List Importer Tips & Tricks

List Importer Tips & Tricks

The List Importer function in Cutting Edge software has several uses and functions you may not be aware of, as well as some limitations.

File Size Limitations

You may occasionally find when using the importer that the file you're attempting to import is too large. This can happen if the resolution is too high, or if the document has too many pages. If the file is too large, you can try converting it to an image format like .png, or you can try removing extraneous pages. The importer will only look at the first 10 pages of your document, so removing any pages beyond that limit is a good place to start. If you want to export the document at a lower resolution or as an image format, you can do so on Mac/Apple devices using the Preview app to save with a Quartz filter called "Reduce Size".

Data Not Quite Right?

The List Importer learns with practice! If the first attempt doesn't capture all the data correctly then try reprocessing it using the 2nd green icon to the right of the file name. Depending on the document format, you may get a choice of the PDF or OCR importer. Try OCR if the PDF importer hasn't produced results.


Fixing Transposed First and Last Names

If the software has detected a possible swapping of first and last names (due to a particular or unfamiliar format) then you may be prompted to Transpose. We recommend reprocessing the file once or twice first to see if this fixes the issue. If that fails then use the Transpose option, which will switch the names that have been transposed imported during the import. 
Note that this is only available if you haven't yet proceeded to the 'Create Invoices' step.


Word Documents

The importer will recognise and handle Word documents. However if you find the quality of the import is poor, you may get better results by first saving the document to PDF format and importing that. In Word, click File > Save As... and select 'PDF' as the File Format. 

Converting images from HEIC format from Apple iPhone

On iPhones, photos are typically stored in a proprietary format called HEIC. We are currently not able to import this file type. You can change the settings on your iPhone using one of the following options:
  1. Change Camera Settings (for future photos):
    1. Go to Settings > Camera > Formats.
    2. Select “Most Compatible” to save new photos as JPEG.

  2. Convert Existing HEIC Photos to JPEG:
    1. Open the Photos app and select the HEIC images you want to convert.
    2. Tap the Share icon, then select “Copy Photos”.
    3. Open the Files app and create a new folder (or choose an existing one).
    4. Long-press in the folder and select “Paste”. The photos will be pasted as JPG files.

Importing List Documents via email

If you need to process a list document without logging into Cutting Edge, you can use our email importer. In order for this to work, you must first ensure that the provider number you use in the email address (explained in a point below) is unique on your site. It must exist only as the primary provider number in your settings, otherwise this process will not work.
  1. Create an email and attach the list document; or take a good quality photo of a label and attach that to the email.
  2. Make sure to remove any other attachments
  3. Make sure to delete any images in your signature or header
  4. Send the email to scanner+providernumber@cesoft.com.au, replacing providernumber with your servicing provider number
The next time you log into the software, check the List Importer > Pending tab to find your processed document and proceed with the invoice creation process.

Linking and Unlinking Item Templates

This section will detail how a user may link an item template when using the list importer, and how to unlink templates

When using the List Import function, if the list file being imported has item numbers, the List Importer will pick those up and display them in the "Procedure Information" section. This starts collapsed, you can open it by clicking anywhere on the row. From here, you can link the items to an item template by clicking the field just ot the right of "Item Template" and selecting the relevant template from the dropdown:



A dialogue will open asking the user if they would like the software to remember the link, or use it just one time. If the user chooses to have the software rememebr the link, the software will create a linked template record, and the list importer will automatically apply that template in the future if it sees those items on an invoice again.

If you would like to remove a saved template association, you can do so my going to the "Linked Templates" option from the menu on the left of the screen:


This takes you to the list view of linked templates. With the desired template highlighted, the user can click on the red trashcan icon in the top right corner of the screen in order to delete the saved template linkage:


Deleting this saved linkage does not delete the template itself, just the link the list importer uses to select it automatically.