Pro Tip: Avoid major headaches by saving a copy of your Import Results File to your computer. This file will contain exact Event IDs that will be generated for your shows. If you ever notice an issue with your events, you can mass-update them by following the import process and loading your Results spreadsheet instead of your original import file.
1. Log in to the Web Portal.
2. Click the Events tab to the left of the screen and select Import.
3. Click the Shorts tab.
4. Click the Download Example File button on the right side of the screen. NOTE: The import spreadsheet for shorts is different in Portal than it is in the production software. If you plan to import via portal, please download the example from here.
5. Rename and save the spreadsheet somewhere you can find it easily. Enter your Short information in the spreadsheet. Below are descriptions of each column on the spreadsheet. Some of the columns are required while others are optional.
A. Internal Name – This is the name of the show/film that will appear in the Agile Sales application. This is a required field.
B. External Name – This is the public-facing name of the show/film that will appear on the web. This should be the proper title of the film or event. This is required.
C. Original Name – If the show/film has a foreign title, this is where you will list the original title in its native language. This is optional.
D. Duration – This is the run time of the film in minutes. This is required.
E. Event Type – These are the different type of events (i.e. Feature, Opening Night Film, Short, Shorts Program, etc.). This is required.
F. Color – This will allow you to assign a color that will appear on the grid view online (i.e. Documentary films are all Red, while Shorts Programs are Blue, etc.). This is optional.
G. Description – This is where you will put a full-length synopsis of the film. This is optional. However we highly recommend adding the information in the spreadsheet so you do not need to add it later.
H. Short Description – This is a short synopsis of the film. This is optional, but we highly recommend adding this information in the spreadsheet to import.
I. Short Descriptive 1 – Gives you an additional space to show the film type, the rating and the run time. This is optional.
J. Short Descriptive 2 – Can have additional information listed here (i.e. Doors Open at 6 PM, etc.) This is optional.
K. Web Availability – This is an area for information that you would want the customer to know when your inventory for that event/movie has reached zero (i.e. Rush Line Only, Sold Out, etc.). This is optional.
L. Show Info – This can be used to add additional information about the show (i.e. Sponsored by XYZ Company, etc.) This is optional.
M. Extra HTML – Can add additional information for this event and can have customer scripting and other HTML Text. This is optional.
N. Project Code – If you have specific revenue codes associated with the film, you can place it here. This is optional.
O. External Event ID – External Event ID self-populates once you have imported the sheet. Leave this column blank.
P. Image – Your show/film images can be imported at the same time as you import the spreadsheet. Make sure that the images are all the same size and have been named for ease of association. If you have multiple images for the film, the first image listed in the cell will be the main image for the film page and will also create the thumbnail using the main image. For multiple images, make sure to separate the image names with a comma. This is optional.
**NOTE: We recommend that all images be sized to 1250 pixels wide x 500 pixels high at 72 dpi.
Q. Thumbnail Image - You may leave the Thumbnail Column blank. When you import your spreadsheet, Agile will automatically create a thumbnail image using the 1st image from Image column. This is optional.
R. Extra Image/Media – This is where you will put the link for your trailers via YouTube or Vimeo link. This is optional.
S-U. Streaming Properties – For events using our virtual paywall/streaming integration, these columns determine how and when customers receive access to streaming content. Click Here to learn more about each streaming property. This is optional.
V-Y. Custom Properties – These custom fields are designated by each film festival or organization to allow them to enter additional information about the film (i.e. Cast and Crew Information, Run Time, Country of Origin, etc. ) Even though these fields are created by the organization, if you do not add information into these cells, the information will not populate online. This is optional.
6. Once you have entered all show metadata, go back to the import page in Web Portal.
7. First, you will begin uploading the images that go with the shows you are trying to import. Click the Images tab at the top of the import page.
8. Next, Create a New Image Folder (i.e. 2019 Images) or select an Existing Image Folder from the drop-down. Click the Select Images button and choose the images from your computer that you wish to upload.
9. If your images have been uploaded successfully you will see Success in green next to the images.
10. Once the images have been added to the library you will need to go back to the Shorts import tab.
11. Select the folder that you want to import your Shorts into.
11. Click the Load Excel File button, and select your completed spreadsheet.
12. Your Shorts will appear. If there are errors in the spreadsheet, the system will notify you to let you know what column or cell needs to be fixed. To fix an issue simply double-click the cell.
13. After you have reviewed your loaded excel file click Upload to import your Shorts.
Click Yes to confirm your import, and you will be notified when the import is complete.
On the import window, you will notice that the successfully imported Shorts have turned green.
You are also able to download a Save Results File if needed.
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