HelpMasterFile Loading EvidenceHow do I import CaseMap cases?

How do I import CaseMap cases?

The CaseMap importer lets you transfer CaseMap® 4 - 12+ cases quickly and easily to MasterFile.

Overview

Since the CaseMap case file is a collection of over a dozen "spreadsheets" including

  • a fact spreadsheet which holds details about a fact, its event dates, sources, etc.,
  • an issues spreadsheet where issues relevant to the case are set out and summarized, and
  • various object spreadsheet to hold details about people, organizations, documents etc., relevant to the case,

these must be exported from CaseMap and will be imported using MasterFile's CaseMap Importer shown below.

  1. CaseMap® reports corresponding to the fields shaded green are imported as MasterFile documents or extracts. The document files themselves are imported and stored and indexed in MasterFile's repository. If the linked file is a PDF document, its text is extracted and loaded into the "OCR/Transcript/Full Text of Document" field in the corresponding MasterFile document profile.

Due to CaseMap limitations, only documents stored as regular Windows files, and identified in the "Linked files" field of objects, authorities and extracts are imported. "Related files" or files stored in other document systems can not be imported.

  1. CaseMap® reports corresponding to the fields shaded red are CaseMap objects which are converted to MasterFile 'Player' and 'Issue/Topic' keywords.
  2. CaseMap "Places", "Other physical evidence" and "Other objects" reports are imported as MasterFile Topic keywords under the topic "CaseMap Objects".
  3. CaseMap's Fact report is imported as MasterFile facts.

"Event" objects, "Proceeding" objects,  "Questions" and "All Objects" spreadsheets are not imported.

Preparing MasterFile for import

We very strongly suggest you run test imports in a test database in case you encounter some errors and need to rerun the import several times. Once the import completes without errors, we suggest you make a backup copy of your actual case database before proceeding with the CaseMap import.

The CaseMap importer only functions on local MasterFile databases, therefore if you need to import into a server database, make a local replica, import the CaseMap file into the replica and then replicate it back to the server. During this time we strongly suggest the server replica of the database remains unused until you are able to complete the import and replicate the updated MasterFile database back to the server.

Preparing the CaseMap case for export

To successfully import a CaseMap case, a CaseMap file and the exported reports must be prepared and formatted as follows:

  1. Standard CaseMap fields must retain their original names.
  2. The time and date formats must be set as follows:
    • the date format ("Date" tab from "Options" on "Tools" menu in CaseMap) must be set to "MM/dd/yyyy" format (normally the first one listed).
    • the time format should be set to "non military", and
    • the time delimiter set to ":".

Missing dates or dates with "??" are invalid and are replaced with the date 01/01/1000. The date qualifiers ("<", "<=", "=>", ">" and "~" are ignored for document objects, and result in fact event dates that are designated as "Estimate".

  1. For the "Issues" spreadsheet and every "Object" spreadsheet ("Persons", "Organizations", etc.):
    • the "Short Name" and "Full Name" columns must be the first and second columns respectively in each spreadsheet, and
    • the spreadsheets must also be sorted by the "Full Name" column in ascending order before exporting.
  2. The "Authority" report must be sorted by the "Name" column in ascending order before exporting.
  3. The "Authority extract" (renamed as "Extracts from Authorities" starting with CaseMap 5) report must be sorted by the "Authority Name" column in ascending order before exporting.
  4. In all spreadsheets, ensure all columns are displayed except the following (hide if showing already, click in the last column so added at the end):
    • "Creation ...",
    • "Last Update ...",
    • "LS: ...",
    • "# ...",,  
    • "Related files" and
    • "Object type".
  5. Only one "Evaluation" field on the "Facts" spreadsheet should be displayed.
  6. All columns shaded grey, i.e. the uneditable fields in CaseMap 8 and later listed above ("Creation", etc.), must be hidden or dragged to the end of the spreadsheet so they are the last columns. The exception is the one "Evaluation" field which should be displayed.
  7. The document object field "Type +" corresponds to the MasterFile field "Document type". However, the CaseMap values are undefined so are not able to be mapped to MasterFile values.
  8. You can use MasterFile's "Power Assisted Review" to quickly correct errors or missing field values in documents imported from CaseMap's "documents", "authorities", "demonstrative evidence", "pleadings" or "other discovery" spreadsheets.
  9. Each spreadsheet being imported (shown in the CaseMap Importer screen shot above) must be individually exported as both
    • CPF (CaseMap Portable Format) and
    • CSV (comma separated value)

using CaseMap's "Export" function. Both the CPF and CSV filenames must be identical.

