Downloading Cases
Open One Office.
Click File and then PerfectPortal. If you download a file from Perfect Portal you can upload this by clicking Open from File and browsing to the file location.
Select the relevant time frame from the Cases within the last field and click Download from Web.
All cases will be loaded under the Current Cases Tab, and will display the following information (All fields will need to be filled in with the right data for the import to work):
All –This is a tick box and can be used to select all cases for importing or cases can be ticked individually for importing
Download Date –This is the date and time the data has been downloaded from Perfect Portal
Case ID –This is the unique reference number given to each of the cases on Perfect Portal
DPS Mat Ref–This will be blank until the import has been completed and a matter set up in which case the matter ref will display here
AppCode –this is the Application Code for your different work types. This is a drop-down box and can be amended from what has been downloaded
Fee Earner –The Fee Earner who is linked to carry out the required work. This is a drop-down box and can be amended from what has been downloaded
Branch –The branch of the company that is doing the work. This is a drop-down box and can be amended from what has been downloaded
Matter Details –This is the details of the matter once it has been created. This can be overwritten with details that you wish to enter
Click on a case within the current cases box to highlight it. The following information will be displayed below:
All –Select all Clients & Contacts to be created
Type –The type of contact
DPS Client Ref –This will be blank until the upload is complete and the client has been created
DPS Contact Type –If not ‘Client’ you have a dropdown to select the contact type
Name –Name of the contact
There are more fields if you scroll right which contain information such as address, phone number etc.
Importing Cases into DPS
Under the current cases tab, tick the tick boxes for each relevant record or tick the All tick box to select all records
Check all areas including:
Case Clients/ Contacts Tab - By having the items ticked below only the Client will be created, no contacts.
Case Properties Tab - If the details are incorrect simply untick the box.
Click on the Import Selected Cases button.
This will import the selected cases into DPS and create a client and matter for them. You will see a pop up confirming "All Cases imported successfully".
Any completed and imported cases will now show in the Perfect Portal list as having a DPS Mat Ref with the Cases Clients/Contacts highlighted green if they have been imported.The client and matter created will include all the information provided in the details given on Perfect Portal. The DPS Mat Ref & DPS Client Ref now contain hyperlinks. You can also perform the actions below:
Clicking the Matter ref will open the matter.
Clicking the Client Ref will open the client.
Clicking the Open Contact will open the contact.
Previously Downloaded Cases
As well as downloading cases from Perfect Portal live, if you have downloaded a number of cases but not actioned, the case list can still be accessed and imported if required. To do this, follow the steps below:
Click on the Download History tab.This will load you up the list of all of the list of cases that have been downloaded from Perfect Portal.
To view a previously downloaded list of cases you just simply need to double click on the relevant file from the relevant date and time of download. This will now load up the previously downloaded case data with a warning message at the top informing you that the results are from a saved file and not live. Any of the cases that have already been imported and completed on a previous download will be highlighted in green on the list.
Any cases that have not been completed and imported can be selected as we did originally.