This article is about the Artifax Event Importer and contains information about how to set up the Artifax and Spektrix integration. We’ll also guide you through how to import Events and Instances from Artifax.
What is the Artifax Event Importer?
ArtifaxEvent is a tool which is used to manage event planning and scheduling. The Importer tool enables you to import data into Spektrix from Artifax.
TIP: Data can only be imported one way from Artifax into Spektrix.
You might use Artifax as a room booking tool and therefore need to set up events in Artifax earlier than you would in Spektrix.
The Importer tool can be used to send information about events that you have already created in Artifax over to your Spektrix system. This information can then be used as the basis to start setting up your Events and Instances in Spektrix.
What data can be imported into Spektrix from Artifax?
Only specific information can be imported into Spektrix. The table below shows the Artifax fields and where the data in these fields is stored in Spektrix:
| Artifax | Spektrix |
| Arrangement Description | Event Title |
| Arrangement Custom Form Field | Event Attribute |
| Event Date | Event Instance Date |
| Event Start Time | Event Instance Time |
How to set up the Artifax integration
Before you can use the Artifax Event Importer, you’ll need to complete some setup in Artifax and Spektrix. If you’ve already set up the integration, you can skip this section and go to Importing Events and Instances.
Artifax Setup
To enable the integration between Artifax and Spektrix, you’ll need an API key from Artifax. You can either use an existing API Key (that is unused), or create a new one.
To create a new API Key in Artifax, go to Admin > Configuration > API
Check the following settings:
- User Required?: Select No from the dropdown
- User Group: The group you use will need access to Configuration, Arrangements and Events.
If you have any questions regarding your API Key, contact Artifax Support.
Spektrix Setup
To use the Artifax Event Importer, you’ll need to enable the Artifax Integration in Spektrix.
TIP: To enable the Artifax Integration, you’ll need the Settings Administrator Role on your User Account. If you don’t have this, speak to the Administrator in your organisation.
Follow these steps:
- Click the Control Panel button (in the bottom left corner of Spektrix):
- Click Settings:
- Under Configuration, click System Setup:
- In the left hand menu, click Third Party Integrations:
- Scroll down until you see a check box labelled Enable ArtifaxEvent Integration:
Complete the following:
- Enable Artifax Integration: Check this box.
- ArtifaxEvent API Key: Enter the API key you’ve generated from Artifax.
- ArtifaxEvent Arrangement Query Parameters: This is used to speed up the process of querying the API and filter out unnecessary results. If you experience slowness using the Artifax Integration, contact Support to discuss the Arrangement Query Parameters.
How to Match Custom Fields in Artifax with Attributes in Spektrix
Once you’ve set up the integration, you may want to map Custom Fields in Artifax to match your Event Attributes in Spektrix. This lets you import additional information as well as basic Event details.
TIP: You can only map Custom Fields in Artifax to Event Attributes in Spektrix. It isn’t possible to map Custom Fields to Event Instance Attributes.
You can map as many Artifax Custom fields as you need, as long as you have one Artifax Custom Field matched to one Event Attribute in Spektrix.
TIP: You’ll need the Settings Administrator Role on your User Account. If you don’t have this, speak to the Administrator in your organisation
Follow these steps:
- Click the Control Panel button (in the bottom left corner of Spektrix):
- Click Settings:
- Click Attribute Definitions from the top menu:
- Click Event from the left hand menu:
- Select your Event Attribute
- Scroll to the bottom of the screen where you’ll see the Artifax Event Mapping Field
- Click the dropdown menu to see all the available Artifax Custom Fields:
- Select the appropriate Artifax Custom Field. It doesn’t need to exactly match the Event Attribute name in Spektrix. You can either use the search field or scroll through the list:
- Once you’ve selected your Custom Field, click Save Attribute Definition:
Arrangements in Artifax
When you import Arrangements from Artifax, all Arrangements will be displayed in Spektrix. If you want to only display the Arrangements you’re importing into Spektrix, you’ll need to create a Custom Form in Artifax and add this to your Arrangement.
TIP: In Artifax, create a Custom Form called Spektrix Integration. Once you’ve created this, add a checkbox titled Integrate.
You’ll need to update your Arrangements in Artifax and check the Integrate check box.
If you have any further questions about creating a checkbox in Artifax, contact Artifax Support.
Importing Events and Instances
Once you’ve completed setup, you can import Events and Instances into Spektrix from Artifax.
TIP: Arrangements in Artifax are imported as Events in Spektrix. Events in Artifax are imported as Instances in Spektrix.
Importing Events
Once you’ve enabled the Artifax Integration, go to the Admin Interface > Events. You’ll see an Import button with the Artifax logo. To start the import, click Import:
You’ll see the New ArtifaxEvent Arrangement Import screen:
TIP: The dropdown menu will only show Arrangements which have not yet been imported into Spektrix and have at least one Event occurring in the future. The number in brackets shows the Arrangement ID in Artifax.
Check the Spektrix Arrangements Only box to only show Arrangements you’ve set up in Artifax with the Spektrix Integration > Integrate checkbox ticked.
Once you’ve selected your Arrangement, click Import. You’ll see the New Event screen with the Event Name and any Event Attributes:
Complete any other fields and click Add to create the Event.
Importing Instances
Once you’ve added the Event to Spektrix, you can create the Instances by importing Events from Artifax.
TIP: Instances in Spektrix are referred to as Events in Artifax.
Once you’ve added your Event, click on the Instances tab. Click Import:
TIP: You’ll only see the Import button if the Event was imported from Artifax.
Next, you’ll see the New ArtifaxEvent Events Import screen, where you can choose which Artifax Events you want to import and set up as Instances:
TIP: This screen will only show Events which have the Integrate box checked in Artifax. To show all Events, check the Show all events box.
To import one or more Events from Artifax and create new Instances in Spektrix, follow these steps:
- Select the Events from the list on the left. To select more than one Event, hold down the Ctrl key on your keyboard while selecting Events. To select all Events, click on one Event and press Ctrl + A:
- Click > to add the Events to the Selected Events list:
- Once you’ve selected your Events, click Import:
TIP: To remove any Events from the Selected Events list, click the Event and then click <.
- You’ll see the Add Event Instances screen with the Event name displayed:
- Complete the remaining information on this screen. Read How to Set Up Instances for further information.
Managing imported Events and Instances
Once you’ve imported Events and Instances from Artifax, you can manage these in Spektrix. Any changes you make in Spektrix won’t affect the Arrangements and Events in Artifax.
If you want to add more Instances, you can add additional Instances in Spektrix. If you’ve created additional Events in Artifax, you can import these by repeating the steps in Importing Instances.
If you need to make any changes to your Instances once imported, you can use the Bulk Instance Update Tool.
This article should give you the information you need to use the Artifax Event Importer. To learn more about Events, visit Setting up and Editing Events on the Support Centre.