Upload Templates
Upload Templates define how eCourtDate reads, maps, and processes the data in the flat files. Each SFTP Profile is linked to an Upload Template that controls field mapping, processing behavior, and file format settings.
Upload Templates are created within the active agency, in the eCourtDate Agency app (staging or production). A template belongs to that agency and is then selected on an SFTP Profile.
Processing Methods
Choose a processing method that matches how the case management system exports data.
| Method | Behavior |
|---|---|
| Update by Fields | Only newly created or updated records are processed. Existing records that have not changed are left untouched. Best for incremental/delta exports. |
| Load and Replace All Uploads | Replaces the entire dataset for the agency. All previously uploaded data for that agency is removed and replaced with the contents of the new file. Best for full-snapshot exports. |
| Load and Replace All Uploads Using This Template | Replaces all data that was originally created via this specific template, removing and re-importing only that template's records. Data uploaded through other templates is not affected. Best for full-snapshot exports scoped to a single template. |
Processing Order
Files can be sorted in Ascending or Descending order before processing. This controls the sequence in which rows are ingested when multiple files are picked up in the same sync cycle.
Exclude Settings
Configure row-level filters to skip rows that meet certain criteria. This is useful for excluding records with specific statuses, blank fields, or other conditions that should not be imported.
Supported File Formats
| Format | Extension | Notes |
|---|---|---|
| Plain Text | .txt | Recommended. Use a pipe or comma delimiter. |
| CSV | .csv | Standard comma-separated values. |
| Excel | .xlsx | Microsoft Excel workbook. |
Delimiters
| Delimiter | Character | When to Use |
|---|---|---|
| Pipe | | | Recommended when field values may contain commas. |
| Comma | , | Standard CSV delimiter. |
Field Mapping
Upload Templates map columns in the source file to fields in eCourtDate. Mapping can be done in two ways:
By Column Header
Match the column header in the first row of the file to an eCourtDate field name. Header matching is case-sensitive.
By Numeric Position
Map by column position (e.g., column 1, column 2). Use this method when the file does not include a header row.
Multiple Mappings
A single source column can be mapped to multiple eCourtDate fields. For example, a "Full Name" column could be mapped to both client_first_name and client_last_name with appropriate parsing.
Preferred Language
The Preferred Language field (clients.language) reads the code or the name of a language, such as es, es-MX, spa, Spanish, or Español, and stores the code. A value that eCourtDate does not accept sets en. See Multilingual Messaging.
Date and Time Parsing
eCourtDate can parse dates and times automatically or using a predefined format. If the source file uses a non-standard date format, specify the expected format in the template so that values are interpreted correctly.
Reference Fields
Reference fields are used to match incoming records to existing data in eCourtDate.
| Reference Field | Purpose |
|---|---|
| Client Reference | Unique identifier for a client record. |
| Event Reference | Unique identifier for an event (hearing, appointment, etc.). |
| Payment Reference | Unique identifier for a payment record. |
| Case Number | The case or docket number. |
Unique Identifiers
eCourtDate uses unique identifiers to determine whether an incoming record should create a new entry or update an existing one.
| Record Type | Unique Identifier Logic |
|---|---|
| Clients | Combination of mapped fields (e.g., client reference, name, date of birth). |
| Cases | Combination of mapped fields (e.g., case number, agency). |
| Events | Combination of mapped fields (e.g., event reference, case number, date). |
| Contacts | Matched by phone number or email address. |
| Payments | Matched by payment reference combined with payment amount. |
Resource Linking
Upload Templates can link incoming records to existing resources in eCourtDate by name or reference:
- Locations: Link to a location or office.
- Flows: Assign a messaging flow to the record.
- Portals: Associate the record with a self-service portal.
- Agencies: Route the record to a specific agency.
- Users: Assign a user (e.g., case manager, judge) to the record.
Default Fields
Default fields provide fallback values that are applied when the source file does not include a value for a given field.
| Default Field | Description |
|---|---|
| Client Status | Default status assigned to new client records. |
| Event Status | Default status assigned to new event records. |
| Payment Status | Default status assigned to new payment records. |
| Location | Default location linked to new records. |
| Portal | Default portal linked to new records. |
| Flow | Default messaging flow linked to new records. |
| Payment Amount | Default payment amount if not provided in the file. |
Need help? Open a support ticket in the Console using the Help button in the bottom-right corner.