How to import and export data in bulk from Helprace

Instead of adding topics yourself one by one, you are able to import and export topics to Helprace. Export and import functions are accessible to all staff members in your Helprace.

Bulk import and export functions only work with your Community and Knowledge Base, not tickets or users.

Helprace accepts data in a CSV (comma separated value) files. A CSV file can be created or opened with software such as Microsoft Excel or OpenOffice Calc. You must fill out this table according to requirements outlined in this article.

To get started, follow these steps:

  1. Head to Community
  2. Pick one of the channels (e.g. Knowledge Base or Ideas)
  3. Click the (...) button to the right of the search bar. 
You cannot import data by selecting All Topics, however you can export data in this fashion.

Importing data

Data importing limitations:

  • Your CSV data table cannot have more than 2000 rows of data. If you exceed this amount, create another file to upload
  • You cannot import topic while having All Topics selected (select a channel, e.g. "Knowledge Base" or "Questions" before importing)

Data can be imported to the following channels:

  • Updates
  • Knowledge Base Articles
  • Questions
  • Ideas
  • Problems
  • Praise
When you import data, it will be posted as you (the data will show up as being posted by the staff member who uploaded the CSV file).

The following fields are required:

Field Description Example
Title Title text
Account upgrade
Body Body of the topic
How do I upgrade my account?
Tags Topic tags 
account upgrade
Edit Date Topic edit date
04-04-2014
Create Date Topic creation date
04-04-2014
Status Topic status* (see table below)
answered

Status depends on the type of topic imported/exported: 

Questions No Status
Answered
no_status
answered
Ideas No Status
Under review
Planned
Started
Completed
Declined
no_status
under_review
planned
started
completed
declined
Problems No Status
Acknowledged
In Progress
Solved
no_status
acknowledged
in_progress
solved
Knowledge Base Published
Unpublished
published
unpublished
Updates    

Exporting data

Your data will be exported as follows:

  • To your email address registered with Helprace, titled Export Ready for Download
  • Either in Excel format (.xls) or CSV format (.csv)
  • In a compressed ZIP folder

The following fields are defined in your exported file:

Field  Description Example
Item Id ID number of the topic
1234
Space Id  ID number of the space
1
Space Key  Space order number
2
Space Name Name of the space
ACME North America
Channel Id ID number associated with the channel
1020
Channel Type  Questions, Ideas, Problems, Knowledge Base, Updates.
questions
Category Id ID of the channel sub-folder
200
Category Name Name of the channel sub-folder
ACME New York
Title Title text of the topic
What are your weekend hours?
Body Body of the topic (in HTML)
Can't find them anywhere
Tags Topic tags
hours open
Author Fullname First and last name of the topic author
Michael Kalman
Create Date Date the topic was created
2014-10-31T14:37:02+00:00
Edit Date Date the topic was edited
2014-10-29T10:26:08+00:00
Voters Positive Number of people who voted the topic positive
2
Voters Negative Number of people who voted the topic negative
0
Votes Positive Number of positive votes for the topic
4
Votes Negative Number of negative votes for the topic
0
Status Topic status* (see table above)
answered
Replies Total

Number of replies to the topic

3
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1 reply

But exporting as csv or xls doesn´t include images!

Do you plan to improve this?

Thanks!

Although you cannot embed images into csv and xls files, you can reference them by URL in <img> tags.

Do you have any other solution to this in mind?