Archiving conference data after an event

In Converia, various exports can be used to save data for archiving purposes, e.g. after the end of an event or before the end of the contract period. Which exports are required depends on the modules used and the respective retention purposes, e.g. legal retention periods for invoice documents.

This article describes where event data can be exported in the system. In principle, only exports from the modules actually used are relevant. For example, no invoice export is required for free events.

Exports that are important for archiving purposes are listed below. Other export options, such as participant lists for certain booking options or badge printing, are not covered in this article.

Recommended standard exports for archiving purposes

Export bookings

Export invoices and payments

Exporting papers to Excel

Exporting the review results

Person administration

Export personal data records

Management -> Person administration -> Person

Filter: No filter setting required to export all data records.

• All personal data records for the event are exported with relevant personal data and any additional fields.

• The only export that contains the account name if an account exists for the frontend.

Fig. 1: Excel export of the personal data records

Export member lists

Management -> Person administration -> Members

Filter: If several member lists have been created, they must be filtered and exported one after the other.

• Data records in the member lists may have been updated by participants. This current member data can be exported.

Fig. 2: Select all data records in a list

Participant administration

Export bookings

Management -> Attendee Registration -> Bookings

Filter: To also export canceled bookings, make sure that the status is also filtered for canceled before exporting (Fig. 3, point 1).

• The Excel list (column version - grouped by persons) summarizes bookings of a person clearly (Fig. 3, point 2).

Fig. 3: Filtering & exporting bookings

Export invoices and payments

Management -> Attendee Registration -> Invoices

Filter: In order to also export canceled invoices, make sure that the status is also filtered to Canceled before the export (Fig. 4, point 1)

There are 3 relevant exports in the invoice overview:

1. The invoice export is a ZIP file with all PDF documents.

   1. Make sure that the export is created containing all versions before clicking Carry out action.

2. An Excel overview (Excel export) of all invoices can also be created with Carry out action.

3. A payment export can also be created with Carry out action.

Fig. 4: Select all data records in a list

Fig. 5: Create export with all versions

Registration statistics & taxation

Management -> Attendee Registration -> Extended Statistics

Filter: Activate all required elements in the display filter (Fig. 6, point 2) and include the subpackages in case of different taxation within offer packages (Fig. 6, point 1).

• The extended statistics provide information on the totals, taking taxation into account.

• The export can be drawn as a list or matrix (as shown in the backend).

Fig. 6: Export of the extended registration statistics

Exporting confirmations of participation

Management -> Attendee Registration -> Bookings

The mass export of confirmations of participation is only possible via Converia Support.

• Confirmations of participation can be downloaded individually in the booking details of the respective person.

• If the button Create confirmation means that the confirmation of participation for this person has either not yet been released or has been released but not yet retrieved (Fig. 7). If the button is labeled Participation, the confirmation of attendance has already been created and downloaded (Fig. 8).

Fig. 7: Button - Create confirmation

Fig. 8: Button - Participation

Paper submission

Exporting papers to Excel

Management -> Paper submission -> Papers

Filter: No further filtering necessary.

• Standard export of contributions

• For submission format file: Supplementary export, see Extended export options for papers

• Evaluation details are exported separately, see Export of review results

Fig. 9: Standard export of papers

Exporting sessions to Excel

Administration -> Paper submission -> Session

Filter: No further filtering necessary.

• Works in the same way as the previous point

Fig. 10: Standard export of sessions

Extended export options for papers

Only necessary if the submission format was (also) files or XML content is required for further processing (Fig. point 1).

• The selection of the SC filter depends on the data reference and is only available for abstract and manuscript review (Fig. 11, point 1).

• Assigned papers and unassigned papers are only relevent when a conference planner version is selected (Fig. 11, point 2).

• After creation, the exports can be called up permanently under Available exports.

Fig. 11: Extended export options for papers

Export invitation management

Management -> Paper submission -> Chair/Speakers

Filter: No further filtering necessary.

• Export the chairs and speakers who have been invited.

• Select all (Fig. 12, point 1) and then carry out action: Excel export (Fig. 12, point 2)

Fig. 12: Select all ords and carry out action

Export Reviewers

Management -> Paper reviewing -> Reviewer

Export all reviewers with information on the assigned contributions and subject areas

Fig. 13: Exporting the list of reviewers

Exporting the review results

Management -> Paper reviewing -> Final review

Filter: no further filtering necessary. BUT: Note reference abstract and/or manuscript!

• We recommend exporting Reviewing results (reviewer in columns) with final review.

Fig. 14: Export of review results for abstracts or manuscripts

Export of the program (conference planner)

Filter: No further filtering necessary. If necessary, make sure that the selected export format contains the desired content (variable depending on the selected display)

• Excel export in the desired language is recommended.

Fig. 15: Exporting the program in the conference planner