How do I automatically link or associate PDFs, images (speaker photos or exhibitor logos), or PowerPoint files (as .pdf) to sessions, speakers, or exhibitors?

Modified on Fri, 18 Nov 2022 at 03:13 PM

Auto-Link Overview


You can batch upload files at the same time and have those files automatically appear with the correct record. Using a specific file naming convention and the CMS > Media > File Uploads or Image Uploads, you can have speaker photos, exhibitor logos, or poster PDFs automatically associate themselves with their respective records. 


Only use A-Z, a-z, 0-9, underscores and hyphens in file names.


What files can automatically associate themselves to records?


Speaker Photos

Format: jpg or png

Sample speaker list with speaker photos





Exhibitor Logos

Format: jpg or png


Sample exhibitor with logo image





Handouts attached to sessions and/or speakers and/or exhibitors

Format: pdf (keep under 10MB per file)

Sample PDF attached to session 



Read this before getting started


  1. The file naming structure must be followed exactly or the system will not recognize that it should auto-link the file. Underscores in these file names are reserved for the file naming convention. Do not use underscores in any other part of the file name. Session IDs with underscores in the ID are not supported.
  2. Purging data can break auto-link associations. Data purged before auto-associations have taken place to sessions, exhibitors, or speakers will not recover. 
    1. If you had uploaded pdf files for auto-association, you must first delete those from the CMS > Media > Media Data. 
  3. The ID (session, exhibitor, speaker) to which the file is to be associated must exist in the CMS data tables  prior to uploading the file.
  4. IDs are case sensitive. If the speaker ID is ABC123 and you name the file using abc123, the system will not match those as they are not the exact same. 
  5. Using auto-association with imported sessions, speakers, or exhibitors will not flag them as edited. (This means your imports will continue to work as expected.)
  6. After the association has completed, publish you data set so the associated images and files appear in the platform.
  7. Uploaded PDFs with auto-association require the attendees to be logged into the platform in order to view them. If you wish to add PDFs that are visible to all users, even if they are not logged in, do not use auto-association. Follow the instructions in this article instead.


File Naming Convention

For the automatic linking, the files must be correctly named using the following format:


v<versionnumber>__<prefix>_<id>.fileformat


The following example would associate the photo image file with the speaker with the speaker ID 12345.

v1__spk_12345.jpg


The following example would associate the logo image file with the speaker with the exhibitor ID 1234.

v1__exh_1234.jpg


The following example would associate the pdf file with the session ID 123: 

v1__ses_123.pdf


If you are linking a PDF file, it is possible to associate it simultaneously to multiple sessions, speakers, and exhibitors at once by including various prefixes and IDs: 


v<versionnumber>__<prefix>_<id>_<id>__<prefix>_<id>_<id>.pdf


The following example would associate the pdf file with the speaker 1230 and 3 different sessions: 

v1__ses_123_4444_3411__spk_1230.pdf


Let's break this down:


Versionnumber

The file name starts with a version. You make up this number - start with v1. You must use lower case.

v1__ses_123__spk_1230.pdf


Each time you need to update the file, you upload a new file but increase the version number by 1. If you needed to update the PDF from our example above, you would upload a file with this file name: 

v2__ses_123__spk_1230.pdf


Prefix

After the version number, there is a prefix which starts with two underscores __ . The prefix determines to which record you want to associate something. You cannot associate an image to session, only PDFs. 

v1__ses_123__spk_1230.pdf


IDs

The IDs refer to the record in the data table and are separated with a single underscore. 

If you are associating speaker photos or exhibitor logos, you can only associate to a single ID. Each speaker or exhibitor would need their own file upload with just the single ID.

v1__spk_12345.jpg


Only PDF files can be associated to multiple different prefixes and multiple IDs.  

v1__ses_123__spk_1230.pdf


If you need to link the file to multiple sessions, simply keep adding the IDs and use an underscore to separate the different session IDs.

v1__ses_123_4444_3411__spk_1230.pdf


You can look up IDs in the individual tables in the CMS. For example, you could go to CMS > Agenda > Sessions > click the search icon > search for the session title > click the result > the ID is displayed on the top. 

In the sample below, the ID is y-1 below the dialog title Agenda Item Detail. In this example, you would name the file as follows:

v1__ses_y-1.pdf





Available Prefixes (starting with two underscores)

  • __ses for session linking (you can associate .pdf)

  • __spk for speaker linking (you can associate .jpg, .png, or .pdf)

  • __exh for exhibitor linking (you can associate .jpg, .png, or .pdf)




Separators

  • __ two underscores separate different prefixes and associated IDs

  • _  one underscore separates IDs if you are linking a single PDF to multiple sessions. This is not available for image auto-association.




File Extensions

File extensions must be lowercase

  • .pdf

  • .png

  • .jpg




Display Name in the App

The version number and first prefix and ID in the filename determine the label that is displayed in the app. If ses is the first prefix, the session title is displayed. Respectively, if spk is the first, the speaker’s name, and exh the exhibitor's company name. The following example shows a PDf and a presentation associated to the session called Lunch and one called Orientation. In both cases the version of the file was v1.  


