This guide details how you can upload ideas into a Viima board from an excel file.
To complete the following steps, you will need an organization admin user role. Please contact your Viima super user for access if you need to import ideas into a Viima board.
We strongly recommend running a test import with a single idea before the actual ideas to be imported
To import ideas to a Viima board, you will need this excel template. You can go directly to step 3 if you have downloaded the template and added the ideas, otherwise follow these steps:
Step 1
On the Viima Admin Portal, go to the "Ideas" section and click "Import Ideas"
Step 2
Download the excel template for idea imports
Step 3
Once you have added the desired ideas to the excel file for the upload, click "choose file" to select the file for the upload.
Please note that you can only import 500 ideas at a time
Step 4
Click "Import" to upload the ideas into the board
Input fields
The downloadable template includes the following fields:
Name of the field | Description | Type | Notes |
name | Idea's title | Text/ String |
|
category_name | Idea's category | Text/ String | Mandatory in case categories are enabled |
status_name | Idea's status | Text/ String | Mandatory in case statuses are enabled |
creator_email | Idea creator's email | Text/ String | User has to be listed in the board. You can verify this via the admin portals Users section. |
description | Idea's description | Text/ String |
|
moderation_pending | Moderation status for the idea | Boolean | Valid inputs: TRUE or FALSE |
created_as_anonymous | Defines whether the idea's creator is anonymous or not | Boolean | Valid inputs: TRUE or FALSE |
created | Idea's creation date | Text/ String | Valid input for date: YYYY-MM-DD followed by time (optional): hh:mm:ss
A date in the future is invalid. |
tags | Idea's tag(s) | Text/ String | When adding multiple tags, separate each with ; (semicolon)
Note that tag names are case sensitive and must match the tags in the board |
custom_field_x | Idea's custom field(s) | Various | Add each custom field separately - replace the x with the custom field's name in the board
See further notes on custom fields in the sub-section below |
Custom field inputs
Custom Field Type | Input type | Notes |
Free text | Text/String |
|
Integer | Integer | Will not accept decimal numbers |
Decimal | Decimal/Float | Use .(dot) as the decimal separator |
Yes or No | Boolean | Valid inputs: TRUE or FALSE |
Date | Text/String | Valid input for date: YYYY-MM-DD |
Dropdown menu | Text/String | Values must be included in the dropdown menu selection |
Multiselect menu | Text/String | Values must be included in the multiselection menu selection. When adding multiple values, separate each with ; (semicolon) |
Checkbox | Boolean | Valid inputs: TRUE or FALSE |
Limitations and exceptions
Email Notifications and Automation Workflows
Imported ideas will not trigger notification emails or workflows upon upload. For example, should an idea be added to a new idea status and the email notifications for new ideas be activated, users will not be notified of the creation of imported ideas.
Analytics dashboard
Imported ideas will have an impact in the following sections of the analytics dashboard:
Cycle times: Imported ideas will not affect idea cycle times
Ideation process performance: Imported ideas, at any status after the board's first status, will not be considered in the the process performance chart
Training and Support
As a complex superuser feature, we strongly recommend you contact us for training and support on idea imports.