The new Case Tab Migration feature allows firms to seamlessly transfer data between fields on different tabs within a Case Type. As long as mapped fields are of the same field type (e.g., alphabetic to alphabetic or date to date), even if the fields have a different title, the data will be copied to the destination field when mapped. This powerful feature will copy all mapped fields between all cases of the selected Case Type, saving time and effort when updating or migrating data.
While Neos Support can guide you in this process, they cannot perform the migration for your firm. Case Tab Migration should only be processed by firm administrators who have the Case Tab Migration Special Permission enabled. It is important to proceed with caution and carefully review all proposed changes, as the migration cannot be undone.
NOTE: You must have the Special Permission for Case Tab Migration enabled to use this feature.
Navigate to Settings > Case Tab Migration (in the Miscellaneous section).
Follow the workflow below. When each step is complete, the gray circle will change to a blue circle with a checkmark.
Select Case Type – Use the dropdown to select the Case Type of the Source Tab. This is the location of the data you wish to copy. Field data will be copied between different tabs of the same Case Type.
Select Source Tab – Use the dropdown to select the tab that contains the data you wish to copy. This field will be disabled until the Case Type is selected. Currently, only active flat tabs (Case Tab, Accident Information Tab, and User Tab Entry 6-10) will be displayed in the dropdown. If the selected Case Type is cleared, an 'Unsaved changes' message will display. When Yes is clicked, it will also clear your selection in the Source Tab field.
NOTE: If the selected Source Tab does not have any fields added to the layout manager in that Case Type, the following warning banner will display. Neos will prompt you to select a different Source Tab.
If only one tab has fields added to the layout and any of the other tabs without fields are selected, the following warning will display, prompting you to add fields using the Layout Manager.
Map Fields – All active flat tabs (Case, Accident Information, and User Tab Entry 6-10 Tabs) from the selected Case Type will display in the Destination Field dropdowns, excluding the selected Source Tab. Source Data displays the first 5 OPEN cases by descending case numbers, plus the header. Click Show more rows to display the next 5 OPEN cases by descending case number.
NOTE: Use Browse Cases to filter the list of cases with a status of OPEN for the selected Case Type and Case # in descending order.
• The Customize Fields dropdown allows you to filter only the fields you wish to map. For example, selecting only Close Date, Date Of Incident, and Date Opened, then clicking Apply will display only these 3 fields as columns in the grid. Any mapping selections will be lost when changing the Customize Fields options (clicking Yes on the Unsaved changes message).
3. Click the Destination Field dropdown to map each existing/Source Field to the new/Destination Field. Search for fields by typing titles into the Destination Field as they correspond with the desired Source Field. Click the down arrow to expand the alphabetical list of standard and user-defined fields for each active flat tab.
Fields can only be used once.
The field selected in the Destination Field dropdown must be the same type as the Source Field.
4. After all necessary fields are mapped, click the Review Migration button on the bottom right. Review the list of fields that will be copied to the destination field types. All cases of the selected Case Type will be affected. If data exists in the fields you are copying FROM, that information will be displayed in the Previous Data column with a strikethrough. Changes cannot be undone. Ensure everything looks correct before copying data.
5. Click the Confirm Migration button to proceed.
6. Any existing data in the Destination field will be overwritten with data that exists in the mapped Destination field from the selected tab for ALL Cases in the selected Case Type. If you are confident in the data migration, click Migrate Data to initiate the asynchronous case data migration.
NOTE: Data from the Source field will remain on the Source tab as the migration only copies information to the destination tab/field. The Firm Administrator can manually remove the source data and/or source field (from the User Defined Tab Layout) if needed.
7. You will be returned to the Case Tab Migration mapping. The Case Tab Migration will run asynchronously and copy data between mapped fields in batches. This means you can navigate to another tab in Neos to continue working with affecting the migration. You'll see a progress window displayed on the bottom right of Neos.
8. When the migration is complete, the window will show similar to the following with a batch number. NOTE: This batch number does not show in the list of Browse Cases. That column is only used when Importing Cases.
9. A notification banner will display when complete and be shown in the Notifications panel.
10. An Activity Feed item will be created in each case where field data is migrated, showing the fields that were changed.
If any errors occurred during the batch migration, a link to the list of errors will display in the Notification panel.
Click the Errors link to show a static list of Case numbers where errors occurred and the corresponding error message. Click Close when done. Reference the associated error message and correct the issues before trying the migration again.
