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Importing Articles: A Quick Tutorial

If you have existing questions /articles that you'd like to import into Interspire Knowledge Manager, then follow this tutorial. Firstly, you will need to export the questions from your other program. You should export your questions into a CSV (comma separated value) file. A CSV file will contain a list of your question details in a line-by-line format, such as:

    "Queston 1","This is the answer to question 1","meta keywords, install","meta description", 0, 1, 0
    "Queston 2","This is the answer to question 2","meta keywords, sales","meta description", 0, 1, 0
    "Queston 3","This is the answer to question 3","meta keywords, processing","meta description", 0, 1, 1

The example above includes three records, and each record is separated with a new line. Each record contains seven fields, and each field is separated with a comma. Some fields are also enclosed within double quote marks. The CSV file will typically have a .CSV or .TXT file extension. Start by clicking on the "Browse..." button in the form to select your CSV file from your hard drive.

Next, you will need to choose the category or categories that you would like to import the questions into. In Interspire Knowledge Manager a question may appear in more than one category and by holding down select as you click on different categories or by dragging your mouse over several categories while holding the mouse button down, you can associate the question with multiple categories in one step.

Some programs also give you the option to ouput a line containing field headers into your CSV file. If your CSV file contains a line of headers, it will look something like this:

    "title","answer","metakeywords","metadescription","sortorder","visible","detectrelated"

If this is the case, tick the "Contains Headers" checkbox. These headers will then be shown in step 2 to help you decide which import fields to link to which question fields.

The fields that you can import are as follows:

    * title (required) - The title of the question, with a maximum length of 255 letters.
    * answer (required) - The answer to the question. This can be as long as you like and can also contain HTML formatting.
    * metakeywords - Keywords for the question. These get checked for searches and are placed inside the headers of the question page as the meta keyword tag for search engines. Keywords are separated by a comma.
    * metadescription - Description to put in the description meta tag of the page, used by search engines.
    * sortorder - The higher the number, the higher the result will appear when viewing the list of questions in a category. This can be any positive number. The default is 0.
    * visible - Is this question visible or not? If the value is 1 then it will be visible, otherwise it will be hidden. This can be either 0 or 1. The default is 1.
    * detectrelated - When viewing the question, do you want Interspire Knowledge Manager to try and find related questions automatically or do you want to manually specify related questions. This can be either 0 or 1. The default is 0 (Don't automatically detect related questions).

If one of your import fields contains commas, you can surround the field with double quotes, for example: "keyword1, keyword2, keyword3".

If one of your fields has commas and double quote characters, you can still enclose the field in double quotes, however any double quote inside the field itself must be escaped with a backslash '\' character. For example "Click <a href=\"#\">here</a>, ok ?".

Once you have completed the form, click next and you will be presented with a screen which lets you map fields in the import file into fields in the Interspire Knowledge Manager database. On the left you have the field in the database, and in a dropdown next to each one you can choose the field in your import file to associate with it. If you didn't put a column in for one of the fields (e.g. the visible field) then you can choose "Don't link it to anything" and it will use the defaults. Title and answer fields are required, however.

When you are happy with your field associations, click next and the import will start. Once the import is finished you will see a summary of how many questions were imported. Congratulations, you are done.

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