Cases Data Import

Applies to:
                   cb Admin

Steps to Download the Spreadsheet: 

  1. Navigate to cb Admin > cb Engage > Data. 
  2. Click on 'Download data import spreadsheet' to download the sheet to your computer. 
  3. Fill out the data sheet in either Microsoft Excel or Google Sheets using the information below. 

Steps to Verify Your Data: 

  1. After you've completed filling out the sheet, you can upload it to Casebook to verify your data. 
  2. Click on the 'Upload and verify data from spreadsheet' button. 
  3. Select the sheet to upload. 
  4. After you've successfully uploaded the sheet to be verified, another excel sheet will be automatically downloaded to your computer. 
  5. View the document to see the results of your data verification.  
    • After the Import operation column in each tab, there will be a new 'Import Status' column.
      • Note: The Import Status column will always be one of the last two columns in the sheet. 
    • If it was successful, it should say 'Create Success'.
    • If it’s unsuccessful, the 'Import Error' section will tell you what went wrong. You can make changes to the sheet and upload it again to fix any errors.

Steps to Upload the Spreadsheet: 

  1. After completely filling out the sheet and verifying the data, you can now import the spreadsheet to Casebook by clicking on the 'Import data from spreadsheet' button.
  2. Similar to the verification process, a sheet will automatically be downloaded when the import is complete. 
  3. View the document to confirm the import results. 
    • After the Import operation column in each tab, there will be a new 'Import Status' column.
      • Note: The Import Status column will always be one of the last two columns in the sheet. 
    • If it was successful, it should say 'Create Success'.
    • If it’s unsuccessful, the 'Import Error' section will tell you what went wrong. You can make changes to the sheet and upload it again to fix any errors.

    Explanation of Each Tab in Order

    Cases

    • Column A: Unique ID
    • 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
        • 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. 

        Case_People

        • Column A: Unique ID
        • 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
          • 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. 

        Involvements

        • Column A: Unique ID
        • 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: Unique ID
            • Leave this blank. It will automatically be generated after the import is complete. 
          • 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
            • 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.