How do I import and export data in Spekit?

Importing and exporting data in Spekit streamlines the process of managing your organization's documentation, ensuring a seamless transition and efficient content management. By leveraging these features, your content team can avoid starting from scratch and effectively integrate existing resources into Spekit. For personalized assistance, please contact us at support@spekit.co.

1. How to Import and Export Data in Spekit

Spekit allows you to import and export data using an Excel (.xlsx) file, which can include text, images, videos, files, and links. Import and export functionality is accessible in the Settings tab of the Spekit Web App. Only Account Admins can import or export data in Spekit.

Exporting Data

Exporting data from Spekit downloads your content in .xlsx format, including all text, images, files, and links.

Steps to Export Data:

1. Open the Spekit Web App.
2. Navigate to Settings.
3. Within Settings, click Admin Tools.
4. Click Bulk Upload.
5. Click Download XLSX File, enter your password to authorize, and the file will download in .xlsx format.

Importing Data

Importing a file will override any existing data, so it's crucial to prepare your file carefully. Here are some important things to note before you upload:

• Selective Overriding: Delete any rows in your Excel file that you do not wish to override in Spekit.
• Non-Reversible Process: Once uploaded, the data override cannot be undone. Ensure accuracy before proceeding.
• SCORM Files: Currently, Spekit does not support the import of SCORM files.

Steps to Import Data:

1. Open the Spekit Web App.
2. Navigate to Settings.
3. Within Settings, click Admin Tools.
4. Click Bulk Upload.
5. [Important]: Make sure to fill in the downloaded .xlsx file with the content you wish to import.
6. Click Upload XLSX and override, select your prepared file, and confirm by typing OVERRIDE when prompted.

Additional Tips for Creating or Copying Speks:

• Remove IDs: Ensure all IDs are removed from the ID column to prevent conflicts.
• Expert Information: Clear data from the Expert First Name, Last Name, and ID columns if not applicable.
• Salesforce Metadata: Note that Salesforce-specific metadata (read-only information on fields) cannot be updated via import.
• HTML Formatting: Speks are written in HTML. Refer to existing Speks for formatting examples.

2. How to Print to PDF

Print to PDF is beneficial when you prefer to provide employees with a hard copy to refer to or save to their desktops. This will provide you with a printable PDF format of the selected Speks.

1. Open the Spekit Web App.
2. Open the specific Topic containing the Speks you wish to print.
3. Choose the specific Speks you want to include in the PDF by checking their corresponding boxes. To select all Speks within the Topic, click the Select All button. 
   Note: Ensure that no Files are selected, as their inclusion can prevent the print function from working correctly.
4. Click the Bulk Actions dropdown menu and select Print to PDF.
5. You can choose to Print summary sections only or Print everything, depending on your preference.
6. After making your selection, you'll be redirected to a new page displaying the PDF version of the selected Speks.

• Save or print the PDF: On this page, open your browser's menu (often represented by three vertical dots) and select the Print option, or simply press Ctrl+P on your keyboard.
• In the print dialog, you can choose to save the document as a PDF to your computer or send it directly to a printer.

Note: The Print to PDF function is designed to work exclusively with Speks. Including Files in your selection may disable the print option. To ensure a smooth printing process, verify that only Speks are selected before proceeding.