Help Topics > Administrators > Case Import

Case Import 

If you have cases from a previous database, you may choose to import some of those cases into Caseload Manager. 

The average cost of Case Import is $1,000. Call the office to develop a customized cost proposal.

Enable Importing Feature

First you will need to ensure that you have the ability to import cases.  Contact at 541-345-1629 to enable this feature. 

Next, make sure that you have the ability to export data out of your existing data source.  You will need to be able to save this file as a Tab-delimited text file. 

Review Field Headers and Data in Import File 

Make sure that the coumn headings for the incoming file match the field headers in Caseload Manager.  For instance, to import a participant's name, you will need to have field headers that say Party1Person2FirstName and Party1Person2LastName--if you want the participant to show up as the second participant in the first party.  The best way to make sure that you have the correct field headers is to export a file out of Caseload Manager first and check what each field header is called.  In Cases Hub, click Select Fields and check all of the fields that you anticipate importing into Caseload Manager.  Then click Export.  This will save a text file on your computer--likely in your Documents or on your Desktop.  The easiest way to view this file is by opening it into Microsoft Excel (typically, click on File, or Get Data and then Import).


After you have updated the column headers of your incoming file, you will need to make sure your data matches--exactly.  For instance, if you want to import the Case Status, you need to make sure that the options for Case Status match the options available.  If you check SETTINGS>Case Status, you can see a list of all status options.  If one option is "Forms needed", then you can enter "Forms needed" as an option in the incoming file.  If you change the text at all, then the data will not be imported correctly.  For instance, if you put an extra space before or after any word, if a word is capitalized that shouldn't be, if you enter a period or a comma, then your data will not import correctly.




Import File into Caseload Manager

Now that your import file is clean and matches the field headers and options in Caseload Manager, you are ready to import.  Save your file in an easy-to-find place, such as your Desktop, as a tab-delimited file.  Then, in Caseload Manager, click SETTINGS>Import Cases.  A new window will appear asking you to select your file.  Browse to the correct file and double-click on it.  Once the file shows up in the new window, select Upload File.  



Review Imported Data

Caseload Manager will then begin uploading your file.  If you receive an error at this point, some likely causes are that the file is in the incorrect format (perhaps you tried to import the excel file instead of the text file), the field headers are incorrect, or the file is too large.  If the file is too large, try breaking down your file into separate files and then import them again.  Once Caseload Manager is done importing, you will see a status window.  This will show you which cases imported successfully and if there were issues with any of the cases.  If there were issues, then make note of what those issues are--such as Field Header Not Found.  Go back and correct any issues on the case files that did not import correctly, and then try importing just those files.  The successfully imported files should now show up in your Cases Hub.  Open them to double-check that all of the field information imported as you expected it to.   

Important Notes 

  • You can only import Western characters
  • You can only import limited quantities of data at once due to processor load and timeout issues (needs to be broken into smallish files, the size depending on how many and what types of columns are imported)
  • For case types and referral sources that have parent-child relationships (eg, Family>Custody), the system won't import correctly for words duplicated under other headings. (The most problematic might be ">Other".)
  • If a matching participant is already on file, a new participant record will not be added; a case association will be made to the record already on file.
  • If person type isn't indicated, the resulting record will likely not be associated correctly with the case, will be hard to find, and may cause reporting inconsistencies... so it's very important to indicate the person type.
  • If you use a secondary case numbering system, the header needs to match up with the name of that case numbering system as stored in global settings under "if you have a legacy case numbering system, what do you call that case id". 
  • When you export a file out of Caseload Manager, there are columns labeled "internal id". If they are on the import file, they will be ignored.
  • If staff are indicated in the import file, it will add the case association for existing staff records only. No new staff records are added through case import.
  • If case name isn't indicated, one will be created using the names of the first people in each of the first two parties.
  • If you are adding participants to a Case Record, you must indicate the participant type.  If not, the participant will not show up correctly in the case record. 
  • There is a Case Import Log under the reports tab.  It will show the same log information you see pop-up immediately after each import, but it displays for each month.  The default is to show the case import log for the current month.  If you need to view a different month, simply change the date in your address bar.  For instance this date will show January 2015.  You can change the date details at the end of the address (201501) to display another month. 
  • When you are importing data, you might choose to import a case number.  To check what the field header should look like, check SETTINGS>Global Settings> "If you have a legacy case numbering system, what do you call that case id?"  The answer to this question will be your field header.  Do not use the term "Case id" as your field header, as this term is already reserved for a different field and could result in mistakes.
  • Only one case type can be imported.