How to Assign Organizations via Uploads

Read this article to learn how to assign Organizations when uploading clients. Assign one or multiple organizations through a flat file upload.

Overview

Assigning organizations during client data uploads is a crucial feature within the eCourtDate platform, enabling agencies to efficiently categorize and manage client data. By associating clients with specific organizations, users can streamline communication, track compliance, and customize workflows according to agency protocols. This feature is especially beneficial for court personnel, law enforcement officers, and administrative staff who handle large volumes of client data requiring precise organizational alignment. Users can expect to enhance data organization and ensure clients are appropriately managed under the relevant organizational umbrellas.

Prerequisites

Before you begin assigning organizations via uploads, ensure the following prerequisites are met:

• Access to the Uploads section found in the top navigation bar
• A flat file that includes a column with the organization(s) per client
• An Upload Template that is created based on your data file

If you don't already have an Upload Template, read this article to learn how to upload flat files.

How to Steps

Follow these step-by-step instructions to assign organizations when uploading client data:

Prepare File Data

Ensure that your file includes a column that you'll map to the Organizations field in eCourtDate.

For example, if clients can only be assigned to one organization:

• Your File: First Name, Last Name, Organization
• File Data: John, Doe, Office 1

If clients can be assigned to multiple organizations:

• Your File: First Name, Last Name, Organizations
• File Data: John, Doe, Office 1 | Department 2

Create Organizations

Follow these steps to create the available organizations that clients can be mapped to:

• Click on the Admin > Settings link in the top navigation bar.
• Click on the Organizations tab.
• Fill in the Create Organization form.
  • The minimum fields required for uploads are Name and Reference. 
• Click the Create button.

Note: the Reference should match the organization value from the upload. The Name field is user-facing and can be different from Reference.

Configure Upload Template

Follow these steps to update the Template Template to map the "Organizations" field from your file:

1. Sign into your eCourtDate staging or production agency.
2. Click on the Uploads link in the top navigation bar.
3. Click on the Upload Templates tab.
4. Click on the Edit link for the upload template that you want to use.
5. In the Field Mapping section, search for the Organizations field. 
6. Set the field to match the exact column name from your file. 
7. (Optional) If you want to assign multiple organizations to a client:
   1. Locate the Parsing Formats section
   2. Change the Cell Separator to match the character that separates each organization in the file.
8. Click the Save button.

Upload File

You are now ready to upload your file. 

1. Click on the Uploads link in the top navigation bar.
2. Click on the Choose File option and select the file from your computer.
3. Choose the Upload Template that you configured to use the Organizations field.
4. Click the Create button.

What to Expect

• The upload status will change to Queued, then Processing, and then Complete.
• Once complete, you should expect to the see the number of clients created by the upload.
• To validate that clients have the expected organizations:
  • Click on the Clients link next to the number of clients created by the upload.
  • Click the Edit button next to any client.
  • Scroll down to the Assigned Organizations section and check the results.

Note: if you upload multiple files, then the Assigned Organizations will be based only on the most recent file that was uploaded.