Import & Export

Move data into and out of Kayse AI easily. 📦

🌟 Overview

Kayse AI makes it simple to:

Import existing cases and clients from spreadsheets
Move data from other systems
Export data for reports and backups
Transfer data between accounts

📥 Importing Data

📄 Supported Formats

Format	Extension	Description
CSV	.csv	Comma-separated values (a common spreadsheet format)
Excel	.xlsx, .xls	Microsoft Excel files
TSV	.tsv	Tab-separated values

📋 What Can Be Imported

Data Type	Description
Clients	Contact info for people
Cases	Case records
Contacts	Other contacts
Custom Fields	Values for custom fields you've created

🛠️ Import Process

Step 1: Prepare Your File

Make sure your data file:

Has column headers in the first row
Uses the same formatting throughout
Includes all required fields
Is smaller than 50MB

Step 2: Upload File

Go to Settings → Import
Click New Import
Pick what you're importing (Clients, Cases, etc.)
Upload your file
Click Continue

Step 3: Map Columns

Match your file's columns to the right Kayse AI fields:

Your Column	Kayse AI Field
"Name"	Client Name
"Phone"	Phone Number
"Email"	Email Address
"Case Name"	Case Name

Smart Mapping: Kayse AI will try to match your columns automatically based on their names! 🧠

Step 4: Configure Options

Option	Description
Date Format	Tell Kayse AI how your dates look
Phone Format	Tell Kayse AI how your phone numbers look
Default Values	Fill in values for any blank fields
Case Type	The default case type for imported cases and required when importing into a case list (all available case types are automatically loaded for easy selection)

Case List Imports

If your import creates a new case list or adds cases to an existing case list, you must select a Case Type before continuing. Plain case imports without a case list can still use the mapped Case Type column from your file.

Step 5: Preview Import

Check a sample of your records before importing:

Make sure the field mappings look right
Check that the data looks correct
Spot any problems early

Step 6: Handle Duplicates

Pick what to do if someone already exists:

Option	Description
Skip	Don't import the duplicate
Update	Update the existing record
Create New	Make a new record anyway
Merge	Combine with the existing record

Duplicate Detection checks for: 🔍

Matching phone numbers
Matching emails
Similar names

📧 Email Validation During Import

During client/case import, Kayse AI can validate and normalize email addresses before saving records.

Account Type	Import Behavior
Standard accounts	Email addresses are validated to help prevent delivery issues later
Demo companies	Deliverability validation is skipped so demo imports are less likely to be blocked

TIP

If you're running a demo account, imports are more permissive for email validation, which is useful for sample or synthetic data.

Step 7: Complete Import

Click Start Import
Watch the progress bar
Check the results
Fix any errors

📑 Import Templates

Download templates so your file is in the right format:

Go to Settings → Import
Click Download Template
Pick the data type
Open the template and add your data

👤 Client Import Fields

Field	Required	Description
Full Name	Optional	One-column fallback for first + last name (for example, `Jane Doe` or `Doe, Jane`)
First Name	Yes	The client's first name
Last Name	Yes	The client's last name
Phone	Recommended	Their main phone number
Email	Recommended	Their email address
Full Address	Optional	One-column fallback that can be split into street/city/state/ZIP when possible
Address	No	Street address
City	No	City
State	No	State or province
ZIP	No	Postal code

Flexible name and address mapping

If your source file has a single Full Name column, you can map that instead of mapping First Name and Last Name separately.
If your file has a single Full Address column, Kayse AI can auto-derive address parts like street, city, state, and ZIP when the value is structured.

📋 Case Import Fields

Field	Required	Description
Case Name	Yes	The name or title of the case
Case Type	Yes	What type of case it is
Status	No	Starting status
Client Name	Yes	The client's name
Client Phone	Recommended	Client's phone number
Client Email	Recommended	Client's email
Custom Fields	No	Any custom field values

💡 Import Best Practices

Clean your data first — Fix messy formatting before you import
Start small — Test with just a few records first
Use templates — Download and use our templates
Check mappings — Make sure columns match the right fields
Review duplicates — Know what happens with duplicate records
Keep your originals — Save your source files just in case

🔧 Troubleshooting Imports

Issue	Solution
Wrong format	Save as CSV or XLSX
Missing required fields	Add the columns that are required
Invalid dates	Use the same date format throughout
Phone format errors	Use 10-digit phone numbers
Special characters	Save with UTF-8 encoding
File too large	Split into smaller files

