Import Cases Automatically

After a successful Fetch, the case information downloaded will be automatically validated.  If all validations pass, cases will be imported into Trustee Suite from the Import Cases From ECF screen (shown below) automatically.

1. To import cases automatically during Fetch, simply access the Document Management | Retrieve screen (shown above) from Document Management.
2. Check the box on the bottom right corner of the Document Management | Retrieve screen, ‘Import Cases From ECF’, to allow Fetch to automatically import cases.
3. Cases that pass all validations will be automatically imported into Trustee Suite.
4. Cases that do not pass validations will be available to import in the Import Cases From ECF screen.  The Home Page link, under the ‘ECF’ section (as shown above in the first screenshot), will indicate there are cases to import if cases fail validation.
5. For cases that did not import automatically, the user must verify all data prior to import via the ‘Import’ icon in the right upper corner of the Import Cases From ECF screen.

Import Cases Manually

After a successful Fetch, the case information will be available for review from the Case Import From ECF screen.  This screen is available from the following locations within Trustee Suite:

• From the Trustee Suite Home Page screen under the ‘ECF’ section (invoked via clicking on the ‘Home’ tab from the Form Selection toolbar on the far left side of the screen).
• From the Form Selection toolbar on the far left side of the screen, under the ‘Case’ tab and Case sub-menu beneath the tabs on the far left side of the screen and clicking on the ‘Case Import’ option (link).
• From clicking on the ‘File’ tab from the top Main Menu toolbar (File Menu), selecting ‘Import’, and then ‘Case Import From ECF’.
• From clicking on the ‘Document Management’ tab in the Trustee Suite Main Menu toolbar, then the ‘Retrieve’ button and selecting the ‘Import Cases From ECF’ box in the Document Management | Retrieve screen (shown above).

Import Cases from ECF Screen

Your new case import records are automatically added to the Import Cases From ECF screen.  Check the case information to be imported making any necessary corrections to the data.  Once you have confirmed that the records are correct, select the ‘Import’ button.

Note:  All fields can be edited from the Import Cases From ECF screen, and the new values will be imported into Trustee Suite.  If you decide to close the screen before importing the edited case information you will be prompted to save the updates.

TIP – Check the Problems/Notes column to quickly locate errors or potential problems with the file.

Case Import information columns can be viewed by clicking on the horizontal scroll bar to pan the screen.  You can also click on the columns to change the sort order in the grid.  Additionally, you can resize the column width and drag the columns to the order that you wish to view them. The Case Import columns and options are as follows:

• Checkmark – If you do not want to import a particular case, click on the checkbox in the first column to remove the checkmark.  If the case is not available for importing (for example, if the case is already in Trustee Suite), the checkbox will be “unchecked” and the record will turn red and become shaded meaning the case is invalid.  For more information on “invalid” cases, please see “Case Validation” later in this section.
• Case Number – Displays the case number to be imported.
• Debtor Name – Displays the name of the debtor.  This field is pre-formatted in “last name first” order.
• Trustee – Displays the number associated to the Trustee assigned to the case.
• Problems/Notes – This column displays the results of the initial or most recent validation.  Any errors or potential problems are noted in this column.  A common “problem” shows the Debtor’s Attorney name is “invalid” or “unknown”.  This means that either a new name needs to be added to your Professionals List, or a valid name should be selected.  You can easily add or choose a name from your Professionals List directly from the Import Cases From ECF screen.  Detailed instructions for “Mapping” are provided in the sections below.

Any messages contained in the Problems/Notes column of the Import Cases From ECF screen will appear in the Case Internal Memo.  The Problems/Notes column will be updated when “validation” is re-run.

By clicking on the ‘Import’ button in the upper right corner of the Import Cases From ECF screen, the import file is automatically re-validated.

Additional Columns

In addition to the standard grid columns shown in the Import Cases From ECF screen, there are more columns available in this grid.  The columns include all of the information that can be gathered from the case docket.  The grid has columns for each of these fields including, but not limited to, Debtor Attorney Firm, Court ID, Debtor Name, Debtor Address, Judge and 341(a) date.

Cases to Show

The Cases to Show box that appears just below the grid (shown below) allows you to filter the cases displayed above.

• All (x cases) – Displays all records currently in the import table.  The number in the parentheses gives a total count of all records.
• Selected Only (x cases) – Only displays cases with a ‘P’ in the selected column.  The number in the parentheses provides a total count of all records that meet this criteria.
• Invalid Only (x cases) – Displays invalid records only.  The number in the parentheses gives a total count of all records that meet this criteria.

Case Import Menu Options

At the top right of the Import Cases From ECF screen is a toolbar (shown below) with the following options:

• Report – Click on the ‘Report’ button to invoke the ECF Import Log screen shown below.
  • Select ‘Case Import’ from the File Type drop-down list.  The Date Imported drop-down list will show all of your previous imports by date and time.
  • Select an import file to view.
  • Select a ‘Sort by’ criteria:  either ‘Case No.’ or ‘Case Name’ via selecting the appropriate radio button.
  • Check the ‘Print Memo Fields’ checkbox if you wish to include Memo Fields in your reports.
  • Select ‘Preview’ to view and print your report, ‘Print’ to directly print your report, ‘Print Setup’ to select your printer, or ‘Cancel’ to cancel and close the Import Log.

