Map your data files to eCourtDate fields using upload templates so you can import records in bulk with confidence.

### Overview

- **What it is:** **Upload Templates** let you define how columns in your CSV, XLS, or XLSX files map to eCourtDate fields, set processing rules, and save those mappings for repeated use.
- **Why it matters:** Bulk imports save hours of manual data entry. Templates ensure consistency across imports and reduce the risk of mismatched or missing data.
- **Who uses it:** Administrators, data managers, and clerks who regularly import client, case, or event data from external systems.
- **Expected outcomes:** Reliable, repeatable bulk imports with fewer errors and a clear preview before any data is committed.

### Prerequisites

- An active eCourtDate account with admin permissions
- A properly formatted data file (CSV, XLS, or XLSX) ready for import
- Knowledge of which eCourtDate fields your data should map to
- Access to the **Uploads** section in the top navigation bar

### How-To Steps

#### Step 1: Navigate to Upload Templates

1. Click **Uploads** in the top navigation bar.
2. Click the **Upload Templates** tab.
3. Review any existing templates in the list. If you need a new template, continue to Step 2.

#### Step 2: Create a New Upload Template

1. Locate the **Create Upload Template** form on the left side of the page.
2. Enter a descriptive name in the **Name** field (for example, "Weekly CMS Export - Criminal Division").
3. Click **Create**.
4. You are redirected to the new upload template's edit page.

#### Step 3: Upload a Sample File

1. On the template edit page, locate the **Upload a Sample File** section.
2. Click **Choose File** and select a sample CSV, XLS, or XLSX file from your computer.
3. Wait for eCourtDate to read the file. If the file is valid, a list of detected columns appears on the screen.
4. Review the column names to confirm they match what you expect from your data source.

#### Step 4: Map Columns to eCourtDate Fields

1. Click the **Auto Map Fields** button to let eCourtDate automatically match your file's columns to the closest eCourtDate fields.
2. Review each mapping in the list. For each column, verify that the **Map To** dropdown points to the correct eCourtDate field.
3. If any mappings are incorrect, select the correct field from the **Map To** dropdown for that column.
4. For columns that should not be imported, leave the **Map To** field blank.
5. Click **Save** to apply your mappings.

If auto-mapping does not produce accurate results, you can map fields manually:

1. Scroll to the **Field Mapping** section on the template edit page.
2. For each eCourtDate field you want to populate, enter the exact column name from your file (case-sensitive).
3. Click **Save** after completing all manual mappings.

#### Step 5: Set Default Values

1. Scroll to the **Auto Populate Fields** section on the template edit page.
2. Set default values for any fields that may be missing from your file. Available defaults include:
   - **Client Status** for assigning a default status to new clients
   - **Client Group** for placing clients into a specific group
   - **Event Status** for setting the status of newly created events
   - **Location** for assigning a default location to events
   - **Flow** for assigning a notification flow to events
   - **Portal** for linking clients to a specific web portal
   - **Payment Status** for setting the default status of payment records
   - **Payment Amount** for assigning a default amount when no value is provided
3. Click **Save** to apply your default values.

#### Step 6: Configure Processing Rules

1. Scroll to the **Processing Method** section and choose how the template handles existing records:
   - **Update by Fields (Recommended):** Only new records are created, and existing records are updated based on matching fields.
   - **Load and Replace All Uploads:** All existing records are archived and replaced with new records from the file.
   - **Load and Replace All Uploads Using This Template:** Only records created by this specific template are archived and replaced.
2. If you selected **Update by Fields**, configure the **Update Existing** section for each record type:
   - **Update Existing Clients:** Choose the field used to match clients (for example, **Client Reference** or a combination of name fields).
   - **Update Existing Events:** Choose matching fields such as **Event Case Number** and **Event Type**.
   - **Update Existing Cases:** Use the **Case Number** field for matching.
   - **Update Existing Payments:** Choose the field used to identify existing payments.
3. Scroll to the **Parsing Formats** section and configure:
   - **Date Format:** Select **Auto** or specify the format used in your file (for example, MM/DD/YYYY).
   - **Time Format:** Select **Auto** or specify the format (for example, HH:MM AM/PM).
   - **Cell Separator:** Set the character used to separate multiple values within a single cell (for example, a pipe `|` for multiple organizations).
4. Click **Save** to apply your processing rules.

