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Cases Data Import

Import your historical Case records to Casebook

Prerequisites

Please read this article before importing data: Using Data Import Templates for Bulk Edits

The maximum limit for each import is 30,000 records across all tabs - If your import will exceed this limit, please break the import up to support the 30,000 record limit or consider using the Casebook API to import larger or more complex datasets

Instructions

Cases

  • Column A:  ID
    • To create new records, leave this column blank and a system ID will be created for each row
    • Otherwise to update existing records, you will need to match the ID in Casebook to the import sheet
  • Column B - Required: Name
    • The name of the case. 
  • Column C - Required: Case Type
    • Select the type of case from the dropdown menu. 
  • Column E - Required: Case Status
    • Select the case status from the dropdown menu. 
  • Column G: County
    • Select the case's county from the dropdown menu. 
  • Column I: Legacy ID
    • The case's legacy ID, if applicable. 
  • Column J - Required: Goals
    • Write in the goals of the case. 
  • Column K - Required: Import Operation
    • Use "Create" to create new records, "Update" to update existing records, or "None" if no action is required
    • Select from dropdown

    Case People

    • Column A:  ID
      • If you are using Bulk Import to create Case_People, leave this column blank, and a system UUID will be created for you. 

      • If you are using Bulk Import to update Case_People you will need to match the Case ID in Casebook to the Import Sheet. To do this, pull a report in Reporting that contains the case_id fields and use these values when filling out the import sheet. 

    • Column B - Required: Person ID
      • To associate a person record to a case, you'll need to go back to the People Spreadsheet that was previously completed and copy the Unique ID in Column A from the People tab, and paste it in this column. 
    • Column C - Required: Case ID
      • To associate a case to the person record, you'll need to copy the ID in Column A from the Cases tab, and paste it in this column. 
    • Column D - Required: Case Person Role
      • Select the person's role in the case from the dropdown menu. 
    • Column F - Required: Started At
      • Write in the date that the person started to be involved in the case. 
      • Format: MM/DD/YYYY
    • Column F: Ended At
      • Write in the date that the person ended their involvement in the case, if applicable. 
      • Format: MM/DD/YYYY
    • Column H - Required: Import Operation
      • Use "Create" to create new records, "Update" to update existing records, or "None" if no action is required
      • Select from dropdown

    Involvements

    • Column A:  ID
      • If you are using Bulk Import to create Involvements, leave this column blank, and a system UUID will be created for you. 

      • If you are using Bulk Import to update Involvements, you will need to match the Involvement ID in Casebook to the Import Sheet. To do this, pull a report in Reporting that contains the Involvement_id fields and use these values when filling out the import sheet. 

    • Column B - Required: Case person ID
      • To associate an involvement to a person in the case, you'll need to copy and paste the ID from Column A in the Case People tab, and paste it here. 
    • Column C - Required: Involvement Type
      • Select the involvement type from the dropdown menu. 
    • Column E - Required: Started At
      • The date when the involvement began. 
      • Format: MM/DD/YYYY
    • Column F: Ended At
      • The date the involvement ends, if applicable. 
      • Format: MM/DD/YYYY
    • Column G - Required: Import Operation
      • Select an action from the dropdown menu.
      • If you are updating existing information, then you'd select Update. 
      • Note: After you've uploaded the sheet to cb Admin, you'll see the results of your import in the column after Import Operation. 

    Goals

    • Column A:  ID
      • Leave this blank. It will automatically be generated after the import is complete. 
      • If you are using Bulk Import to update goals, you will need to match the goal ID in Casebook to the Import Sheet. To do this, pull a report in Reporting that contains the goal_id fields and use these values when filling out the import sheet. 
    • Column B - Required: Involvement ID
      • To associate the goal with the correct involvement, you'll need to copy the ID from Column A of the involvements tab and paste it here. 
    • Column C - Required: Description
      • The description of the goal. 
    • Column D: Outcome
      • The description of the outcome. 
    • Column E: Completed
      • Select whether or not the goal has been completed from the dropdown menu. 
    • Column F: Completed At
      • Write in the date that the goal was completed. 
      • Format: MM/DD/YYYY 
    • Column G - Required: Import Operation
      • Use "Create" to create new records, "Update" to update existing records, or "None" if no action is required
      • Select from dropdown

    Tips

    If importing data to multiple sheets, separate your import into multiple steps - First import data that does not require IDs, then copy the ID from Column A after import success

    For a list of existing IDs in Casebook, create and export a custom report in Reporting containing the relevant ID field, then use these values when filling out the import sheet

    For a hassle-free experience, let our team handle the setup! Contact your Customer Success Manager for assistance with accurately importing your data.