Transitioning your legal matters to Legatics enhances transaction management through streamlined processes and improved collaboration. While Legatics doesn't offer a bulk upload feature due to its unique document handling system, this guide provides a structured approach to manually migrate your matters, ensuring data integrity and operational continuity.
Step 1: Preparing for the transfer
Organize your matter data from your old platform
Structure your matter into folders
Create a main folder named after your matter, with subfolders for setup information and each document. For example:
{Matter Name}
├── 000 - Setup Information
│ ├── Word/Excel Export of List
│ └── Participants
├── 001 - {Document Name}
│ ├── Version 1
│ └── Version 2
└── ... Organize document versions
Within each document's folder, group versions into subfolders labeled with the row number (e.g., "001 - SPA"). This labeling ensures correct sorting and facilitates sequential uploading into Legatics rows.
Prepare lists for import
Export your lists from the current platform into Word tables or Excel files and save them in the "000 - Setup Information" folder. These exports will be used to recreate your lists in Legatics using the Word table importer or Excel importer.
Document your participant hierarchy
Legatics utilizes a three-layer participant hierarchy: Roles, Organizations, and Users. Currently, participants must be added manually. To streamline this process, document the roles, organizations, and users involved in your matter beforehand.
Get Legatics ready for the transfer
Create a Legatics account
If you haven't already, create a Legatics account. If you're unsure of the correct URL, contact support@legatics.com. Most users can access Legatics via app.legatics.com, but some firms have private instances with different URLs.
Develop a list template
To maintain consistency across matters, create a list template that mirrors the structure of your previous platform. This task should be performed by a Template Administrator.
After configuring, publish the list template so it's accessible to all users in your organization.
Step 2: Transferring your matters
Create a live matter
Add roles and organizations
Add the roles and organisations from your previous matter. You can also add users, but not invite them.
Create lists from templates
Import data
Populating your list
You can transfer data into your Legatics list from a Word table or Excel file.
Add documents to your list:
Drag and Drop: Use the drag-and-drop feature to upload files.
Versioning: To upload a new version, drag the file onto the existing version to maintain version history.
Sidebar: Open the sidebar by clicking the box at the far left of your list for a larger drag zone.
Apply permissions at the list, section, row, column, or cell level as needed.
Enable email notifications
Invite users
Step 3: Roll-out Legatics
After migrating your matters, focus on promoting Legatics adoption within your firm by leveraging onboarding resources, training sessions, and promotional materials to ensure users are engaged and confident with the platform.