaning only what is on screen, and "Export All". Choose Export All when it is available.
- 5
Verify the file
Open the CSV and spot-check it: the first row has column headers, closed matters are not included, IDs are present where you expect them, and accented names and apostrophes look normal.
- 6
Upload to CaseClock
Follow the CSV import guide to arrange the columns in the order CaseClock expects and upload the file.
Find your system
Each of these has a step-by-step guide with the exact menus, filters and export settings for that platform.
- CosmoLex →
- MyCase →
- Smokeball →
- PracticePanther →
- Unity by Dye & Durham →
- PCLaw →
- PCLaw Time Matters →
- Filevine →
- Rocket Matter →
- LEAP →
- Sage Timeslips →
- CaseFox →
- Interbill →
- Tabs3 →
- Time59 →
uLawPractice
uLawPractice usually handles exports through their support team rather than a self-serve export screen.
- 1.Email support@ulawpractice.com and request an export.
- 2.Ask for clients and matters, filtered to active files only.
- 3.Request CSV or Excel format.
Common export problems
“I cannot find the Export button”
Check your permissions — you may need admin access. Look under Reports, and try a right-click or an overflow menu.
“My export is empty, or only headers”
Your filters may be too narrow. Remove date filters, and confirm you are exporting all records rather than only the current page.
“My export includes closed matters”
Confirm the status filter is set to Open or Active and that "include archived" is unchecked. Some systems require filters to be applied before the export dialog is opened.
“My CSV will not open correctly in Excel”
Confirm the file ends in .csv. Try opening it in Google Sheets, or re-export with a UTF-8 encoding option if one is offered.
“My export is missing IDs”
Some systems hide ID columns by default. Look for Choose columns, Select fields, or Layout options.
Frequently asked questions
- Do I need closed matters?
- No. Export open or active matters only. A closed matter you still need can be added later, and leaving them out keeps the file smaller and the import cleaner.
- What if my practice management system is not listed?
- Use the general export process on this page. Almost every system can produce a matter or case list as CSV from a reports or export screen. If you get stuck, email support@caseclock.ai and say which system you use.
- How much data should I include?
- The minimum that identifies a client and a matter: names, IDs where they exist, and matter status. Leave out billing history, trust and accounts-receivable fields, document metadata and free-text notes.
- Does exporting change anything in my current system?
- No. An export is a read operation. Your data stays in your practice management system, and CaseClock works from a copy.
- How long does this take?
- Five to fifteen minutes for most platforms, depending on how much filtering your system requires before it will export.
Next step
Import the file into CaseClock
The import guide covers the seven-column format, the values each field accepts, and how to fix an upload that fails.
Ready to try this in your workflow?
Request workspace access or book a support call if you have questions about setup.