Using the Bulk Add tool

The Bulk Add feature lets you import data in bulk directly into our software. This powerful tool is designed to significantly streamline your process, allowing you to add new cases and applications with just a few clicks!

Also, check out our demo video linked here for a step by step guide.

Before you begin:

• You'll need a pre-configured template to import your data. You'll also need your data prepared in a specific format (CSV file). A list of data points available for import is found in the tooltip within the software.
  
• If you need to import other data points, let the Support Team know by sending an email to [e-mail]. Please note that adding them to the CSV sheet without letting the Support Team know will return an error during your import process as the data point/s being imported are configured from our end.

Steps:

1. Access the tool
   • Click the gear icon beside the search bar and choose “Data Admin”. Executive users have this tool enabled by default. Please have an executive level team member email [e-mail] to add the feature to other users.
     
     
   • Choose “Bulk Add” in the tools available to your account
     
2. Download the Template:
   • Click on "New Import"
     
   • Choose your desired template from the dropdown menu
     
   • Click "Download Template" to get a CSV file. This file will have the correct columns for your chosen data type
     
3. Prepare Your Data:
   • Open the downloaded CSV file
   • Fill in the data you want to import, making sure it matches the corresponding fields in the template. Be careful to enter accurate information.
     • • There are certain fields (columns)  that MUST be filled in for each entry. Please see the list of required fields by lien type here.
   • To create multiple liens for a plaintiff, each lien must be written in separate rows in the CSV sheet. Please refer to this example sheet for an example.
     • • To make sure that the liens are grouped correctly under the same plaintiff, please supply either a Date of Birth or Date of Loss for the plaintiff.
   • The maximum size of the CSV processed by the tool is up to 2000 rows in a single file.
     • • If you’re to import a CSV sheet with more than 2000 rows, the software will automatically divide the file and you’ll need to trigger each divided file to be imported into the software.
4. Upload and Review:

• • • • • Click “New Import” again and write a label for the import. Make sure to choose the same template you chose in Step 2.
        • Attach the CSV file you prepared and click "Save" to begin the import process
        • A preview of your data will be displayed. Double-check this preview to confirm it matches the data you intended to import.

1. Import and Activity Feed:

• • If the preview looks good, approve the import.
  • Justice Bolt will add your data based on the information in your CSV file.
  • A record of this import will be added to the activity feed of each case processed by the import. Please note the system will only note that case details were added using the Bulk Add tool.

REPORTING 

• After importing, the data will be available in your software in real-time. Allow the Reports function to refresh 15 to 30 minutes after in order for your newly imported data to show up.
  • DUPLICATES - If you add multiple cases with the same name, the deduper tool will automatically detect them. They will show up in the dedupe tool 12 hours after the import is successful. This allows you to merge them if needed.
  • In order to avoid duplicates, especially if you have similar plaintiff names, ensure to fill in either the Date of Birth or Date of Loss. Two plaintiffs with the same name and same Date of Birth or Date of Loss will automatically be merged during the import process.

LIEN CONTRACTS 

• While the tool helps you create liens, it won't automatically generate a contract for them. You can create the contract within the software itself. Simply click the "Generate Contract" button for the specific lien, and a contract will be populated.

REVERSAL OF IMPORT 

• Users are unable to revert any imports done within the software so please be sure to review all data thoroughly prior to pressing submit in the interface. Should you need to revert an import, please send an email to our Support Team and your request will be accommodated as promptly as possible. There will be a charge to perform data reverts per the hourly support rate outlined in your funder software contract. 
• Please note that once a revert process is completed, it cannot be undone. All updates made on  case or lien from the time of the import to the time the file is reverted will be deleted.

REVIEW PAST IMPORTS

• The Bulk Add tool also allows you to see up to the last 10 imports you have completed or attempted to process within the software. It will show you its current status and who initiated the process.
  • You can download the CSV file used for the import by selecting and opening the import and clicking the file name.

COMMON IMPORT ERRORS

Potential Errors in the Import

If an error occurs, the following screen will show and outline the line number in the CSV that is causing the error.  You can click on the CSV file link to see the particular lines that need to be corrected, per the reason provided in the summary (EG: Agreement date must be filled in) 

Please see the section below to view a sample of the error message: 

REQUIRED FIELDS

• All required columns must be included for the tool to successfully import the data. The list of required columns can be located in this file. As we continuously develop our software, this list will be updated as needed. Please email [e-mail] to request additional fields. 

