Check migrated task records from MyCase to Clio Manage

Practice relevance

Cross-practice idea · A general operational method. Review the stated tool and jurisdiction limits before use.

The problem

Find missing records, duplicate mappings, and changed dates after a migration.

Why it matters: A system migration can leave records missing, duplicated, or attached to changed dates. Comparing complete exports gives the migration owner a concrete exception list before staff depend on the new system.

Sources & evidence

Proposed / not tested. The public discussion supports the problem; the method source supports only the documented features. No outcome from this adapted recipe has been verified.

What’s been verified

The linked sources support the complaint and documented method components. We have not run this recipe or verified its results. The example below is synthetic, not a customer result.

What to measure: During the pilot, count findings confirmed by the reviewer, false alarms, and missing-input cases. Do not infer time or money saved.

Pain evidence: Huge mistake ↗Huge mistake, 2026-08-07, older. OP describes dates lost in a migration and an old Outlook-sourced date remaining after a deadline moved. This is migration reconciliation, not recurring A03 task completion.
Method: Clio migration/export guidance ↗Clio migration/export guidance documents product-specific export limits; Power Query merge supports matching datasets.
Method: Power Query merge ↗Additional official capability reference. It does not validate the complete proposed recipe.

Source checked: October 15, 2026. Pain reports are self-reported and identities are unverified. Method documentation supports components, not a tested end-to-end workflow. We wrote these prompts. The adapted workflow hasn’t been tested.

Suggested approach

Start when: Migration dry run or cutover

compare source and target IDs, counts, owners and dates
Keep row or page references and mark missing or ambiguous evidence. Do not apply the suggested changes.
The responsible staff member checks the draft against the source records and approves any separate action.

Limits and review

The assistant drafts or reports only. Check source records and review the output before a human performs any separately approved send or change. No automatic legal decision, money movement, account connection or publication is included.

Who reviews it: Migration owner resolves all critical exceptions; lawyers verify dates against authoritative records. Test source export truncation, duplicate IDs and daylight-saving offsets.

What you need

Your firm-approved AI assistant · prepared files

An actual MyCase-to-Clio Manage migration, limited here to task records; authorized source backup and target task-export access.
Migration-owner-approved source-task to target-task ID crosswalk, task field mapping, cutoff/timezone, scope and intended changes. Official guides do not establish these account-specific mappings.
Firm-approved Excel; optional Copilot entitlement and tenant approval for the exact minimized data. Native Excel analysis can be done manually if Copilot is absent.
Keep raw exports and identifying source pointers in a separate restricted location. The AI workbook contains only approved alias-based tables and visible policy/scope text, never raw client records on another tab.
Use synthetic inputs first. Keep real data in firm-approved accounts and processing, with appropriate access, confidentiality and retention controls. Aliases alone do not anonymize records. Never paste credentials, API keys or unnecessary client details.

How to use

Conditional documented MyCase-to-Clio task acquisition; comparison stops without migration-owner ID crosswalk and coverage

Before you start

This guide compares task records only. It does not audit documents, invoices, finances, contacts, matter migration or a signed-client handoff.
Clio documents MyCase task migration and both vendors document relevant exports, but stable source-to-target task identity/field mapping is not guaranteed by those docs. Missing or ambiguous crosswalk blocks comparison.
A current MyCase backup after later task edits is not necessarily the migration-cutoff source snapshot. Prefer the actual retained cutoff backup; otherwise document and approve every intervening change.

Check access and setup

Actual source/target task CSV columns, exported IDs, migration crosswalk and completeness counts are account-specific and have not been tested.
MyCase backup creation is limited to one per day; retain the actual downloaded ZIP and use the correct cutoff snapshot.