📤 Exporting Data

📋 Export Options

Data Type	Available
Cases	Yes
Clients	Yes
Calls	Yes
Messages	Yes
Tasks	Yes
Lists	Yes
Reports	Yes
Attachments (Documents)	Yes (as a ZIP file)

📄 Export Formats

Format	Best For
CSV	Working in spreadsheets or importing elsewhere
Excel	Formatted reports and analysis
PDF	Sharing, printing, or saving for the record
JSON	Developer integrations

📦 Exporting Cases

Go to Cases
Add filters if you want (optional)
Click Export
Pick a format
Choose which fields to include
Download your file

📎 Exporting attachments (Download Archive)

You can download all documents as a single ZIP file from the Attachments page:

Go to Settings & Tools → Attachments.
Use filters to narrow results by Case Type and/or search by file name.
Click Download Archive in the filters bar.
A ZIP file with all the matching attachments downloads. 🗂️

If you open Attachments from a case/client context, those pre-applied filters are included too.

INFO

This feature was added in KAY-3248: bulk export (Download Archive) on the Attachments page.

For a full page walkthrough, see Attachments.

📊 Export Fields

Pick which fields to include in your export:

Category	Fields
Basic	Name, Type, Status, Created date
Client	Name, Phone, Email, Address
Custom	All your custom fields
Activity	Last updated, Assigned staff
Dates	Court dates, deadlines

💾 Bulk Exports

Export everything for backup or moving to another system:

Go to Settings → Export
Select Full Export
Pick which data types to include
Request the export
Download when it's ready (big exports may take a while)

⏰ Scheduled Exports

Set up exports that run automatically:

Go to Settings → Export
Click Schedule Export
Pick the data and format
Choose how often (daily, weekly, monthly)
Add email addresses to send the export to
Save the schedule

🚚 Data Migration

📥 Migrating to Kayse AI

Here's how to move your data from another system:

Export from old system — Get your data in CSV or Excel format
Clean the data — Fix any formatting issues
Map fields — Figure out which fields match up with Kayse AI
Test import — Try importing a small sample first
Full import — Import everything
Verify — Make sure it all came through correctly
Set up integrations — Connect your other tools

✅ Migration Checklist

[ ] Export all cases
[ ] Export all clients
[ ] Export custom field data
[ ] Export documents (these need to be handled separately)
[ ] Map case types to Kayse AI types
[ ] Map statuses to Kayse AI statuses
[ ] Test with sample data
[ ] Do the full migration
[ ] Check the record counts
[ ] Test your key workflows

📄 Document Migration

Documents need extra steps:

Download documents from the old system
Organize them by case or client
Upload to Kayse AI cases by hand or through the API
Make sure all documents transferred

📜 Import History

Keep track of all your imports:

Information	Description
Date	When the import happened
Type	What was imported
File	The name of the source file
Records	How many records were imported
Errors	Any problems that came up
Status	Whether it worked, failed, or partially worked

🔎 Viewing Import History

Go to Settings → Import
Click Import History
Look through past imports
Click one for more details

↩️ Reverting an Import

If an import went wrong:

Go to Import History
Find the import
Click View Details
Click Revert Import (if it's available)
Confirm that you want to undo it

WARNING

Reverting an import deletes all the records that were created by that import. You can't undo this! ⚠️

🔌 API Import/Export

For developers who want to move data using code:

API Import

POST /api/clients
POST /api/cases

API Export

GET /api/clients
GET /api/cases

See the API documentation for all the details.

📐 Data Formats

📅 Date Formats

These date formats are supported:

Format	Example
ISO 8601	2024-01-15
US Format	01/15/2024
EU Format	15/01/2024
With Time	2024-01-15 10:30:00

📞 Phone Number Formats

These phone formats work:

Format	Example
10 Digit	5551234567
With Dashes	555-123-4567
With Dots	555.123.4567
With Parens	(555) 123-4567
International	+15551234567

🔤 Text Encoding

Use UTF-8 encoding for files with special characters.

💡 Best Practices

Back up before importing — Export your existing data first, just in case
Test with samples — Always try a few records before doing a big import
Use templates — Download and use the provided templates
Clean data — Fix issues in your files before importing
Write down your mappings — Keep notes on how you matched fields
Spot-check results — Look at some imported records to make sure they're right
Schedule regular exports — Keep backups of your data
Be consistent — Use the same format for dates and phone numbers everywhere