Select Upload data from the General settings.

To access the General settings, select Administration from the top bar dropdown.

The iCasework Upload data administration screen can be used to load customer information, user details, team membership details, various types of regular contact data and also product and branding information. Information is loaded from pre-formatted XLS, XLSX, XML or CSV file. This guide includes information regarding:

The screen shown below is indicative of a typical Upload data screen, however depending on the types of regular contact information configured in your particular setup the screen you see may include fewer, or additional Upload data categories.

Important:

When using the Upload data feature for Lookup data, the column header names must exactly match the column names defined in the Lookup data definition.

When using the Upload data feature for Lookup data, the column header names must exactly match the column names defined in the Lookup data definition

Another example of the Upload data screen is shown below:

Understanding the information displayed:

Upload data - the link allows you to browse to the XLS, XLSX, XML or CSV file with the data on your local machine or network drive.

Upload additional data - Allows you to add additional data to existing upload

Replace all data - Allows you to completely replace existing upload with a new set of data.

Edit lookup data - allows you to edit the values in the lookup data.

Excel template - Provides the template to use to upload the data.

To upload a new data file select Upload file then use the Choose File button to navigate to the appropriate file, select the file then Load selected file.

Upload of customer data

Customer records including name and contact details can be imported into the system from spreadsheet files in XLS, XLSX, XML or CSV format. To import a new set of customer details, select the Upload data. To help you provide details in the correct format, you will be able to download a template file that can be used as the basis for the data file to be imported.

Upload of regular contact data

Records can be loaded into iCasework for Regular Contacts that could be involved in the management of your cases. Regular Contacts are given roles, that are configured by your system administrators, or as part of the initial set-up of your system. A regular contact role could be set up, for example, to manage Supplier information, and another to manage lists of Staff information (if you are not using single sign on and therefore are not importing all your staff as Users).

Each Regular Contact role produces a upload category on the Upload data administration screen. Example templates are downloadable from this screen - the format of the data is shown below:

CSV / Excel format

Column name	Details
Id	A unique ID must be provided for all regular contacts, to allow the information to be updated.
Title
Firstname
Surname
Organisation
Address
Town
County
Country
Postcode
Email
Phone
Mobile

Upload of branding or product information

Spreadsheets will be provided matching the columns of the relevant lookup tables. They column header names will have been set up to exactly match the lookup data table and so therefore should not be changed. Entries should be carefully entered ensuring there are no leading and trailing spaces. Where appropriate, values entered for e.g. Branding name will need to be an exact match to ensure any subsequent use of that value in the system works correctly.

Upload of users

If you want to create a large number of UsefulFeedback users, you can import the user name, contact details and permissions into the system from spreadsheet files. The upload process sets user privileges based on the information loaded. Please note there will be no automated email sent to new users with a link to access the system. You will need to send them the link and, if not integrated with your Single sign on, instructions on how to set the own passwords using the 'Forgotten username or password' link from the Sign on page;

Template files showing the information expected in an upload can be downloaded from the system, and are included here - the format of the file is as described below:

CSV / Excel format

Column name	Details
id	Must match the logon of the user in AD (including domain suffix where relevant) if single sign on is to be used
first_name
surname
address
phone
mobile
fax
email
job_title
department	Team code of the caseworker's frontline team
role	Check User access roles AS

Once case worker records have been created, a further team membership spreadsheet may be uploaded to assign case workers to different teams.

Upload of user team membership

Once case worker records have been created, a further team membership spreadsheet may be uploaded to assign power users to different teams. The team membership upload associates power users with teams and sets privileges for work on cases assigned to those teams. A case worker can belong to any number of workflow teams in the system so a single team membership upload can associate each power user with several teams.

Template files showing the information expected in an upload can be downloaded from the system, and are included here - the format of the file is as described below:

Column name	Details
id *	Must match the id of an iCasework user
team_code	Must match the team code of the desired team, found in Administration >> Teams >> Team details
Role	Must be one of: Team administration / Case management / No case management
start_date	A valid date in the format dd/mm/yyyy
end_date	Leave blank when adding users to teams, add a valid date in the format dd/mm/yyyy to set an end date for the users team membership.

A case worker can belong to any number of workflow teams in the system so a single team membership upload can associate each user with several teams. To upload users to teams you'll need to note the team code contained within the Team details area.

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