Learn about the different methods available to import and sync your data with eCourtDate, including manual entry, file uploads, API integrations, SFTP connections, and self-service portals.

### Overview

Getting your data into eCourtDate is the first step toward automating court notifications, managing cases, and tracking client interactions. Your agency has several options depending on your existing systems, technical resources, and workflow preferences. This article walks through each integration method so you can choose the right approach (or combination of approaches) for your needs.

- **What it does:** Describes available data import methods and helps you select the best fit for your agency
- **Why it matters:** Choosing the right data source strategy reduces manual work, minimizes errors, and keeps your records current
- **Who uses it:** Agency administrators, IT staff, and anyone responsible for data management
- **Expected outcome:** A clear understanding of each integration method, along with guidance on how to get started

### Prerequisites

Before evaluating data source options, make sure you have:

- Administrator access to your eCourtDate agency
- An understanding of your current case management system (CMS) or data source
- Knowledge of how frequently your data needs to be updated (real-time, daily, weekly)
- Access to your IT team if API or SFTP setup is required
- A test or staging environment available for validating new integrations

### How-To Steps

#### Step 1: Assess Your Agency's Data Needs

1. Identify the types of data you need to import into eCourtDate:
   - **Clients** (defendants, jurors, witnesses, victims, staff)
   - **Events** (court hearings, appointments, check-ins)
   - **Cases** (case numbers, charges, statuses)
   - **Payments** (fines, fees, balances)
   - **Contacts** (phone numbers, email addresses, mailing addresses)
2. Determine how often your data changes:
   - Multiple times per day: Consider API or SFTP automation
   - Daily or weekly: Scheduled file uploads work well
   - Occasionally: Manual entry or on-demand uploads are sufficient
3. Check whether your existing case management system supports API connections or automated file exports.

#### Step 2: Review Available Integration Methods

eCourtDate supports the following data source methods:

| Method | Best For | Technical Requirement | Update Frequency |
|--------|----------|----------------------|------------------|
| Manual Entry | Small caseloads or one-off records | None | As needed |
| Flat File Upload (CSV/XLSX) | Batch imports from spreadsheets or CMS exports | Basic | Scheduled or on-demand |
| API Integration | Real-time sync with your case management system | Moderate to Advanced | Real-time or near real-time |
| SFTP Transfer | Automated file delivery from legacy systems | Moderate | Scheduled (daily, hourly) |
| Self-Service Portal | Client-submitted data (self-enrollment, check-ins) | Basic setup | Continuous |

#### Step 3: Set Up Manual Data Entry

1. Sign in to your eCourtDate agency.
2. Navigate to the appropriate section in the top navigation bar (for example, **Clients**, **Events**, or **Cases**).
3. Use the **Create** form on the left side of the page to add individual records.
4. Enter the required fields and click **Create**.

Manual entry is best when you have a small number of records or need to add a one-off client or event that is not part of a regular data feed.

#### Step 4: Configure Flat File Uploads

1. Click **Uploads** in the top navigation bar.
2. Click the **Upload Templates** tab to create or select a template.
3. Map your file columns to eCourtDate fields using the **Auto Map Fields** button or by manually configuring each field.
4. Upload your CSV, TXT, or XLSX file and click **Create**.
5. Preview the upload to verify field mapping, then click **Process Upload** to import the data.

You can schedule recurring uploads by combining flat file exports from your CMS with eCourtDate's upload templates. See the related article on flat file uploads for detailed, step-by-step instructions.

#### Step 5: Explore API Integration

1. Go to **Admin** > **Settings** in the top navigation.
2. Locate the **API** section to review your agency's API credentials.
3. Share the eCourtDate API documentation with your IT team or integration partner.
4. Configure your case management system to push data to eCourtDate using the REST API.
5. Test the connection in your staging environment before going live.

API integrations are ideal for agencies that need real-time or near real-time data synchronization. Your CMS sends updates directly to eCourtDate whenever records change, eliminating the need for manual file transfers.

#### Step 6: Set Up SFTP Connections

1. Contact the eCourtDate support team to request SFTP credentials for your agency.
2. Configure your case management system or IT infrastructure to export files to the designated SFTP location on a scheduled basis.
3. Set up an upload template in eCourtDate to process the files automatically when they arrive.
4. Test the connection with a sample file in your staging environment.

