New Import

Kevin Ricciardo

May 28, 2026

1047

Purpose	Create a new import from a PDI file after the provider Import Settings are configured.
Who should do this	CAREWare administrators and data managers responsible for uploading import files.
Use New Import when you need to	Upload a ZIP or supported import file, monitor validation, and route the file to Import History.
Main warning	If the incoming provider name does not match a CAREWare provider, complete provider mapping before the import can continue.

Quick path

Administrative Options > Data Import and Export Features > Provider Data Import > New Import.

Before you begin

Configure Import Settings for the provider and Source Name before uploading the file.
Confirm the file is complete and includes required tables, such as exp_provider for most imports.
Use a small test file before processing a large production import.

Important

Cancel Import stops validation and removes the file from the import list. Back leaves the page while the import process continues.

Upload an import file

1. Click Administrative Options.

2. Click Data Import and Export Features.

3. Click Provider Data Import.

4. Click New Import.

5. Click Choose File.

6. Select the import file.

7. Click Open.

8. Wait for the Upload Completed Successfully message.

9. Click Import File.

10. Click Refresh to update the status.

11. Click Back once the file is removed from the queue.

New Import page to browse to import file

New Import page success message for uploaded file

Map an unmapped provider

If the provider name in the import file does not match a CAREWare provider, an unmapped provider option appears in the PDI menu.

1. Click Unmapped Providers.

2. Click the Incoming Provider.

3. Click Edit.

4. Click CAREWare Provider.

5. Select the correct provider.

6. Click Save.

Unmapped Provider Codes screen for mapping providers

Import Queue options

Option	What it does	When to use it
Refresh	Displays the current status.	Use while validation is running.
Cancel Import	Stops validation and removes the file from the list.	Use when the wrong file was uploaded.
Back	Returns to the previous menu while processing continues.	Use after confirming the file is queued.
Print or Export	Exports the queue list.	Use for documentation or troubleshooting.

How to confirm it worked

1. Open Import History.

2. Confirm the uploaded file appears with the expected provider, source, file name, and status.

3. Open Import Details to review errors, mappings, and records ready to process.

Troubleshooting and common questions

The file stays in the queue. What should I do?

Click Refresh and review the status. Verify the count changes or the table changes. If not, restart the CAREWare Business Tier service.

The provider is wrong. What should I check?

Confirm the provider name in exp_provider and the provider mapping in CAREWare.

The file was imported, however it is missing from the Import History

Check the Import History in Central Administration, look for unmapped providers. Make sure the exp_provider file was included in the zipped folder with the client level data. Make sure the correct provider name and import setting source name was listed in the exp_provider.csv file.

Related guides

Guide	Description
Import Settings	Configures settings for the provider and Source Name before uploading a file.
Import History	Allows confirmation of uploaded files (provider, source, status) and review of import details, errors, and mappings.
Provider Data Import	The overall feature for managing provider data imports (PDI) and creating new imports.
Creating PDI files with Attachments	Guidance on creating PDI files that include attachments.