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 Case CSV Import:
- None - The user is not able to see the case data import option in Equinox
- Read - The user is able to access the CSV Data Import section and download the case template, but not import a file
- Edit - The user is able to access the CSV Data Import section and download the case template, but not import a file
- Create - The user is able to import case CSV Data Import files
- Delete - The user is able to import case 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 for the new case. |
| Client | Yes | The client name. The value must match the name of an existing client organisation in the address book. |
| Billing Location | The billing location name. The value must match the name of an existing billing location in the address book. | |
| Renewal Client | The renewal client name. The value must match the name of an existing client organisation in the address book. | |
| Renewal Address | The renewal billing location name. The value must match the name of an existing renewal billing location in the address book. | |
| Attorney | Yes | The case attorney (user 1). The value must match the username of an active Equinox user. |
| Formalities | The case user 2 role. The value must match the username of an active Equinox user. | |
| PA | The case user 3 role. The value must match the username of an active Equinox user. | |
| Trainee | The case user 4 role. The value must match the username of an active Equinox user. | |
| Team | The case team. The value must match the username of an active Equinox team. | |
| Category | Yes | The case category. The value must match a case category used in your system - e.g. Patent |
| Sub Category | The case sub category. The value must match a case sub category used in your system - e.g. First Filing | |
| Short title | Yes | The case short title. This is free text input. |
| Long title | The case long title. This is free text input. | |
| Formal title | The case formal title. This is free text input. | |
| Country | Yes | The case country. The value must be a 2 letter country code - e.g. GB |
| Status | Yes | The case status. The value must match a status used in your system - e.g. Filed. |
| Family | The family name. If left blank, the case will not be assigned to a family. If a value is entered and a matching family name already exists, the case will be added to the existing family. If a value is entered and the family name does not already exist, a new family will be created. | |
| Parent Case Code | The case code of the parent case, to create a parent child relationship. The value must match an existing case code on your system, or a case code in the same import spreadsheet. Note - if the parent and child cases are in the same import file, the parent case must be listed above all child cases in the file. | |
| Client Ref | The case client reference. This is free text input. | |
| Old Code | The case old code. This is free text input. | |
| Notes | The case notes. This is free text input. | |
| Designated States | The case designated states. Countries should be added with 2 letter country codes, comma separated without spaces - e.g. FR,GB,DE,IT | |
| Type of Mark | The case type of mark. The value must match a type of mark used in your system - e.g. Device | |
| Business Unit | The case business unit. The value must match a business unit used in your system - e.g. Engineering. | |
| Expiry/Renewal | The case expiry date. The value must be a date in the format of dd/mm/yyyy - e.g. 31/12/2024. | |
| Renewals | The case renewals responsible. The value must be a value in your system - e.g. Responsible: Questel | |
| Renewal Provider | The case renewal provider. The value must be a value in your system - e.g. PAVIS | |
| Legal Entity | The case legal entity. The value must be a value in your system - e.g. Japanese Office | |
| Working in Currency | The case working in currency. The value must be a 3 digit currency code - e.g. GBP. If left blank, your system base currency will be used. | |
| Add Pre-set Prompts | Whether pre-set prompts should be triggered for the generated cases, based on the history dates being imported. The value should be entered as Yes or No, or left blank. | |
| History Date - Date | For all history dates (E.g. priority, filing) - The value must be a date in the format of dd/mm/yyyy - e.g. 31/12/2024. | |
| History Date - Codes | For all history dates (E.g. priority, filing) - The value must be a 2 letter country code - e.g. GB | |
| History Date - Number | For all history dates (E.g. priority, filing) - The value supports free text input. | |
| 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. | |
| Applicants | The case applicant(s).The value must match the internal name of an applicant stored on your system. For multiple applicants, use pipe characters as separators - e.g Dave Smith|Tom Jones | |
| Inventors | The case inventor(s).The value must match the internal name of an inventor stored on your system. For multiple inventors, use pipe characters as separators - e.g Dave Smith|Tom Jones |
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 Cases 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.
