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Import matters

Import matters in bulk from a CSV file. This page walks you through preparing your data, uploading, and managing imports.

Before you start

Before importing, ensure you have:

  • Matter types – Each matter must reference an existing matter type. Add these under Settings or from the Renewals table.
  • Column names – Your CSV header row must match the template exactly. Download the template first to avoid errors.

Upload CSV

Go to Import in the main navigation. You’ll see the Upload CSV section:

Upload CSV section showing file input, size limit, and action buttons

Step 1: Download the template

Click Download template (50 sample rows) to get a CSV with:

  • All required and optional column headers in the correct order
  • 50 sample rows showing format and examples (trademarks, patents, designs, multiple clients, etc.)

Use this file as your starting point, or copy its header row into your own spreadsheet.

Step 2: Prepare your file

  • Format: CSV or TXT, max 10 MB
  • First row: Must be the header row; column names must match the template exactly
  • Dates: Use YYYY-MM-DD (e.g. 2026-03-15). The importer also accepts:
  • Excel serial numbers (e.g. 45480 for 3 Jun 2024)
  • Common formats such as d/m/Y, d-m-Y (e.g. 16/08/2021)

Step 3: Upload and import

  1. Click Choose file and select your CSV
  2. Click Upload and import
  3. You’ll be taken to the Import status page while the file is processed in the background

Import status

After uploading, the status page shows progress and results:

Import status page showing completed import with 50 matters created

What you’ll see

Field Meaning
File The name of the uploaded CSV
Stage Current step (validating → importing)
Progress bar Rows processed so far
Processed X of Y rows How many data rows have been handled
Created Number of matters successfully created or updated
Failed Number of rows that produced errors

When it’s finished

  • Import another file – Returns to the Import page
  • View renewals – Opens the Renewals table to see your imported matters

If rows fail

Failed rows are listed with messages such as “Row 12: Matter type 'XYZ' not found” or “Row 15: Invalid date format.” Fix those rows in your CSV and upload again. New rows will be created; existing matches will be updated (see Re-uploading and duplicates below).

Previous uploads

On the Import page, completed imports are listed:

Previous uploads section showing a completed import with Delete button

  • Matter count – How many matters were imported
  • Date and time – When the import ran
  • Delete – Available for 7 days after the import

Deleting an import

Within 7 days, click Delete to remove all matters from that import. You’ll be asked to confirm. This permanently removes those matters and related data (reminders, renewal actions, etc.); matter types and contacts are not affected.

After 7 days, delete is no longer available. To remove matters, edit or deactivate them individually from the Renewals or Matter pages.

CSV columns reference

Matter details (mandatory)

Column Description
matter_reference_number Your internal reference, e.g. MAT-001
matter_name Usually the patent or trademark title
matter_type_name Must match an existing matter type exactly, e.g. Trademark, Provisional Patent
application_number Official application or registration number
reference_date Date from which renewal is calculated (typically filing date, sometimes issue date). Format: YYYY-MM-DD
next_renewal_date Next renewal date. Format: YYYY-MM-DD

Matter details (optional)

Column Description
agent_reference_number Agent’s reference number
client_reference_number Client reference, e.g. CL-67890
num_classes Number of classes (for trademarks)
entity_size Entity size for patents: Large, Small, or Micro

Client (owner) — mandatory

Contact who receives renewal reminders. Must be an individual.

Column Description
client_first_name First name
client_last_name Last name
client_email Email address
client_mobile_phone E.g. +61 411 987 654
client_reference_number Optional reference

Applicant — mandatory

The applicant of the IP right. Can be an individual or company.

Column Description
applicant_first_name Leave blank if company
applicant_last_name Leave blank if company
applicant_company_name Leave blank if individual
applicant_email Email address
applicant_mobile_phone Phone number

Agent — optional

Renewal agent (e.g. overseas agent).

Column Description
agent_first_name, agent_last_name Name
agent_email, agent_mobile_phone Contact details

Payee — optional

Contact for invoices. Can be individual or company.

Column Description
payee_first_name, payee_last_name Leave blank if company
payee_company_name Leave blank if individual
payee_email, payee_mobile_phone Contact details

Custom data fields (optional)

Use datafield_ and datefield_ prefixes for custom values. First define the fields in Matter types → Custom fields.

Pattern Example Format
datafield_{name} datafield_country, datafield_registration_number Text
datefield_{name} datefield_priority_date, datefield_expiry YYYY-MM-DD

Re-uploading and duplicates

How duplicates are detected

A matter is a duplicate if it has the same matter_reference_number or application_number as an existing matter in your organisation.

What happens on re-upload

  • Duplicate found → The existing matter is updated with the new CSV data (including contacts).
  • No match → A new matter is created.

Use this to correct data by re-uploading a CSV with the same reference or application numbers.

Multiple contacts per role

To add more than one contact for a role (e.g. multiple clients), use the pipe character (|) to separate values.

Example – three clients:

client_first_name   = Jane|Peter|John
client_last_name    = Smith|Wilson|Clark
client_email        = jane@a.com|peter@b.com|john@c.com
client_mobile_phone = +61 411 001 001|+61 411 002 002|+61 411 003 003

All pipe-separated fields for that role must have the same number of values, or the row will fail validation.

Column order

Column order does not matter, but header names must match the template exactly (including spelling and underscores). Download the template and copy its header row if unsure.