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Separate contact import from case migration

Clients and leads are usually the simplest records to import because they have a clear relationship and contact structure. A full case migration is different: it can include case types, questionnaire answers, documents, tasks, reminders, notes, and history that may not map one-to-one from another platform. Start with the records your team needs to operate immediately, then plan the case migration separately rather than assuming a spreadsheet can recreate every prior workflow.

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Prepare a clean source file

Before importing clients or leads:
  1. Use one row per person or organization.
  2. Keep the source system’s unique ID in a separate reference column when available.
  3. Normalize contact fields, especially email addresses and phone numbers.
  4. Remove duplicate rows and obsolete test records.
  5. Keep first name, last name, email, and ownership fields in consistent columns.
  6. Save the original export separately so you can trace or correct an import later.
Do not put several people, emails, or unrelated notes into one cell when those values need separate records in VisaFlo.

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Import a sample first

Import a small representative sample before the full file. Check that names, emails, assignees, stages, and source information appear where the team expects. Search for duplicates after the test import, then correct the mapping before importing more records. Case CSV import dialog with a template preview, selected sample file, validation result, and import action.

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Plan a case migration deliberately

For active matters, decide what must move on day one:
  • Client relationship and contact information.
  • Case type, current status, owner, and next action.
  • Essential documents and signed outputs.
  • Upcoming deadlines and reminders.
  • The client request that is currently outstanding.
Historic activity that does not affect current delivery can remain in the prior system if that is safer than importing incomplete or misleading data. Give the team a clear rule for where to look up prior-system history during the transition.

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If an import fails

Check required fields, invalid or duplicate emails, blank rows, invisible characters, and file size before re-running it. Do not repeatedly upload the same complete file; confirm whether a partial import succeeded first. When contacting support, provide the import type, sample row number, error text, and a sanitized sample rather than a full client export unless secure transfer has been arranged.