cb Admin |
Admin can bulk import provider records into Casebook from cb Admin.
Steps to Download the Spreadsheet:
- Navigate to cb Admin > Providers > Data.
- Click on 'Download data import spreadsheet' to download the sheet to your computer.
- Fill out the data sheet in either Microsoft Excel or Google Sheets using the information below.
Steps to Verify Your Data:
- After you've completed filling out the sheet, you can upload it to Casebook to verify your data.
- Click on the 'Upload and verify data from spreadsheet' button.
- Select the sheet to upload.
- After you've successfully uploaded the sheet to be verified, another excel sheet will be automatically downloaded to your computer.
- 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.
- After the Import operation column in each tab, there will be a new 'Import Status' column.
Steps to Upload the Spreadsheet:
- 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.
- Similar to the verification process, a sheet will automatically be downloaded when the import is complete.
- 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.
- After the Import operation column in each tab, there will be a new 'Import Status' column.
Explanation of Each Tab in Order
Locations
- Column A: Unique ID
- Create a Unique ID for each address in this sheet.
- You can generate UUIDs here: https://www.guidgenerator.com/
- Column B: Address 1
- The first line of the provider's address.
- Column C: Address 2
- The second line of the provider's address, if applicable.
- Column D: City
- The name of the provider's city.
- Column E: State
- The abbreviation of the provider's state.
- Format Example: WA
- Column F: Zip Code
- The zip code of the provider's address.
- Column G: County
- Select the county for the provider's address from the dropdown menu.
- Column I: Country
- The provider's country for the address.
- Column J: Notes
- Notes about the provider's location/address.
- 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.
Licenses
- Column A: Unique ID
- Create a Unique ID for each license in this sheet.
- You can generate UUIDs here: https://www.guidgenerator.com/
- Column B - Required: License Type
- Select the provider's license type from the dropdown menu.
- Column D: Started On
- Write the start date of the provider's license.
- Format: MM/DD/YYYY
- Column E: Ended On
- Write the expiration date of the provider's license.
- Format: MM/DD/YYYY
- Column F - Required: License Status
- Select the provider's license status from the dropdown menu.
- 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.
License_Conditions
- Column A: Unique ID
- Leave this blank. It will automatically be generated after the import has been completed.
- Column B: License ID
- To apply these conditions to a specific license, you will need to copy and paste the license ID from Column A in the Licenses tab.
- Column C: Gender
- If the provider has gender conditions, select the applicable choice from the dropdown menu.
- Column E: Minimum Age
- If the provider has a minimum age requirement, write in the minimum age here.
- Format: 11
- Note: Only use numbers in this column.
- Column F: Maximum Age
- If the provider has a maximum age requirement, write in the maximum age here.
- Format: 21
- Note: Only use numbers in this column.
- Column G: Other Condition
- If the provider has any other license conditions, you would write it in here.
- 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.
Providers
- Column A: Unique ID
- Create a Unique ID for each provider in this sheet.
- You can generate UUIDs here: https://www.guidgenerator.com/
- Column B - Required: Provider Name
- Name of provider.
- Column C: EIN
- The provider's employer identification number, if applicable.
- Column D - Required: Provider Type
- Select the type of provider from the dropdown menu.
- Column F - Required: Provider Status
- Select the provider's status from the dropdown menu.
- Column H - Required: Provider Subtype
- Select the provider's subtype from the dropdown menu.
- Column J: Phone Number
- The provider's phone number.
- Format: (XXX) XXX-XXXX
- Example: (777) 888-9999
- Column K: Email Address
- The provider's email address.
- Column L: Accredited
- Select whether or not the provider is accredited.
- Column M: Under Contract
- Select whether or not the provider is under contract.
- Column N: Organization ID
- Write in the provider's organization ID, if applicable.
- Column O: Location ID
- If you filled out the locations tab in the spreadsheet, you will need to copy and paste the location ID from Column A of the Locations tab to link the data to this provider.
- Column P: License ID
- If you filled out the licenses tab in the spreadsheet, you will need to copy and paste the license ID from Column A of the Licenses tab to link the data to this provider.
- Column Q - 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.
Services
- Column A: Unique ID
- Leave this blank. It will automatically be generated after the import has been completed.
- Column B: Service Type
- Select the service type from the dropdown menu.
- Column D: Provider ID
- To link these services to the correct provider, you'll need to copy and paste the provider ID from Column A of the Providers tab here.
- Column E: Name
- The name of the service.
- Column F: Max Capacity
- The maximum capacity for the service.
- Format: 20
- Note: Only use numbers in this column.
- Column G: Delivery Unit
- Select the unit of delivery for the service from the dropdown menu.
- For example, if the service is offered per session, you would select session.
- Column I: Unit Type
- Select the unit type for the service from the dropdown menu.
- Column K: Unit Cost
- The cost of the service, if applicable.
- Note: The Unit Cost is in USD. If you use a dollar sign $ before the number, it will only display the number.
- Column L - 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.