Bulk import questions for grouper spotter

Ok so the best way for us to enter tag data through bulk import would be then to include it as a keyword?

Thank you for taking care of the rest of our requests and questions.

And just a follow up to that questions.
Encounter.Keywordsx - Would that be a column to use in our bulk uploads for keywords that are associated with the entire encounter (like a physical tag)

Encounter.mediaAsset0.keywords - Would be the Keyword Column we would use for each image in an encounter (like color phase, since the fish can change color phases during an encounter)?

Hi mark, Sorry two more things…

  1. For our bulk upload metadata sheet, if we omit certain columns from the datasheet that we don’t think we will ever want to enter with our bulk imports such as
    Does this impact whether these fields will be created in the Encounter page or will it just mean those fields are blank?

  2. We need to add to our Country/Location ID selection list.
    “United States Coastal Waters” - with subselection of “Florida” and “Other USA”
    And the also just an “Other” selection

Hi Mark,
Just following up on our questions and request from last week. We are really eager to start uploading bulk imports again to Grouperspotter but we need to confirm the last couple questions about about how to enter Tag information and what happens when we omit certain columns from the Metadata sheet.
Can we use Encounter.KeywordsX for Physical tags and then enter a keyword like “floy_left_blue”

Here is a metadata sheet that we plan to use GrouperSpotter_metadata_11_9_21 - Google Sheets
and notes associated with the metadata Bulk Uploads Metadata notes - Google Docs

Hi @MarkF @jason,

If you have any updates on this, please let us know as soon as possible.


Hello @accfish and @BTran ,

Keywords on the media asset would indeed be a good place to add tagging data. Since the encounter itself contains the assets you could add these keywords to just one asset, but if it’s easier for your workflow you can add the same ones to each asset. This can be quickly done by copying the column for each asset and changing the integers: Encounter.mediaAsset0.keywords and Encounter.mediaAsset1.keywords and so on.

If you omit a column from the sheet, or do not enter data for a column that is present in the sheet the database field will still exist on the encounter like the others but not contain anything.

We can add these location ID’s. If you have some general GPS coordinates you would like to use please provide them. We don’t recommend using and ambiguous location like “Other”. If you need lower specificity go to the next higher hierarchical ID, for this example “United States Coastal Waters”, or even an entire ocean. You can also consider different coastal subsections like US West Coast and US East Coast. It’s easier to add these prior to beginning usage than after.


We had considered adding the tagging info to
Encounter.KeywordsX column not a media asset Keyword column since the tag is associated with the entire encounter and not just one image.
Is that not a good option for it?

US West Coast
US East Coast
Subsection Florida
US Gulf Coast
Subsection Florida

We wanted an “Other” as there a some locations in the Caribbean potentially not tied to a Jurisdiction but you can just leave that out.
If we add more species to this platform we will likely need to add more locations is that something that won’t be feasible in the future?

Hello @accfish,

You can add more location ID’s later. If there is any restructuring of the hierarchy or changes to existing locations it can create difficulty so I just encourage sticking to them once created and in use.


These new locations are deployed under the parent ID United States and are now available for use.


Is the Ecounter.KeywordX column not a good option for the tagging data? If not can you explain why the Media.asset route is better.

Hi, @accfish !
I’m definitely not the bulk import expert on the team, but here’s what I found from the bulk import documentation:

Applies a keyword to a mediaAsset; the number of Encounter.keyword(X) should correspond to number of Encounter.mediaAsset(X).

If multiple keywords need to be imported per MediaAsset, use Encounter.mediaAssetX.keywords. Values of “X” from 0 to infinity are iterated until a sequence value is not found. Multiple keywords are separated by an underscore _.

I’d strongly recommend generating a test bulk import spreadsheet with just one or two rows as a pilot run (to be deleted afterwards) before running your larger ones anyway. Could I recruit you as a guinea pig for trying both of these?

Otherwise, I might defer to @jason for a response here.

Thank you Mark. We will run a trial run today. We plan to run the tagging keyword in Encounter.keywordX and then our color phase keywords in the Encounter.mediaAssetX.keywords.

For “Encounter.keywordX” should “0” be put in place of the “X”?
This question applies to other column headers as well…
eg “Encounter.photographerX.fullName”
or is it fine to just leave it as an “X” if we don’t intend to have multiple columns for this field.

Hi, @accfish !

For “Encounter.keywordX” should “0” be put in place of the “X”?

Put the 0 (or whichever number) in place of the “X”! That also applies to the other column names with Xs like that.

3 posts were split to a new topic: Photographers and submitters bulk import troubleshooting

Note: splitting subsequent follow up issue into a separate post. Marking the current thread as resolved.

So the issue with keywords is resolved, but there are some other issues popping up with our current imports.

Just an FYI.
Encounter.Keywords0 seems to have the same function as Encounter.mediaAsset0.keywords. You can not use them both in a metadata sheet and the latter does not associated a Keyword to the entire encounter only to the image (eg “0”). We are using Encounter.mediaAssetX.keywords for all of our keywords moving forward.

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@accfish thank you for this! You just made my life a bit easier! :heart_eyes:

Also we discovered you cannot upload a photographer name in the metadata of a bulk upload without an email address associated with it.