Import meetings from conferences

Quickly import meetings to save time on manual data entry after biopharma partnering conferences.

Overview

Plan availability: Essential/Advanced with additional fee for advanced support from Inpart.
Required user role: Manager/Contributor (see details).

All meetings related to conferences are available on the Conferences page in Inpart Deal.

Access conferences in Inpart Deal

The meetings imported are gathered by conferences on the Conferences page accessible from the Network menu entry. 

On the Network page, you can see conferences ordered by their start date (with the future conferences first). Click View all to access the full list of conferences.

You can quickly filter conferences by their date (All, Ongoing and Upcoming, Past) or by their name using the search bar.

On this page, you can see each conference with:

• The dates of the conference.
• The number of meetings imported.
• The number of related opportunities.
• When the conference was imported into Inpart Deal.

Conferences supported

EBD conferences

You must use the Excel meeting import tool in Inpart Deal to import meetings from conferences organized by the EBD Group (such as the BIO Europe and BIO Europe Spring conferences).

Your CSM is happy to assist you with importing all your meeting details in bulk. This service is available for a fee, and we’re here to handle the full import for you. This way, you can focus on the business side of managing your meetings, while we handle the technical import.

The meeting import follows three steps:

1. Download the Excel meeting export from the PartneringONE platform.
2. Map this Excel export to our Excel Inpart import template, as they have different formats.
3. Import the Excel Inpart file to Deal.

To download the Excel meeting export from the PartneringONE platform:

• Log into your PartneringONE account.
• Click the chat icon in the navigation bar to open the message center, and then click Download at the top right of the page to launch the meeting export.
  Important: Don't apply any filter so that all meetings can be exported.
  

You can add meeting information not supported by the PartneringONE platform, such as meeting notes, directly in the Notes column of the Inpart Excel import template.

Other conferences

For any other conferences that are neither supported by the EBD PartneringONE platform, follow these steps:

1. Download the Inpart Excel import template.
2. Map all your meeting information into the Excel template.
3. Upload the Excel file in Deal to import your meetings.

See all the detailed instructions in Import Meetings.

The meetings will be imported and created individually in the Meetings hub and grouped by conference in the Conferences hub.

Manually add conferences

Option #1: Direct creation

Go to the Conferences page and click Create at the top right of the page. Fill out the conference details in this popup and click Create.

Option #2: Indirect creation

Whenever you add a new conference name in the Source field of an opportunity or a meeting, this newly added conference will automatically appear on the Conferences page.

In opportunities:

In meetings:

Edit and delete conferences

Edit

To edit a conference, click Edit at the top right of the conference page. 

For Inpart Event conferences, you can only edit the location.

For other conferences, you can edit the name of the conference, the location and the start and end date.

Delete

To delete a conference, click the more options button at the top right of the conference page, and select Delete.

The meetings and opportunities that were saved under this conference won't be deleted, but their Source name field will be reset to blank. 

Import meetings

Important notice:

• Use either the meeting push functionality with the Outlook add-in or the Excel import, but not both simultaneously, to avoid the risk of duplicates.
• Importance of clean meeting data: Please contact your CSM at Inpart if you need help creating a clean Excel file before starting the import.
• Conference name: Filling in the Conference column in the Excel import file will automatically create the conference in Deal. It's then not mandatory to first add the name of the conference in Deal.
• Number of imported meetings: A maximum of 500 meetings can be simultaneously imported.
• Meeting update: You can't update meetings already imported through a second import. If you do so, duplicate meetings will be created with no updates to the existing ones.
• Internal contacts: Internal contacts of the meetings (i.e. employees of your company) can't be imported.

Click the Create button in the navigation bar and select Meetings in the IMPORT section.

A pop-up window will appear. 

Step 1/3: Select a file

It's highly recommended to use the Excel template provided: Click Instructions and Download template.

Here are the guidelines to have a clean import:

Step 2/3: File analysis and import

In the second step, the Excel file is analyzed to search for any errors. If the file is clean, just click Import.

Warning: Once you've clicked Import, all the meetings have been created in Deal, so make sure the data is clean before launching the import. 

If the file contains minor errors that can make the import inconsistent, you're notified by a yellow warning message, with explanations to solve the errors.

If the file contains major errors that can block the import process, you're notified by a red error message, with explanations to solve the errors.

Once you've made sure the Excel file has clean data, click Import. 

Step 3/3: File imported

The import is now finalized and the list of all the meetings, companies, and contacts that have been created in Inpart Deal are listed in the final step.

Click Confirm to exit the import pop-up window and return to your main page.

Manage meetings

See Create and manage meetings.

Detailed conference user rights