- Administration
- Imports
- Documents Import
Documents Import
Overview
Astalty can import Documents on a per-request basis. This import is not self-service and may incur an additional fee. Contact imports@astalty.com.au to arrange it.
Documents are linked to Participants (or Users) using the mapping file, so run this import after Users, Plan Managers, and Participants are already in Astalty. See Required import order.
What we need
- A completed mapping file (CSV) — one row per document
- Access to download all of the documents as a single .zip file (for example from OneDrive, Google Drive, or similar), using the same folder structure as the paths in your mapping file
Download the example mapping file from Settings → Imports → Documents in Astalty using Download Example File.
Mapping file columns
Required columns:
| Column | Notes |
|---|---|
| target_reference_type | How Astalty should look up the owner of the document (see below) |
| target_reference | The value that matches that type (for example an NDIS number or email) |
| document_path | Path to the file inside your zip, relative to the zip root |
Optional columns:
| Column | Notes |
|---|---|
| document_name | Title shown in Astalty. If blank, Astalty uses the file name |
| date | Original upload / document date in dd/mm/yyyy (for example 12/07/2024) |
| categories | Comma-separated category names (for example Onboarding, Care Plan). Each name must be 255 characters or less |
| status | active or archived (case insensitive). If blank, the document is imported as active |
target_reference_type and target_reference
Each row must say who the document belongs to.
| target_reference_type | target_reference |
|---|---|
| participant_ndis_number | The Participant's NDIS number |
| user_email | The User's email address |
For Participant documents, use participant_ndis_number with the Participant's NDIS number. For User documents, use user_email with the User's email address. The Participant or User must already exist in Astalty — if they cannot be matched, that row will not import successfully.
document_name and document_path
- document_name — the title you want shown in Astalty (for example
Support PlanorProgress Report) - document_path — the path of the file relative to the parent folder / zip root. It must match the file's location inside the zip exactly (including folder names and the file extension)
Example folder structure:
For a file at files/john-doe/plans/plan-2024.pdf inside the zip, document_path would be:
files/john-doe/plans/plan-2024.pdf
Example mapping rows
| target_reference_type | target_reference | document_name | document_path | date | categories | status |
|---|---|---|---|---|---|---|
| participant_ndis_number | 430123456 | Support Plan | files/john-doe/plans/support-plan.pdf | 12/07/2024 | Care Plan | active |
| participant_ndis_number | 430123456 | Progress Report | files/john-doe/notes/progress-report.pdf | 05/03/2025 | Progress Note | archived |
| user_email | coordinator@example.com | Induction Pack | users/coordinator/induction-pack.pdf | 01/08/2024 | Onboarding | active |
Limitations
- document_path must be 150 characters or less in total (including folders, slashes, and the file name). Longer paths will fail validation.
- document_path must:
- not start or end with
/ - not contain
//or.. - not use backslashes (
\) — use forward slashes/only
- not start or end with
- document_name, target_reference, and each categories value must be 255 characters or less.
- date must use dd/mm/yyyy when provided.
- status, when provided, must be active or archived.
- The mapping file must include the required header columns and at least one data row.
- Every document_path in the mapping file must exist in the zip you provide.
Import process
Once your mapping file and zip are ready, contact imports@astalty.com.au to share them securely and complete the import.