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:
- Head to Community
- Pick one of the channels (e.g. Knowledge Base or Ideas)
- 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Unpublished |
published unpublished |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 |
