How to Download and Prepare the Abstract Submission Import Template

1. Navigate to Abstract Management

1. Log in to the vFairs Backend as an Event Admin.
2. Navigate to Abstract Management.
3. Select Submissions.

2. Open the Import Flow

1. Click Import from the Submissions listing.
2. The Upload popup opens.
3. Review the import guidelines displayed in the popup.
4. Locate the Download Template option.

3. Download the Template

1. Click Download Template.
2. The system generates the template based on the event's current Abstract Submission Form configuration.
3. The .xlsx file is downloaded automatically as:

abstract-submission-template.xlsx

4. Complete the Submissions Sheet

Open the downloaded Excel file. The first sheet is named Submissions and contains the fields required to prepare the bulk import.

The sheet includes:

Submission Details

• Abstract Title (Required)
• Submitter First Name (Required)
• Submitter Last Name (Required)
• Submitter Email (Required)
• Abstract Group Category
• Abstract Parent Category
• Abstract Sub Category
• Abstract Track (Required)
• Abstract Type
• File URL

Primary Author Details

• Primary Author First Name (Required)
• Primary Author Last Name (Required)
• Primary Author Email (Required)
• Primary Author Phone No
• Biography
• Profile Picture
• Institutional Address
• Position/Title
• Department

Co-Author Details

The template supports up to three co-authors, with the same fields available for each:

• First Name
• Last Name
• Email
• Phone No
• Biography
• Profile Picture
• Institutional Address
• Position/Title
• Department

5. Populate Required Information

Make sure the following mandatory fields are completed for every submission:

• Abstract Title
• Abstract Track
• Submitter First Name
• Submitter Last Name
• Submitter Email
• Primary Author First Name
• Primary Author Last Name
• Primary Author Email

Leaving these fields blank may cause the submission to fail validation during import.

6. Use the Available Dropdowns

The template provides dropdown validation for supported single-select fields:

• Abstract Group Category
• Abstract Type
• Abstract Track

Select values from the available dropdowns rather than manually entering them wherever possible.

7. Refer to the Reference Sheets

Use the additional sheets in the workbook to identify valid configured values:

• Parent Categories — lists valid abstract parent categories.
• Sub Categories — lists valid abstract sub-categories.
• Tracks — lists valid abstract tracks.

Group Categories are not provided as a separate reference sheet because the field is available as a single-select dropdown within the Submissions sheet.

8. Use the Sample Data Row

A sample data row is included in the Submissions sheet to demonstrate how information should be entered.

Use the sample row as a reference for:

• Submission information
• Submitter details
• Primary author details
• Co-author details
• Dropdown fields

Replace or remove the sample data before uploading the completed file.

9. Review Fields Excluded from the Template

The following fields are not included in the import template:

• Abstract Body
• Consent to Publication

These fields should therefore not be added manually to the workbook.

10. Save the Completed Template

Once all required information has been entered:

1. Review the submission data.
2. Confirm mandatory fields are populated.
3. Verify category and track values.
4. Check author and co-author information.
5. Remove the sample data.
6. Save the completed .xlsx file.

11. Upload the Completed Template

1. Return to Abstract Management → Submissions.
2. Click Import.
3. Open the Upload popup.
4. Upload the completed Excel file.
5. The system validates the file against the expected import structure and configured fields.
6. Once the file passes validation, the submissions are added to the event.

Quick Flow

Abstract Management → Submissions → Import → Download Template → Complete Submissions Sheet → Validate Required Fields & Dropdowns → Review Reference Sheets → Save → Upload Completed Template