OpenWater ➔ Engagefully (SETAC)

Source System

OpenWater

Destination System

Engagefully

Version

1.13.2026.10071

Description

Imports sessions from OpenWater into Engagefully, entirely from the Session Gallery report. Each scheduled session becomes a session, taking its title, room and times from the session itself and its description from a configured field alias. A session is skipped, along with everything scheduled inside it, when its visibility field holds a value other than the configured visible value; a session that leaves the field empty is imported. A session's title can be marked with a symbol, such as a star for a special event or a ticket for one that needs a ticket, by pairing a session field alias with the prefix it adds. The same fields can also add a tag, so those sessions can be filtered as well as spotted, under a readable label rather than the yes the field itself holds. A session's title can also be preceded by its session number, for a meeting that keeps the number in a field of its own rather than in the name. Sessions can be gathered into custom lists by a session field: each value the field holds becomes an item in the list, referencing every session that holds it. Sessions of a configured type that have no slot on the schedule, such as virtual sessions, are imported into a custom list rather than left out - the session, its presentations, or both, built as closely to real sessions as a custom list allows, with their titles, numbers, descriptions, tags and handouts. Only presenting authors are linked to these items as speakers, never chairs, and a speaker linked to an item carries no role label. The custom lists must already exist on the event. Each presentation scheduled inside a session becomes a sub-session of it, keyed on the abstract it presents. Optionally the scheduled items that carry no abstract become sub-sessions too, such as the introduction that opens a session or the discussion that closes it; these are named from the label the organizer gave the item and carry no description, tags or speakers. A sub-session uses its own start and end time where the schedule gives it one, and otherwise runs for its parent session's full block, which is how poster presentations are scheduled. It takes its title from the abstract, its description from a configured submission field alias, and its location from the parent session. Its title can be preceded by the presentation number the organizer assigned it, where the meeting assigns one. When the author list is enabled, a formatted list of authors is added below the abstract text, in the order the author table holds them: the presenting author in bold wherever they sit in that order, each author footnoted to their affiliation, and the affiliations listed once at the end, each followed by its country unless that is one configured to be left off. The presenting author is the author whose email matches the confirmed presenter's, or failing that the email on the abstract itself; where neither matches anybody, none is bold. A disclaimer or disclosure the presenter gave follows below it, under its own heading, and a presentation that gave none shows nothing. Sessions and sub-sessions can each be tagged from their own type and from configured field aliases, a session type can be filed under a different name than OpenWater gives it, and a session's room can be tagged so the schedule can be filtered by where something is held. A presentation can also take chosen tag groups from its session rather than reading them for itself. Speakers come from two places. The presenting author of each abstract is imported as a speaker on that presentation; an abstract whose author table holds nobody matching contributes no speaker. Each row of a scheduled session's chair table is imported as a speaker on the session itself, never on the presentations inside it, in the order the rows are stored. Email address is the speaker's identity, so a person who presents more than once, chairs more than one session, or both presents and chairs, is imported once and collects a reference per session. A chair recorded without an email cannot be identified and is skipped. Speaker biography and photo are deliberately not sent. Neither is collected in OpenWater, and leaving them off the import lets a speaker maintain their own through the self-service portal without each sync overwriting it. Files uploaded against a presentation are imported as handouts, shown either on the presentation itself or on the session it sits in. A field holding a web address rather than a file becomes a handout too, for material a presenter has hosted elsewhere. Uploads are submitted separately from the abstract itself, so every submission round is searched for the configured upload fields; each field gives its handouts one name, so a row of untidy file names all read the same way in the app, and leaving that name blank uses the uploaded file's own name instead. Only uploads belonging to a submission in one of the accepted statuses are imported, which holds back a presenter's half-finished upload until they complete it. A file is only fetched from OpenWater when its upload has changed since the last import, so a run where nobody has uploaded anything costs nothing.

Mapping Information