Who can use the Case Importer?
Only Super Admins can access and use the Case Importer.
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:
Menu: Cases > Import Cases
Import History (when empty): Start Importing Cases
Cases table: Add multiple cases
Step 1 — Pre-Import Checklist
Before uploading your file, ensure the settings below are properly configured.
1. Set Up Categories
The case importer checks all imported categories against the categories already configured in your organization.
If a category used in your CSV (e.g., Bullying and Harassment) does not exist in Vault, the system will flag it as invalid. Please create all necessary categories in advance.
2. Ensure Users Are Added and Assigned Roles Correctly
Case leads
All Case leads included in the import must already exist in your active directory with the appropriate Case Manager role.
Reporters
If a reporter’s email or employee ID (EID) matches an existing user, Vault links the record to that user, if not a user will be created for them.
Named offenders
Matching rules are identical to reporters: Vault links offenders to an existing active directory user if a valid email/EID match is found, but no user is created if they cannot be matched to the active directory.
These users will not receive notifications about the imported cases.
3. Set Up Routing Rules
Routing rules determine how cases without an assigned Case lead should be handled.
If routing rules exist, the case will follow those rules.
If no routing rules or fallback exist, the case will be randomly assigned to an available Case lead.
Step 2 — Upload & Map Your Data
Vault uses OneSchema, a secure data upload and validation service, to handle file processing. The import workflow includes the steps below.
1. Select Your File
You can download a template or upload your own CSV. If you use your own file, make sure all required columns are included:
Submission date: The date the report was submitted.
Case categories: The main category or categories associated with the case. Separate multiple values with semicolons (";").
Case status: The current status of the case. Note: only closed cases can be imported therefore the only accepted value is "Closed". If left empty it will automatically default to “Closed”.
Substantiation status: Outcome of the investigation. The possible values are: Undetermined, Unsubstantiated, Partially-substantiated.
Reporter Anonymous: Indicates whether the reporter chose to remain anonymous. Accepted values are True or False.
Event description: A summary of the incident or event. Use this field to capture any additional details that do not fit into other available Vault fields by mapping those fields to the ‘Event description’.
Hover over the 
icon next to each field name to see a description of the required and optional columns.
Learn More: Read more about all Vault fields, validation and values here.
2. Select the Header Row
Choose the row in your file that contains the column names.
3. Map Fields
Map the columns in your CSV to the corresponding Vault fields.
Uploaded Columns: columns from your file
Sample Data: example values from the file
Template Columns: Vault fields
OneSchema saves your previous field mappings so they can be reused in future imports.
Note: If your CSV contains unsupported fields (e.g., Resolution), we recommend mapping them to Event Description so that data is retained in the report details.
Learn More: Read more about all Vault fields, validation and values here.
4. Review and Finalize
The system checks your upload for formatting, category validation, data type issues, and more.
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.
You cannot proceed until all errors are resolved.
Read more about possible fields, validation and values here.
Step 3 — Review Your Cases Before Import
You will see a full summary of all cases ready for import, including:
The total number of cases and their details
Any detected duplicates
If duplicates are found (based on the original case ID), an additional Duplicates tab will appear so you can easily review which cases will be skipped.
Once the import begins, you are taken to the Import History page, where you can monitor progress in real time.
You can safely navigate away — the import continues running in the background. The system will send you a notification once the import is done.
How imported cases appear in Vault
Imported cases look slightly different from natively created cases in Vault.
Cases Table
In the Source column, imported cases show: "Imported"
Case Details Screen
Case Level
A label shows Imported, alongside the Original Case ID
A banner indicates the case is an imported, closed case
Report Level
Imported reports display:
Original intake method (shown as Source)
Submission route: Imported
Insights
All successfully imported historical case data is included in Insights and will be available for reporting.
Notifications
To prevent notification fatigue during bulk imports, reporters and case managers do not receive notifications for imported cases.
Only Super Admins receive:
In-app notifications
Email notifications
In-App Notifications
Super Admins will be notified when an import they initiated:
Succeeds
Partially completes with errors
Fails
Email Notifications
Super Admins receive an email for all case imports:
Successful import
Import completed with errors
Failed import
Do you have more questions? Please see our FAQ.