While you can manually create and edit feature items in the Webex Events Platform, it can be time consuming if you need to work through a lot of information. To save yourself some time, use our built-in import templates to import new content quickly and simply. If you need to update or reorder a lot of existing data in your event, you can export that data and import it with changes.

This article provides general import guidance and instructions on downloading feature templates for new data, exporting existing data for editing, and importing both new and edited data.

Contents

General import guidelines

Before you start importing content, read the following tips we gathered to help you import successfully. 👍

  • Carefully read the 'Instructions' sheet in the import template and revisit it often. It includes import instructions, column explanations and examples, important notes, and more.

    Screenshot of the Instructions page in a feature template.

  • If you receive any error messages, read them carefully to learn how to locate and resolve the errors. They provide details about what happened, and they include the exact cell(s) or sheet(s) that caused each error.

  • The 'Image' column requires a URL (link) to an image hosted online. Use the Webex Events Uploader to host images and generate URLs, or use your favorite file hosting tool.

  • If you don't use the Webex Events Uploader, make sure you test before you commit to using another tool.

  • Ensure that any Internal Links you want to add are connected to already existing feature content. For example, you must add your speakers to the Speakers feature before internally linking them via an Agenda import.

  • Download the import template right before you fill it out and import to ensure you're using the most up-to-date version. If our product team updated the template since the last time you downloaded it, your import might fail!

  • If you're adding an External Link using the Phone Number, Email Address, or Website columns, the associated Label field is required.

  • Two items can't have the same Name and Label/Subtitle Each item must have a unique Label/Subtitle.

Features with export/import capability

Download a feature template

To watch a video on how to use feature templates, check this out!

If you simply want to add brand new data to your event, we provide feature templates that include instructions and examples to help you format your data just right. 👍

Once you've added the feature to your event, click the Edit button on the feature.

Screenshot of the Selected features area. The Edit button is highlighted for one of the features.

On the Edit page, click the Import button. In the modal that appears, click the Download button.

Screenshot of the process just described.

If necessary, authorize the download in your browser, then open the .xlsx file on your device.

Export existing data

When viewing the existing items in a feature, check the box at the top of the list to select everything, or check the boxes next to individual items. Now click the three-dot icon to the right of the Import button and click Export.

Screenshot of the process just described, using the Agenda feature.

You'll see a notification letting you know that the system is preparing your file. When the export is ready, a new notification appears. Click the Click here to download link to download the file.

Screenshot of the Processing and It's Done! notifications.

If you missed the notification, don't worry! From any page on the platform, simply click the notification bell icon at the top right corner of the screen to see all your past notifications.

Screenshot of the notification icon expanded with an arrow pointing to a past notification.

Open the .xlsx file on your device. This file is an exact copy of the feature template, and it contains all the data you exported already in the fields along with a new Unique Identifier column.

⚠️ Caution! Never edit the unique identifier for any item. This identifier is how Webex Events can make updates to existing data when you import the file.

Make changes and import

Both the import templates and export files contain an Instructions sheet, and one or more other sheets where you'll enter or edit information. Read the instructions carefully, and be sure to look at the Column Examples section if you're unsure how to format data or which data belongs in which column.

Screenshot of the Instructions page in a feature template.

⭐️ Keep in mind, the order of items in the spreadsheet is the order they'll be in when you import them. Make sure to sort the spreadsheet based on the correct column so that the order is correct after import.

⭐️ Keep in mind, when importing Attendees, the character limit for the Summary field is 250 characters. The upload will fail if any cell in this column has more than 250 characters.

Description text formatting

You can use the following standard HTML tags in any Description cell so the text is formatted accordingly after it's imported into Webex Events.

⚠️ Caution! Don't use HTML formatting on any element of your event except Description fields.

  • Headings: <h1>text here</h1> <h2>text here</h2> etc.

  • Bold: <strong>text here</strong>

  • Italic: <em>text here</em>

  • Underline: <u>text here</u>

  • Line break: <br>

  • Paragraph: <p>paragraph here</p>

  • Color: <span style="color: rgb(255, 255,0);">text here</span> Change the rgb value to your desired color, or use a hex color.

  • Background color: <span style="color: rgb(0,138, 0); background-color: rgb(68, 68,68);">text here</span> Change the rgb value to your desired color, or use a hex color.

  • Ordered list (numbered): <ol><li>first item text here</li><li>second item text here</li>/ol>

  • Unordered list (bullets): <ul><li>first item text here</li><li>second item text here</li>/ul>

  • Hyperlink: <a rel="noopener noreferrer"href="https://examplelink.com "target="_blank">anchor text here</a>

  • Image: <img src="https://imagelink.com">

Below is an example of text formatted via upload. Text from the Description cell in the file is pasted below it for reference:

Screenshot of the example just mentioned.

When you've filled in or edited all the necessary information and are ready to import, save the file.

⚠️ Caution! Don't change the name of the file or remove any columns or sheets.

Import the file

Back on the feature page, click the Import button. Now click the gray box under step 3, or drag and drop the file into the gray box.

Screenshot of the Import Agenda page. The Upload your file area is indicated.

You'll see a notification that the system is preparing the file for upload. While the file is processing, you can continue to work on other aspects of the event. The the file has finished importing, you'll either see the "It's Done!" message, or the "Oops!" message.

Screenshots of the Processing and It's Done! notifications.

If there were errors during the import, click the View Error Report button to see a detailed description of what went wrong and the exact cell(s) that caused the error, when relevant.

Screenshots of the error notification that has a View Error Report button, and the error details modal.

Once you've fixed the error, simply try the import again!

⭐️ Keep in mind, if there's an error during import, no data from the file will be uploaded to the event. Only after an import with no errors will any new data be added.

Now you know how to export and import data into your Webex Event! As we mentioned earlier, error messages include details to help you locate and fix those errors. If you're still unsure about how to fix an error after reviewing the error message details, check out Common Import Errors and How to Fix Them for troubleshooting advice. You can also chat with our amazing support team for further help!

Questions? Chat Us or Email support@socio.events

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