Import Ideas/Submissions into Campaigns

Please note that since you are able to rename all Entities in your ITONICS system, Ideas may be called Submissions or vice versa. It could also, depending on your use case, be called something different from Ideas and/or Submissions. In this article, we will refer to Ideas for the purpose of illustration.

The ITONICS Idea import feature is part of ITONICS Campaigns. 

To populate existing or imported Campaigns with your existing Ideas, you can make use of the dynamic upload interface that adapts to your Campaign-specific configuration. 

The background behind the Idea import

Sometimes you might have a large set of existing Ideas that you want to further process in your ITONICS system. The Idea import allows you to easily bring them into your system. Save time by configuring a Campaign, structuring it according to your requirements, and importing your existing Ideas with a few clicks.

How to import Ideas?

The Idea import is split up into the following steps:

1. Go to Explorer > Campaigns and open the Campaign that you want to populate with Ideas.

2. Click on the Import Idea icon on the right-hand side of the Campaign detail page. You will be redirected to the Idea import interface.

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3. Download the import template by clicking on the Generate Import Template button. After clicking the button, an Excel file will be downloaded.

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Note: The Idea Template consists of default information, but also the configuration you have applied for your Idea form. The different fields are listed column by column. Please fill in the information for your Ideas row by row. To learn more about ITONICS Excel import, please check out the following article.

The generated import template consists of the following columns:

  • ID: The ID column requires a positive integer value. The ID can be selected as the unique identifier during the import process.
  • Link: The link column requires a correct URL as a value. This column is only relevant during the export and therefore can be left empty for the import.  
  • Created By: The Created By column requires an existing username to set the creator information for the respective Element. If the username does not exist or the cell is not filled, the user, who performs the Excel import, will be saved as the creator of the Idea. Note: You have to fill in the username (not E-Mail address, first-/last name).
  • Created At: The Created At column requires a valid date format (yyyy-mm-dd) and sets the creation date accordingly. If the column is empty, the current date will be used.
  • Edited At: The Edited At column requires a valid date format (yyyy-mm-dd) and sets the edit date accordingly. If the column is empty, the current date will be used.
  • Publication Status: The Publication Status requires a string value. You can choose between these different values i.e., Draft, Review, Published.
  • Archived: The Archived columns require a string value. You can choose between the options “yes” (= is archived) and “no” (= is not archived).
  • Idea title: The Idea title column requires a string. The title is the name of your Idea.
  • Summary: The Summary column requires a string and is used as a short Description of your Idea.
  • The Image column can be populated in two ways:
    • Add an external URL link to an image that is available online (Right-click on the image > Copy Image Link).
    • Add a local image file that should be present in the image directory. You can upload a zip file containing your image files via Settings > Export / Import.
  • Tags: The Tags column requires a string value. You can populate this field with multiple values by separating them with a semi-column.
  • Phase: The Phase column requires an available phase as a string value.
  • Author:  The Author column requires the user's username who is responsible for the submitted idea as a string.
  • Custom fields: These columns are generated depending on the campaign-specific field configuration.
    • All single-line input fields require a string without any formatting or HTML tags included. You can apply different validators to the single-line input field, which change the expected string value:
      • The email validator requires a valid email address (name@domain.top-level-domain)
      • The URL validator requires a valid URL ([https://www.]domain.top-level-domain/path)
      • The number validator requires a valid float number (1024.12 for English language and 1024,12 for German language). Please note that leading zeros are being stripped during import.
    • All simple text fields require a string without any formatting or HTML tags included.
    • All rich text fields (e.g. "Definition & Scope") require a string that can include formatting or HTML tags (e.g. <p>...</p>). 
  • Relations: The Relation column requires the title of related Elements as a string value. You can populate this field with multiple values by separating them with a semi-column.
  • Reference: The Reference column requires references as a hyperlink. 

Info: Please note that all multiple values like tags, multi-select dropdown fields, multi-select user search fields, or links from the reference section need to be separated using the semicolon (";") as the delimiter.

4. Upload it to your system by clicking the Choose file button (1).

Select the unique identifier. Based on the selected unique identifier, the import checks if there are already Elements with the same title or ID in the system (2):

  • Element title
  • Element ID

You can also select an option to:

  • Import as Draft: Only new Elements will be imported as draft. This option will not affect existing Elements (3).
  • Skip/Ignore existing Elements: This will prevent overwriting existing fields and Elements (4).

Click on the Import button to start the import process (5).

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If the import was successful, you will get a pop-up confirmation.

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If the import identifies errors, warnings, or missing values, the import will be canceled by showing the identified issues.

Learn more:

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