Importing a Microsoft Spreadsheet

You can import tags, sections, or users into Brightspot from an Microsoft spreadsheet on Microsoft Drives.

To import a Microsoft Spreadsheet:

1. In the header, click the search field to open the search panel.
2. Under Global Filters, in the Any Content Type filter, under External Types, select Microsoft Drives File.
   

   

3. Click the title of the Excel document you want to import into Brightspot.
4. Under the Converter list, select one of the following:
   

   • Convert Microsoft Spreadsheet—

     • Under Convert to Type, select one of the following

       • Section—Imports the Microsoft document as a section draft. You can then modify the draft as described in Section.
       • Tag—Imports the Microsoft document as a tag draft. You can then modify the draft as described in Tag.
       • Tool User—Imports the Microsoft document as a tool user draft. You can then modify the user as described in Creating a user.
     • After choosing one of the available types, proceed to step 5 below.

   • Import Microsoft File as Downloadable File

     • Under Import Type, select one of the following

       • Attachment File—Imports the Microsoft apreadsheet as a published attachment file that can be downloaded.
       • Spreadsheet—Imports the Microsoft spreadsheet as a published spreadsheet. You can then modify the spreadsheet as described in Spreadsheet.
5. Toggle on Has Header Row if your Microsoft spreadsheet includes a header row. When toggled on, Brightspot lists the headings for you as you configure field mappings. When toggled off, Brightspot lists the columns as letters.
6. Under Field Mappings, do the following:
   
   1. Click add_circle_outline.
   2. Under Column, select the column containing the field you are mapping.
   3. Under Field, select one of the following:
      
      1. If importing tags or sections:
         
         • Display Name—Sets the values in this column as the names of the tags or sections in Brightspot.
         • Description—Sets the values in this column as the descriptions of the tags or sections in Brightspot.
         • Parent—Sets the values in this column as the parents of the tags or sections you are importing into Brightspot. If no parent by the given name already exists, Brightspot creates it and assigns the tag or section to which it pertains.
      2. If importing users:
         
         • Name—Sets the values in this column as the names of the users in Brightspot.
         • Email—Sets the values in this column has the email addresses of the users in Brightspot.
         • Username—Sets the values in this column as the usernames of the users in Brightspot.
         • Password—Sets the values in this column as the passwords of the users in Brightspot. You may enter a password, or enter changeme to force the user to change their password upon first log in.
   4. Repeat steps 7a–7c for all columns in the Microsoft spreadsheet.
7. Click Import.
8. When the import completes, refresh the page to view the list of the tags, sections, or users you imported.
   
   Note

   All tags or sections imported from a Microsoft spreadsheet to Brightspot are published upon the completion of the import, but without URLs. For details on the options you have available when updating them, see Tag and Section.

Example Import

The following image displays an Microsoft spreadsheet that has been configured for import into Brightspot.

In the Import widget, under Field Mappings, three mappings are configured pertaining to the three columns in the sample spreadsheet:

• Mapping 1—Brightspot maps column A as parent.
  

  

  • In the Column field, column A (referred to in the Excel header as "Parent") is selected.
  • In the Field field, Parent is selected.
• Mapping 2—Brightspot maps column B as tag name.
  

  

  • In the Column field, column B (referred to in the Excel header as "Display Name") is selected.
  • In the Field field, Display Name is selected.
• Mapping 3—Brightspot maps column C as description.
  

  

  • In the Column field, column C (referred to in the Excel header as "Description") is selected.
  • In the Field field, Description is selected.

After clicking Import, Brightspot performs the import according to following mappings:

• Apple is created as a tag with Red as its parent and A red fruit as its description.
• Kumquat is created as a tag with Orange as its parent and An orange fruit as its description.
• Lemon is created as a tag with Yellow as its parent and A yellow fruit as its description.

A list of tags imported from the Excel document.

The tag Lemon imported from the Excel document. The parent Yellow and the description A yellow fruit are associated to it.