Exporting Cases and Case Data

When Cases are exported out of Caseload Manager they are saved temporarily in a .txt file.  This file can typically be found in your downloads, your documents, or your desktop on your computer.  This varies with each operating system, and the defaults that you have set-up in your browser. 

1) Determine where your computer saves your exported files.  The name will look like cases(YourAccountNumber).txt  

2) This file can be viewed in a variety of other programs.  It can be imported into Microsoft Excel in order to sort data and create a report, or it can be merged into Microsoft Word to create documents.

When you export case data, you can include all of the fields that you see listed on the "Select Fields" list in the Cases Hub. 

Please note that there can be many participants with each case.  In order to merge them into a Word document you will need to ensure that you are using their proper heading.  To verify these headings, you can do a test run by importing into Microsoft Excel to see the header names.

When you export participants from inside the case edit screen or from the main case export, the column heading will look like this: 

Party1Person1FirstName
Party1Person1LastName

What this means is that you have the ability to separate out first and last names in exported documents.

This was updated in January 2015, so any templates created prior to January 2015 might have the previous "name" designation, instead of firstname, lastname.  This means that you will need to update any templates you have created.  Templates that were originally set to merge in a field titled, for example,  “Party3Person2Name”,  must be changed to two fields instead of one:  “Party3Person2FirstName Party3Person2LastName”.

Note: In case there is an error with exporting, the system could be caught in an endless loop of trying to run the export.  To prevent this from happening, the system is set to timeout after a while.  However, some very large programs, with large caseloads and a large amount of fields also run the danger of hitting this timeout.  To prevent this, you might want to export smaller chunks of data.  Either filter for a smaller amount of cases.  For instance, export cases one month at a time and combine them into an annual report.  Or select fewer fields to export.