 


 


Title: Version - session title automatically filled in since ses was the first prefix (can be edited in CMS)

Subtitle: PDF is automatically filled in based on the file type




Examples

v1__ses_1001.pdf

This filename automatically associates the PDF with the session that has the ID 1001. The label of the PDF link will be the session title of the session with the ID 1001.


v2__ses_1015_1027.pdf

This filename automatically associates a second version of the PDF file with the session that has the ID 1015 and also the session with the ID 1027. The label of the PDF link will be the session title of the session with the ID 1015, since it is the first session ID listed  after the ses prefix.


v2__spk_301_407.pdf

This filename automatically associates an updated version of a PDF file with two different speakers. The label for the PDF link in the app will be the name of the first speaker with ID 301. You can edit the label in the CMS.


v1__exh_561.pdf

This filename automatically associates the PDF with the exhibitor that has the ID 561. The label for the PDF link in the app will be the exhibitor’s 561 title since exh is the first prefix. You can edit the label in the EventPilot CMS.


v2__ses_1001_1027__spk_155.pdf

This filename automatically associates the PDF with two sessions and one speaker. The label for the PDF link in the app will be the title of the session with the ID 1001, since it is the first session ID listed after the ses prefix.



Usage Tips

Choose between auto-linking or manual addition - do not use both

Do not manually create or sync in media items you are planning to auto-link.


Alphanumeric Item IDs

If your session, exhibitor, or speaker has an alphanumeric ID (i.e. a session with the identifier: P104 upper case), be sure to build the filename to match the ID exactly. IDs are case-sensitive and thus the filenames must match in order to be associated. 

For example: 

If the session is P104: 

v1__ses_P104.pdf will be associated to the ID P104 because the case matches

v1__ses_p104.pdf will not be associated to P104 (upper case), but the system will attempt to associated it with the item p104 (lower case). If the item p104 does not exist, the file will be deleted from the system.


Linking Multiple Files to One Single Session

If you need to link multiple files to a single record, you need to make sure each file has a unique name. You could accomplish this by including the speaker ID if the speakers are different (the files then are also automatically associated with the respective speakers), or you could add some additional details the system would ignore - all these three PDF files would be associated to the session with the ID 100 and two of them would be associated to the respective speakers:

v1__ses_100__spk_5238.pdf

v1__ses_100__spk_2139.pdf

v1__ses_100_worksheet.pdf


If you have the same speaker submit multiple files for the same session, you can add a further differentiating non-existing item. The extra text at the end will be ignored:

v1__ses_100__spk_5238_SF1.pdf

v1__ses_100__spk_5238_SF2.pdf

v1__ses_100__spk_5238_SF3.pdf


Note: postfix may display as an orphan in your media data after upload as the system interprets the additional text as a non-existing speaker ID. You can ignore those orphans in that case.


Ensure to only use alphanumeric characters when adding these type of extensions to the file names. Symbols such as quotes, parenthesis, extra periods, etc. are not supported.

Only use A-Z, a-z, 0-9, underscores and hyphens in file names. 




How to delete auto-associated media items from a project

  1. In CMS > Media > File/Image Uploads page of your projectfind the file you want to delete and click the trash can symbol 
    1. Note: this deletes the file from the server. Make sure you publish a data update to avoid your attendees experiencing a broken link (the link is still in the platform but now the file is gone)
  2. Publish a data update



Setting an Embargo to PDFs via auto-association

If the first session ID in the file name refers to a session that has a date and start/end time (e.g. not an On Demand session), then you can apply that ID's start date and time as an embargo to the PDF. At the end of the file name and before the extension, add  __emb (two underscores followed by the three letters emb).


v1__ses_100__spk_5238__emb.pdf

In this case, PDF is associated to session ID 100 and speaker ID 5238. When a user wants to access the PDF (either from the session detail or the speaker detail view) before the session with the ID 100 has started, a message is displayed when the PDF will become available. 


Once you have finished the upload, the embargo date/time is set. If you update a session date/time after the file associations have occurred, you can trigger an update of the embargo times by going to the CMS > Media > File Uploads > upload a test PDF and then delete it again after upload. 


Frequently Asked Questions

My file is not showing in the app?

The following could be reasons why the system was unable to associate your file: 

  • you have not published a data update and if you published, you have not loaded the latest data update
  • spelling errors
  • incorrect file naming convention
  • incorrect application of double underscores versus single underscores
  • adding __emb but the first session ID is for an OnDemand session that doesn't have a date/time


My PDF is associated but not embargoed? 

The __emb must be added before the .pdf file extension. If you added it anywhere else in the file name, the date/time of the first session ID will not be applied. 


How do I update the embargo times for files that have already been associated? 

Once you have finished the upload, the embargo date/time is set. If you update a session date/time after the file associations have occurred, you can trigger an update of the embargo times by going to the CMS > Media > File Uploads > upload a test PDF and then delete it again after upload. Each time new files are uploaded, existing embargoes are updated. Remember to publish after updates. 


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