Inroduction

Currently, the roadmap portal board provides the users the option to vote on the board on individual ideas. However, if the user wants to bulk-update votes on multiple issues this feature will provide an option, user can import votes using an Excel spreadsheet.

Navigation

Navigate to Boards tab >> Advanced settings of the relevant board >> Navigate to the section called Import votes using a spreadsheet

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Steps

• Click on Choose file to import the Excel sheet and upload the relevant file. Please download the sample Excel file.

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• Once uploaded the file, check/uncheck Skip email notifications as required.

• Import” data button will be enabled only when the user selects the correct file, else it will be disabled.

• If the user had selected you select a file with an invalid format (pdf/jpg/etc), then the system will give relevant error. If the user selects a file with a selected file is in valid format, then the system shall not show any error messageproceed with Import.

• Upon selecting the file, if it is in the right format, Import button is enabled. On clicking Import, the system will import the data from the selected file.

  • If the import isn’t successfu/unsuccessful, then the system shows a relevant error message.

How system reads the imported Excel file

• The system only reads the contents of the first sheet of the Excel file. Contents from other sheets (if any) are ignored.

• This template should have 2 primary columns

  • The system will ignore any data that may be present in the cells from column C onwards

  • In case the user wants if you want to add more than one vote on a single issue, they should repeat the rows for that particular issue

  • The system ignores the data in the header row (row 1 - i.e. cells A1 & B1)

• The votes getting added via Excel import are considered as added By the logged-in user on behalf of users mentioned in the Excel

Logs

Once the file is imported successfully, the users you can check the import logLogs in the same section.

• The logs show the following data -

  • File name - The name of the imported file

  • Imported by - The name of the logged-in user in this column who imports the file

  • Date - The date when the file was imported

  • Number of votes - The total number of votes added (excluding the invalid rows)

  • Status - Whether the import was successful, unsuccessful, or partially successful.

    • If the user has you have imported 100 votes, and all the votes are imported successfully, that is, all the data present in the Excel sheet is valid, then the status of the import will be “Success”

    • If none of the votes are imported successfully, then the status of the import will be “Failure”

    • If the user has you have imported 100 votes, of which some votes are not imported successfully, but, the rest of the votes are imported successfully, then the status of the import will be “Partial success”

    • Assuming that the import is run in the background as an async job, there will also be an intermediate status in the logs as “In progress”. This status shall be updated once the job is complete

The votes for issues from the imported file are ignored when

• If the issues imported are not present on the current board

  • If the imported file contains the wrong issue key, or if the issue is deleted

  • If the issue key is valid, but the email ID entered is incorrect

  • If either of the value of the field - issue key or the email ID is empty

  • If the user (of which the email ID is present in the import file) already has voted on the issue (of which the issue key is present in the import file)

• The imported votes are applicable only to the current board where the file has been imported

• The vote count custom field for the issues will get incremented once the votes are imported

• If the votes are disabled for a board, then in that case, when the user navigates to the “Import bulk votes from Excel” configuration section, the user will see the relevant message.

Email notifications

• Check or uncheck “Send email notifications” option

  Notifications

  If Send email notifications is unchecked, notifications to voters and board users will be skipped

  if unchecked

• This checkbox is unchecked and disabled by default.

• When the email notifications are enabled, the email notifications with the trigger ‘Add vote (on behalf)’ will be sent for each vote separately