Provider Data Import

Kevin Ricciardo

May 28, 2026

1851

Purpose	Understand the Provider Data Import workflow and where the main PDI tools are located.
Who should do this	CAREWare administrators, data managers, and staff who import data from external systems or other CAREWare servers.
Use Provider Data Import when you need to	Upload PDI files, review holding tank records, complete mappings, and process imports.
Main warning	Do not process an import until errors, missing mappings, and client matching issues have been reviewed.

Quick path

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

Before you begin

You need permission to access Administrative Options and Data Import and Export Features.
Confirm the import file is in a supported format and that the provider has the correct Import Settings for the Source Name in the exp_provider table.
Perform a quality check in the files intended to be imported to remove duplicate records, ensure dates are in the correct format DD/MM/YYYY, and that leading zeros are present for data elements that require them.

Important

PDI can process valid records and flag individual records with errors. Always review Import History and Import Details before deciding that an import is complete.

Open Provider Data Import

1. Click Administrative Options.

2. Click Data Import and Export Features.

3. Click Provider Data Import.

Understand the workflow

1. Configure Import Settings for the provider and Source Name.

2. Create a New Import or use an automated import folder.

3. CAREWare validates the file and places records in holding tanks.

4. Review Import History and Import Details for errors, missing mappings, and client matching.

5. Recheck the import after corrections, then process records that are Ready to Process.

Common PDI tools

Tool	What it does	Use it when
New Import	Uploads a PDI file and starts validation.	You have a ZIP or supported import file ready.
Import History	Lists imports and opens Import Details.	You need to review, process, undo, or troubleshoot an import.
Import Settings	Defines source type, matching, updating, automation, and setup data behavior.	You are preparing a provider/source for imports.
Custom Field Templates	Controls which custom fields appear in import/export templates.	You need custom field columns in PDI templates.
Mapped Providers	Maps incoming provider names to CAREWare providers.	A file cannot continue because the provider is unmapped.
Scheduling Options	Sets automated PDI processing windows.	Files will be dropped into the automatic import folder.
SQL Server Import	Enables SQL PDI using the cw_pdi database.	Data will be imported or exported through SQL.

How to confirm it worked

1. Open Provider Data Import and confirm the expected PDI options appear.

2. Open Import History and verify imported files appear after upload or automation.

3. Open Import Details and confirm records are Ready to Process or that errors are listed for correction.

Troubleshooting and common questions

Why are there errors if some records processed?

PDI is designed to process what it can and flag individual records that need review.

Where should I look for errors?

Start with Import Details, then review Error Details, Status Log, and the System Log when needed.

The instructions were following, however nothing appeared in 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.

Before you begin

Open Provider Data Import

Understand the workflow

Common PDI tools

How to confirm it worked

Troubleshooting and common questions

Related guides

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