05 Order Import

Order Import Guide

Import orders in bulk from external sources like NotaryGadget to quickly populate your order database.

Overview

The Order Import feature allows you to bulk import orders from CSV exports, saving time on manual data entry. Orders imported through this feature are assigned the "imported" status and can be processed like any other order.

Supported Sources

NotaryGadget

• File Type: CSV export
• Auto-Detection: System automatically detects NotaryGadget format
• Required Fields:
  • Signing Date
  • Signer First Name OR Last Name
• Optional Fields:
  • Signing Time, Address, City, State, Zip
  • Customer/Provider, Fee Amount
  • Invoice Number, Loan Number, Loan Type
  • Additional Signers, Contact Information

Import Process

Step 1: Prepare Your CSV File

1. Export from Source System

   • Log into NotaryGadget or your source system
   • Export orders as CSV
   • Save the file to your computer

2. Verify CSV Format (NotaryGadget) Required headers:

   SigningDate, SigningTime, Signer1First, Signer1Last, Signer1Phone1,
   Signer1Email, Address, City, State, Zip, Customer, SigningAmt
   

3. Check Data Quality

   • Ensure all dates are formatted correctly
   • Verify signer names are present
   • Remove any duplicate rows

Step 2: Access Import Feature

1. Navigate to Orders → Import
2. Select the import source:
   • NotaryGadget - For NotaryGadget CSV exports
   • Generic CSV - For any CSV file with custom column mapping
   • More sources coming soon

Step 3: Upload and Preview

1. Upload CSV

   • Click "Choose File" or drag and drop
   • Select your CSV file
   • System validates the format

2. Auto-Detection (NotaryGadget)

   • System automatically detects NotaryGadget format
   • Fields are pre-mapped to correct columns
   • Skip to Step 4 if using NotaryGadget

3. Column Mapping (Generic CSV)

   • If using Generic CSV, you'll see the Column Mapping step
   • Map your CSV columns to system fields
   • See "Column Mapping" section below for details

4. Preview Import

   • Review parsed data before importing
   • Check for any validation errors
   • See duplicate warnings

Column Mapping (Generic CSV)

When importing from a generic CSV file (not NotaryGadget), you'll need to map your columns to system fields.

How Column Mapping Works

1. Upload Your CSV

   • Any CSV format is supported
   • System reads your column headers

2. Map Your Columns

   • Left side: Your CSV columns (detected from file)
   • Right side: System fields to map to
   • Select the matching system field for each of your columns

3. Required Fields

   • At minimum, you must map:
     • Signing Date (required)
     • Signer First Name OR Signer Last Name (one required)
   • Other fields are optional but recommended

4. Ignore Unwanted Columns

   • Select "Ignore" for columns you don't want to import
   • These columns will be skipped during import

Available System Fields

*Either First Name or Last Name is required (or both).

Column Mapping Tips

1. Best Match

   • Choose the closest matching system field
   • Don't worry if names don't match exactly
   • Focus on data meaning, not header names

2. Multiple Columns

   • You can map multiple CSV columns to the same system field
   • Example: Map both "Phone" and "Mobile" to Signer Phone
   • First non-empty value is used

3. Date Formats

   • System detects most common date formats
   • If dates aren't recognized, check your CSV format
   • Recommended: YYYY-MM-DD or MM/DD/YYYY

4. Save Your Mapping

   • After completing an import, your mapping is saved
   • Future imports with same columns auto-apply mapping
   • Saves time for recurring imports

Step 4: Execute Import

1. Start Import

   • Click "Import Orders" button
   • Import job is created and queued
   • You'll receive an email when complete

2. Monitor Progress

   • Check import status in the Import History
   • View real-time progress updates
   • Cancel if needed (before processing starts)

Step 5: Review Results

1. Import Summary

   • Processed: Total rows in CSV
   • Created: New orders added
   • Skipped: Duplicate orders
   • Errors: Rows with validation issues

2. Email Report

   • Detailed results sent to your email
   • Lists all created orders
   • Shows any errors with row numbers

3. View Imported Orders

   • Orders appear with status "imported"
   • Filter by status to see all imports
   • Update status as you process each order

Duplicate Detection

The system automatically detects duplicate orders to prevent data conflicts.