Using the CaseMap Importer

This section explains how the CaseMap Importer drives you through the import process.

  1. Place the cursor in a field, click "Select exported CaseMap '.CPF' files" and choose the corresponding spreadsheet file you exported as ".CPF". The title bar of the file selector indicates which file to choose as show below. If you make a mistake, click on the file selector's "Cancel" button, place the cursor in the field to correct, click on "Select exported CaseMap '.CPF' file" and continue. The cursor will move to the next field and redisplay the file selector automatically as soon as you select the .CPF file for the current field.
  1. Once you have specified all the files, click the "OK" button on the CaseMap Importer window. Before the data is imported, all the files specified are checked, as far as possible, to ensure they are valid CaseMap files. If there is an error, you are advised which files have errors. Simply re-export them from CaseMap and/or correct the file name specified in a field and click "OK" again.
  2. During import, the status bar is updated to indicate the item currently being imported. You are advised of any error. At this point, we suggest you correct the error in CaseMap, before dismissing the error message.

Depending on the severity of error alerts, you may also be given the option to continue importing additional records from that report to see if more errors exist, or to abort importing that report and move to the next.

We suggest you corrected errors in CaseMap as you are informed, re-export the corrected CaseMap spreadsheets at the end, and run the import again. Since all testing should be done on a test database as explained above, there is no need to clean out the test database when you restart the import after correcting any errors.

  1. Once there are no errors, backup the local replica of your actual case database, run the import, and then, if you are using a server, replicate.

Understanding the import

CaseMap field values are mapped to MasterFile field values as far as possible. When a value can not be mapped, MasterFile assigns a default value to the profile field and the information from CaseMap is placed in the profile's "Notes" field. For example facts may be identified as "Key" or "Unspecified" in CaseMap. "Key" facts are given a relevance of "High" in MasterFile. "Unspecified" values may mean the fact was not a key fact or had never been assessed for relevance and is therefore assigned the MasterFile value "To decide".

Also,

  • Information in user defined CaseMap fields or fields which do not map to corresponding MasterFile fields are imported into the MasterFile "Notes" field.
  • Errors due to missing data items required by MasterFile profiles, such as a document's hard copy location, are not reported, and documents, extracts, facts or players with such errors are assigned the "Miscellaneous\CaseMap Import Errors" Issue/Topic so they can be found in the corresponding "Issue/Topic" views.
  • If duplicate document files are specified, only one copy is imported.
    • If the duplicate document is specified in a report mapped to a green field shown above, MasterFile creates a new profile for it, marks it as a duplicate, and inserts a doc-link is inserted to to the previously loaded copy's profile, rather than importing it twice.
    • If the duplicate document was specified in a report mapped to a red field, then the topic associated with the document is added to the "Issues and Topics" of the previously loaded copy.

Note that documents linked to Authority Extracts are not imported as they are assumed to be linked to the CaseMap main authority record.

  • Imported objects will be linked as topics to any documents, extracts, facts or players that mention them in the CaseMap "Role in case", "Description" or "Notes" fields of documents, extracts or facts.

We suggest you do not continue the practice of creating "objects for everything" and "linking them to everything" as it is time consuming and error prone since references may be missed. Instead, we suggest you use MasterFile's full text search to find all references to a given object and only create "object topics" for those situations when you have critical information associated with an object that you don't want to lose or forget before the information has been set out and referenced in argument.

  • Doc-links are inserted for sources in the "Sources of fact. Arguments and counter-arguments. Corroborating evidence." field of fact profiles.

If you change profile information used in doc-link descriptions (such as document dates, authors, etc.), use [R+ Profile Maintenance > Doc-link refresher] to update them across the database.