The Activity Feed Migrator streamlines the management of project activities in Filevine. It supports three core functions:
Create Tasks — Generate new tasks for project managementCreate Notes — Add informational notes to activity feedsConvert Tasks to Notes — Transform existing tasks into notesThese functions help you populate and maintain your projects' Activity Feeds efficiently, saving time and ensuring consistency across your organization.
Understanding Filevine's Activity Feed
Before using the Activity Feed Migrator, it's important to understand how Filevine organizes activities:
Activity Types: Notes, emails, faxes, reminders, tasks, and texts. The Migrator supports Notes and Tasks specifically.
Tasks — Assignable items with due dates that can be marked completeNotes — Informational items for project updates that do not require actionNotifications — Creators of tasks or notes receive alerts when items are updatedFormatting — Notes and tasks can include text formatting, attachments, and photosImportant: Understanding these behaviors ensures your migrated activities appear correctly and are actionable in Filevine.
Creating Tasks
Step-by-Step Process
Select the Create Tasks job typeDownload the CSV templateEnter the required fields:Project ID (required)User ID (assignee, required)Add optional fields like Due Date, Task Description, etc.Compress the completed CSV to a Zip fileUpload your Zip file and review the dataSelect Create Job to migrate tasksKey Features
Bulk creation of tasks across multiple projectsAutomatic assignment to usersDefault due date set to today if none is specifiedPro Tips
Use consistent naming conventions for task descriptionsCreate task templates for recurring tasksRemember that task creators will receive notifications on updatesCreating Notes
Step-by-Step Process
Select the Create Notes job typeDownload the CSV templateFill in the required field: Project IDAdd note content and any additional informationCompress the completed CSV to a Zip fileUpload the Zip file and review the dataSelect Create Job to import the notesKey Features
Bulk creation of notes across projectsSupports rich text, links, and formattingPro Tips
Use notes for informational updates that don't require actionStandardize note templates for consistent communicationNote creators will receive notifications for updatesConverting Tasks to Notes
The Convert Tasks to Notes function allows you to bulk convert undone tasks to notes, effectively cleaning up outdated tasks while preserving information.
In Filevine, generate an XLSX report from the List of Tasks presetFilter for undone tasks (Is Completed = No)Export the filtered report to XLSXSelect Convert Tasks to Notes job typeDownload CSV TemplateCopy the Link column values from your XLSX report into the CSVUpload your CSVReview the data then select Create Job to convert the tasks to notesKey Features
Bulk conversion of undone tasks to notesPreserves task information in note formatCleans up outdated or irrelevant tasksPro Tips
Use for tasks no longer relevant but containing important detailsDouble-check task selection (conversion cannot be undone)Consider adding standardized text to converted notes (e.g., "Converted from task on [date]")Common Use Cases
Migrating Legacy Data
Scenario: You're transitioning to Filevine from another case management system and need to import existing tasks and notes.
Solution:
Use the Create Tasks and Create Notes functions to bulk import your legacy dataEnsure your legacy data is properly formatted in the provided CSV templatesSetting Up New Projects
Scenario: You've onboarded a new client with multiple cases and need to set up standard tasks for each case.
Solution:
Create a standardized list of tasks for new casesUse the Create Tasks function to bulk import these tasks for each new case, adjusting Project IDs and assignees as neededCleaning Up Old Tasks
Scenario: Your team has accumulated many outdated, incomplete tasks that are cluttering your Activity Feeds.
Solution:
Use Filevine's List of Tasks report to identify old, incomplete tasksUse the Convert Tasks to Notes function to preserve the information while clearing up your task listsBest Practices for Success
Prepare Data: Clean and format CSV files before importUse Unique Identifiers: Accurate Project IDs and User IDs prevent misassignmentTest in Batches: Start small before large-scale migrationsVerify Imports: Check Activity Feeds post-migrationMaintain Consistency: Standardize naming conventions and formatsRegular Cleanup: Periodically convert or delete outdated tasksLeverage Formatting: Use Filevine's text formatting for readability and clarityTroubleshooting
Missing Entries: Ensure all required CSV fields are populatedAssignment Issues: Confirm User IDs exist and are accurateConversion Problems: Verify you're using correct Link values from task reportsFormatting Issues: Check that CSV text formatting matches Filevine syntaxHappy Migrating!
Still having trouble? Feel free to contact us at products@vinetegrate.com
