Importing Cases

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General Overview

The case importer is purely a data loader in order to get multiple case records into SchemeServe quickly and in bulk format from a CSV file. Any case information which arrives to the importer will be deemed to be priced, pre-priced and rated.

https://www.youtube.com/watch?v=EgYc2Dh50wc

Video Tutorial


Locating the Case Importer

1. Log in to SchemeServe as an administrator 2. Click on the Cases Tab 3. Click on Import cases.

CasesSearchScreen.jpg


This will bring up Import Case Records dialog as shown below with the New Import tab pre-selected.


New Import

Firstly, the imported file is added to a queue before the process has started. A User with administrator permission will be importing a case for a given scheme.

Imports can can up to 15 minutes before they start - please be patient ;-)


NewImportScreen.jpg


The User is required to select a scheme for which he/she would like to import case records. The import batch can be given a name or if this is left blank the name of the file imported will be used by default. The User will then be required to browse the CSV file saved on their local machine for which the format is structured to fit the chosen scheme.


Importing Case Records File

It is important that the CSV file is structured with the correct headers for the chosen scheme. Importing a file which is not structured according to the selected scheme will cause the import to fail. The CSV format can be downloaded from the Import Case Records dialog via a link ‘this format’, this file is then to be populated with each scheme details required for the import. The number of headers will depend on the questions created for each scheme as well as other options for that particular scheme.



CSV File Headers

The headers accumulated for a scheme are based on the scheme details requested for each case. Any accumulated headers are added to the default headers which are shown below.

CSV Default Headers

The default headers for all schemes:

Policy.InceptionDate,Policy.ExpiryDate,Policy.ImportRef,Policy.Status,Policy.InsurerId Client.Title,Client.Firstname,Client.Surname,Client.MobileNumber,Client.PhoneNo,Client.FaxNo,Client.Address1,Client.Address2,Client.TownCity,Client.County,Client.Postcode,Client.Website,Client.BusinessDescription User.Username,User.Password



Processing Case Records

ProcessingCaseRecordsScreen.jpg


The second stage of the Import is the processing. This screen is periodically updated and can be located under the Processing Tab where the User can view the current status of each pending file along with the imports which have been uploaded by other users. Each import is not processed immediately but sits in a queue. This helps to ensure a quick process rate for each file.

The processing dialog displays the user Batch Name along with other specific information for each import, including the uploaded date of the file, progress made so far for each file, fails and warnings.


Import Progress

The following are possible statuses.

Queued, UserCancelledBeforeStart, Starting, InProgress, Stopping, CannotStart, UserAbortedAfterStart, Failed, Completed


Import Errors

The number of errors and success can be seen in the progress column. There are 2 types of errors which may occur:

Fatal errors – The number of fatal errors will be shown in the Fails column and the import will be aborted. These errors are normally due to incorrect headers in the import file, required fields missing, or incorrect data types.

Regular errors – Import will continue but some changes will not be saved. These errors are usually caused as a result of Client details being different to Client references or mandatory fields being empty.


Import Error Summary

The error can be viewed if the User clicks on the specific import on the processing screen:

ImportErrorSummaryScreen.jpg


Error Details

By clicking on the each error link, the User can view each error in more detail. Alternatively the User has the option to download the list of errors and warnings in a CSV file.

Cases with warnings will be saved but flagged for the User. These are normally the result of similar Client names existing, invalid email addresses or the Client has been previously blocked.

[File:ImportErrorScreen.jpg]]


Abort Process

Under Action, the User has the chance to abort the import at any given time. This selection to abort a process will be confirmed by a pop up dialog.



Import Completed

The completed tab shows the summary of all the imports which have finished processing. The number of imports listed will be based on the uploaded date, which will be a month before the current date. The status of each import is shown with the number of successes, failures and warnings. As before, a User can view a more detailed summary as described in section 5.1.

ImportCompletedSummaryScreen.jpg


Completed Error Summary

The User can click on success, fail and warning numbers which results in another dialog being displayed in order to view the summary.

As before the User has the option to download the list of issues into a CSV file or alternatively view the errors or warnings in more detail by clicking on the links

CompletedErrorSummaryScreen.jpg


Deleting Imported Cases

Clicking purge data will allow the import to be undone, erasing the record created by the import. In order to complete a delete for a set of imported cases, the User will be displayed a confirmation box with the import name to be deleted where he/she will be asked to enter the word DELETE in capital letters. This step is taken to ensure the User is completely aware of the action taking place as the data is completely removed from the system. There is a Delete Forever link which is the final confirmation which when clicked will take action to delete and return the User back to the completed list of imports dialog. The User can view the status of the delete which should now be set to Rollback.

DeletingImportedCasesScreen.jpg