#### Step 7: Preview and Test the Template

1. Click **Uploads** in the top navigation bar to return to the main uploads page.
2. Click **Choose File** and select your data file.
3. Select the upload template you just created from the **Upload Template** dropdown.
4. Check the **Preview Upload** checkbox.
5. Click **Create**.
6. Review the preview results. Verify that field mappings are correct and data appears as expected.
7. If adjustments are needed, return to the template edit page, make changes, and click **Save**.

#### Step 8: Process a Live Upload

1. Once you are satisfied with the preview, create a new upload following the same steps but without checking **Preview Upload**.
2. Click **Create** to submit the file for processing.
3. The upload status changes from **Queued** to **Processing** to **Complete**.
4. You receive an email notification when processing finishes.
5. Review the results: check the number of records created or updated, and verify a sample of clients, events, cases, or payments to confirm accuracy.

### What to Expect

After creating an upload template, it appears in the **Upload Templates** tab and is available for all future uploads. When you select this template during a file upload, eCourtDate automatically maps your file's columns, applies default values, and follows the processing rules you defined. You can reuse the same template for every upload from the same data source without reconfiguring mappings. If your file format changes, update the template's field mappings to match the new column names.

### Best Practices

- Test in staging first. If your agency is live in production, create and test your upload template in a staging environment before using it with real data.
- Use unique identifiers for updates. Configure the **Update Existing** fields with reliable identifiers like **Client Reference** or **Case Number** to prevent duplicate records.
- Name templates descriptively. Include the data source and frequency in the template name (for example, "Daily Jail Roster Import" or "Monthly Probation CMS Export").
- Preview every new file format. When you receive a file from a new source or with a changed format, always use the **Preview Upload** option before processing.
- Keep your field mapping documentation current. Maintain a reference of which columns map to which eCourtDate fields so team members can troubleshoot mapping issues independently.

### Frequently Asked Questions

**Q: What file formats does eCourtDate support for uploads?**
A: eCourtDate supports CSV, XLS, and XLSX file formats. The template's **File Format** setting can be set to **Auto** (which detects the format from the file extension) or locked to a specific format.

**Q: Can I use the same template for files from different sources?**
A: Only if both files use identical column names and formats. If the column names differ between sources, create a separate template for each data source.

**Q: What happens if my file has columns that are not mapped in the template?**
A: Unmapped columns are ignored during processing. Only columns that have a corresponding **Map To** field in the template are imported into eCourtDate.

**Q: Can I update a template after it has been used for uploads?**
A: Yes. Changes to a template apply to all future uploads that use it. Previously processed uploads are not affected by template changes.

**Q: How do I handle files where dates are formatted differently?**
A: In the **Parsing Formats** section of the template, set the **Date Format** to match the format used in your file. If the format varies across files, use the **Auto** option and verify results in preview mode.

**Q: Can multiple users in my agency use the same upload template?**
A: Yes. All upload templates are shared across authorized users in the same agency. Any user with **Uploads** permissions can select and use an existing template.

### Troubleshooting

| Issue | Symptoms | Solution |
|-------|----------|----------|
| Preview shows blank or missing data | Some columns appear empty even though your file contains data | Open the template, navigate to **Field Mapping**, and verify that each eCourtDate field has the exact column name from your file (case-sensitive). Re-upload the sample file and click **Auto Map Fields** to refresh. |
| Dates or times not processing correctly | Event dates or payment due dates show incorrect values after processing | Open the template, scroll to **Parsing Formats**, and review the **Date Format** and **Time Format** settings. Try specifying the exact format used in your file instead of **Auto**. |
| Duplicate records created | New records appear instead of updating existing ones | Check the **Processing Method** section. Ensure **Update by Fields** is selected and the correct matching fields are configured for each record type. |
| File upload fails | Error message appears after selecting a file | Confirm the file is in CSV, XLS, or XLSX format and does not exceed the maximum file size. Try re-saving the file and uploading again. |

### Related Articles

- [How to Upload a Flat File](/how-to-upload-a-flat-file)
- [How to Assign Organizations via Uploads](/how-to-assign-organizations-via-uploads)
- [How to Manage Clients](/how-to-manage-clients)