Whova Export/Import Process

CHAD HAS UPDATED MUCH OF THIS, NEED TO REDO INSTRUCTIONS, SEE CHAD IN THE MEANTIME.

Professional Development Export for Survey Monkey Setup

1. Go to All Export → Manage Exports

2. Under “PD Sessions for Survey Monkey” choose “Settings”

3. Under “Filtering Options” delete the previous meeting.

4. Under “Filtering Options” make sure the Type is “Professional Development” and that’s what’s been used.

5. Add a new option for “Meeting” then “in” and meeting name must match EXACTLY, “2024 ALTA ONE” for example.

6. Choose “Run Export”.

7. Review file to make sure session choice looks correct (compare to DB)

8. Send file to Education staff.

9. PROCESS FROM EDUCATION TO CREATE ALL SURVEYS AND RETURN URLS.

10. File will be returned, must include Session ID, along with SM links. Remove all other columns for Import.

11. Go to All Import → New Import

12. “Upload a file” and choose it. Choose “Existing Items” and “Sessions”.

13. “Continue to Step 2” and as long as you see the number of records and two fields, “Continue”

14. Under “Toolset Types” check “Sessions Custom Fields”.

15. Drag and drop the link field from the right into “Evaluation Link”. It’ll show up as something like “{smlink[1]}”

16. “Continue to Step 4”. Choose to update based on “Post ID” and then drag and drop the ID field into it, which will be something like “{id[1]}”.

17. Uncheck “Create New” and Check “Update”. Unselect everything, then check Toolset Types. Choose “Update Only These” and specifically choose the “Evaluation Link”. (Update only mapped should work too.)

18. Choose “Continue” and then “Run”.

19. The log should show skipping lots of things, but then updated the links for each that were included.

20. Go to “Sessions” and spot check any PD sessions that the links are there.

21. If there is a problem, you can repeat by choosing an existing file and adjusting settings.

22. Go to All Import → Manage Imports and delete the file. DO NOT DELETE associated posts.

Sessions Export (WordPress)

1. Go to All Export → Manage Exports

2. Under “Sessions for Whova” choose “Run Export”.

3. Under “Filtering Options” delete the previous meeting.

4. Add a new option for “Meeting” then “in” and meeting name must match EXACTLY, “2024 ALTA ONE” for example.

5. Choose “Confirm & Run Export” and download the XLSX file.

6. In the “Rooms” column, do a find/replace for the meeting prefix so for example “2024 ALTA ONE>” should be replaced with ““ so that it’s only a single room name.

7. In the “Tags” column, do a find/replace for the comma between the list to replace it with a semi-colon and space, which is the Whova format. (The comma is the built in export format for multiples.) “CE/CLE” and “NY CE” are added separately with a semi-colon already. Replace “Professional Development” with “Professional Dev.” Tag names must be 20 characters or less.

8. All multiple lists should be separated with a semi-colon and space, double check columns to confirm.

9. Survey Monkey links and Sponsor logos will automatically be added to the descriptions.

10. The “Speakers” column is for reference. The “Speaker IDs” column will be used to get the right speaker information from re:Members (formerly Impexium). MORE STEPS BELOW!

Speakers Export (re:Members, formerly Impexium)

1. Copy the “Speaker IDs” column from the Sessions export and convert it into a single de-duped list of individual IDs.

2. Edit “/datawarehouse/exports/whova-speaker-list.php” with the ID list and run to export correctly formatted data.

3. Note any individuals without email addresses (usually guest speakers) and report back to Meetings after imported.

Speakers Replace (Mix)

1. The semi-colon separate list of IDs in the Sessions Export “Speaker IDs” column needs to be replaced with a lookup from the re:Members (formerly Impexium) Speakers with the first and last name fields (which contain more than that) as the NAME MATCH between the session sheet and the speakers sheet is by NAME. We need to use re:MEMBERS Names not WordPress names.

2. This is done with Excel functions for lookups, flattening the data, comparing to the names exported from Whova, etc. It’s a complex process.

3. Once we have the correct set of data, then the columns can be adjusted into the Import file format and imported.

Sessions + Speakers Merge & Import

1. Whova Template is found within Whova Admin under the Session Manager Import process, Excel template.

2. The semi-colon separate list of IDs in the Sessions Export “Speaker IDs” column needs to be replaced with a lookup from the re:Members (formerly Impexium) Speakers with the first and last name fields (which contain more than that) as the NAME MATCH between the session sheet and the speakers sheet is by NAME. We need to use re:MEMBERS names not WordPress names.

3. Once Imported, adjust track colors to match WordPress track colors.

4. Important notes:

   1. Speakers are connected by an EXACT MATCH to their first+last in the speakers sheet to the semicolon separated list on the sessions sheet.

   2. The Sessions export has custom code to pull in the IDs of the speakers for each session, but as their actual names come from re:Members (formerly Impexium), the “name” that’s in Whova shouldn’t be used since it could not exactly match what’s in re:Members (formerly Impexium) and is just there for reference.

   3. The Session Description can be just plain text, or fully formatted HTML, which is a better option for us. This would include HTML/CSS buttons at the top for downloads, survey, etc. not all of which might be available at export. These can be manually added in Whova later.