Case Note Import

Overview

The Case Notes import is available on request. Astalty runs it for you; provider Users can download the template but cannot upload and start this import themselves.

Accessing the Import

Open Settings > Imports, select Create Import, then Case Notes. Select Download Template and contact imports@astalty.com.au to arrange secure file sharing.

Completing the Import

Import Participants and invite Users first. Every Case Note must resolve to an existing Participant, and Created By should identify an existing User when the original author is to be retained.

The template columns are Participant Name, Participant NDIS Number, Participant Reference Type, Participant Reference, Content, Date, and Created By.

• Participant Name is optional and is not used as the match key.
• Identify the Participant with a nine-digit Participant NDIS Number, or leave that value blank and use both reference columns.
• Participant Reference Type accepts participant_ndis_number or participant_astalty_id. The corresponding Participant Reference must be the NDIS Number or Astalty Participant ID.
• Content, Date, and Created By are required.
• Date must be exactly dd/mm/yyyy. Dates before 1970 or more than one year in the future fail validation.
• Created By must be a valid email address. If it does not match an active User in the account, Astalty assigns the Case Note to the Account Owner.
• A reference that cannot resolve to a Participant fails that row. It is not silently ignored.

Astalty also rejects duplicate rows within the file and rows matching a successfully created or still-active row from an earlier Case Note import. The remaining valid rows wait for confirmation before creation. A confirmed import can complete with errors if a later row fails; successful Case Notes remain.

How to Use the Case Note Import

1. Create the Participants and Users required by the file.
2. Download the current Case Notes template.
3. Populate every required value and remove the example rows.
4. Contact imports@astalty.com.au to arrange a secure transfer and the import.
5. Review the completion notice and row details with the Imports team. Case Note imports do not offer Download Failed Rows.

Troubleshooting

Correct unresolved Participant references, invalid author emails, exact duplicate rows, and invalid dates in the source file. Because Astalty runs this import, coordinate retries with the Imports team rather than uploading the file through another import type.