Mapping Tool and Task Mapping Guide

Mapping tells Kayse where each piece of information should go.

When you import a file, Kayse needs to know which spreadsheet column is the client's name, which column is the phone number, which columns should become custom fields, and which values should connect to tasks or CRM fields.

This guide explains the full flow from file import to Kayse storage and CRM delivery.

Use this article with the Smart Tasks & Forms in Kayse article when task answers need to become case data or CRM data.

The Big Picture

There are three related kinds of mapping in Kayse:

1. File mapping matches columns from your spreadsheet to Kayse fields.
2. Task mapping connects imported values or task answers to Kayse tasks and fields.
3. CRM field mapping connects Kayse fields to SmartAdvocate or LawRuler fields.

They work together, but they are not the same thing.

File mapping decides how imported data enters Kayse. Task mapping decides whether that data should also create or fill tasks. CRM field mapping decides which saved Kayse values can be sent to your CRM.

Where CRM Fields Come From

Kayse does not invent CRM destination fields. It loads supported fields from the connected CRM integration and shows them in the mapping interface.

For SmartAdvocate, Kayse can show supported system fields and UDFs for the selected case type. When SmartAdvocate provides a short name for a UDF, Kayse uses that label so the field list is easier to match.

For LawRuler, Kayse shows the supported LawRuler fields and questions available through the connected integration.

If a CRM field is missing from the picker, first confirm that the CRM integration is connected, the correct case type is selected, and the field is available for that case type in the CRM.

Where Mappings Are Configured

CRM mappings are configured in:

Settings -> Integrations -> SmartAdvocate or LawRuler -> CRM Mappings

From there, select the CRM case type and map each Kayse field or custom field to the matching CRM destination field.

Task mapping can also happen during import or form setup when an imported value or task answer should be connected to a Kayse task. That task answer still needs a Kayse field and CRM mapping before it can be sent to the CRM.

The safest way to think about the flow is:

1. Import the file into Kayse.
2. Store the values on cases, contacts, custom fields, and tasks.
3. Use CRM field mappings to send only the mapped values that have a CRM destination.

What Each Term Means

File column means a column in your spreadsheet, such as Phone, Date of Incident, or Insurance Provider.

Kayse field means a built-in place where Kayse stores data, such as first name, phone number, case type, or case status.

Custom field means a field your firm creates for information that is not built into Kayse.

Task means a question or action item that can be assigned to a case, usually inside a form.

Task answer means the value saved when a task is filled out or when an imported value is connected to a task.

CRM field mapping means the saved connection between a Kayse field and a SmartAdvocate or LawRuler field.

Before You Start

Before importing, make sure you know:

• which case type the file belongs to
• which case status should be used for imported cases
• which spreadsheet columns should become built-in Kayse fields
• which spreadsheet columns should become Kayse custom fields
• which fields need to be sent to SmartAdvocate or LawRuler

If you want values to sync to your CRM, also make sure the CRM integration is connected and Send mapped fields to CRM is enabled.

If the file came from your CRM, include the CRM's case or contact IDs when they are available. These IDs help Kayse keep the imported case connected to the right CRM record.

End-to-End Checklist

Use this order when you want imported data to reach Kayse tasks and your CRM:

1. Connect SmartAdvocate or LawRuler if CRM delivery is needed.
2. Turn on Send mapped fields to CRM for that integration.
3. Confirm the case type and case status you want to use for the import.
4. Create or import any custom fields your firm needs.
5. Attach those custom fields to the correct case type.
6. In CRM Mappings, map each Kayse field or custom field to the correct CRM field.
7. Upload the spreadsheet in the import tool.
8. Map spreadsheet columns to Kayse built-in fields.
9. Keep useful unmapped columns as Kayse custom fields.
10. If a value should also become a task answer, select Create Task for that field or custom column.
11. Complete and save the task setup, including the form, page or section, task, response type, and options when needed.
12. Run the import.
13. Review the import report and spot-check a case to confirm the field values, task answers, and CRM-linked values look correct.

Step 1: Import the File

Start by uploading your file in the import tool.

Kayse reads the column names and suggests matches where it can. For example:

• First Name can map to First Name
• Mobile Phone can map to Phone Number
• Case ID can map to Third Party Case ID
• Date of Birth can map to Date of Birth

You should review every suggested match before continuing. If a column is important but Kayse did not map it automatically, choose the correct Kayse field manually.

Step 2: Map Standard Fields

Standard fields are built-in Kayse fields, such as:

• first name
• last name
• phone number
• email
• case name
• case number
• case type
• case status
• date of birth

These fields are saved directly on the Kayse case or contact.

Some fields need extra setup. For example, if you map a date column, choose the date format that matches the file. If you map more than one phone or email column, choose which one should be primary.

Step 3: Decide What to Do With Unmapped Columns

Not every spreadsheet column needs to map to a built-in Kayse field.

If a column contains useful case information, you can keep it as a Kayse custom field. Examples include:

• date of incident
• insurance provider
• injury type
• preferred language
• intake notes

When a column is saved as a custom field, Kayse stores that value on the imported case. The field can then be used later for reporting, filtering, task answers, or CRM mapping.

