Overview, Permissions, & Limitations

Prepping CSV File

Running the Import

Overview, Permissions, & Limitations

Bulk imports of cases can be useful when there are large groups of students that need to be added and can be especially handy if much of the information is the same (i.e. Referral Type, Referral Source, etc.). All case fields can be populated in an import including Custom Fields but requires certain formatting of this information which will be discussed in the next section.

In order to perform a bulk import, a IMPACT user role's permissions must include the Import permission under Importing/Exporting. Please see Roles for more information about this and steps on how to add this permission to a role. 

Currently, there are some limitations on the bulk imports in comparison to the standard single case creation process. These limits will be addressed in a future development update but, for now, they are as follows:

  • The Duplicate Case notification will not pop up if one of the imported cases already exists in IMPACT. If a duplicate case is in the import file, it will be added into IMPACT again.
  • Treatment Period will not automatically increase if there is a duplicate case in IMPACT.

Prepping the CSV File

To import cases into IMPACT, the file must be saved in the CSV format which has comma-separated values and UTF-8 encoding.

Columns Headers

The following standard case fields can be populated with a bulk import. Ensuring that the column headers match the format on the left will result in these columns automatically mapping to the correct case field. 

Column Header
Case Field
First Name
Last Name
Cell Phone Number
Alt Phone Number
Referral Source
Referral Type
Treatment Period 
Provider User
Legacy ID (Import of legacy records only)
Date Created (Import of legacy records only)
Created By User

The order of the columns does not matter and not all columns need to be present in the CSV file.

Custom fields can also be populated with an import by adding an additional column(s) to the file. The column header will be Custom. followed by the name of the custom field. So if the name of the custom field I wanted to import was SANCTION_DEADLINE then the column header would be Custom.SANCTION_DEADLINE.

Column Content and Format

The columns that require a certain format of content are described below:

Use one of the of the following formats: 555.555.5555, 555-555-5555, or (555) 555-5555
Use the Referral Source Label or Value found on the Cases Settings page.
Use the Referral Type Label or Value found on the Cases Settings page.
Use the flag values separated by commas
Use a single number (1, 2, 3, etc.)
Use the User ID of the provider that should be attached to the case. This can be found on the User's detail page.
Use the User ID of the staff user that is running this import. This can be found on the User's detail page.

The following is an example of a typical bulk case import:


Running the Bulk Case Import

1. Navigate to the Manage Date Jobs page by clicking Data Jobs under Settings in the Main Navigation Menu (see below. Then click the blue IMPORT button to open the Import Data window to begin the import.

2. Next, in this Import Data window, select 'Cases' as the Import type and then leave the default Import Action as 'Create.' Select the CSV import file saved on your compute by clicking the grey file area, see the short clip below. Then click CREATE IMPORT JOB.

Note: If not file appears in the local folder that you saved it in, then the format is likely incorrect. This import will only display CSV files.

3. This opens the Import Field Mapping page where each column in your import file, called Import Fields, can be mapped to the correct field in IMPACT,  called Target Fields. If the column header format of your import file matches the format described in the previous section then this mapping will happen automatically. 

However, we strongly encourage that you double check each mapping to ensure they're correctly aligned and that some columns in your import file haven't been missed.

4. When you're sure that all the fields are mapped correctly, click the SAVE MAPPING option at the bottom of the page. This will open the Start Import Job window. Here you can click the Run Workflow on Import option: 

  • Checking Run Workflow on Import will trigger all the automated events that have been set up in your organization when a case is created. An example of event like this would be the automatic sending of a survey invitation or sanction notice to the case's email.  Often these automations have conditions added to them based on certain case information like referral type or source which it's why it's so important that the case information is correct in the import file.
  • If this Run Workflow on Import option is not checked, then the cases will be added without triggering any invitations or student notification automations.

You can also cancel this import which will save all the mapping you've done but not begin the import yet. To begin the import after cancelling it, click the INFO tab of the data job you've cancelled and then click START IMPORT at the bottom of the info section.

5. When satisfied with your mapping and checking of the Run Workflow option, click START IMPORT in the Start Import Job window. This import will then be queued and should begin being imported in 5 minutes or less. Large imports may take several minutes to complete once begun. 

To check on the status of the import, the window can be refreshed or REFRESH can be clicked at the bottom of the INFO tab while the import is queued/running. 

6. When the import is complete, review the Successful percentage and Errors sections of the Info tab. If there are an issues within the import, there will be a count of these listed in Errors. After import completion, a new RECORDS tab will appear along the top of this data job. Clicking this will enable you to open each individual new case record. The reason behind any errors with the import will also be listed in this RECORDS tab.

Please submit a support ticket if you have any questions about this process or if you'd like a personalized demo of this import process!