Importing Custom Data Using the Provider Data Import

Kevin Ricciardo

May 28, 2026

1714

Purpose	Prepare custom field template columns and import custom client, service, eligibility, or attachment data.
Who should do this	CAREWare administrators and data managers who maintain custom fields and import templates.
Use this guide when you need to	Import data into active custom fields using the CAREWare PDI template.
Main warning	The custom field template column name must match the template field name, including cst_ prefix and underscores for spaces.

Quick path

Provider Data Import > Custom Field Templates. Then prepare the PDI file and upload it using New Import.

Before you begin

Activate the custom field for the provider and the correct location.
Save the custom field in a Custom Field Template before generating or using the import template.
Know which PDI table corresponds to the custom field location. For example, custom client fields use exp_client and custom service fields use exp_service.

Important

If the custom field name changes in Custom Control Setup, refresh the Custom Field Template by deactivating the custom field from the template, saving the change, and then activating the custom field in the template again.

Prepare the custom field template

1. Open Provider Data Import.

2. Click Custom Field Templates.

3. Select or add the template.

4. Edit the field list.

5. Select the custom fields needed for the import.

6. Save the template.

Custom Field Templates tab

Prepare custom data columns

Custom field import columns use the cst_ prefix.
Spaces in the custom field name become underscores.
Example: custom field 1 0 test becomes cst_1_0_test.

Import the custom data

1. Add the custom field columns to the table associated with the location of the custom field in CAREWare.

2. Populate the custom data values for each record.

3. Zip the PDI files with any required attachment files, if the custom field is an attachment type.

4. Upload the ZIP through New Import.

5. Review Import History and Import Details.

6. Resolve errors or missing mappings, then process the import.

How to confirm it worked

1. Open the Custom Field Template and confirm the field is selected.

2. Confirm the import column name matches the Template Field Name.

3. After processing, open the client, service, or custom field location and verify the imported value appears.

Troubleshooting and common questions

Why is there no mapping for a custom field?

The custom field may need to be activated for the provider in the location associated with the table the records were imported in. The custom field may need to be activated in a custom field template. The custom field template name may differ from the field name or the column header. Refresh the template by removing and re-adding the field.

Where do service custom fields import?

Use the exp_service table for custom service fields.

Related guides

Related Guide	Description
Custom Field Templates	Template for saving and managing custom fields needed for import
Provider Data Import	Overview of the CAREWare Provider Data Import (PDI) process
New Import	Steps for uploading the prepared PDI file (ZIP) to start a new import
Import History	Guide to reviewing past imports, resolving errors, and processing data
Creating PDI files with Attachments	Instructions for preparing PDI files that include attachment-type custom fields