Collect the real MyCase task snapshot
MyCase · Settings at bottom of left navigation > Import/Export > Full Backup > Create Backup
Prefer the actual retained source backup from the migration cutoff. If a new authorized snapshot is needed, select CSV, the approved all-cases or linked-cases scope and Include archived items as required; create the backup, wait for Pending to become Download, then download the ZIP. Inspect its Tasks CSV. Record export time, selected case/archive scope and source task count; keep the other sensitive backup files restricted and out of AI.
Expected output
Native MyCase task CSV from the actual backup, with cutoff/scope/count controls.
Next step
Have the migration owner verify that this is the source task population actually migrated.
Check before continuing
The backup may contain many unrelated record types; this recipe uses Tasks only. Current backup state is not proof of historical cutoff state.
Step documentation 1 ↗Step documentation 2 ↗
Collect the matching Clio task snapshot
Clio Manage · Tasks > Outstanding > Filters > Apply filters > bottom Export > CSV > Export; repeat Completed
Export the migrated task scope from the actual target Clio account. Retain separate Outstanding and Completed files, export time, filters and record counts. Inspect actual task IDs and full descriptions using Expand rows or Print task as needed. Do not import, edit, reassign or mark tasks complete.
Expected output
Actual target task CSVs and coverage controls.
Next step
Obtain the migration-owner source_id/target_id crosswalk and explicit field mapping before joining.
Check before continuing
Do not match tasks by similar names or assume MyCase IDs are preserved in Clio. Private/hidden or excluded tasks remain coverage gaps.
Step documentation 1 ↗Step documentation 2 ↗
Map the observed records to the starter input
Excel and authorized staff · Separate analysis workbook > Home > Format as Table
Create source.csv and target.csv with record_type fixed to task. Preserve actual record_id and map matter_alias,owner_alias,start_or_due_datetime,timezone,status only using the migration-owner-approved field map; inspect original tasks for unresolved semantics. Obtain id-map.csv source_id/target_id from the actual migration log or an independently verified owner crosswalk. Copy intended-changes.csv from explicit approved changes. Put per-status counts, both capture times, cutoff, case/archive/visibility scope, date precision and exclusions in visible Scope. If stable identity or coverage is absent, stop: do not infer it from similar text. Create named tables Source, Target, IdMap and IntendedChanges in the separate alias-based workbook.
Expected output
Task-only comparison inputs and a verified identity/field crosswalk, or a precise missing-crosswalk/coverage checklist.
Next step
Check the mapping against each original source before using AI.
Check before continuing
Aliases and missing policy fields are staff-created; do not relabel a native export as the kit schema. Unknown stays blank/unknown, not false or zero.
Step documentation 1 ↗
Review the bounded evidence with Copilot
Excel Copilot, optional · Approved analysis workbook > Copilot icon at lower right > Chat only
Use Chat only and submit the prompt. Without Copilot: perform exact ID joins after validating mapping uniqueness and record-type controls.
Excel Copilot, optional promptFirst verify Scope contains both actual task snapshots, cutoff/coverage/count controls and a migration-owner-approved unique source-to-target ID crosswalk and field mapping. If any is absent or ambiguous, return comparison_blocked and the exact evidence needed; do not infer identity from names/text. Otherwise compare Source and Target through IdMap and IntendedChanges. Return missing/extra tasks, duplicate mappings, owner/status/date differences and explicitly approved changes with row references. Preserve date-only precision and timezone; do not calculate legal deadlines, edit tasks or declare the whole migration successful.
Expected output
A conditional migration exception report, or explicit blocked data requirements.
Next step
Copy the draft exception list to the reviewer; retain row references.
Check before continuing
Check every flagged row and the scope. A fluent answer is not evidence of completeness; no automatic workbook or source-system edits.
Step documentation 1 ↗Step documentation 2 ↗
Approve the review result
Final human review
Responsible staff reviewer · Reviewed local worksheet
The migration owner resolves acquisition/mapping gaps and validates task counts and source records, including private/archived and completed/outstanding coverage. Approve only the reviewed task comparison; other migration record types are outside this guide.
Expected output
Blocked-input checklist or reviewed migration exceptions.
Next step
Any external message, source change, payment or deletion requires its own authorized process.
Check before continuing
A successful sample or equal total count cannot establish complete migration fidelity.
Step documentation 1 ↗

What you’ll get

migration-reconciliation.csv: record_type, source_id, target_ids, field, source_value, target_value, intended_change_reference, status; separate counts summary. No live changes.

Inputs and a sample test Synthetic example · not a measured result

Input files

source.csv and target.csv: record_type, record_id, matter_alias, owner_alias, start_or_due_datetime, timezone, status. id-map.csv: source_id, target_id. intended-changes.csv: record_id, field, approved_old_value, approved_new_value.

Synthetic example

S1 maps to missing target T1
S2 maps to two target rows
S3 has an approved date change in the change log

Expected output

S1: missing target
S2: duplicate mapping, no deletion
S3: expected difference with approval reference

Test a failure

Migration owner resolves all critical exceptions; lawyers verify dates against authoritative records. Test source export truncation, duplicate IDs and daylight-saving offsets.

Try with the sample files

Follow the tool steps above and use the inputs named in each step. Where provided, native-* files are blank scaffolds and NATIVE-INPUT-MAPPING explains their fields. Original examples and the optional full review prompt use a separate prepared-input schema. Keep them separate unless the mapping explicitly connects them. Downloading a kit does not connect accounts or prove the workflow works.

Download inputs and checklist 12 files

Instructions, blank templates and separate synthetic examples; these files do not install an automation. Blank templates still need verified source data.

Download starter kit All inputs, synthetic examples and review notes in one ZIP. No automation is installed.
Start here: get the sources and prepare the review Documentation-checked acquisition, explicit manual mapping, exact prompts and human review limits
Setup and review checklist Required inputs, file use, review steps and limits
Source blank CSV Blank input headers for source.csv
Source synthetic example Synthetic test records for source.csv
Target blank CSV Blank input headers for target.csv
Target synthetic example Synthetic test records for target.csv
Id map blank CSV Blank input headers for id-map.csv
Id map synthetic example Synthetic test records for id-map.csv
Intended changes blank CSV Blank input headers for intended-changes.csv
Intended changes synthetic example Synthetic test records for intended-changes.csv
Synthetic example expected results Compare a pilot result with the planted exceptions

Optional full review prompt for prepared inputs

Prepared-input review prompt with Your firm-approved AI assistant · prepared files

Reconcile these source and target exports using the supplied ID map. Report counts and mismatches by record type, especially missing tasks/events, duplicate events, owner changes and altered date/time values. Separate intentional changes from unexplained differences. Do not choose which date is legally correct, merge records or delete duplicates.

INPUTS
source.csv and target.csv: record_type, record_id, matter_alias, owner_alias, start_or_due_datetime, timezone, status. id-map.csv: source_id, target_id. intended-changes.csv: record_id, field, approved_old_value, approved_new_value.

OUTPUT
migration-reconciliation.csv: record_type, source_id, target_ids, field, source_value, target_value, intended_change_reference, status; separate counts summary

Use only the supplied synthetic or firm-approved inputs. Cite source row or page IDs for each finding. Keep unknowns unresolved. Return a draft for the responsible staff reviewer. Do not send messages, connect accounts, change records, move money, or make legal decisions. Keep source files unchanged. If an input or permission is missing, list what is needed and stop that check.

Proposed / not tested · editorial prompt. This prompt uses the original prepared-input schema shown in the sample test. Step prompts may use different tables. Follow NATIVE-INPUT-MAPPING where supplied; do not mix the original examples with native-step inputs without mapping and checking every field.

Read original method Read pain evidence