Submission Import Process


Before the administrator starts to import submissions into the Brightidea system - please remember that all prior information must be in place within the WebStorm prior to import:

  • This includes necessary statuses, categories, and pre-existing email addresses of user(s) in the system
  • This feature accommodates both Enterprise & WebStorm statuses.

WebStorm

  • To import submission from WebStorm Setup - navigate to WebStorm Setup --> Idea Tab ---> Idea Import:

 

Pipeline

  • To import submissions from Pipeline navigate to either Step View or List View and select the dropdown next to the Quick Add a submission "+" sign 
    • Select "Import Submissions/Ideas"

 

  • The user will be prompted to download the "Submission Import Template"

 

Submission Import Template

  • From either WebStorm setup or Pipeline download the "Submission Import Template".
  • The administrator can open and fill in the .XLS template in Excel.
    • If the admin needs guidance, please see the "Example" under step 2. 

 

  • Once the administrator completes the table, go back to Pipeline or Webstorm setup and select "Upload File".

 

  • The system will automatically check the file and either give the administrator the number of submissions that will be imported (as pictures above) 
  • The system will also notify the administrator of the submissions that won't be imported and the reason(s) why.  
  • In addition, users can import additional submission form questions.  When the administrator setups their submission form, the admin's template will automatically have their questions planned out in the top row of their .xls file.
  • Selecting either "Download Submission Import Template" or "See Example" in the Submission Import window will give the admin their updated template of their additional submission form questions once the submission form is saved.
  • Let's say my submission form looks like this, and I want to import three different submissions:
    • Check-box format
    • Radio button format (Multiple Choice)
    • Long/Short Answer format
    • Dropdown format
 
 
  • Once saved, In the .xls template, the questions will appear at the top row:

 

  • Let's say we wanted different combination of for all three submissions:
    • For Checkbox, the system can have multiple choices...so we will have  "More Money" & "More Time" for all three submissions
    • We wanted "Yes" for all three submissions for the radio selection
    • Any text will do for the long/short answer
    • We wanted "Evaluation Process" as my selection for all three submissions
  • The .xls file would then look like this:
             
  • Please note the comma separated items for the checkbox question type - since we can select more than one (spaces should not matter.)
  • We also used the choice selections as text, as well as the dropdown selections.
  • Save the file, and conduct the import.
  • Once imported, all submission(s) will be populated with their respective selections on the View Submission page(s):
                                
  • In addition, users can import tags.  When the admin setups the submission form, the template will automatically have "tags" column planned out in the top row of the .xls file.
  • To import tags, please separate each submision's tags with separation of a comma
    • Example: If I wanted to import the tags "innovation", "world", & "communication"
      • In the cell, the admin would enter "innovation,world,communication" 
  • Foreign characters are accommodated in this import.
  • Submissions Import cannot be accommodated to update existing submissions, this feature is for new submissions only.
  • If the administrator uses customized date formatting - it cannot be in that format for the import, it must be mm/dd/yyyy
  • Users do not receive reputation points for imported submissions at this time.
  • The submissions import feature is not designed to accommodate dependent submission form question at this time.
    • Please make sure there are no questions set as 'dependent' on the submission form before running the import.
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Comments

  • Avatar
    Damian

    Is it possible to import images if we have the URL of the image?

  • Avatar
    Ron Orlovetskiy

    Unfortunately, it's not possible to import idea images at this time.

    Thank you,

    Ron Orlovetskiy

    Brightidea Support

  • Avatar
    Damian

    Sorry, forgot to add this. Is it also possible to batch upload ideas at different period. So each month, add another x number of ideas (it will follow the template), but other ideas might also be manually added during the period of batch uploading. THanks

  • Avatar
    Ron Orlovetskiy

    Yes, you can use the import functionality at anytime when additional ideas need to be imported.

    Thank you,

    Ron Orlovetskiy

    Brightidea Support

     

  • Avatar
    van Velthoven, Laurent

    I'd like to import ideas from people who haven't logged on the platform yet, hence their email addresses are not in the system and they ideas are rejected.