• Validate – When you open the Import Cases From ECF screen the first time, all information is validated against the trustee Suite database.  Any errors or potential problems are noted in the Problems/Notes column.  If corrections are made to the data, you should verify the effects of those changes by clicking on the ‘Validate’ button.
• Mapping – Click on the ‘Mapping’ button to activate the Case Import Mapping window (shown below).  Mapping the court’s information to the information stored in Trustee Suite will correct “Unknown…” or “Invalid…” problems that may appear in the Problems/Notes column of the Import Cases From ECF screen.  These problems may appear simply because the court’s information is entered differently than the information stored in your Trustee Suite Tables.  For example, Trustee Suite will not recognize the values being imported when a Debtor’s Attorney name is spelled differently in the Professionals List.  Thus, Trustee Suite will flag the attorney’s name as invalid.  Once you map a value, Trustee Suite will “remember” the mapping and use it automatically for future imports.  See more “Mapping” details in the sections below.

• Delete – Use the ‘Delete’ button to permanently remove the selected record from the import grid.  If the option to ‘Show Invalid Cases’ is selected, all of the invalid records can be batch deleted by selecting the ‘Delete’ button.
• Help – Click on the ‘Help’ button to reveal the Import Help window.  Clicking on the ‘Help’ button displays a legend explaining the different colors used in the Import Cases From ECF screen.
• Import – Click on the ‘Import’ button to complete the import process into Trustee Suite.  Only those records with a check in the P column will be imported.

Note:  When you click on ‘Import’, the import file is automatically re-validated.

• Close – Click on the ‘Close’ button to exit the Import Cases From ECF screen.  Closing before importing will not save the changes made to case information and mapping.

To Map Incoming Case Import Values:

From the Import Cases From ECF screen, map unknown values to known values by clicking on the cell containing the unknown value.   A drop-down list will appear with all existing Trustee Suite values (e.g., a list of attorneys).  Select a value by clicking on an item from the list.  If the information is not in the system, you may add the unknown value to the corresponding Trustee Suite list by clicking on it and selecting ‘<Add…>’ from the drop-down menu.

You may also import the case with the unknown value, but if you do not map it or add the value to the list, Trustee Suite will default the unknown value to ‘<None>’.

If you choose to import a case without mapping invalid values to known values, you will receive a message asking if you want to blank out all unmatched values.  Click on ‘Yes’ to continue and Trustee Suite will replace the unmatched value with ‘<None>’.  Click on ‘No’ to return to the Import Cases From ECF screen to modify the Case Import file.

If a mapped value occurs more than once in the import file, Trustee Suite will ask “Do you want to apply this assignment to all cases with this name?”  If you select ‘Yes’, all future imports that contain the same value will automatically be replaced with the mapped Trustee Suite value.  If you respond by selecting ‘No’, only the selected item will be changed.

View Mapping

Click on the ‘View Mapping’ button to view any replacements that you made from the Import Cases From ECF screen.  For example, if you mapped an invalid name to a valid name, the Case Import Mapping window will verify your change.

The Case Import Mapping window (shown above) is for information only and displays replacements that have been made (mapped values).  Actual mapping must be performed from the Import Cases From ECF screen.  The Case Import Mapping window contains the following fields:

• Import Value – Displays a list of Import Values that do not match any of the codes recognized by Trustee Suite.
• Map to Trustee Suite Value (Code) – Displays a list of Trustee Suite Values that correlate to the Import Values.
• Trustee/Judge/Attorney – Indicates which code is being displayed.

Validate / Case Validation

The case import validation process reviews the cases being imported for inconsistencies, unmatched values and required data fields that have been left blank.  Each case will be categorized as follows:

• No problems – The case(s) will be imported with the Problems/Notes field left blank.
• Non-critical problems – The case(s) will be imported with the problems listed in the Problems/Notes field.
• Critical problems – The case(s) will not be imported.  Critical problems are as follows:
  • The case number has been left blank – Move the cursor to the Case Number field and enter the case number (this information can be entered directly into the Import Cases From ECF screen).
  • There is an invalid character in a field (e.g., there is a letter in a numeric field or vice versa) – Move the cursor to the field that contains the invalid character and replace the invalid character with the correct character.
  • The case number you are attempting to import already exists in the case table – Trustee Suite will not allow the Trustee to import a case number that already exists within Trustee Suite.
  • The case you are trying to import appears twice in the Case Import file (both of the files will appear in red) – Click on one of the duplicate case numbers and enter a new case number, or modify the existing number.  Click on ‘Validate’.  Both cases should have changed from red to blue, green or black, indicating that the cases are available for import.

Import

Select the ‘Import’ button after you have reviewed and validated your data.

Once you complete the import, you will receive the following message:  “x record(s) will now be imported. Do you want to continue?”  If you select ‘Yes’ the following message will appear:  “Import Complete. You imported x out of x record(s).”  You may use the Case Information screen (accessed via clicking on the ‘Case’ tab from the Form Selection toolbar on the far left side of the screen) or the Case Power Editing screen (accessed via selecting the ‘Power Edit’ option (link) from the Case sub-menu beneath the ‘Case’ tab in the Form Selection toolbar) to complete imported information.  Also, you can go to the 341(a) Worksheet to view the new cases by upcoming 341(a) Meeting Date.

Missing 341(a) Dates

There could be times when the 341(a) date is not available when the Case Import information is being retrieved from the court.  In this situation, we will send the import information over to you with the 341(a) date field blank.  We will continue to check if a 341(a) date has become available and, as soon as it is, we will update that specific case record with the 341(a) date.  You can import the case into Trustee Suite or leave it in the Import screen; either way the date will be updated.