Overview
What can you do with Case Importer?
Import historical cases at scale
Import large volumes of closed cases from legacy systems using CSV or Excel files.
Guided field mapping and validation
Map your file columns to Vault fields with built-in validation to help catch issues early and ensure data integrity.
Automatic duplicate detection
Cases with duplicate legacy case IDs are automatically excluded to prevent duplication.
Accurate user matching
Vault matches Case Leads, Reporters, and named offenders using available identifiers to ensure cases are assigned correctly.
Full visibility and auditability
Track all imports in Import History, including file name, status, record counts, and logs for compliance and audit purposes.
Activate Insights immediately
Once imported, your historical data is available in Insights—unlocking trend analysis and reporting from day one.
Good to know:
In this initial release, Case Importer supports importing closed cases only.
To maintain data integrity, one import can run at a time per organization.
Import reversal and case attachments aren’t available yet, but they’re planned for a future update.
General
What is the Case Importer?
Case Importer is an easy-to-use, self-service tool that allows you to import large volumes of historical case data from your legacy platform / legacy spreadsheet into Vault using a .CSV file.
It supports field mapping, data validation, duplicate detection, and maintains a full audit trail for traceability.
Who can use the Case Importer?
This functionality is enabled exclusively for Super Admins. They can upload historical case data, validate it, and finalize imports.
This access is restricted to ensure sensitive case data is handled only by users with appropriate permissions.
Where can I access the Case Importer?
You can start an import from multiple locations in Vault:
Navigation menu: Import Cases
Import History (when empty): Start Importing Cases
Cases table: Add multiple cases
What data can be imported?
You can import historical misconduct case data, including case details, reporter and offender information, dates, categories, and much more.
Only closed cases can be imported in this version.
Read the full list of fields, possible values and their validation here.
File & Upload Requirements
What file format does the Case Importer accept?
The importer supports CSV (.csv) and Excel (.xlsx) files.
Is there a file size or volume limit?
Yes. Each import can include up to 1,000 cases. For larger datasets, split the data into multiple CSV files.
Is there a template I can use for my import?
Yes, you can download the template in the first step of the import process, or from here.
You can also create and use your own template, as long as all required fields are included. You can read more about these here.
Can I import multiple files at once?
No. Only one import can run per organization at a time.
While an import is in progress, the system prevents new imports until the current one is complete.
Can I include file attachments in my import?
Not yet. In this first version of the Case Importer, file attachments are not supported.
Only structured case data (e.g., text fields, dates, user IDs) can be imported. Support for attachments may be introduced in a future release.
Mapping & Validation
How does field mapping work?
After uploading your CSV file, you’ll map each column to a corresponding Vault field in a guided mapping interface.
All required fields must be mapped before you can continue.
What happens if I leave a required field unmapped?
The system will display an inline error and block you from proceeding until all mandatory fields are mapped.
Can I include custom fields?
Unrecognized fields will be flagged as unmapped — you can choose to ignore them or map them to an optional field.
We recommend using the Event details field for such fields so that these details could be retained at the report level.
What if there are validation errors in my file?
Validation runs automatically once mapping is complete.
If errors are found:
The system will show inline validation messages and highlight affected rows.
You can edit values inline by double-clicking any cell.
Fields that require selecting from predefined options (e.g., anonymity status, case status) include dropdown selections.
You can also find and replace multiple values — valid or invalid — at once for faster corrections.
You can download a file with the rows containing errors and continue importing the valid ones.
What are some common validation rules?
You can read more about fields and validations here.
Field | Validation Rule |
Case Status | Must be “Closed” |
Employee IDs (EIDs) | Must match users in Vault’s user management |
Dates | All dates must be in the same format, and must use standard date format (dd/mm/yyyy) |
Multi-Value Fields | Separate multiple values with semicolons (;) |
Case Preview & Import Process
What happens before the import is finalized?
Before finalizing the import, you’ll be able to review the cases that are about to be imported into Vault:
Total records to import
Duplicate case count (if there is any)
Total case count
A reminder for duplicate cases
A reminder regarding routing rules
What if a case doesn’t match any routing rule?
If a case is missing the Case lead and doesn’t fall under any routing rule, it will either be randomly assigned to an available Case Lead or will be routed to the fallback routing group — based on your organization’s routing setup.
How are duplicates detected?
Duplicate detection is based on the Original Case ID field.
How are duplicates handled?
If a case in the uploaded file shares the same Original Case ID as an existing case in Vault, it will be excluded from import to prevent duplication.
What happens when I confirm the upload?
After reviewing, you select Upload. A confirmation modal summarizes:
Number of cases to be imported
Warning that the action is irreversible
Once confirmed, the system begins the import process.
Can an import be reversed or rolled back?
No — once an import is completed, it cannot be reversed or rolled back.
All imported cases are added to the Vault case database, and the import record itself is immutable.
Can an import be stopped?
Yes — you can stop an import at any time using the Stop import button.
If an import is stopped, any cases that were successfully created before the import was cancelled will remain in Vault. Cases that had not yet been created at the time of cancellation will not be imported.
In this scenario, the import will be marked as partially successful. The import report will clearly show:
Which cases were successfully imported, including the case name, original case ID, and Vault case ID
Which cases were not imported, including the case name and original case ID
This ensures full visibility into what was added and what was not.
Import Status & History
What is the Import History screen?
The Import History screen provides a permanent audit trail of all imports.
It displays:
File name
Import ID
Import date & time
Status of the import
Number of successful / failed cases
Imported by — the name of the user who imported the cases
Open Report action to see a detailed report of the import
How can I track the progress of an ongoing import?
After initiating an import, you’ll be directed to the Import History page
You can safely navigate away — the import continues running in the background.
Can I start a new import while one is already running?
No — only one import per organization can be active at a time.
What happens when the import finishes?
Depending on the outcome:
✅ Completed: All records are imported. You can view cases or access the Import History.
⚠️ Partial Success: Some records failed; you can select "Open Report" to see more information.
❌ Failed: No records were imported; you can select "Open Report" to see more information.
What happens if some or all cases fail to import?
If any cases fail during the import, you can select the Open Report link to view a detailed Import Report. This report shows:
The number of successful and unsuccessful cases
A toggle to view Imported or Not Imported cases
For imported cases:
The report displays the Vault Case ID, as well as a link to the case in Vault, so you can quickly access the newly created cases.
For not imported cases:
The report displays the Original Case ID, so you can identify which cases were excluded and why.
Will my imported historical data appear in Insights?
Yes. Imported historical case data will appear in Insights once the import is complete.
Notifications
Who receives notifications?
Super Admins receive email notifications for every completed import (success, partial, or failure).
The user who initiated the import receives in-app notifications.