Detection Rules

An order is considered a duplicate if it matches:

• Signing Date + Signing Time + Signer Name

Example:

• Same date: "3/20/2018"
• Same time: (empty = any time)
• Same signer: "John Doe"

Result: Only one order is created; subsequent imports are skipped.

Handling Duplicates

• Skipped Orders: Listed in import results
• No Data Loss: Original order remains unchanged
• Manual Review: Check if orders are truly duplicates

Order Status

"imported" Status

All bulk imported orders receive the "imported" status:

• Purpose: Distinguish imported orders from manually created ones
• Workflow: Update status as you process (scheduled → assigned → completed)
• Filtering: Easily find and review imported orders

Status Workflow

imported → scheduled → assigned → in_progress → completed
           ↓
         cancelled (if needed)

CSV Format Reference

NotaryGadget Headers

Sample CSV Row

SigningDate,SigningTime,Signer1First,Signer1Last,Signer1Phone1,Signer1Email,Address,City,State,Zip,Customer,SigningAmt
3/20/2018,2:00 PM,John,Doe,555-123-4567,john@email.com,123 Main St,Orlando,FL,32801,AMROCK,75.00

Error Handling

Common Errors

Validation Errors

Rows with validation errors are:

• Skipped during import
• Listed in error report
• Not deleted from your CSV

Fix errors and re-import the corrected file.

Import Failures

If the entire import fails:

1. Check the error message
2. Verify CSV format matches expected headers
3. Ensure file size is under 10MB
4. Try re-uploading the file

Import History

Track all your imports in one place.

View History

1. Navigate to Orders → Import History
2. See all imports with:
   • Date/time of import
   • Source (NotaryGadget, etc.)
   • Status (pending, completed, failed)
   • Results summary

Import Details

Click any import to see:

• Number of rows processed
• Orders created
• Duplicates skipped
• Errors encountered

Re-run Imports

You can re-import the same CSV file:

• Duplicates are automatically skipped
• New orders are created
• Previous imports remain unchanged

Best Practices

Before Importing

1. Clean Your Data

   • Remove completely empty rows
   • Fix formatting issues
   • Standardize date formats

2. Check for Duplicates

   • Review existing orders
   • Note any potential conflicts
   • Consider merging rather than importing

3. Backup First

   • Export current orders
   • Save backup before bulk import
   • Allows rollback if needed

During Import

1. Use Preview

   • Always review parsed data
   • Check first few rows for accuracy
   • Verify field mappings

2. Start Small

   • Test with 5-10 rows first
   • Verify results
   • Import full file after testing

After Importing

1. Review Results

   • Check import summary
   • Verify order counts
   • Review any errors

2. Update Order Status

   • Change "imported" to appropriate status
   • Assign notaries if needed
   • Schedule appointments

3. Communicate

   • Notify team of new orders
   • Send confirmations to signers
   • Update calendar systems

Integration with Other Features

Orders Module

• Imported orders appear in order list
• Can be edited like manual orders
• Support all order actions (assign, complete, etc.)

Calendar

• Import dates populate calendar
• Set appointments for imported orders
• Send scheduling notifications

Communications

• Send welcome emails to signers
• Send SMS appointment reminders
• Log communications automatically

Billing

• Create invoices from imported orders
• Fee amounts preserved during import
• Track payment status

Troubleshooting

Import Takes Too Long

Large files may take several minutes:

• Wait for email confirmation
• Check Import History for status
• Contact support if > 30 minutes

Wrong Data Imported

1. Find the imported orders (filter by "imported" status)
2. Edit each order individually
3. Or delete and re-import with corrected CSV

Missing Orders

1. Check Import History for skipped rows
2. Review duplicate detection rules
3. Verify CSV data was complete

Related Articles

• Orders Management
• Company Import
• Order Status Reference
• Calendar Scheduling