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 may include this functionality, but will need to upgrade to Ideas Advanced for any future enhancements.)

Aha! Ideas | Import data from a CSV file

Whether you are setting up your Aha! Ideas account for the first time or creating a new workspace in an existing account, one of the first things you need to do is to populate your workspace with your own data. Aha! Ideas allows you to import and modify data using a CSV import.

Click any of the following links to skip ahead:

Select the type of information you would like to import

To start importing your information into Aha! Ideas, first navigate to the workspace where you want to import. Then navigate to Settings ⚙️ → Workspace → Import from CSV and follow the steps listed below. You will need to be a workspace owner to import data from a CSV file.

Note: While you cannot import data from a CSV file at the workspace line level, you can import data to a workspace line.

You can import the following record types by CSV file.

  • Workspaces
    Note: You can import workspaces but not workspace lines.

  • Ideas

  • Idea votes

  • Contacts

  • Idea organizations (Advanced plan)

  • Aha! Ideas account users

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Items to note when importing

General

  • You can import records by their unique IDs or their Names. But since two records could have the same name, you should be careful when importing records with a parent/child relationship by Name.

  • If you are importing formatted text (such as comments on an idea), you will need to use HTML formatting, e.g. <br></br> for line breaks, <p></p> for paragraph breaks, or <strong></strong> for bold formatting.

  • If you would rather update existing records than import new ones, include the records’ Reference # or ID in your import. A record’s Reference # is the alphanumerical code that refers to it in your Aha! Ideas account, such as PM-123. A record’s ID is its unique numerical identifier, such as 2134987987, and does not change. You can find a record’s ID by adding that field to a list report.

    Note: We do not recommend updating the same record more than once in the same CSV import. If your import fails, first remove duplicate rows from the CSV file and then import again.

Ideas

  • When importing ideas, you may also import scorecard metrics. If you leave a metric blank, a score of zero will be imported for that metric. If you set a metric value above or below the metric's range, the import will error.

  • Importing contacts also requires an administrator with customization user permissions.

  • When importing organizations from another tool, we recommend adding a custom field called Account ID (number custom field) or Account URL (URL custom field) to your Organizations custom layout. This way your Aha! Ideas organizations have a field that uniquely identifies them in your external system.

Users

  • Importing users requires an administrator with billing privileges. You also have the option to choose whether or not to send those users an email invitation to the Aha! Ideas account.

  • If the total users being imported exceeds the account's available paid seats, every user will still be imported so that Aha! Ideas administrators can activate/deactivate the users as needed.

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Prepare your CSV file

We know that importing information into a new tool can be painful. That’s why we have provided templates and guides to make this process as easy as possible. Click the What fields can I import? button and take a moment to review the supported fields for your workspace. We have also provided a template you can use by clicking Download template CSV.

Note: If you are importing fields that have values already configured in Aha! Ideas you should ensure that the data that's in your CSV file will match the data in Aha! Ideas — otherwise you will get an error on import. Examples of these fields are feature status fields or predefined custom fields.

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Upload your CSV file

When you upload your CSV file, you will be prompted to map the Aha! Ideas fields to your fields. After you confirm the right column headings, click the Import button. The import will happen automatically; when it is complete, you will see a confirmation message with a link to the location of your newly created Aha! Ideas data. If there are any errors during the import, an error message will be displayed with instructions on how to correct the problem.

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Success!

Your import was successful. You can add more information or view the information in Aha! Ideas that was just added.

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File format issues

The Import from CSV feature only supports files that have UTF-8 encoding. UTF-8 encoding supports all writing systems around the world, including special Asian and European characters. However, there are some characters that are often found in exports from bug tracking systems that are not valid for UTF-8. In that case, you may see this error message during the import:

CSV file is invalid: invalid byte sequence in UTF-8

The most common cause for this message is the existence of curly quotation marks and apostrophes — often with text that was created in MS Word or Outlook. There are two ways to convert your CSV file to UTF-8 encoding:

  1. If you are using Windows, you can get Excel to save in UTF-8 encoding. Visit this link for instructions.

  2. If you are using Excel on a Mac, you can save as MS-DOS Comma separated. This will convert to 7-bit ASCII, which is compatible with UTF-8.

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