To make the transition from your prior case management software to Neos even easier, we now have the option to import cases. Different case types can be imported into Neos within a single CSV file for faster importing.
NOTE: You must have the Import From CSV Special Permission enabled to access the Import option from the Create menu, Browse Cases, Browse Intakes, and Address Book.
To import Cases:
Click the Import Case button from Browse Cases. (You can also get to the Import from CSV screen via the Create menu, Address Book, and Browse Intakes.)
Select information within each step to move through the process of configuring the CSV file to be imported to Neos. As steps are completed, the checkboxes will become solid.
Select Record Type - When Import Case is selected from Browse Cases in Neos, "Case" will be the default Record Type.
Select Case Type – If you wish to import all Cases with the same Case Type, select the Case Type from the dropdown. If your CSV file contains Cases for different Case Types, leave this field blank but make sure your CSV file has a column for "Case Type" that can be mapped to the Case Types in your Neos system.
Primary Staff – If the same staff will be used as the primary for all cases in the import, select their Staff Code. If your CSV file contains cases that should be assigned to different staff, leave this field blank but make sure your CSV file has a column for "Primary Staff" that can be mapped to the Staff Codes in your Neos system.
Import CSV – Click the Browse hyperlink to open a file browse window where you can select the CSV file to be imported. Due to performance demands, up to 999 records can be imported as cases into Neos at a time.
Your CSV file must contain required fields for Case and Party Tabs. Refer to Case Import Mapping for a full list of fields available for importing cases.
NOTE: Data from your CSV file must be in the proper format. Contents from your CSV file should be validated prior to importing to ensure the data meets all requirements. Refer to Valid Data Formats for Importing Intakes for more details.
Once the file has been selected, the name of the file will be displayed. If you need to select a different file, click on the hyperlink and the file browse window will open.
The fields from the selected CSV file will be displayed in the Map and Validate section. You will need to map the fields from your CSV file to the desired fields in your Neos data.
Map and Validate
Along the top, you will see the Neos Fields dropdown from which you can select the appropriate field for each column. Neos Fields can only be used once for each CSV column.
When the mapping has been saved and for subsequent imports, click the Select mapping button to display a list of all saved mapping configurations.
>>TIP: This feature is helpful for firms that get weekly referrals. Advise your firm's third-party to send referrals in the same mapped format each week so you can save time by using existing mappings. Duplicates are automatically checked between your CSV file and Neos at the time of import.
Neos uses set criteria to match a name from your CSV file to an existing name in your firm's Neos database. Refer to Check for Duplicates – Case Name Matching for more details.
For an existing mapping profile: Select the mapping profile you wish to use and click the Save button. The saved fields will populate for your current session. Ensure all fields are mapped correctly if you are using a different CSV file for importing.
NOTE: Field Mappings are saved by Record Type. If a different record type is chosen in step 1, any selected mappings will be cleared.
For new Case field mappings:
If the first row from your CSV file contains field names, select the Mark first row as header check box, so the first row will be ignored on import. This check box will need to be reselected regardless of saved mapping profiles.
If required fields have not been satisfied, red text will display showing the number of fields that are still required. Neos required fields are denoted with "*required" in the Neos Fields dropdown. These warnings may display due to a blank Primary Staff, Party Last Name, or Role field mapping.
Click the Show more rows hyperlink to display the next 5 rows from your CSV file. The first 6 rows will display by default.
Click the Select dropdown above each column in your CSV file and map each field that you wish to be imported. Keep scrolling to the right until all fields have been mapped.
The Neos Fields dropdown contains sections and corresponding fields (listed alphabetically) based on your selected Case Type (from step 2). If the Case Type field is blank, you'll only see standard fields for Case and Party tabs. If you selected a Case Type, you'll also see standard fields from standard fields from Insurance, Counsel, and Party tabs (if they are active for the Case Type). Refer to Case Mapping for a full list of standard fields that can be mapped.
The Neos Fields dropdown will contain options for importing emails, online accounts, phone numbers, and addresses. If your CSV file has fields for two Numbers (Phones) (e.g., Mobile and Fax) or two (Online) Accounts, only one of each type can be imported.
The Email field will import emails with a Type of "Personal".
The Account field will import online accounts with a Type of "Personal" and Platform of "Website".
The Number field will import phone numbers with a Type of "Home".
The Address field will import addresses with a Type of "Home".
After the import is complete, return to the desired Case to add/modify Phones, Emails, Addresses, or Online Accounts.
Use the search in each field to locate the Neos field you wish to map. The section that contains the matching field will display. Simply select the available section to expand and choose the corresponding field.
Once required fields have been satisfied, Neos field configurations can be saved before or after completing the import. Click the Save Mapping Profile button to enter Name and Description for this mapping profile.
Initiate Import
When you have completed your mapping and selected appropriate Neos fields, click the Import button on the bottom right.
If any issues with the data (invalid format or missing data) are detected, an Invalid Data window will display.
Click the Import button to proceed with the import process, skipping any erroneous data (the Cases(s) will be imported but this data will NOT be added). NOTE: If the Case Type field does not match the Case Type code in Neos, the Case will NOT be imported. If the Party Role does not exactly match in Neos, "Neos Default" will be added to the Role field in the imported case.
Click the Cancel button to abort the import and return to the Import from CSV tab. To clean up the CSV data, you will need to open the file and make the necessary changes. If importing data that does not already exist in Neos (e.g., a new Case Type), you will need to create the new data in Neos and retry the Import from CSV process.
If duplicate names are detected in your Neos database, a Duplicated Entries window will display. Use the checkboxes to select the names you wish to import to Neos, this will create duplicates of the existing names. Only the names you select will be created as new cases.
Click the Import button to proceed with the import process. Any selected names will be created again.
Click the Cancel button to abort the import and return to the Import from CSV tab. You may choose to recycle the existing cases in Neos either before the import or after the import (if duplicates were created).
NOTE: If the selected Case Type or CSV file has changed and field mapping selections have been made, a warning will display.
Click the Yes button to lose your mapping selections and continue with your recent changes.
Click the No button to keep your mapping selections and abort your recent changes.
The import will run asynchronously and add cases in batches. This means that you can navigate to another tab in Neos to continue working without affecting the import. You'll see a progress window and be notified when the backup is complete.
Click View Batch to open Browse Cases showing the list of cases with the corresponding batch number. An Advanced Search report can be run for batch numbers.
If at least one case has been successfully imported, the progress window will show "Complete". The number of failed rows will display in parentheses.
Open the Notifications pane and click the Errors link to view the list of problems that prevented all cases from being imported.
If no cases were created during the import, the progress window will show "Invalid Data". This could occur if your CSV file has no data in one of the required fields (e.g., Primary Staff, or Last Name).
Click the View Errors link (or the Errors link in Notifications) to open the Invalid Data window, showing the list of problems that prevented all cases from being imported.
