TABLE OF CONTENTS
- Import Process Summary
- User Permissions
- Downloading the Data Import Template
- Populating the Data Import Template
- Importing the Data Import File
- Viewing Data Import Logs
Import Process Summary
To import a spreadsheet of data into Equinox, the below process should be followed. More detail is included in the article sections below.
- Ensure the relevant users have the correct permissions to use the import tool - set in System > System Preferences
- Download the CSV template file via System > CSV Data Import
- Populate the CSV template locally, and then return to System > CSV Data Import to import the file
- Review the validation messages and if necessary make any corrections and upload a new file
- Import the successfully validated entries
- The corresponding records on Equinox should now be created, and an import log entry visible In System > CSV Data Import > Log
User Permissions
Users need to have the relevant permissions to be able to use the CSV Data Import tool. The permission relevant to this tool is named Charge CSV Import:
- None - The user is not able to see the charge data import option in Equinox
- Read - The user is able to access the CSV Data Import section and download the charge template, but not import a file
- Edit - The user is able to access the CSV Data Import section and download the charge template, but not import a file
- Create - The user is able to import charge CSV Data Import files
- Delete - The user is able to import charge CSV Data Import files (there is no delete option within this tool)
For more information on updating system permissions, please see the linked article here.
Downloading the Data Import Template
The data import template can be downloaded via System > CSV Data Import, from the Example CSVs block on the right-hand side:
Please note that the format of the template may occassionally change, for example if new fields are added to the import tool, so it is best practice to redownload the template for each import.
If you open the downloaded template and it doesn't display as you expect, you may need to change the CSV file delimiter that is used in Equinox. It is common in Europe for applications to use a semi-colon as a delimiter rather than a comma. If this is the case, you can update the CSV delimiter in System > System Preferences.
Note - this is a global setting and will affect the output of CSV files and reports downloaded from other parts of the system.
Populating the Data Import Template
The template is specific to your individual system, based on your own system wordings and fields. It contains a sample row with some fake values to help you populate the template in the correct format.
Each import file should be limited to a maximum of 5000 rows.
The table below shows an example of the columns that are available, the fields that are required, and details of how the field should be populated:
| Field | Required | How to populate |
| Case Code | Yes | The case code the task should be added to. The value must match an existing case code in the system. |
| Charge User | Yes | The user linked to the charge. The value must match the username of an active user in your system. |
| Legal Entity | The legal entity linked to the charge. This must be the ID of the legal entity - e.g. 12 | |
| Charge Sheet ID | The charge sheet ID that is linked to this charge. This must be the ID - e.g. 1234. Note - no information is taken from the charge sheet item during import, the charge is imported with the details provided in the spreadsheet. | |
| Team | The team linked to the charge. The value must match the username of the team in your system. | |
| Charge Date | Yes | The charge date. The value must be a date in the format of dd/mm/yyyy - e.g. 31/12/2024. |
| Time | The number of minutes for time charges. The value should be entered as a number only - e.g. 120 | |
| Rate | The charge rate for time charges. The value should be entered as a number only - e.g. 300 | |
| Description | Yes | The charge description. This is free text input. |
| Status | The status of the charge, only if using charge approval. Values accepted are: blank, pre-approval, approved, write-off. | |
| Category | Yes | The charge category. The value must match a charge category used in your system - e.g. Cost |
| Sub Category | The charge sub category. The value must match a charge sub category used in your system - e.g. Official Fees | |
| Payment Ref | The charge payment reference. This is free text input. | |
| Internal Note | The charge notes. This is free text input. | |
| Non-chargeable | The non-chargeable property for the charge. The value should be entered as Yes or No, or left blank. | |
| Amount | Yes | The amount of the charge. The value should be entered as a number only - e.g. 600 |
| Currency | Yes | The currency of the charge. The value should be entered as the 3 digit currency code - e.g. GBP |
| Charge Custom Fields | Custom field values vary based on the type of custom field - an example based on the type of field is included within the file. |
It is important that the column information in the file is not changed from the original template downloaded. The columns must stay with the same headers and in the same order, or the file will fail the validation when being imported.
Importing the Data Import File
Your populated data import file can be imported in System > CSV Data Import. First, the file must be validated following the below steps:
- Use the Choose file option to select the local file you want to import
- Choose Charges in the type of import field
- Click Validate
After processing, you will be taken to the Data Import Validation page. This will show you which entries in your spreadsheet have been successfully validated, and which entries have failed validation, meaning they are not able to be imported.
If you have failed entries, you can click the See Details button on each row to see the details that have caused the validation to fail:
You can only import rows that have been successfully validated. If you have failed rows there are a couple of ways you could proceed:
- Cancel the import, and fix the errors in your original file, and then restart the import process
- Import the successful rows, and then create another import for the failed rows after they have been resolved. You can use the Download CSV button for the failed rows to easily create a new import just for the failed entries.
To import the successful rows, use the Import Rows option within the Successful block:
You will then be taken to the Run Data Import screen, where you can click Start to begin the import. You will see the progress of the import, and then you will see a Completed message when the import has been fully processed:
The corresponding entries have now been created on Equinox.
Viewing Data Import Logs
Data Import logs can be viewed by clicking the View Import Log button after the completion of an import, or by navigating to System > CSV Data Import > Log at any time. The logs show the type of import, the date it was ran, the user who ran the import, as well as details of the items that were imported.
