Add people to cases in bulk

An import can put many people on their cases at once, each with their role, and send each one the case invitation. Use it once the people and the cases are in your hub.

1. 1

   Prepare the file

   Put one person and one case on each row, under these column names in the first row:

   • case_id: the case's Tag IDTag ID A permanent label you give a case, such as rear-end-2026, also shown as Reference ID and used in imports., such as rear-end-2026, or its case ID from the Admin Panel's case list.
   • user_id: the person's Reference ID, such as the client number you imported, or their user ID, copied with the button beside it on Edit User.
   • case_role_id: their roleRole A set of permissions that decides what someone can see and do on a case, such as staff or clients. on the case, such as clients or staff.
   • case_notify: true to send them the case invitation, or false.

   To give someone a designationDesignation A label for someone's job on a case, such as Lead Attorney, Paralegal or Guardian., add client_designation, such as guardian, or staff_designation, such as lead_attorney. Left blank, it's primary. Save the file as CSV UTF-8.

2. 2

   Start the import

   In Integration › Imports, choose NEW, and pick Assign users to cases under Import Type.

3. 3

   Add the file

   Type an Import Name, such as Spring claimants, or leave it blank to use the file's name. Drag the file onto Upload File, or choose Browse file, and choose Create Import.

4. 4

   Check the result

   When every row has worked, the import reads Completed, and Stats shows how many people were added out of how many rows were in the file. If any failed, it reads Partly failed, with Stats counting what succeeded and failed, or Failed. Choose View Import to see why, and see Fix an import with failed rows.

What happens next

Each person is added to their case. Those whose row says true get the case invitation by email, or by text if they have only a phone number; see Invite a client to their case. Each person's welcome rules run as if you'd added them by hand, so clients get your welcome post, forms and e-signs. Nobody else is told.

If something goes wrong

• A row fails with "User already exist." They're already on that case, and their role isn't changed.
• A row fails with "Case user limit reached or transaction failed." The case already has 20 people, the Virtual Assistant included.
• A row fails with "Case is closed". Nobody is added to a closed case, and nobody is invited. Reopen it, then import that row again; see Close or reopen a case.
• A row fails on case_id or user_id with "is invalid." No case or person in your hub has that ID. Import the cases or clients first, and wait until that import reads Completed.