Import cases from a CSV file

An import creates many cases at once from a spreadsheet saved as a CSV file, such as your open cases from another system.

1. 1

   Prepare the file

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

   • ref_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., a permanent label such as rear-end-2026, made of letters, numbers, dashes and slashes. Use one no case in your hub has.
   • title: the case's title.

   You can also add:

   • case_type: one of your hub's case typesCase type A category for cases, such as general, used to aim automations at the right cases., spelled as under Settings › Fields. Left blank, it's general.
   • case_status: 1 for open, the default, or 0 for closed.
   • date_opened: written year first, such as 2026-03-15. Left blank, it's today.
   • description.
   • case_stage: the id of the case's stageStage A step a case moves through, such as Intake or Demand sent, which the firm names and describes and which shows on the case page., copied from its Stage ID in Settings › Stages; see Set up your case stages. Left blank, the case has no stage.

   Save the file as CSV UTF-8.

2. 2

   Start the import

   In Integration › Imports, choose NEW, and pick Create cases under Import Type. The preview lists the columns, and Download Sample CSV gives you a file with them.

3. 3

   Name it and add the file

   Type an Import Name, such as Open cases, using letters, numbers, spaces and dashes. Left blank, it's the file's name. Drag the file onto Upload File, or choose Browse file.

4. 4

   Create and check it

   Choose Create Import. When every row has worked, the import reads Completed, and Stats shows how many cases were created 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

The cases appear under Cases. Your Assign Cases rules put your team on each one as it's created; see Assign staff to new cases automatically. Nobody else is told. A case created at a stage gets no milestone post; only a later move into a stage does.

To put your clients on their cases, see Add people to cases in bulk.

If something goes wrong

• A row fails with "Case reference ID is already in use. Please choose a different one." Another case already has that Tag ID, and it's left as it was. Give the row a new one, or leave it out if the case is already in your hub.
• A row fails on case_type with "is invalid." The case type isn't one of your hub's. Spell it as it is under Settings › Fields, or add it there first.