ScholarOne API - Before Getting Started

In order to set up new data sources that connect with the API, you will need the to contact ScholarOne to receive the following:

1. api Username
2. api Password

3. Site Name

Once you have received the details, you will be able to set up Import Sources in the Conference app builder. 

Access the menu item in the Conference App Builder where you would like to import data: 

Agenda for session data

Speakers for presenters

Media for abstracts

Setting Up the Initial Data Source and Running the Initial Import

1. Access the Conference App Builder (From our website, choose Organizer Login > EventPilot on the top right)
2. Select your project
3. Select either Agenda > Sessions, Agenda > Speakers, or Media > Media Data, depending on what data source you would like to set up.
4. Add Import (note: you may need to click the carrot to expand the import card before this button is visible) 
5. Enter a logical name for the source to indicate where this import is coming from e.g. S1 API
6. Select ScholarOne from the Source dropdown
7. Select Next
8. As prompted on the screen, enter the 
   1. API username, 
   2. API password,  
   3. Site Name from your ScholarOne contact

9. If you have used import customizations in the past, ask your ATIV Project Manager to add your Customization Code

10. Select Next

11. Complete the field mapping for the table

    1. For importing media items, you can choose to import Session_Type and Session_Track and map to one of the media filters so your attendees have additional keywords to filter by

12. Next to run the import

13. If there are errors in your data, review: https://support-eventpilot.ativsoftware.com/support/solutions/articles/24000018803

Additional settings are available for Agenda:

• Display Authors (subsessions only) - set to Y if you want the names of the presentation authors displayed in the session description
• Display FinalID in Titles (subsessions only) - set to Y if the presentation has a "finalid" field listed and you want it prefixed to the session title (e.g. the title will be "<finalid>: <title>") . 
• Display SessionAbbr (parent sessions only) - set to Y if the session has a "sessionabbr" field and you want it prefixed to the parent session title (same as above, but for parent sessions only). 
• Show Location - set to Y if you would like to feature the location in the session description as well
• Session Detail Fields - some custom fields may be added to the import as an additional column. For example, you may have a custom field in S1 where you specify that a session is a credit session. This field should be imported into metadata3, Filter 3, especially if you are planning to use the credit certification add-on. You will need to know the exact label of the field e.g. CE TYPE. You can add multiple fields comma separated. When you click NEXT, the new column becomes available for field mapping.

Filters available for mapping in Speaker data:

• roles
• country

Incremental Imports after Setup

1. Return to the Conference App Builder, log in, and access your project
2. You have three different import options: 
   1. Import all at once
      Select the Home menu > Import All Data 
   2. Import one data set (e.g. just speakers or just sessions or just media)
      To import all sources for a given table individually, visit that page of the Conference App Builder (e.g. Agenda > Sessions) and choose Import All [Agenda]
   3. Import one source only
      To import just one single source, visit that page of the Conference App Builder (e.g. Agenda > Sessions), expand the import card if necessary, and select the Import button beside a single data source
      
      Note: If you manually import individual sources, ensure to import all related sources (Sessions, Speakers, Media) or you may be seeing orphans errors.
      
      
3. If there are errors in your data, review: https://support-eventpilot.ativsoftware.com/support/solutions/articles/24000018803
4. Select the Publish Menu on the top left and Publish to Proof
5. After reviewing your data update in the proof version on iOS and Android, you may publish to live by selecting Publish Live Data 

FAQ

Why is certain data displaying in this field? I'm seeing something unexpected?

Please contact your project manager for details on how the fields in the ScholarOne API are populating the fields in the EventPilot Conference App Builder.

I made an update in S1 and imported right away but the changes are not appearing?

There may be a delay of up to 30 minute as the API has a strict rate limit and requires content caching. If you need a change to appear in the app asap, you can also manually edit the record in the Conference App Builder.

What triggers which sessions / presentations are imported into EventPilot from ScholarOne?

The import checks for the field inlp and the session scheduling. 

If the session is scheduled AND the inlp field is toggled ON, the session will import. 

If the session has inlp toggled OFF, it will not import.

If the session does not have dates/times and is NOT specified as an OnDemand session, it will not import, even if the inlp field is toggled ON.

What triggers which presenters are imported into EventPilot from ScholarOne?

Speakers are only imported if their invitationStatus = Accepted. 

Child session presenters are only imported if presenter = true.