What we'll review:

Getting Started

Selecting Searches to Order

Creating the Batch CSV File

Running File Validation

Ordering the Batch

Keeping Leading Zeros

Understanding and Resolving Common Errors

Getting Started:

Navigate to Report Management -> Order Reports.
Choose the client for whom you want to order the batch and click Next.
Click the Go button next to "CSV Batch Integration Import" as shown below:

*NOTE* The CSV order will always be placed under the default user

Select Searches to Order:

The next screen will prompt you to select the package and/or search(es) to be ordered.

When batch ordering a package, you will also be required to check the box next to each search type being ordered in that package.
When ordering a la carte search(es), you will be required to check the box next to each search type to be ordered.
If a search option is not displayed on this screen, it is not compatible with CSV batch ordering.
Statewide upgrade settings from the account will still be applied, meaning if you intend to upgrade to a Statewide search, you can order the County Criminal search and the system will take care of the upgrade.

*NOTE* If a search type is not listed/available on the CSV batch uploading screen, then that search type is not compatible with the CSV ordering method. Only search types listed are compatible with the CSV batch upload.

Create the CSV file:

After the appropriate package/searches are selected, the Sample CSV File Format at the bottom of the screen will show the format required for the CSV file:

*NOTE* It is extremely important that you follow this step with precision. The file will not work and may cause issues with the orders if the file is not formatted exactly as outlined in the Sample CSV File Format section.

Triple-click the column headers from the Sample CSV File Format (pictured above) making sure to select the entire line. Copy and paste the list of column headers into the first row in Excel, or another program that can create CSV files. Each column header must match exactly what is displayed in the Sample CSV File Format section.

All states must use the state code abbreviation (i.e. Texas = TX).
To order a multi-jurisdiction instant criminal use the code MJ
To order a multi-jurisdiction Sex Offender, use the code SX.
All DOBs must be entered in the format MM/DD/YYYY and must be a valid date of birth.
Commas entered into a cell will result in an error (Instead of John, Jr -> John Jr)
To order more than one County Criminal search (without auto-populating), add additional COCR County and COCR State column headers. Example:

To order more than one Statewide Criminal search (without auto-populating), add additional SWCR column headers. Example:

To order a package with unlimited county criminal searches using auto-population, be sure to select the auto-population checkbox at the bottom of the page and include the search types in the column headers, leaving the jurisdictions blank:

File Validation:

We strongly recommend that you run file validation prior to placing the order to ensure the CSV file is formatted correctly, there are no invalid DOBs, and even to check for invalid license formats for MVRs. To run a file validation, select the package/searches to be ordered -> Choose File to locate your CSV file -> Check the 'run a file validation' check box (bottom of the page) -> Click Go.

Result:

1. If your CSV File is formatted correctly, you will get a screen similar to the below and you are ready to place your order:

2. If your CSV file needs revised, you will receive a list of corrections that will need to be made to the file in order for the batch to process successfully (similar to what is shown below):

Ready to Order:

Once you receive all 'validated' messages upon running validation on your CSV file, you are ready to upload the batch for ordering. To do so, you will follow the steps outlined above except you will leave the box for 'run file validation' unchecked. The orders will first route to a queue before being placed in the system.

Additional Notes:

The " Disabled due to payment type" will occur when 'charge credit card instantly' is the client's payment method. This is to protect from accidental charges.
All of the column headers from the File Format section are required, even if they are intentionally left blank such as when needing to auto-populate.
We recommend keeping the maximum number of applicants per batch order under 500 to avoid any delays or timeouts.
Batch uploading searches will obey Researcher Load Balancing rules (if active and available for specific search types). For more information on Researcher Load Balancing, please see our article here.
The CSV Batch Upload tool has been enhanced with the ability to order custom searches (CDS). Appropriate column headers will be added as necessary. However, it is important to note that custom searches will NOT auto-populate in a batch order so you must include the county/state for jurisdiction-based custom searches.
For Motor Vehicle Report/Driving History batches, do not enter any dashes in the license number fields.

How to Keep Leading Zeros (0) in Excel File:

There are instances within Excel where the leading zero of a social security number or driver's license number disappears after saving the file (i.e. DL number 012345 turns into 12345). Google Sheets is a program option that functions like Excel where a spreadsheet can be created and downloaded as a .csv file, but it will not drop any leading zeros. If Google Sheets is not available to you, below are instructions you can use to keep the leading zeros in your Excel csv file:

Open the original .csv file
Save As -> .xls file
Select the column that includes data with a leading 0 (zero).
Right click the column header -> choose Format Cells and under Category, choose 'Text,' click OK.
Add the zero(s) where necessary and save as .xls, then save as .csv and close.
Do not reopen the .csv in Excel.
Locate the file on your device, right click the file icon, choose "open with," and then select Notepad. When you do this, you should see the leading zeros in the appropriate columns in Notepad without altering the .csv file from Excel.
Close without saving and upload the .csv file.

Common Errors:

Description:

'columnarray[counter] doesn't exist'

Solution:

The file likely contains a comma. Remove any commas, save the CSV, and try running file validation.

Description:

'duplicateorder Found a similar order already in the queue to be ordered'

Solution:

An attempt to process the order has been made in the last 24 hours. The admin user must wait at least 24 hours before attempting to place an order for that subject under the same clientID.

Description:

'instant criminal database and source is not valid'

Solution:

The fields in the INCR_1_Jurisdiction column for the multi-jurisdiction instant criminal are likely blank. Enter 'MJ' for all INCR_1_Jurisdiction entries in the file, save the CSV, and try running file validation.

Description:

key [] already exist in struct

Solution:

Remove any dashes, commas, and special characters. You will also need to check the file for any blank lines of "data" by opening the file in a text editor application. In the text editor app, extra lines in the file will be displayed as multiple commas with no information (as shown below). Once the extra lines and special characters have been removed from the original file, save again as a CSV and try running file validation.