Import users and data into Aha! Ideas

Ideas portals help you manage your users' feedback. You can comment on ideas publicly with your users or privately with your team, score them in the priorities chart, or merge duplicate ideas together.

If you come to Aha! with a collection of ideas already, you will want to import those records and the associated users into your new ideas portal. Aha! has two ways to do this: by CSV import or from UserVoice.

We recommend that you import portal users before you import ideas so that Aha! can associate imported ideas with pre-existing portal users.

Note: This article discusses functionality that is included in Ideas Advanced. Please contact us if you would like a live demo or would like to try using it in your account. (Roadmaps accounts created before October 20, 2020 include this functionality.)

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Import ideas and users by CSV

Wherever you collected feedback formerly, it is likely that you can export your information in the form of a CSV file. Use the Aha! CSV import builder to import ideas, idea votes, idea portal users, or (for Ideas Advanced users) idea organizations.

  1. To begin the import, navigate to the workspace where you want to import. Then navigate to Settings ⚙️ → Workspace → Import from CSV. You will need to be a workspace owner to do this.

  2. Select the type of data you would like to import.

  3. Select where you would like to import your data.

  4. Prepare your CSV file.

  5. Upload your CSV file.

  6. Run the import.

Notes on the CSV import:

  • When you import ideas portal users, Aha! will give you the option to send each user an invitation email. This allows the users to opt in to the new portal by creating a login associated with their email address. We have made this step optional since you may not want to email your entire list of users.

  • Each CSV import applies to a single ideas portal. If you have multiple portals in Aha!, create a separate import file for each.

  • You will not be able to import a CSV file that contains duplicate emails or emails of users that already exist in that portal. If you see a Portal user already exists error displayed upon import, remove that user from the CSV file and try again.

  • Upon import, you will be able to review the ideas before making them visible to the public. Their default visibility status will be set to Aha! users only for this reason. You can bulk edit the ideas to change their status faster.

  • If you are an Ideas Advanced user, choose Idea votes to import proxy votes. Choose a portal and whether you would like to email the vote Creator — the person voting on behalf of the organization. To import a proxy vote, you must include an Idea where the vote should be added and an Organization to link the vote to. If you want to email the vote creator, include their email address in the Creator field.

  • If you are an Ideas Advanced user, choose Ideas organizations to import organizations. You can import organizations but you cannot yet import organization contacts.

    Note: Remember, any organizations you import will be accessible from any private portal in your Aha! account that has proxy voting enabled.

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Import ideas from UserVoice

The Import from UserVoice tool allows you to shift your ideas portal from UserVoice feedback to Aha! ideas — including both the records themselves and the users associated with them. You can import the following information:

  • Idea name

  • Idea status

  • Portal users

  • Idea votes

  • Idea comments

To import from UserVoice:

  1. Navigate to Settings ⚙️ → Workspace → Import from UserVoice. You will need to be a workspace owner to do this.

  2. Choose the workspace that the UserVoice ideas will be imported to.

  3. Choose the ideas portal that the UserVoice ideas will be imported to.

  4. Enter your UserVoice credentials.
    Note: the UserVoice domain field just needs your subdomain — you can omit the ".uservoice.com" part of the URL.

  5. Click the Test connection button to connect Aha! to UserVoice.

  6. Configure field mapping between UserVoice suggestion statuses and Aha! idea statuses. You can configure Aha! with custom statuses to match what you have in UserVoice. Or you can map the existing UserVoice statuses to new Aha! statuses.

  7. Click the Import button to complete the import.

Notes on the UserVoice import:

  • We recommend that you use this import as a one-time process to transfer records from UserVoice to Aha! Your Aha! ideas portal will be your only ideas portal going forward. If you complete this import more than once, you risk duplicating ideas that exist in both imports, as UserVoice ideas have no reference ID or equivalent unique identifier that Aha! can use to recognize and avoid duplicates.

  • When you import UserVoice ideas into Aha!, the ideas will all be set as private. You can use a list report in Aha! to bulk edit the ideas and change their visibility after they have been imported.

  • Aha! will only import new users. This is to keep Aha! from importing duplicate users if it determines that a UserVoice user already exists as an Aha! user.

  • When users are imported, Aha! does not automatically send out an invite email. This allows you to import ideas with their associated users and not email every user at the same time of the import. Your users will exist in Aha! after the import, however, so they can access your portal and reset their password to access the ideas within your Aha! ideas portal. You can manage your users in the Portal users tab of your portal settings.

  • Votes that are anonymous are not copied to Aha! because we cannot associate them with a user. This can happen when a user deleted themselves from UserVoice after placing a vote.

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