Batch Import of Case Notes

Tools > Batch Updates > Batch Import of Notes

This process is designed to import notes to be added to existing cases in bulk from an external data file.

IMPORTANT: Before you can use this process you must ensure your file meets the below format conditions.

The incoming file must have the following layout or structure:

If the case number is present this will be used to identify the file the notation is to be added to.

If the case number is not supplied both the client code and primary client reference must be supplied so that the last case that is open for that client can be identified and the note added to the correct case.

The user will be alerted in the event the process cannot identify a case using the data in the file:-

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The notes added will have the current system date and time assigned to them.

If the case is locked, the notes will be created and add to the case when it becomes unlocked.

Ensure the incoming file is saved as a TXT (TAB) delimited file format.

Click on “Add files” then browse your directories to select the file to be imported.

IMPORTANT: Excel formats cannot be uploaded. These must be saved as text (tab delimited) file type.

If you want the notes added to show the user who uploaded them as the operator, leave “tick to show user on notes as the Client” unticked. Ticking this will force the operator on the notes as the client.

Click “Read File”

When the file is imported, ensure the data has been mapped to the correct columns in the table before proceeding. This will ensure that if the provider of the file has failed to comply with the layout structure above, they get detected before the notes are loaded into the live system. If the data in the table does not appear to be in the correct columns then check the file layout and adjust accordingly.

When the table data has been checked and verified, click “Run” on the Action Bar to load the case notes into the live system.