Device(s): Desktop
Roles / Permissions: Admins
Note: If this feature is not currently available in your environment, please contact your Workvivo representative to have it enabled.
Basic Usage
The only required fields in the file are name and external_id. During import, existing spaces are matched using the external_id. If no matching space is found, a new one will be created.
This allows a file to be imported initially, then updated later to modify details such as space visibility or categories. When re-imported, the corresponding spaces will be updated automatically based on the matching external_id values.
Process
- To access the Import Spaces section, go to Admin > Tools > Spaces.
Upload - Users can upload a CSV or Excel file. A template import file can be downloaded when starting a new spaces import from within the "View Template" option. A copy of the template has also been attached at the bottom of this article
- Preparing - The platform will process each row in the file and make sure it is valid. Once this step is finished the page will refresh to display a summary of the file - how many spaces will be created/updated etc.
Review - If there are any validation errors, the invalid rows will be displayed. Each invalid row must be removed before continuing. Once all invalid rows are removed, the file will be ready to import. Alternatively, the import can be deleted from the list of imports on the previous screen and a new file uploaded.
If there are no valid rows in the file, the import will be flagged as Error as we will not be able to import any rows from the file.
- Import - Once the file is ready for import you can preview which spaces will be created and updated, and view invalid spaces which were removed from the import. Pressing the Import button will start the import.
Importing should not take long and the page will automatically refresh once finished.
- Completed - Once the import has successfully completed, you will still be able to see the affected spaces and download the file which had been uploaded if you want to modify it and run it again.
Note: The external ID is not visible within the UI. It’s important to retain a copy of the external ID for each space or ensure that the same file is used when making modifications to spaces.
Template
Name | Description | Accepted Values | Default Value |
name* | Name of the space. | Any non-empty text value | n/a |
external_id* | An identifier unique across all spaces in your organisation. If no space exists with this ID, a new space will be created. If a space with this ID already exists, it will be updated. This can be any value you choose as long as it is unique per space. | Any unique string/number identifier | n/a |
parent_space_id | Used to make the space a sub space of the specified space. | external_id of a space imported in this file or an existing space | null |
description | Shown in space listings. | Any non-empty text value | null |
visibility | Determines who can see & join the space. | public/private/hidden | public |
external | Allows external users to join the space. Note: only private spaces can be external. | true/false, 1/0, yes/no | false |
official | Flags the space as an official corporate space. | true/false, 1/0, yes/no | false |
mandatory | Prevents members from leaving the space once joined. | true/false, 1/0, yes/no | false |
enable_auto_un_enrol | If the space is a default space, enable automatically removing users who no longer match the criteria. | true/false, 1/0, yes/no | false |
read_only | Limits posting to only space owners, admins and moderators. | true/false, 1/0, yes/no | false |
enable_post_approval | Require posts to be approved by a moderator. | true/false, 1/0, yes/no | false |
enable_feed | Enables the activity feed within the space. | true/false, 1/0, yes/no | true |
enable_news | Allows creating news articles within the space. | true/false, 1/0, yes/no | false |
enable_events | Allows creating events within the space. | true/false, 1/0, yes/no | false |
enable_documents | Allows creating documents within the space. | true/false, 1/0, yes/no | true |
enable_pages | Allows creating pages within the space. | true/false, 1/0, yes/no | true |
enable_qa | Enables questions and answers within the space. | true/false, 1/0, yes/no | true |
enable_notifications_by_default | Enable notifications for new members by default. | true/false, 1/0, yes/no | false |
default_landing_page | Where users should be brought when they enter the space. | feed/pages/news/events/qa/documents/links | feed |
enable_links | Enable the Links tab within the space. | true/false, 1/0, yes/no | true |
links_title | Displayed over the links tab. | Any non-empty text value | Links |
enable_useful_links_widget | Enables the Useful Links widget in the space sidebar. | true/false, 1/0, yes/no | false |
send_welcome_notification | Send a welcome notification to new members. | true/false, 1/0, yes/no | false |
welcome_notification_text | Contents of the welcome notification. | Any non-empty text value | n/a |
categories | Categories assigned to the space. Non-existing categories will be created. | Comma-separated list of category names | none |
owners | Add existing users as owners of the space. | Comma-separated list of existing user email addresses. | none |
admins | Add existing users as admins of the space. | Comma-separated list of existing user email addresses. | none |
moderators | Add existing users as moderators of the space. | Comma-separated list of existing user email addresses. | none |
Note: Only the name and external_id fields are required in the file. All other fields can be removed or left blank if you don't wish to utilize them.
Example: