You can use the Data Transfer Manager to import data from another system into your Case IQ application via a Secure File Transfer Protocol (SFTP) integration. This allows you to efficiently populate records in Case IQ with data from an external system, such as your organization’s human resources information or legacy case management system. You can migrate data into cases, emails, files, notes, parties, profiles, to-dos, user profiles, and any data forms or custom forms in your Case IQ application.

Transferring data into Case IQ involves the following steps:

1. Collect the data you want to import and organize it into .csv, .txt, or .xlsx files.
2. Configure the settings for the data import with the Data Transfer Manager, which tells Case IQ how to import the data.
3. Run the data import or schedule when Case IQ should run it.

This article covers step 3 in this process by demonstrating how to run a data import for any record type, excluding file attachments. For details on scheduling an import for file attachments into Case IQ, see Import File Attachments in Bulk. For steps 1 and 2 in the data import process, refer to Preparing a Data File for Import and Configure, Edit, or Test Data Import Settings with the Data Transfer Manager respectively. 

We use several technical terms in this article to explain how a data import works. See a glossary of important terms below:

Before Importing Data...

• Make sure your organization can upload files to Case IQ's SFTP server. Reach out to your Account Executive for your SFTP credentials.
• If you are migrating your legacy case management system to Case IQ, run the imports in the order outlined in the Migrating from a Legacy System to Case IQ section of this article.
• Consider if you need to run the import regularly. If so, see the Schedule a Recurring Data Import section of this article. Otherwise, see the Run a One-Time Data Import section. 
• If you plan to import cases, make sure your workflows are active in Case IQ before running the import. See details on activating workflows in Edit, Activate, Deactivate, or Delete a Workflow.
• If you intend to import users, plan to activate the user profiles after the import. User profiles will be imported as "inactive", meaning the individual cannot use their account to sign in to your Case IQ application yet. See details on activating user profiles in Edit, Activate, Deactivate, or View Activity of a User Account.
• If you want to import file attachments, refer to the Import File Attachments in Bulk article instead, as the process is slightly different. 

Migrating from a Legacy System to Case IQ

Welcome to Case IQ! If you are migrating your previous case management system to your new Case IQ application, import the data in the following order: 

1. User profiles.
2. Cases.
3. Profiles.
4. Child records (emails, files, notes, parties, to-dos, and any custom form types in your application) and data forms.

For example, suppose you want to migrate data into Case IQ cases, users, and parties. To prepare for the migration, you would create separate source data files (or an .xlsx source data file with separate worksheets) for the case, user, and party data. Then, you would configure separate data import settings for the case, user, and party migrations. This means you would have three source data files (or one .xlsx source data file containing three worksheets) and three data import settings. When you are ready to import data:

1. First, run the users data import. 
2. When the system has imported all user profile data, run the case data import. 
3. Lastly, import the party data to complete your migration. 

This migration order allows the system to properly create connections between records in your Case IQ application. For example, cases in Case IQ contain user fields, like "Case Owner" or "Created By", which refer to users in your system. 

Run a One-Time Data Import

You can immediately import data directly from the data import's settings page. To run an ad hoc data import:

1. In Settings, navigate to the Data Import page under the System tab. 
2. Select the data import in the grid that you want to run. This will load the data import's page, where you configured the settings for the import.
3. Click the Options () button on the data import's page.
4. Select the "Import data" option. 
5. The "Import data" pop-up will be displayed, where you can validate the source data file you prepared for this import. 
   1. If you have already validated the source data file you prepared, click Import data. 
   2. If you have not validated a source data file yet, upload your source data file in the "Upload file" box in the "Import data" pop-up. When the system confirms the data file is in the correct format, you can click the Import data button to proceed.
   3. If there are problems with the source data file format, the system will list the first error it finds. You can correct the error in the source data file and reupload it to the pop-up. 
6. After clicking the Import data button, the system will begin processing the source data file in the background. You can navigate away from the data import's page. The system will send a notification to the data import's "Error Notification Recipients" when the import is complete. In the "Data Import Completed" notification, you can click the View integration log button to see the process logs and check for any errors.

Schedule a Recurring Data Import

You can schedule when the system will run a data import by adding a "rule". In Case IQ, rules are configured by system administrators to automatically execute tasks. You can add a "Schedule Process" rule to set when the system will run your data import. Use the following steps to add a "Schedule Process" rule and "SFTP Data Import" action. You can see details on other types of rules in Add a Rule.

1. In Settings, navigate to the Rules page under the Workflow tab. 
2. Click the Add Rule button.
3. The New Rule form will be loaded. In the "Name" field, enter a descriptive name for your rule.
4. In the "Rule Type" field, select "Schedule Process".
5. The "Frequency" and "Trigger Time" fields will now be displayed for you to fill in. 
   1. Frequency: choose the frequency with which the system should run the data import. You can choose from the following options: calendar quarterly, daily, daily (work week), fiscal quarterly, weekly, and monthly. 
      1. If you select "Daily (work week)", the process will be triggered every Monday, Tuesday, Wednesday, Thursday, and Friday.
      2. If you choose "Weekly" or "Monthly", a "Days of the Week" or "Days of the Month" field will be displayed so you can choose the days within the week or month to run the process. The "Days of the Month" field has a "Last calendar day of the month" option at the end of the list. You can select multiple days.
      3. "Calendar quarterly" and "Fiscal quarterly" will schedule the process for 00:00:00:000 on the first day of the next quarter. Fiscal quarters are based on the "fiscalYearStartMonth" setting on the Options page, see Update Application Options.
   2. Trigger Time: set the time that the system should run the import. The system may not use the same timezone you do. Hover your cursor over the question mark icon beside the field to see the system's timezone.
6. Click the "+" button in the Actions section and select "Add SFTP Data Import".
7. The following fields will be displayed in the New SFTP Data Import form for you to fill in: 
   1. Data Import: select the data import's settings you configured for this import. You can only select data imports that have already been configured in your application.
   2. Keep Source Files: choose if the system should retain the source data files you upload to Case IQ's SFTP server. Your source data files may be processed again if they remain. 
   3. Validate Only: choose if the system should only validate the source data file. If you check this option, the system will dry run the import using the source data file you upload to Case IQ's SFTP when the rule is triggered, but it will not add or update records in Case IQ.
   4. Unique Filename Prefix: enter the unique prefix in your source data file names. Enter the prefix exactly as it appears in the name of your source data files. Case IQ will look for a file with this unique file name prefix on our SFTP server when this rule is triggered. 
      1. The unique filename prefix must be in all lowercase and cannot include spaces or special characters.
8. When you fill in the unique file name prefix field, Case IQ will populate what your source data file names should look like following our file naming conventions in the "Data file name preview" field, i.e. "[unique file name prefix]_{arbitraryId}.csv". Make sure the names of the source data files you prepared match the "Data file name preview".
   1. Case IQ will not use the text following the "[unique file name prefix]_" (called an "arbitrary ID") to identify source data files, so you can include any text there.
   2. Each source data file for the data import can have a different arbitrary ID, so you can use the arbitrary IDs to differentiate the source data files in a recurring data import. For example, the arbitrary ID can be a timestamp when the source data file was exported by your source system. 
9. After making sure your source data file names match the data file name preview, click the Save button in the New SFTP Data Import form. 
10. Click the Save button for the New Rule form. You have now scheduled when the system will run the data import.