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Import History
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Once the import file has been uploaded and mapped to a provider, the file is added to the Import History list.


Follow these instructions to access Import History.


  1. Click Administrative Options.
  2. Click Data Import and Export Features.
  3. Click Provider Data Import.
  4. Click Import History. 


Import Details – Click to review the import file, identify errors, complete mappings, and process the records.

New Import – Click to upload a new import file.

Delete Import – Click to delete the import file from the history. This only deleted temporary records for the import process—no processed client records are deleted.

Undo Import – Deletes records processed from that import file.

Refresh – Sets list to the current Status.

Help – Opens user guide for this feature.

Back – Click to go back to the Provider Data Import menu.

Print or Export – Click to print or export the list of import files in the Import History.

Hide/Show Columns – Opens list of column headers, which can be activated to show or deactivated to hide from view.


Import Date – Date the import file was uploaded.

Record Count – Total records processed (entered into CAREWare)/Total records in the import file.

Status – An indicator of the status of this import.

  • Domain mapping and re-upload required – The provider name in the table exp_provider of the import file is different from the provider name in CAREWare. The domain mapping needs to be completed in Central Administration. The import needs to be started over again by uploading the file after the provider mapping is complete.
  • Error adding import – Must check the cw_events or system log for error information.
  • Error in DTM process – Verify the source type in the exp_provider table matches the correct import settings for the DTM Specs the format of this file.
  • Exp_provider files is missing from the import – This files is required for most imports. The exp_provider table includes the provider name and the import setting data source name.
  • Ready to Process – There are records in this import that are Ready to Process. During processing, the system will attempt to enter all Ready to Process records into CAREWare. Once this pass is complete, the import status will be set to Processed
  • Processed – the PDI has processed this import and entered all records possible into CAREWare. The PDI system considers this import complete unless changes are made to the records in the import. In the first example above, 79 records were processed with 2 records yet to be processed.
  • Undone – The processed records have been deleted from the client as well as from the import holding tanks. To process these records again, the file needs to be uploaded again.


Provider – This is the provider to which the data is being imported.

Source – The source is the data source in the exp_provider table under column prv_source. That value is matched to the source type under import settings for that provider.

File Name – This is the name of the import file being imported.

User – The CAREWare user that uploaded the file. If System is the user, the file was likely uploaded by the CAREWare Business Tier importing scheduled PDI, Scheduled SQL, DTM, HL7, or FHIR files.


Follow these instructions to process the import file:


  1. Click the file to select it.
  2. Click Import Details. 
























Error Details – Provides error details as well as record keys. A Record PK can be used to look up the record in the import file.

Edit Mappings – Set or change mapped incoming values to CAREWare values.

Process Import – Click to add records that are in the Ready to Process column.

Recheck Import – Triggers CAREWare to validate all records in the import that have not yet been added to CAREWare (record status is Complete).

Manual Client Matching – Handles incoming client records that need to be either added as a New Client or matched to an existing one.

Back – Click to go back to the Import History menu.

Print or Export – Print or Export the Import Details list.

Hide/Show Columns – Opens list of column headers, which can be activated to show or deactivated to hide from view.


Record Type – The table the records are saved in for the import file. For example, "Clients" refers to records imported from the exp_client table in the PDI file.

Records in File – Total records in the import file for each table.

Ready to Process – The count of records ready to enter into CAREWare (free of errors, and for which all mappings and client matching are complete). 

Errors – Number of records that have some error to be resolved before they are Ready to Process.

Missing Mappings – Records where an incoming value does not match a CAREWare value or the incoming value needs to be manually mapped to a CAREWare value because of import settings.

Records Processed – Records have been added as client data in the CAREWare database.


To review and resolve errors, follow these instructions:


  1. Click the Record Type row.
  2. Click Error Details.














In this case, the clients need to be matched to CAREWare client records.


  1. Click Back.
  2. Click Clients.
  3. Click Manual Client Mapping. 












  1. Click a client.
  2. Click Potential Matches. 










Potential Matches have a score based on Client Match Scoring. In this case the client is a 90% match. If this is a new client, click Add as New Client. To match to an existing client without changing the client, click Match to Client. To match to and update the existing client, choose Match and Update Existing Client.


The potential matches can be compared side by side by following these instructions:


  1. Click the potential match.
  2. Click Compare.


The imported record and the potential match are listed side by side with the imported Demographics data listed to be compared to the data for the client currently in CAREWare.






















Match To Client – Sets the records for the imported client to be added to the existing client based on the import settings for updating records.

Add as New Client – Creates a new client record. If the URN fields are a 100% match, the suffix needs to be changed to set each URN as unique. So the U at the end needs to be changed to another letter in the alphabet.

Match and Update Existing Client – Updates the demographics fields listed in the side by side list using the Import Client’s records.

Hide Value – Removes a value from the list.

Hidden Values – Lists all values removed from the list. Hidden Values can be added back by clicking the value and then clicking Show Value.

Back – Click to go back to the Provider Data Import menu.

Print or Export – Click to print or export the list of values.

Hide/Show Columns – Opens list of column headers, which can be activated to show or deactivated to hide from view.

Set Sorting – Customizes sorting which can be set for multiple columns. It could be set as descending for one column and ascending for another.











Completing the client matching typically substantially reduces the errors for other record types because unmatched client errors are recorded there.  For example, a service record cannot be imported if it has not been associated with an existing client record, and matching the incoming client linked to that service record solves that problem.


To review missing mappings, follow these instructions:


  1. Click a Record Type row.
  2. Click Edit Mappings. 
















  1. Click a row where CAREWare Value is blank.
  2. Click Edit Mapping.
  3. Click Edit.
  4. Click CAREWare Value.










  1. Select the CAREWare Value that matches the incoming value.
  2. Click Save.


Once the clients are matched, mappings are completed, and errors are resolved, users can process these records by clicking Process Import. 



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