If a column is not needed, leave it unmapped or do not include it as a custom field.

Step 4: Create or Manage Custom Fields

Custom fields are Kayse fields your firm defines.

Use custom fields when your firm needs to track information that is not one of Kayse's built-in fields. A custom field can be created in Company Settings, imported from a spreadsheet column, or connected to a task answer.

Kayse saves custom fields with a consistent internal key. To avoid duplicate fields, use the same label consistently across imports and setup screens.

For CRM-connected work, custom fields should also be attached to the correct case type. This makes them available in Settings -> Integrations -> CRM Mappings for that case type.

Step 5: Set Up Task Mapping

Task mapping is used when an imported value should also be connected to a Kayse task.

For example, your file may include a column called Insurance Provider. You may want Kayse to store that value as a custom field and also connect it to a task so the client or your team can review or update the answer later.

When task mapping is part of your import flow, use Create Task for the fields or custom columns that should become task-related. Then complete the task setup by choosing:

• the form the tasks belong to
• the form page or section
• whether to use an existing task or create a new task
• the task response type, such as short text, date, phone, dropdown, or yes/no
• any answer choices required for dropdown or multiple-choice tasks

Selecting Create Task only marks the field as task-related. The task is created or connected only after the task setup details are saved.

Kayse supports task mapping for normal fields and custom fields, but not every system field should become a task. For example, technical IDs and case routing fields are usually used for matching and setup, not for client-facing tasks.

Step 6: Run the Import

After mapping is saved, Kayse processes each row in the file.

For each valid row, Kayse can:

• create or update the case
• create or update the contact
• save standard field values on the case or contact
• save included custom field values on the case
• create case task records when task mapping is configured
• store task-related custom field answers with the case task

This means Kayse stores the data first. CRM delivery happens after that through CRM mapping and sync.

If you need tasks, do not run the final import until the task setup is complete. Otherwise, the value may still be saved as a regular Kayse field or custom field, but it will not be connected to a case task.

How Kayse Stores the Data

Kayse stores different kinds of mapped data in different places.

Standard case and contact fields are saved directly on the case or contact.

Custom fields that are not task-related are saved as case custom fields. These are visible as additional case information and can be used by reporting and CRM mapping.

Task-related custom fields are connected to a case task. Kayse keeps the link between the custom field and the task, and the task answer is stored with the case task. This helps Kayse understand that the value is both a case field and a task answer.

System-field task mappings create case task records for the imported case, while the actual case or contact value is still saved through the normal import mapping.

How Values Are Sent to the CRM

Kayse does not send every imported value to the CRM automatically.

The import tool stores values in Kayse. CRM delivery depends on your CRM integration settings and saved CRM field mappings.

A value is eligible to be sent only when all of these are true:

• the case is linked to the CRM
• the CRM integration is enabled
• Send mapped fields to CRM is enabled
• the imported case and CRM mapping use the same case type
• the Kayse field or custom field has a saved CRM mapping
• the value is not empty

Depending on your setup, mapped values may be sent during the CRM sync process, campaign-related sync, or another configured integration flow. The important rule is the same: Kayse needs a saved mapping before it knows where a value belongs in the CRM.

CRM field mappings are managed in:

Settings -> Integrations -> SmartAdvocate or LawRuler -> CRM Mappings

For SmartAdvocate, mapped values can be sent to supported fields such as UDFs and supported system fields.

For LawRuler, mapped values can be sent to the configured LawRuler fields supported by the integration.

If a value is stored in Kayse but there is no matching CRM field mapping, Kayse keeps the value in Kayse but does not know where to send it in the CRM.

Example Flow

Imagine your firm imports a file with these columns:

• First Name
• Last Name
• Phone
• Date of Incident
• Insurance Provider

You map:

• First Name to First Name
• Last Name to Last Name
• Phone to Phone Number
• Date of Incident to a Kayse custom field
• Insurance Provider to a Kayse custom field and a task

When the import runs, Kayse creates the case and contact, saves the incident date as a custom field, and connects the insurance provider value to a task if task mapping was configured.

If Date of Incident or Insurance Provider also has a CRM field mapping, Kayse can send that saved value to the matching SmartAdvocate or LawRuler field.

Troubleshooting

A field was imported into Kayse but did not appear in the CRM

Check that the field has a saved CRM mapping for the correct integration and case type. Also confirm Send mapped fields to CRM is enabled.

A custom field does not appear in CRM Mappings

Make sure the custom field is attached to the selected case type. CRM Mappings only shows fields that are available for that case type.

A task was not created from an imported column

Check that the column was marked as task-related and that the task setup was completed before the import was run.

A value appears on the case but not as a task answer

That usually means the column was imported as a regular custom field, not as a task-related field. Regular custom fields are saved on the case, but they are not connected to a case task.

The CRM received some mapped values but skipped others

Empty values are skipped. Values without a saved CRM field mapping are also skipped because Kayse does not have a CRM destination for them.

Related Articles

• CRM Field Mapping Guide
• Import Custom Fields into a Case Type
• Smart Tasks & Forms in Kayse