Bulk Uploading/Migrating Clients

Modified on Wed, 6 Mar, 2024 at 9:06 AM

In this article we will understand how to bulk upload the clients if you have the entire list of clients in an excel exported from the other systems.

Go to Left Navigation -> "Clients" -> "Existing Clients" and look for the excel upload icon towards the top right corner of the page

On click of the button, you will see the following screen:

Step 1: Download the excel sheet template

Step 2: Fill the sheet as per the guidelines

Step 3: Upload the sheet back

We will now understand the columns in the excel sheet to help you fill the same without errors, the same is also mentioned in the Guidelines sheet of the template.

To make it really simple, you can bulk upload the clients only with the Client Name as mandatory field.
You can always amend the fields which you leave blank now by editing the client from the Clients module.

"ClientCode" is the unique code that you maintain for your client.

You can leave it blank if you do not have one.

MANDATORY "ClientName_EN" and "ClientName_AR" should have the name of the client

Please ensure that client name is not duplicate.
This is a mandatory field.
Fill Arabic name if you have Bilingual Package

"Type_Company_Individual" is the nature of the client, “Individual” or “Company”.

You must select either Individual or Company from the drop down list in the excel cell.
Do no manually enter anything else.
You can leave it blank if you are not sure.

"ContactPerson_EN" and "ContactPerson_AR" - Name of the contact person in case the client is a company.

Leave it blank in case you do not have it.
Fill Arabic name if you have Bilingual Package

"Telephone", "Fax", "Email" and "Address" of the client if available.

Leave it blank in case you do not have it.

"ResponsibleLawyer" - Lawyer who will manage the client.

Leave it blank if not available.
If you chose to fill it, make sure to enter the exact full name (First Name and The Last Name) as shown in CASENGINE users module to be accepted
To mange users, please read the article Adding Users

"Supervisor" - Lawyer who will supervise the client.

Leave it blank if not available.
If you chose to fill it - Make sure you enter the full name (First Name and The Last Name) as shown in CASENGINE users module to be accepted

"Notes_EN" and "Notes_AR" - Any free text that you want to add to the client notes.

Leave it blank if not available.

"OpeningDate" - The date when the client was onboarded.

It should be in (dd/mmm/yyyy) format only.
Leave it blank if not available.
System will add current date if no date is added.

"Status" - Current status of the client in terms of active/inactive.

It must be “y” for active and “n” for inactive. Chose from dropdown selection only.
Leave it blank if not available.
System will consider the client as active if no status is provided.

"ClosingDate" - Date of closing the inactive clients.

It should be in (dd/mmm/yyyy) format only.
Leave it blank if not available.
System will add current date if no date is added.

"CustomField" - Custom field can fit any value that is not available in CASENGINE clients module by default.

Custom field master and it's value must be added to the system before adding here and uploading.
- Visit Add Custom Fields to add Custom Fields Masters + Data.
Match the exact value that you added in the custom fields data else it will not be excepted.
Leave it blank if not available.

"Nationality" - This is the nationality of the client.

Must Select from the dropdown and do not enter manually
Leave it blank if not available.

"NationalId" - Add any national ID number available to uniquely identify the client

Leave it blank if not available.

"CompanyRegistrationId" - Trade License of Registration number if the client type is Company.

Leave it blank if not available.

"OldSystemId" - In case migrating data from some other system and you are used to some unique number related to each client, then you add this here for reference.

Leave it blank if not available.

Uploading the Sheet with wrong entries and rectifying errors

This section is to give you idea what general mistakes you can do while entering the data and how you will be notified for those to fix.

In the below example, we have filled the excel with some common mistakes as follows:

Entered wrong email format
Entered the Responsible Lawyer and Supervising Lawyer name which are not present in the system already.

Once I upload the file with the mentioned mistakes, we see a message that there are some errors in the data you uploaded highlighted in yellow.

It highlights that the email has to be fixed
The blank/wrong responsible lawyer has automatically been updated to first lawyer in added. Make sure you enter the full name (First Name and The Last Name) as shown in CASENGINE users module to be accepted
The supervisor has to be amended

Note: Mainly, you have to fix the cells highlighted in yellow and try again.

After reviewing the mistakes, we amended the excel as follows

Fixed the email to be in proper format -> a@b.com
Enter the full name in responsible lawyer as agent6 agent6 where First name was agent6 and Last name was also agent6
Enter the full name in supervising lawyer as agent1 agent1 where First name was agent1 and Last name was also agent1

and uploaded the file again.

This time we see no error and require confirmation to submit the data.

Review the data one last time and press Submit. All the clients will be added to CASENGINE followed by the confirmation shown below.