This document introduces the user interface. For more information about the process and end-to-end data flows, please refer to the article Data Loading Principles and Practices.
Using the Data Loader
Data Staging Responsibility
The data that will be loaded into ShareDo first exists in the client's network. It is the client's responsibility to extract the data from their source system(s) and ‘translate’ it into ShareDo's format in a staging database controlled by the client. The data loading tools need only read only access.
The Data Loader v2 tool is found in the System Administration > Data > Data Loading.
Overview of The Data Load Process
- The data is staged, ready to be loaded into ShareDo.
- The data is extracted from the staging area.
- The data loader then processes the data based on a configuration.
- After processing, you can review the data that will be loaded into ShareDo.
- You then load the data into ShareDo.
- The data loader reports the results, and you have the opportunity to reindex search indexes, perform any needed data fixes, unload the data to start again, or exit the data loader.
- The final step is to close the operation by clicking the icon to the right, effectively committing the new data to the system and preparing the data loader for a new load.
Only one active data load may exist in the system.
Available Ribbon Buttons
- You see the Extract button when you're able to extract data, which is all the time, until any entity is loaded.
- You see the Processing button when able to process data, which is any time until any entity is loaded.
- You see the Load button when extraction and processing is complete, and there are no issues (either none detected or a validator was disabled).
- You can unload only when something has been loaded.
New Data Load
From the Data Loading page, click the New button at the top right.
Use the New Data Load blade to specify the source of the data to be loaded. Enter a name for the load and details of the SQL connection to the data staging database.
Once the connection is verified, click Next in the ribbon to continue.
The Data Loader will discover what data is available and allow you to select what sets to import. You can also choose to show or hide the Empty Scopes, where you can see that ShareDo allows a rich set of data types.
Extraction
Clicking Next starts the extraction and shows a summary blade showing the total number of rows that will be imported. If satisfied, click Create. You will be notified once the extraction is complete. If you want to Re-extract the data, click the Extract button for the option.
Click Go to overview to see an overview before processing starts. This is the same page you see when you click Run Processing. You can also click the Processing button to run the process or to configure it.
Configure and Run Processing
Clicking a data set opens the configuration blade, which shows the steps involved for processing.
Matching
Matching compares incoming data with existing records in the system to identify duplicates and link related information. This not only helps prevent duplicate entries but also supports incremental data loading. For example, core data for matters may have been imported during an earlier load. When a subsequent data set is processed, such as one containing participants, the matching process ensures that the new data is correctly associated with the relevant existing matters.
Validators
Validation helps ensure that incoming data meets expected standards before it progresses through the loading process. Validators can be used to check for common issues—for example, making sure that required fields are not empty, that key dates fall within a sensible range, or that postcodes follow a valid format. These checks can be enabled or disabled as needed. For instance, a postcode validator might be turned off if the data includes addresses from a country with different formatting rules. By applying validators early in the process, invalid data can be caught and corrected before it reaches the system.
Validators and Matching logic are preconfigured by the ShareDo team. If additional validators or matching logic are required, please contact ShareDo support or the data migration team to discuss the implementation process.
Overview
When you initiate a processing run, the Overview page reports everything that occurs. The data has not yet been imported into ShareDo; this is where any data issues should be identified, and you have the opportunity to correct them before performing the final load into ShareDo. At this point, you could go back to the staging area and correct a data issue and then re-extract that data, or change a validation option in the Process Configuration, etc. The next step is loading the data into ShareDo.
Configure and Run Data Load
Once the data has passed validation, the next step is to load it into the system. This is handled by a set of loaders, which sit behind an extensibility framework that allows for different loading behaviours depending on requirements. At the time of release, there is only one loader, though.
For example, by default, organisation records are loaded into the standard organisations table. However, if a client requires additional processing, such as triggering a synchronisation with an external system or applying custom business logic, a different loader can be used. This loader would still transfer data from the import environment into ShareDo, but with added steps tailored to that client’s needs. The process is designed to be flexible and extendable, while keeping the core loading experience straightforward and consistent.
Loaders are preconfigured by the ShareDo team. If additional loaders are required, please contact ShareDo support or the data migration team to discuss the implementation process, but bear in mind that at the initial release, there is only one loader.
Configure Load Events
One of the key enhancements in this data load framework is the ability to trigger events once data has been successfully loaded. Previously, loaded data simply existed in the database without initiating any workflows or system responses. Now, it's possible to raise events as part of the loading process. For example, when an organisation is loaded, a specific event type can be triggered. This event can then be used in Modeler to build logic, such as setting a preferred contact method or sending a welcome email, enabling a much more dynamic and integrated data onboarding process.
Clicking Run performs the data load into ShareDo and reports any errors.
Elastic Indexes
After the data load, the system's Elastic Search Indexes are likely to be out of date. The exclamation icon on the Elastic button indicates this.
You can use the link to open the Search Indexes page in the Diagnostics menu if a Re-index is required.
For more information on this page, see the article Diagnostics: Manage Search Indexes.
Tools
Data Fix
These DataFixes are bespoke and something that we review and set up for you (the partner or client) to address specific needs. One common scenario is to align the internal create dates of Work Types, such as Tasks and Matters, to be based on the provided phase history or a key date, for example:
Contact ShareDo support or the data migration team to discuss the implementation process.
Unload Data
Once the data load process is complete and the data has been imported into ShareDo, it is considered best practice to review the imported data to ensure everything is as it should be. The examples and images in this article illustrate the import of an Organisation data set. To perform a final check, you can access the Operational Data Store in the ShareDo admin section and navigate to Organisations.
If you are unsatisfied with imported data, for example, you see errors here that were missed during the process, you can choose to unload the entire data load and start again.
To do so, use the Unload Data option in the Tools menu. Then click the Delete button.
Now that the data is unloaded from ShareDo, it is still in the database and needs to be deleted from there. You must click Exit on the Data Loader screen to return to the dashboard, then click the trashcan icon to the right of the current data load to close the data load.
The system is now ready for a new data load.
Rebuild Indexes
If data was brought into ShareDo, then unloaded, then a new set of data loaded, the elastic search indexes will need to be rebuilt (not just re-indexed).
Data Loading Audit Log
At any point during a data load, you can use the Audit option in the left-hand menu to see an audit trail of events. For example, to see when an extraction event was created.
This is different to the audit of a Matter. To access a Matter's log, use the function from the More menu in an open Matter.