If your client provides you with batches of cases at once, Trackops offers a convenient way to enter those cases via a spreadsheet.
Note: Importing cases requires access to the Trackops Developer API, so before you get started, be sure you've created an API token that can be used in the import process.
Step 1: Prepare your Spreadsheet
When working with import spreadsheets, there are several things to consider:
- The spreadsheet must be in CSV (.csv) format.
- The first row of the spreadsheet must contain headers (i.e. labels that define each column).
- The spreadsheet must only contain cases for one client and one case type.
- The spreadsheet must only contain fields related to the case and primary subject. Imports do not support loading additional subjects at this time.
Once your spreadsheet is ready to go, proceed to the next step.
Step 2: Upload and Define your Case Defaults
To start a case import, click Settings and then click Case Imports. Next, click New Case Import to start a new import.
From here, fill out the Case Defaults for your import. Case defaults provide default values for commonly required fields in the case creation process, making it easier to pre-define shared field data. Some case defaults can be overridden during the the field mapping process below.
After you've filled the Case Defaults choose the import file. Import files should be in .csv (comma separated value) format. Once complete, click Continue.
Step 3: Map your Spreadsheet Columns to Fields
Each column in your spreadsheet will be listed in the Map From column, and must be associated with a valid Trackops case field. Select the appropriate field from the dropdown for each column in your spreadsheet.
Once you've mapped your data, click Save & Review Import to preview your selections. If, while reviewing your field map, you need to make changes, click Edit to adjust your column mappings.
Step 4: Start your Import Job
Once everything looks good, click the Start Import button.
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Error Handling: When errors are encountered during the import process, they are logged to an Exception Log located at the bottom of the import job. This setting determines the behavior of the import process. There are two options:
- Halt on Error - If the system encounters a validation error while importing records, stop the import job return an Error status. At this point, you can fix field issues and try again.
- Skip Row and Continue - If the system encounters an error while running the import, log the exception, but continue to process rows until complete.
Once you've selected your error handling strategy and confirmed your import, click Start Import to begin the import process. The import record will be moved to the Processing status and periodically update with progress reports. In addition, new cases will begin to appear on your case list.
Once complete, the import record will show a Complete status, indicating the import job is finished. If you selected the Halt on Error strategy and there were errors, the job will show an Error status. Evaluate an errors located in the Exception Logs section of the import job and proceed as necessary.
Important: When editing and re-running import jobs, be sure to update your spreadsheet and remove any successfully imported records. Running the same import again will re-import all records from the spreadsheet, even if they were successfully imported in a previous attempt.
Duplicating (Re-Using) Case Imports
If the situation arises where you receive multiple case imports in the same format, Trackops offers the ability to duplicate an existing import into a new pre-configured import that's ready to submit with minimal changes.
To duplicate an import, navigate to an existing complete import and click the Duplicate button. From here, make any necessary changes to the case defaults, select your new import file and click continue. At this point, the field map will be already configured based the on the cloned import record.
Take time to make sure all the fields are properly mapped, then save and click Start Import to process the new import.
Troubleshooting Case Imports
Issues Importing Address Fields
Address fields must be submitted as comma separated values to match the following format:
Street Address, City, State/Province, Zip/Postal Code, Country
If you have a partial address, it is important to leave the commas in place to signify the missing data. Examples:
- ,Denver,CO,80202
- ,,CO,80202
- ,,,80202
Address fields are processed left to right, so you may omit data you don't have/need (i.e. country) if it occurs at the end of the address string.