How to Import a Library

Instead of creating library entries one at a time, you can import multiple entries using a CSV file.

Follow the steps below to prepare your data and complete the import.

Before you Begin

Your library must already exist before you can import data.

If you haven't created your library yet, see: Managing Libraries in ShowOff CMS

Preparing Your Data

Create a CSV File

Your data must be saved as a CSV (Comma Delimited) (.csv) file. This can be created using Microsoft Excel or any spreadsheet application.

When saving your spreadsheet, select:

File > Save As > CSV (Comma Delimited) (*.csv)

Recommendations

• Give every entry a Unique ID. This makes it much easier to identify and manage entries in future.
• The column headings can be named however you like. During the import process you will map each column to the correct field in your library.
• Download and use the import template below if required.

Preparing Images

If your library contains images, these must be uploaded to the Media Manager before importing your CSV.

Step 1 - Create the Image Folder

1. Create your library.
2. Add a temporary test entry that contains an image.
3. This automatically creates the correct folder inside the Media Manager.

Step 2 - Upload Your Images

Navigate to:

Media Manager > libraries > Your Library Name

Upload all of your images into this folder.

Supported image formats

• JPG
• PNG
• GIF
• SVG

For the best website performance, keep each image under 1 MB where possible.

Step 3 - Copy the Image Path

After uploading an image:

1. Click the image.
2. Copy its full URL.

For example:
https://cdn.asp.events/CLIENT_3D7988B2_C642_266D_435C13B769015B5F/sites/eventname/media/libraries/pressrelease/nameOfFile3.jpg

This full image URL should be entered into the relevant column within your CSV.

Make sure:

• the filename exactly matches the uploaded image
• the file extension (.jpg, .png, etc.) is included
• the image exists in the correct library folder

Tip: Avoid spaces and special characters in image filenames. These may be renamed during upload, causing broken image links in your import.

Importing the Library

Now that you have the exported CSV file, you can import it into your site.

1. Go to Libraries > Your library
2. Open the import tool
   Hover over More and select Import Entries.
3. Upload the CSV file
   • Click Choose File and select your exported CSV.
   • Set the encoding to UTF‑8.
4. Map the data fields
   You will be taken to a mapping page where you must match the columns in the CSV to the fields in the new library.
   • Set the Import Method to Add New.
   • Ensure each column is mapped to the correct library field.
   • Click Submit when finished.
5. Confirm field value mappings
   A second mapping page may appear to set field values.
   Adjust these as needed and click Submit.
6. Review the data preview
   The system will show a preview of the entries to be imported.
   Carefully review all data, as imports cannot be undone.
7. If everything looks correct, click Submit to complete the import.

Troubleshooting

If entries are not imported correctly, check the following:

• The file is saved as CSV (Comma Delimited).
• The file encoding is UTF-8.
• Image URLs are complete and point to existing files.
• Image filenames exactly match those uploaded.
• Required library fields contain data.
• The correct fields were selected during the mapping stage.