How To: Importing Talks or ePosters

Owned by Marcel van Egdom
Last updated: May 30, 2024
4 min read

Task

Collate and prepare Talks or ePoster Information to Import into your Event. 

Pre-requisites

Instructions

  1. Within the Admin Tools Dashboard, navigate to the “Event Config” module and then 'Import" via the charcoal navigational bar on the left-hand side of the platform.

  2. Click the ‘Select Importer’ tab on top of the screen and select ‘Import Talks' from the dropdown list.

  3. The CSV template can be located via the blue "Download Import Template" link, as per the below image. Click this link to download CSV template to download to your device. 

    image-20240530-002330.png

  4. When you have completed inputting your data, you will need to ensure your document is saved as a CVS UTF-8 (Comma-delimited) (.csv) file. You may need to "Save As" your document to ensure it's saved as this file type. 

  5. Please refer to the below table to note the fields which are required for a Talks or ePoster Import.

CSV Column Letter

Column Name

Mandatory (Yes/No)

URL SLUG

Information/Notes

A

id 

No

 

 

B

title 

Yes

 

 

C

description

Yes

 

If you do not have a description at this time, suggestion would be to put a full stop here as a placeholder "."

D

cover_image 

No

 

 

E

approved 

Yes

 

This needs to be TRUE to show on the platform on import. 

F

featured 

No

 

This can be TRUE or FALSE

G

venue_id 

No

/admin/venues

This is the Room/s.

This is not required if the Talks are being imported as a ePoster. 

H

day_id 

Yes

/admin/days

This is not required if the Talks are being imported as a ePoster. 

I

talk_type_id 

Yes

/admin/talk_types

Please ensure Talk Types are setup prior to Importing. 

J

duration 

Yes

 

This is required in minutes. Eg, 2 hours = 120 minutes. 

This is not required if the Talks are being imported as a ePoster. 

K

speaker_ids 

No but suggested to input at this stage

/admin/speakers

 

L

speaker_emails

No

 

 

M

authors 

No

 

 

N

session_ids 

Yes

/admin/sessions

This is required if it's going to be within a Session. This is not required if the Talks are being imported as a ePoster. 

O

theme_ids 

Yes

/admin/themes

 

P

event_ids 

Yes

admin/events

 

Q

publishing_approval 

No 

 

 

R

publishing_blocked 

No

 

 

S

webcast_url  

No

 

 

T

eposter_presentation

Yes but only if relevant to being an ePoster. 

 

This can be TRUE if the Talk is an ePoster

U

eposter_url

Yes but only if relevant to being an ePoster. 

 

 

V

webcast_poster

No

 

 

W

time 

No, but please see notes

 

To ensure your Talks import in the order that they are required to be in the Platform, please ensure they are in the correct order in the spreadsheet. They will import in the order they are within the spreadsheet. 

Format required: 18/5/2020 6:00:00 pm

X

external_id 

No

 

 

Y

properties

No

 

 

Z

visibility

No

 

 

  1. Once all the relevant details have been input into the CSV file, you can now return to the platform to import your data file.

  2. It's always good practice to import only 1 Talk or ePoster as a test, to ensure this imports correctly before you import the whole document. 
    Within the Talks Import page, you will need to click "Choose File" and upload your CSV. Once your file has uploaded with the name of the file next to the button, you can now press "Submit" and commence the import process.

    image-20240409-030636.png

  3. The Import may take a few minutes to complete based on how many Talks are within the document. You can refer to the Talks page to check in on the progress of the import, refreshing every so often to ensure you are seeing the most up to date Talks list. 

  4. If any of your columns are not completed correctly for a successful import, you will receive an email which outlines the errors. Where there is an error in your document, the import will cease at this row, and not import anything after this error/row. An example of an error is as per below, this CSV did not have an Event ID in the relevant column and therefore did not import. If you do have any errors in your CSV, you will need to rectify these and complete the import/upload process again.  
    You can also see your successful or failed imports at the bottom of the imports page. They will show within this section

  5. Once your import/upload is complete, it's also good practice to cross check to ensure all of the Talks have imported correctly.

Outcome

Once complete, all your Talks or ePosters inputted into your CSV file will now be imported into the evexus event website/platform and will be shown on the Talks Page and also within the Agenda on the Platform if they are allocate to a Session. Please see below image to show you the difference between Talks and ePosters within this page.