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ARTSOPOLIS BULK EVENT IMPORT TOOL

The Bulk Event Import Tool is intended to provide you and your partners with a convenient method of importing large amounts of event data and related images into the system without having to fill out the event submission form for each new listing. Please review the following guidelines and restrictions for how to make the best use of this tool:

1) The bulk import tool is only accessible via the “Content Partner” login screen. This requires you to create a “Content Partner” login account for both you and your partners. If you have already created an account that allows your organizations to login and manage their own events, they can use that same login account to process bulk imports. If you do need to create a new account and need to know now, please review the set up instructions here: http://www.artsopolisnetwork.com/page/guide_self_edit_dashboard

2) The accepted data file format is a comma-delimited CSV format. See attached example template: Import_Template.csv

3) Bulk imports cannot exceed 100 events per upload. That means there should be no more than 100 events in the CSV file and no more than 100 images associate with those events (one primary image per event). The bulk import tool does not support importing gallery images.

4) Associated event images must be in .JPG format, cannot exceed 100k each, and must be compiled in a ZIP file. Please see the attached example: import_images.zip

It is not necessary to provide an image with all events; however, if an image is provided the filename must match what is indicated in the CSV file EXACTLY, otherwise you will likely get an error message during the upload process.

5) For the bulk import process to work there must be a registered organization and venue associated with each event listing. The respective ID number for both the organization and venue must be included in the CSV file.

ACCEPTED FIELDS OF DATA:

IMPORTANT! The order of the fields in your CSV file MUST match those indicated in the CSV template exactly. If they do not match exactly then you will receive an error during the upload process. There are some fields that are not required to have data; however, the overall field order and structure must be maintained to avoid errors.

NOTE: All content should be in "plain text." If you are pasting content from a MS Word document, you need to strip it of all it's formatting by pasting the content into NotePad (an application generally found in your Accessories folder in the START menu) before pasting it into the CSV template. This will 'neutralize' the text and get it ready for a clean import.

The following is a list of data fields that are included in the CSV template. The list indicates if the field is required or not.

userID (required) – To populate this field, you may enter the user ID of the site administrator or the representative of the organization who is submitting the data. If a user ID is not available you may enter a general term such as “Import.”

name (required) – This field is the name of the event.

ticketURL – This field is the URL if tickets are sold with this event. You must include http:// with the URL.

Email – This field is the email address for ticket or more information.

url – This field is the URL of the “official” website of the event. You must include http:// with the URL.

description (required) – This field is the event’s description and should have at least once sentence worth of text.

dateBegin (required) – This field indicates the start date of the event. You must follow the date format in the CSV Template exactly (m/d/y).

dateEnd (required) - This field indicates the end date of the event. There is no limitation on how far into the future an event may be set to expire. You must follow the date format in the CSV Template exactly (m/d/y).

datePosted (required) – This field should indicate the date the CSV file is uploaded. You must follow the date format in the CSV Template exactly (m/d/y).

display – This field indicates if the event should display to the public immediately upon upload or not. A value of “0” indicates that the event should be routed to the Pending Events section in your admin control panel to wait for final approval. A value of “1” will route the event directly onto the website, bypassing the admin approval process.

orgID (required) – This is the organization ID of the presenting organization for the event. The organization must already be registered before you perform the import process. Inclusion of this ID will set up the appropriate relationship between the event and the organization’s directory page.

orgName (required) – This is the organization name as it appears in your organization directory.

venueID (required) – This is the venue/location ID of the event and must already be registered before you perform the import process. Inclusion of this ID will set up the appropriate search and location mapping for the event.

eventType (required) – The import tool allows you to associate a primary event category type with an event. The number entered into this field should be the number that represents that category on your website. You can find that number simply by going to that category page on your website. The number will be indicated in your browser’s URL field. Example: http://www.artsopolis.com/categories/index/4/0(Dance category = 4)

subcat_id - This field allows you to associate a second category type with an event. For example, the primary category type might be "Music", but a second category type might be "Free." As with the primary event type, this field relies on the category type ID number. Please see the previous instructions regarding "eventType" to determine the event category type ID.

ticketInfo – This field is for the ticket price and related information.

Phone – This field is for the phone number to call for tickets or more information.

startTime – This field is for the event time(s) and related information.

Image – This field is the name of the image file that is being provided in the ZIP file. The filename entered into this field must match EXACTLY the name of the file that appears in the ZIP file. If they do not match exactly you will receive an error message during the upload process.

contactName - – This field is the name of whoever is submitting the data. If you are submitting the data yourself, this field is not necessary to complete.

contactePhone – This field is the phone # for whoever is submitting the data. If you are submitting the data yourself, this field is not necessary to complete.

contactEmail – This field is the email address for whoever is submitting the data. If you are submitting the data yourself, this field is not necessary to complete.

Days of the week (at least one selection is required) – There is a separate field provided for each day of the week the event might occur. You should enter a value of “1” for each day of the week that the event occurs.

Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

Depending on the amount of data and images included in a bulk import the upload process could take up to 1 minute to complete. Please be patient while the process is taking place. Selecting “upload” multiple times with that period will not help to make the process go faster and could, in fact, cause the process to terminate.