One of the first steps for getting up and running with Aha! is to seed your account with your own data. The Aha! CSV import functionality makes this easy.
To start importing your information into Aha!, first navigate to the workspace you want to import into. (Importing is not available at a marketing line level.) Then select Settings > Workspace > Import from CSV. Follow the steps listed below. You must be a marketing owner or administrator in Aha! to use the import functionality.
1. Select the type of information you would like to import
- Master activities
- Request portal users
- Custom table records (Enterprise+ plan only)
Items to note when importing
- When importing activities, you may also import your requirements' names and descriptions, if applicable.
- When importing requests or activities, you may also import scorecard metrics. If you leave a metric blank, a score of zero will be imported for that metric. If you set a metric value above or below the metric's range, the import will error.
- If you are importing formatted text (such as a feature description or comments on an Aha! record), you will need to use HTML formatting, e.g. <br></br> for line breaks, <p></p> for paragraph breaks, or <strong></strong> for bold formatting.
- You may also update your Aha! data when importing.
- To import master activities, you must have them enabled for the workspace you are importing to. Enabling master activities requires marketing owner access and is done through Settings > Workspace > Configure.
- Importing request portal users requires an administrator with customization permissions.
- Importing users requires an administrator with billing permissions. Enterprise+ customers can also assign paid seat groups to users upon import. You also have the option to choose whether or not to send those users an email invitation to the Aha! account.
If the total users being imported exceeds the account's available paid seats, every user will still be imported so that Aha! administrators can activate/deactivate the users as needed.
2. Choose the schedule, workspace, or requests portal
Select where you want to add the information. The selection available depends on your choice in step 1.
Note: If you are importing new activities, they will be associated with the schedule that is selected in this step. If you are updating existing activities, it is possible to update the activity's schedule by including a column named "Schedule" in your CSV file. You can then use the Schedule ID or Schedule reference fields to specify the desired schedule you wish to move your activities to when importing. The Schedule column in your CSV should be mapped to the Schedule Aha! field in the final step of the import process.
3. Prepare your CSV file
We know that importing information into a new tool can be painful. That’s why we have provided templates and guides to make this process as easy as possible. Click the What fields can I import? button and take a moment to review the supported fields for your product or workspace. We have also provided a template you can use by clicking Download template CSV.
Note: If you are importing fields that have values already configured in Aha!, you should ensure that the data in your CSV file will match. Otherwise, you will get an error on import. Examples of these fields are feature status fields, the Created_by field, or pre-defined custom fields.
Date format: Please be sure to convert any dates to YYYY-MM-DD format before importing.
4. Upload your CSV file
When you upload your CSV file, you will be prompted to map the Aha! fields to your fields. After you confirm the right column headings, click the Import button. The import will happen automatically; when it is complete, you will see a confirmation message with a link to the location of your newly created Aha! data. If there are any errors during the import, an error message will be displayed with instructions on how to correct the problem.
Your import was successful. You can now begin interacting with the newly added data in your Aha! account.
File format issues
The Import from CSV feature only supports files that have UTF-8 encoding. UTF-8 encoding supports all writing systems around the world, including special Asian- and European-language characters. However, there are some characters that are often found in exports from bug tracking systems that are not valid for UTF-8. In that case, you may see this error message during the import:
CSV file is invalid: invalid byte sequence in UTF-8.
The most common cause for this message is the existence of curly quotation marks and apostrophes — often with text that was created in MS Word or Outlook. There are two ways to convert your CSV file to UTF-8 encoding:
- If you are using Windows, you can get Excel to save in UTF-8 encoding. Visit this link for instructions.
- If you are using Excel on a Mac, you can save as MS-DOS Comma separated. This will convert to 7-bit ASCII, which is compatible with UTF-8.