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API engine

The API engine is a module used for custom data integration with any data provider our clients work with.

A custom data integration (aka API integration) is a connection between SpotMe and a third party provider to sync data (for example, participants, sessions, abstract, etc.) with a simple click. The sync can get data from the provider and import it into SpotMe or can push data from SpotMe to the provider (aka 2-way sync, for example, used for sessions registration).

Self-service APIs

Cvent API page

Configure

Credentials

On Backstage, go to the API module, navigate to API credentials and click on “[API] Credentials”. Then click and edit the value for the fields presented (for example: account, username, password and event code). The endpoint is pre-configured. To test the credentials, go to the next step.

Mapping

The mapping consists of "bridges" that you build between the API and Backstage, so that the data from the API is imported in the relevant Backstage fields (ex. the participants' first names in the API are imported in the "fname" field in Backstage).

Each API comes with pre-set mapping. You can either manually edit the mapping, or import it from a previous event using the same API.

Import mapping from a previous event

  • Go to "API Data" -> "Data Configs" on the previous event and click "Export XLS".
  • Remove the data configs for which you do not need to import the mapping and save the file
  • Import the XLS file in the new event in "API Data" -> "Data Configs".

Manually edit the mapping

Click on the data type. Under "API Data Mappings" you will see all the fields already mapped.

  • Edit a field mapping: click on a field and edit the values (you need to specify at least the API field and the corresponding SpotMe field it should be mapped to).
  • Create a new field mapping: click on "+" under "API Data Mappings" (you need to specify at least the API field and the corresponding SpotMe field it should be mapped to). Don't forget to save your changes!
  • Remove a field mapping: click on the red X on the right of the field.

 

Once the mapping is edited as desired, make sure to preview the corresponding data type(s) and check that there is content imported for the fields in the "Synced Data" tab (see details below in the Preview section).

Create metadata

For each API field that you map to a SpotMe field in the Data Configs, you need to have a corresponding metadata in Backstage (otherwise the data cannot be displayed in Backstage).

If you map API fields to SpotMe fields that do not exist yet, make sure to create the corresponding metadata (person metadata, session metadata, presenter metadata etc.) in Setup -> Manage metadata. The name of the SpotMe field in the API mapping must correspond exactly to the name of the metadata.

Preview

Preview allows to check the data before actually importing it, to make sure that the expected data will be added to the event.

Go to Data Config: all pre-configured Data Configuration types are available here (Participants, Sessions, Sessions, etc.)

Click on “Preview” on one of the Data Config that will be used to download the preview file. Make sure to download the report and check the data:

  •      The "Stats" tab gives you an overview of the changes
  •      The "Raw API Data" tab shows all the data that is included in the client's system (with all fields, including the ones that are not mapped)
  •      The "Synced Data" shows the data as it would be imported
  •      Duplicated Ids (failed) shows a list of records that are duplicated in the endpoint and that would be then skipped in the sync

If you don’t see the 4 tabs, or see an error message, it means that something is wrong with the credentials you have received from the data provider.

Sync

After previewing the data, if there is nothing out of the ordinary, click on Sync Data for each data type you wish to sync.

After syncing, make sure to download the sync report and to check that the data has been imported correctly. The report includes one tab with the following details:

  •      Status of the sync (if not completed, contact support)
  •      fp_type
  •      Received: number of records that we receive from the endpoint
  •      Unchanged: number of records that we have already created for which there are no changes
  •      Updated: number of records that we have already created for which there are changes
  •      Deleted: number or records that are deleted from Backstage
  •      Invalid: number of records that are invalid

Note: it is necessary to actually sync both Participants and Sessions data before being able to preview and sync Session registrations.

Do not sync more often than every hour. If you need a scheduled job set up to auto-sync the API, please contact Backstage Support.

Update package

Warning! If you need to update the API package(s), please note that the configurations (aka mappings) and credentials will be overwritten.

To avoid overwriting data, you export the configurations and mappings as XLS, update the package and then import the XLS.

Advanced configurations

Remove outdated data

The way outdated data is handled depends on which API is used. For some APIs, outdated data is handled with a status that is passed on to Backstage (ex. cancelled participants are imported with status "cancelled" in Backstage). For others, the "Remove outdated data" parameter is ticked on the data configuration in the API, and outdated data will be deleted upon next sync (ex. cancelled participants are deleted from Backstage).

Exclude data from the sync

If you make any changes (either manually or with an XLS import) to data that comes via API, syncing again the data via API will overwrite your changes. There are 3 ways of preventing data from being synced via API:

  1.     ‘Omit’ function is to exclude one field from sync for all items of a certain data type (ex. prevent the API to sync job titles for all participants)
  2.     ‘fp_protect’ is to exclude one field from sync for one particular item (ex. prevent the API to sync the job title of one specific participant)
  3.     ‘exclude_from_sync = true’ is to exclude all fields from sync for one particular item (ex. prevent the API to sync all profile fields for one specific participant)

Please note: a "field" is a metadata in Backstage (person metadata ; session metadata ; presenter metadata etc.) ; an "item" is a record for a certain data type (a participant profile ; a session ; a presenter etc.)

Omit fields

"Omit default metadata fields" is used to protect fields from being overwritten, by excluding the selected fields from the sync via API.

You can omit any field yourself: in API Data, click on the data type (eg. participant), scroll down and click on the plus next to "Omit default metadata fields", then just type the name of the field that you want to protect. Make sure to save!

Fp_protect

Whenever you want to manually change one field for a single item, you need to "fp_protect" your change from being overwritten by future API sync.

  1.     Create a new metadata for the data type you need as follows:Fpprotectedfield.png
  2.     Go to the item(s) you want to manage manually
  3.     Click on + next to Protected field(s)
  4.     Type the key of the metadata you have manually edited (in this case, fp_status)Protectedfields.png
  5.     Save

Now you can safely sync and your manual change won't be overwritten.

Exclude_from_sync

If you need to prevent the API from syncing all fields of a certain item (ex. all fields for a particular session), you can create a metadata called "exclude_from_sync" in the corresponding data type (ex. Setup -> Manage metadata -> Session).

If this metadata is set to TRUE for an item (ex. exclude_from_sync=TRUE for a particular session), then all fields for this item (ex. title, day, location etc.) will not be overwritten by the next API sync.

FAQs

What do I do if my Credentials are not working?

Main reasons why Credentials are not working: the provider gave you the incorrect Credentials; our API’s IP is not whitelisted

What do I do if specific data is missing?

First, make sure that the data was synced.

Then, report the problem to Backstage Support indicating as much information as possible, including examples of missing data.

What do I do if the preview indicates that there is no data?

First, check that the credentials have been saved and they are correct. Then confirm that there is already data in the endpoint(s) and that you have access to it. If you can't still get data, please contact Backstage Support.

I confirmed that there are photos, why do I get 0 in the preview?

You need to have synced participants/presenters before previewing or syncing photos. The photos sync requires the corresponding data to be available in Backstage. If you can't still get photos, please contact Backstage Support.

I confirmed that there are sessions registrations, why do I get 0 in the preview?

You need to have synced participants and sessions before previewing or syncing sessions registrations. The sessions registrations sync requires the corresponding data to be available in Backstage. If you can't still get sessions registrations, please contact Backstage Support.

What do I do if there are some participants in the API that do not need to be imported in Backstage?

You can ask the provider to set the participant's ID (field mapped to fp_ext_id in Backstage) as blank ; or to use the same participant's ID for all participants who should not be imported. The API will not import participants records with blank or duplicated fp_ext_id (those records will show in a separate "Duplicated Ids (failed)" tab of the data preview).

 

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