ActiveWords Import


This feature enables bulk creation of ActiveWord records using a spreadsheet program and is intended for advanced users and enterprise data administrators. See this example video.

Use cases for import include (among many possibilities):

  • Auto-correct entries from Microsoft Word and other programs.
  • Security trading symbols to enable instant price quotes.
  • Formal names that when triggered directly open contact information.
  • Text substitutions delivering content subject to enterprise control.
  • Part numbers that when triggered directly deliver inventory information.




Fields in your spreadsheet must be organized as follows:


ActiveWord | Trigger Instantly | Description | Action | Editor


Here is a sample layout:


Field lengths allowed, text only:

ActiveWord: 80 characters
Description: 255 characters
Action: unlimited characters

Content of the Trigger Instantly field must be either "Yes" or "No" for each record (row) being imported. This controls triggering behavior, single trailing delimiter or double-space. Note that the ActiveWord field cannot contain delimiters if Trigger Instantly is set to "Yes." If the Trigger Instantly field is set to "No" the ActiveWord can not end with more than one delimiter.

Editor field must contain one the following values:

Substitute Text
Internet Site

You must associate an Editor value for each record (row) being imported,
corresponding with the type of Action each record carries out.


Import of RTF and HTML substitutions is not supported.


Import Process:


See this example video.


Set up your data for import in a regular Excel file (or other spreadsheet program that allows you to save as an XML Data (*.xml) file). Select the top left cell, hold down the shift key, select the bottom right cell. Copy the data. Be sure not to include header rows.

Open the "ActiveWordsImportTemplate" Workbook, select the upper cell A2, then press "Ctrl-v" and your data should be pasted in.

Now, "Save as..." an XML data file, giving the file a name of your choosing.

Right click on the floating ActiveWords icon or the ActiveWords System Tray icon and select "Wordbase>Import."

Browse to your XML file and click OK.

You will receive a dialog that the import was successful, or an error dialog noting the problem. If successful, your imported records will be associated with a new Group with the ActiveWord "import" and a Description with a date and time stamp, e.g. "Import at [date] [time] from [path to name of xml file]. Example: "Import at 08/26/15 09:58:07 from D:\Downloads\NYSE Company Quotes.xml"

Trigger the ActiveWord "import" to locate the Group of imported records. From this point you can browse, search, and test the imported records. You can then edit the Group information, reorganize records into different Groups as desired, and use the "Share" functionality to create an ActiveWords data file (*.awb) for distribution to other ActiveWords users.

Before re-importing records included in an earlier import, be sure to delete the earlier import Group record and all associated records from your ActiveWords data to avoid unwanted duplicates.