FILE TYPE 

• Your import sheet should be saved and formatted as a CSV file before using it to import data in the tool. No other file formats are accepted.
  • Before importing, ensure that there are no columns with data shortened to #### or #REF! as they will be imported exactly as such.
  • Please be sure there is no extra data contained in any rows (like if you dragged down a value for all rows) as the tool will generate an error. 

DATA FORMAT 

• The format required for some columns (as outlined in the articles above) should be followed exactly. 
  • CASE TYPE - The case type should be written exactly as it appears in the software. Deviating from the options accepted will return an error. The options are listed here. 
  • DATES - For example, the date columns only accept MM/DD/YYYY or YYYY-MM-DD formats. Any other dates formatted otherwise (like May 1, 2023) are not accepted and will return an error message.
  • SPACES IN COLUMN HEADERS - Make sure there are no extra spaces before or after the column headers. This is sometimes caused when the column headers are formatted incorrectly in Excel or Google Sheets.
  • LAW FIRMS, MEDICAL PROVIDERS AND MEDICAL FACILITIES NAMES - Law firm’s providers and facilities should all be entered in the CSV in the same format as you have them listed in the software to prevent having to deduplicate the business entities in the future; for example: John and Smith Law vs John & Smith Law
  • Tracking Contact Names - The person assigned to this will be the person who will receive notifications about the case. For example, if funder shares a lien document with the law firm, this person will be notified. If they only have the attorney details, we can just copy those details over this column.
  • PHONE NUMBERS - Phone numbers should be formatted as XXX-XXX-XXXX. Please remove any parenthesis that may be included in the data and do not include extension numbers to the data. Only one phone number is acceptable.
  • AMOUNT COLUMNS - The amount columns such as Funding Amount, Payment Amount, Application Fees, and other similar columns should either be formatted as “Currency” columns or with just the data bearing a numerical value. Refrain from including letters or symbols not associated with currencies. Note that these columns only support USD ($).

PLAINTIFF LIEN DATA: 

• CONTRACT TEMPLATE NAME (REQUIRED) - Contract template names must be entered exactly as they are worded in the contract. To see your contracts in the software, navigate to the Contract Edit page found in the Liens tab of a case.
  
• INTEREST RATE COLUMN - If your contract has interest rates for different buckets, the interest rate on the template should be left blank and the system will populate it according to what is listed in your template

MEDICAL LIEN DATA

• LIEN LABEL (For Medical Funders only) - For better organization, you can assign labels to your bulk added medical liens or specify the associated medical provider. In the designated column, enter the desired label or provider name. You can also provide the type of medical procedure (PT, MRI, etc.). If you don't want to assign a label, simply leave the column blank.
• CPT or MEDICAL CODE - REQUIRED - Please refer to this list for the medical codes currently available. If there’s a medical code you need that isn't on the list, please reach out to [e-mail] and we can update your configuration to allow for custom codes. You can enter 00-000 if you do not wish to enter a medical code.

Adding Multiple Lien Payments using the Bulk Add tool

Before you begin:

• You'll need a pre-configured template to import your data. You'll also need your data prepared in a specific format (CSV file).
  • Email the Support Team so they can configure a template for your subsequent lien payments
• In the previous steps discussed in the article above, you can already include lien payments to the funding, however, you’re only allowed to attach one lien payment for each. Subsequent payments are processed in a different bulk add batch.
  • See this example sheet to check how to properly fill in the CSV sheet with a lien payment attached
• Do not attach more than one lien payment for one funding in your initial import - doing this will prompt the software to read your import as two separate funding with one payment each.

Steps on bulk adding the subsequent lien payments:

1. After importing the funding, go to Reports and extract the Lien IDs of the funding you’re going to add payments to. You’ll have to export the report and get the ID from there.
   1. The Lien ID needed is the long version found under the “System Lien ID” column in the extracted report
2. Fill in the Subsequent Lien Payment template correctly as shown in the sample
   
3. In the sample shown, the highlighted entries are payments added for the same lien. Notice that they have the same Lien ID indicated. The first payment is a different payment and keeps the lien open and the second lien payment is the final payment to be logged, hence, the lien is closed.