SFTP is a good choice for agencies with legacy systems that support automated file exports but do not have API capabilities.

#### Step 7: Configure Self-Service Portals

1. Go to **Admin** > **Portals** in the top navigation.
2. Click **Create** to set up a new portal or select an existing one.
3. Configure the portal fields to collect the data you need from clients (for example, contact information, check-in responses, or self-enrollment details).
4. Share the portal link with your clients via messages, QR codes, or your agency website.

Self-service portals let clients submit their own information directly into eCourtDate. This is especially useful for pretrial check-ins, juror self-enrollment, and contact information updates.

### What to Expect

After choosing and configuring your data source, records begin flowing into eCourtDate according to the method and schedule you selected. Manual entries and file uploads reflect immediately after processing. API and SFTP integrations typically require a few days of setup and testing in staging before going live. Self-service portal submissions appear in your agency as soon as clients complete them.

### Best Practices

- **Start with a staging environment.** Always test new integrations in staging before applying them to production. This prevents data errors from affecting live records.
- **Use upload templates for repeatable imports.** If you regularly receive files from your CMS, create a dedicated upload template with pre-configured field mapping to save time.
- **Combine methods as needed.** Many agencies use API integration for their primary data source and flat file uploads for supplemental data like payment records or legacy case imports.
- **Schedule automated imports during off-peak hours.** If you use SFTP or scheduled uploads, configure them to run overnight or during low-traffic periods to avoid processing delays.
- **Document your integration setup.** Keep a record of API credentials, SFTP paths, upload templates, and field mappings so your team can maintain the integration if staff changes.

### Frequently Asked Questions

**Q: Can I use more than one data source method at the same time?**
A: Yes. Many agencies combine multiple methods. For example, you might use an API integration for daily case data and flat file uploads for quarterly payment imports. Each method operates independently and can be configured for different data types.

**Q: What file formats does eCourtDate support for uploads?**
A: eCourtDate supports CSV, TXT, and XLSX files for flat file uploads. The upload template's **File Format** setting lets you specify the expected format or use **Auto** to detect it based on the file extension.

**Q: Do I need a developer to set up an API integration?**
A: Some technical knowledge is required to configure API connections. Your IT team or a third-party integration partner can use the eCourtDate API documentation to set up the connection. The eCourtDate support team is also available to help guide the process.

**Q: How do I know if my data imported correctly?**
A: After processing an upload or receiving API data, check the relevant section in eCourtDate (for example, **Clients**, **Events**, or **Cases**) to verify that records were created or updated as expected. For file uploads, review the processing notification for any error messages.

**Q: Can clients submit data through a portal without creating an eCourtDate account?**
A: Yes. Self-service portals are public-facing by default. Clients access them through a link or QR code and do not need an eCourtDate login. You can also configure portals to require a login if your workflow requires authentication.

### Troubleshooting

**Issue:** Uploaded file shows no data in the preview.
**Symptoms:** After uploading a file and clicking **Create**, the preview displays no records or shows a blank table.
**Solution:**

1. Verify that your file is in a supported format (CSV, TXT, or XLSX).
2. Open the file in a text editor or spreadsheet application to confirm it contains data.
3. Check the upload template's **File Format** setting. If it is set to a specific format (for example, CSV), make sure your file matches.
4. Review the field mapping in your upload template to ensure at least one column is mapped correctly.
5. If the issue persists, try re-saving the file as a standard CSV (UTF-8) and uploading again.

**Issue:** API integration is not syncing data as expected.
**Symptoms:** Records created or updated in your CMS do not appear in eCourtDate, or data is delayed.
**Solution:**

1. Verify your API credentials are correct and have not expired.
2. Check the API endpoint URL to make sure it points to the correct eCourtDate environment (staging vs. production).
3. Review the API response codes in your CMS logs. A 401 error indicates an authentication issue; a 422 error indicates validation problems with the data.
4. Test the connection by sending a single record through the API and checking eCourtDate for the result.
5. Contact eCourtDate support if errors persist after verifying credentials and data format.

### Related Articles

- [How to Upload a Flat File](/how-to-upload-a-flat-file)
- [How to Create Upload Templates](/how-to-create-upload-templates)
- [How to Integrate Avenu Clearview Jury](/how-to-integrate-avenu-clearview-jury)