Import Tool: New Features for Date of Birth, More Options for Data Handling, and Better Reporting

We've made important updates to the File Import Tool to help you import your case and client data more accurately, with better control and clearer reporting.

Whether you're uploading records for the first time or updating existing ones, these improvements are designed to save time and reduce data entry errors.

📅 Importing Dates of Birth (DOB)

🎂 Date of Birth Support in File Imports

When uploading client or case data, you can now include Date of Birth (DOB) in various formats. We support several common date styles, and you can select the right one from a dropdown menu.

Why it matters: This makes data imports more flexible and helps reduce formatting issues.

Date of Birth support in file imports with format dropdown

️ Smarter Import Options for Duplicate Records

We understand that duplicate data can create confusion, so we’ve introduced new controls to help you manage it better.

When importing cases or clients, you can now choose what happens to duplicates:

Overwrite existing records – update existing clients or cases with new information
Skip duplicates – leave existing records unchanged and only import new ones

This gives you greater flexibility and prevents accidental overwrites.

Overwrite or Skip duplicates options when importing

Clearer Import Results and Reporting

Once your file is uploaded, the tool now provides an easier-to-read summary of what happened during the import.

You’ll see counters for:

✅ Cases created
✅ Clients created
⚠️ Warnings (non-critical issues to review)
🔁 Duplicate cases found
🔁 Duplicate clients found
❌ Errors (entries that couldn’t be imported)

💡 Why it matters: These summaries help you quickly understand the outcome of your import, identify any issues, and take action if needed — all without needing a technical background.

Import results summary with cases created, clients created, warnings, duplicates, errors

Import Report Details Tab

The Import Report now includes a Details tab so you can review what happened for each processed row.

Each detail row includes:

source row number from the uploaded file
entity type (Case or Client)
action performed (Created, Updated, Skipped, or Failed)
reason when available (for example, duplicate detection or validation errors)
updated field changes with previous and new values when available

If a large import produces more detail rows than the report view can show at once, the page displays how many rows are currently shown.

Edit Custom Field Rows During Import

When you review unmapped columns, you can now manage custom-field rows directly in the importer instead of restarting the mapping step.

You can now:

add a new custom-field row from the importer
choose which CSV column that row should use
map the row to an existing custom field key
clear or delete the row and reuse that CSV column somewhere else

Why it matters: This makes it easier to correct mappings while you are already in the importer, especially when a column should become a custom field instead of a standard field.

How to Map Multiple Emails and Phone Numbers

If your file has more than one email or phone column, you can map all of them during the Set up step.

Step-by-step

Find the Email or Phone Number row in the mapper.
Click Add another email or Add another phone number.
Select the correct CSV column for each added row.
For phone rows, choose the correct Phone Type (for example: mobile, home, work, office, landline, fax, or other).
Use Set primary on the row that should be saved as the client’s main email or main phone.
If you added a row by mistake, click Remove.

Practical tips

Pick a primary row that is most reliable in your source system.
If only one row is mapped, that row is treated as primary automatically.
Keep mapping labels consistent across imports to reduce cleanup work later.