    Is there a solution to this? can I set up users emails without them manually logging in?

  • Avatar
    Ron Orlovetskiy

    Hello Laurent,

    Existing user accounts are required for idea import. The only option is to import the users into the system using the import functionality described below,

    https://support.brightidea.com/entries/389266-Everything-You-Need-to-Know-about-User-Import-

    Thank you,

    Brightidea Support

  • Avatar
    45bfb093-6c5a-92af-0100-0146713abff9

    Is it possible to import a new set of tags for existing ideas?  We have 612 ideas that would benefit from having Aero, Auto, NA type tags adding to them but doing this to each idea manually seems quite slow.

  • Avatar
    Ron Orlovetskiy

    Hi Team,

    Unfortunately, it's not possible to import on existing ideas. The only option is to manually add the tags as needed.

    Thank you,

    Brightidea Support 

  • Avatar
    Damian

    Can we get an update on importing images. I believe it is now possible - how many images can be uploaded and can extra images be added to additional question fields.

  • Avatar
    Ron Orlovetskiy

    Hi Damian,

    It's not possible to import images on idea or extra submission form question at this time. Can you please confirm where you seen this information?

    Thank you,

    Brightidea Support

  • Avatar
    Alexandre MILLET

    Hi Ron,

    When trying to import ideas with data in Excel column K, we get two possible results (can be tried on the same imprt file):

    • If data in K is "random", then we get an error saying "Invalid image URL".

    • If we insert an image URL (from another idea in the same affiliate in my test), then we don't get an error, but there is no image in the outcome.

     

    I think this is what Damian was referring to.

    See screenshots attached.

  • Avatar
    Damian

    HI Alexandre 

    I'm just guessing now, but I'd imagine it's because the URL is not publicly visible - maybe if you try with this URL:

    http://www.google.com/adwords/express/images/features-1.jpg

    as it's open to the public.

  • Avatar
    Ron Orlovetskiy

    Hi Damian/Alexandre,

    Damian - thank you for jumping in here!

    Alexandre - Damian's point is correct, the image(s) must be hosted publicly in order to be picked up by our server on the idea import.

    Please let me know if you have any further questions here.

    Thank you,

    Brightidea Support

  • Avatar
    Alexandre MILLET

    Ron, Damian,

     

    Thank you for the suggestion, it's working correctly this way.

    However, my images are not public, I want to copy a bunch of ideas from one webstorm to another, with the images.

    (Before you mention it, I'm trying the import option instead of the "Copy ideas" tool from the Pipeline because that one doesn't let me copy withOUT votes and comments - there is a bug currently under review.)

     

    So, I guess I'll have to add picture manually after the import.

     

    Thank you anyways for your correct explanation.

    How about updating the import template (+ this help page) with the "Idea Image" information?

     

    Best,

    Alexandre

     

  • Avatar
    Kendra Gittus

    If I upload users and then import their ideas, is there a way I can prevent the users from getting notifications to this effect. The platform is not officially live yet, so don't want them to receive random e-mails based on my importing their data? If this is not possible, can I upload the ideas in my name as an administrator and then reassign them to the original idea submitter at a later time?
    kendra

  • Avatar
    Ron Orlovetskiy

    Hi Kendra,

    When ideas are imported, no emails are sent out. The idea submission confirmation email only goes out when user manually submits an idea.

    Please let me know if that answers your questions.

    Thank you,
    Ron Orlovetskiy
    Brightidea Support

  • Avatar
    Adam Pautsch

    What is the syntax for importing a team submission? I'm able to import individuals, not not ideas from a team.

  • Avatar
    Ron Orlovetskiy

    Hi Adam,

    It's not currently possible to import with team submission, that can only be done during the regular idea submission process.

    Let me know if you have any other questions.

    Thanks,
    Ron
    Brightidea Support

  • Avatar
    Adam Pautsch

    Also, is there a way to import ideas if the person is not yet a User, or do I have to add them first?

  • Avatar
    Ron Orlovetskiy

    Hi Adam,

    All the users must exist in the system first.

    Thanks,
    Ron
    Brightidea Support

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