🔒 Permissions: Admins and Creators can import records from documents via Workspace Admin. Members don't have access to the import tool. Learn more about roles →
If you've been keeping care documentation in separate files — progress notes saved as PDFs, assessments in Word, or weekly summaries in text files — you can bring them into a Mini's timeline in one go. Each file becomes a record with an attachment, so you don't have to upload and fill in the details one by one.
When to use this
You're transitioning from another system and have existing documentation you want to carry forward.
You've been keeping notes in files — handover logs, case notes, assessment reports — and want them on the Mini's timeline.
You need to backfill records for a person who's already been receiving care before they had a Mini.
Before you start
Gather the documents you want to import. Minikai supports:
PDFs (.pdf)
Word documents (.docx)
Markdown files (.md)
Text files (.txt)
You can upload multiple files at once, so there's no need to go one by one.
Step 1: Open the import tool
From the Minis page in Workspace Admin, find the Mini you want to import documents into. Click the three-dot menu (⋯) on the right side of their row, then select Import records > from documents.
Step 2: Upload your documents
You'll see the import flow with four steps across the top: Upload → Mapping → Review → Import.
Drag and drop your files into the upload area, or click to browse your computer. You can select multiple files at once.
Once your files appear, you'll see each one listed with its name and size. If you need to remove one, click the ✕ next to its filename.
Click Next to continue.
Step 3: Map your documents
This is where you set the details for each document before it becomes a record on the timeline. You'll see a table with a row for every file you uploaded, and four columns: File, Title, Event date, and Label.
For each document, you can:
Edit the title — Minikai pre-fills this from the filename, but you can change it to something more meaningful (e.g. renaming "1_case_notes_table" to "Case notes — January").
Set the event date — The date the record relates to, so it lands in the right spot on the timeline. This defaults to today's date, so you'll likely want to update it.
Choose a label — Pick a record type like Note, Assessment, or whichever label fits the document best.
Once you've checked the details for each document, click Next.
Step 4: Review your records
Before anything is imported, you'll see a summary of every record that will be created. Each row shows the document's title, date, and label.
If you want to exclude specific documents, uncheck them. The summary at the top updates to show how many records will be imported.
When everything looks right, click Import.
Step 5: Done
You'll see a confirmation with the number of records successfully imported.
From here you can click Go to timeline to see the records on the Mini's timeline straight away, or click Done to close the dialog and head back to the Minis page.
⚠️ Worth a quick review: After importing, it's a good idea to spot-check a few records on the timeline — especially the dates and titles. If a filename was vague or a date defaulted to today, catching it now is easier than fixing it later.
Tips
Rename as you go. The Mapping step is a good moment to give documents clear, descriptive titles — especially if the original filenames are things like "1_case_notes_table" or "export_final_v2". Your future self (and your colleagues) will thank you.
Get the dates right. The event date determines where each record sits on the timeline. It defaults to today, so take a moment to update it to match when the document was actually created or relevant.
You can always go back. Use the Back button at any step to revisit what you've done without losing your progress.
Large uploads may take a moment. If you're importing a lot of documents, or some files are large, wait for the confirmation screen before navigating away.
ℹ️ Good to know: Documents imported this way become records with attachments — the original file is preserved and viewable on the timeline. The Mini can also draw on the document content when you ask it questions, so the more context you bring in, the more helpful it can be.
Need help?
Importing can feel like a big step, especially if you're migrating from another system. If anything doesn't look right — or you'd just like a second pair of eyes — message us through the Help Desk in the app.