Import & Export

scoopa offers various imports and exports. Currently publicly available is the user-export and import as well as metadata-import.

More will follow.

Users

For large userbases it is possible to export and import all the users of one platform.

Import

For importing users scoopa has a handy import-assistant. Start the process by clicking "Users" -> "Import".

Import Button in Users.
Import Button in Users
User Import - first step.
User Import - first step

As explained in the first step, you can import any Excel-File containing at least the following columns:
E-Mail, Prename, Name

The following fields are optional:
Company, Notes, Role ('admin' or 'user'), Usergroup ('name' of existing usergroups as comma separated list)

You can also provide a password column with clear-text passwords. In this case no invitation e-mails will be sent and the passwords will be stored as encrypted hashes.

You can either download the example excel file, or go to "Users" -> "export" and use your own userbase as a template.

In the next step you need to map the fields of your excel file to the columns of the scoopa userdatabase.

User Import - step 2 - before field assignment.
User Import - step 2 - before field assignment
User Import - step 2 - after field assignment.
User Import - step 2 - after field assignment

You can select to send your new imported users a welcome e-mail. As mentioned above this is only possible if you did NOT provide a password column. If you did provide passwords, scoopa assumes you want to onboard your users in an external system.

You can also choose to exclude the first row of the excel in case it contains the table heading.

Permissions on Import

The same permissions can be set on import as on manual user creation. Read more about the permissions here.

After the import you will be presented with a summary.

Import summary with error-logs.
Import summary with error-logs

As you can see in the example above, successes as well as import-errors are logged and reported back to you.

Export

You can export your userbase by going to "Users" and pressing either one of the export buttons on top.

You can choose to export in Excel-format or in JSON-Format.

User Export.
User Export

Meta-Data-Import

You can enrich already existing files or folders in scoopa with meta-data by uploading Excel-sheets. It is possible to mass-import:

  • Name of asset or folder

  • Copyright

  • Description

  • Keywords

  • Tags

  • Taxonomies

In order to enable the system to make a connection to existing files and folders you need to provide one of the following identifiers:

  • File-ID

  • Folder-ID

  • Filename

If a row in your excel has a folder-id the system will update the folder-name, description and copyright fields and ignore other columns. If the row has a folder-id and an asterisk in the file-id column - all files in this folder will be updated with the provided columns: description, copyright, keywords, tags, taxonomies.

If a row has a file-id the system will only update this given file. If a row has a filename as identifier than all files with this filename in the platform will be updated.

Import Template

By clicking "download template" you can download an example excel file detailiing all possible options you have to provide meta-data.

To help you enrich existing files and get knowledge of your file and folder identifiers (ids) you can also download the folder-tree and folder-file-tree containing all your files and folders in your platform. These Excel files can serve as starting points.

Once you have your excel file prepared you can start your import by selecting your local excel file and click "proceed to field assignment".

Next you need to identify and assign the columns in your excel-file to know input fields.

After proceeding you will be presented with the results of the import. If there are rows that could not be assigned or did throw an import error - you will see those here listed.

That's it!