Bulk import settings

Easily migrate and consolidate your customer data into Projects using bulk import. This allows you to upload multiple files and folders at once, streamlining your workflow.

Before you can import your data into Dovetail Projects, you'll need to organize it and create a ZIP file.

Organizing files on your computer

• Structure your folders: Arrange the files you wish to import into a clear folder structure on your computer. these folders will help organize your data within Dovetail, often corresponding to new or existing projects. For example, you might group files by product, separate sales calls from user interviews, or organize data by study or department.

• Create a ZIP file:

  • On Windows:

    1. Select the folder(s) or files you want to include.

    2. Right-click on the selected items.

    3. Choose "Send to" > "Compressed (zipped) folder".

    4. A new ZIP file will be created in the same location. You can rename it if needed.

  • On Mac:

    1. Select the folder(s) or files you want to include.

    2. Right-click (or Control-click) on the selected items.

    3. Choose "Compress [folder/file name]" or "Compress [number] items".

    4. A new ZIP file (usually named "Archive.zip" if multiple items are selected, or named after the item if singular) will be created in the same location. You can rename it.

Preparing data from Google Drive or OneDrive

If your data is already organized in folders on a cloud storage service, you can typically download them directly as a ZIP file.

• Google Drive:

  1. Navigate to your Google Drive.

  2. Right-click on the folder you want to download.

  3. Select "Download".

  4. Google Drive will compress the folder into a ZIP file and the download will begin.

• OneDrive:

  1. Navigate to your OneDrive.

  2. Select the folder (or multiple files/folders) you want to download.

  3. In the top navigation bar, click "Download". (Alternatively, you can right-click the selected folder and choose "Download").

  4. OneDrive will compile the selected items into a ZIP file and initiate the download.

Dovetail support a variety of file types for import. Commonly supported formates include:

• Documents: PDF (.pdf), Microsoft Word (.docx), Microsoft PowerPoint (.pptx), Keynote (.key), Apple Pages (.pages). (Note: Google Docs, Sheets, and Slides will be imported as static PDFs).

• Spreadsheets for survey data: CSV (.csv) - these must be UTF-8 encoded.

• Video and Audio files: Common formats are generally supported.

• Transcripts: WebVTT (.vtt) for uploading your own transcripts.

For more information on what data can be imported into Dovetail, read this help article. Along with using compatible file types, keep the following size and quantity limits in mind for a successful import:

• Individual file size: While the overall ZIP file size for bulk import should be checked against current Dovetail guidelines, note that individual video, audio, and PDF files have a general limit of 10GB. CSV cells also have character limits.

• Maximum ZIP file size: For the most current information on the maximum allowable size for your ZIP file, please consult Dovetail's latest technical limits documentation or support resources.

• Maximum number of files within your ZIP: For the most current information on the maximum number of files permitted within a single ZIP file for bulk import, please consult Dovetail's latest technical limits documentation or support resources.

Once your ZIP file is prepared, you can upload it into Dovetail. You can do this by:

1. Navigate to Bulk Data Import: In your Dovetail workspace, go to Settings and then select Bulk data import

2. Upload your ZIP file: You can drag and drop your prepared ZIP file directly onto the designated area on the page. This will start the upload process.

Please note: Uploading large ZIP files can take some time, depending on the size of the file and your internet connection speed. It's important to keep the browser tab open and remain on the page while the upload is in progress.

After your ZIP file has been successfully uploaded, you'll be guided through the mapping process.

1. Map files and folders to projects: Dovetail will display the structure of your uploaded ZIP file. You can then map your folders and individual files to either new or existing projects within your workspace.

2. Verify file details: Dovetail will attempt to automatically infer the author and creation date for the imported files. You will have the opportunity to review and adjust these details if necessary.

Before the import begins, Dovetail will provide a summary of the new projects, data sources, and other resources that will be created in your workspace based on your mapping.

1. Review the summary: Carefully check the summary to ensure everything is configured as you intend.

2. Start import: If everything looks correct, click the ‘Start import’ button.

The import process will then begin in the background. This may take a few minutes, depending on the amount of data being imported. You can continue working in Dovetail while the import is in progress.

Automatic Processing

• Video transcription: Any video files you upload will be automatically transcribed.

• OCR for documents: Optical Character Recognition (OCR) will be performed on PDFs, PowerPoint presentations, and other supported document types, making their content searchable.

By following these steps, you can efficiently import your existing data into Dovetail, bringing all your customer knowledge into one organized and actionable space.