Providers Data Import

Applies to: 
              cb Admin

Admin can bulk import provider records into Casebook from cb Admin. 

Steps to Download the Spreadsheet: 

  1. Navigate to cb Admin > Providers > 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

    Locations

    • Column A: Unique ID
    • 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
      • 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 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.