---
title: "CSV import"
description: "Add many recordings or text notes at once from a spreadsheet, one row per item, instead of uploading them individually."
---

> Documentation Index
> Fetch the complete documentation index at: https://docs.speakai.co/llms.txt
> Use this file to discover all available pages before exploring further.

# CSV import

## What is CSV import?


CSV import lets you add multiple media files or text notes to Speak AI in one go, rather than uploading them one at a time. You provide a spreadsheet (.csv) with a row for each item, map your columns to the fields Speak AI expects, and the app queues everything for processing automatically.

## Before you start

CSV import requires an active subscription. If the option does not appear in the **New** menu, your current plan does not include this feature.

## Opening the CSV import dialog

1. Click the **+ New** button in the app sidebar or topbar.
1. In the dropdown that opens, scroll to the **Automate** section and click **CSV**.

The **Import from CSV** dialog opens and walks you through three steps: **Choose Mode**, **Map & Preview**, and **Review & Import**.

## Step 1, Choose Mode

Select the type of content you are importing:

- **Media CSV**, import media URLs (video or audio files hosted online) to transcribe and analyze. Your CSV must include a column for the item name and a column for the URL.
- **Text Notes CSV**, import plain text content to analyze with AI insights. Your CSV must include a column for the note name and a column for the text.

Each mode card shows the limits that apply: up to **250 records** per import and a maximum file size of **500 MB**. A **Sample CSV** download link is available on each card so you can see the expected format before building your own file.

Drop your `.csv` file onto the dropzone or click it to browse. Speak AI parses the file immediately and advances to the next step.

*Note: CSV import works best on a desktop or tablet screen. On mobile you will see a prompt to switch to a larger device.*

## Step 2, Map & Preview

Speak AI reads your CSV header row and tries to match your column names to the required fields automatically. Review each column and confirm or change the mapping using the dropdowns. Required fields (name, URL or text) must be mapped before you can continue. Optional fields, Description, Created At, Tags, and any custom fields you have set up, can be mapped or skipped.

You can also choose a destination folder and set the source language for transcription on this step.

## Step 3, Review & Import

Speak AI shows you a summary of how many rows were detected and flags any **invalid rows** (rows where a required field is empty). Invalid rows are listed in a table with the problem cells highlighted.

You have two options when invalid rows exist:

- **Import valid rows only**, skips the invalid rows and imports everything else.
- **Confirm import**, submits all rows, including invalid ones (those rows may fail processing on the server).

Click **Download error report** to save a copy of your invalid rows as `import-errors.csv`. The file adds an `_error` column that describes which required field is missing for each row, so you can correct the data and re-import.

Once the import is submitted, Speak AI queues your files for processing. If you selected a folder, a **Go to Folder** button takes you there directly.

## Row cap

Most plans import up to **250 rows** per CSV. If your file has more than 250 rows, only the first 250 are imported. Contact us if you need to import larger batches.

## Related articles

- [Troubleshooting CSV Upload Errors & Format Requirements](/help/uploads/csv-import/)

The fastest way to reach us is the live chat in the app (the chat bubble in the bottom corner). You can also email [success@speakai.co](mailto:success@speakai.co).

### Overview

Importing your media files and text notes in bulk is a powerful way to quickly populate your Speak AI account. By following a few simple formatting rules for your CSV file, you can ensure a smooth and accurate import process, saving you time and effort.

A correctly formatted CSV file prevents errors and ensures that all your content is processed as intended, making it easier to manage and access your information within Speak AI.

### How It Works

Speak AI uses a CSV (Comma Separated Values) file to understand how to import your content. Each row in the CSV represents a piece of content (like an audio file or a text note), and the columns tell Speak AI what information to associate with that content, such as its location, title, or tags.

### CSV Format Basics

To successfully bulk import files into Speak AI, your CSV (Comma Separated Values) file must adhere to specific formatting rules. A correctly formatted CSV ensures that all your media files or text notes are processed accurately.

- **Header Row:** The first row of your file MUST contain the column names (headers). These headers tell the system what data is in each column.
- **Standard Encoding:** Save your CSV file with UTF-8 encoding to ensure special characters are displayed correctly.
- **File Size:** For extremely large import jobs, consider breaking your CSV into smaller batches of 1000 rows to ensure smooth processing.

### Required Columns (By Type)

The columns required in your CSV depend on whether you are uploading Audio/Video files or Text Notes.

### For Audio & Video Files:

- **url** (Required): The direct download link, YouTube URL, or Vimeo URL for the media file. The system must be able to access this link to download and process the file.

### For Text Notes:

- **text** (Required): The actual body content of the text note you want to create.

### Optional Columns

You can include these additional columns to add metadata to your uploads:

- **name:** The title of the file or note in Speak AI. If omitted, a default name will be generated.
- **description:** A brief description of the file.
- **tags:** A comma-separated list of tags to categorize your file (e.g., "Interview, research, 2023").
- **folderId:** The specific ID of the Speak AI folder where you want the files to be stored.
- **sourceLanguage:** The language code for the file (e.g., "en-US", "fr-FR").
- **createdAt:** The creation date/time of the file (ISO format preferred).

### Custom Fields

If you have set up Custom Fields in your Speak AI account, you can map data to them during CSV upload.

- **Header Name:** Use the exact ID of your Custom Field as the column header.
- **Data Validation:** Ensure the data in these columns matches the field type:
  * Number Fields: Must contain only numeric values.
  * Boolean Fields: Must be "true" or "false".
  * URL Fields: Must be a valid link including "https://".
  * Date Fields: Must be a valid date format.

### Troubleshooting Common Errors

Here is a guide to resolving the most frequent errors encountered during CSV uploads.

| Error | Cause | Solution |
| --- | --- | --- |
| "No URL found" | The "url" column is missing or empty for a row in your media CSV. | Check your CSV and ensure every row has a valid link in the "url" column. |
| "Text not found" | The "text" column is missing or empty for a row in your text notes CSV. | Ensure the "text" column is populated for every row. |
| "Original file already exists in the folder" | Speak AI detects that a file with the same source URL has already been uploaded to the specific folder. | Remove the duplicate row from your CSV, or if you intend to re-upload, delete the original file from the folder first. |
| "Duration not found" | The system could not read the media file from the provided URL, often because the link is broken, expired, or requires a login. | Verify that the direct download link is publicly accessible and points directly to a media file. |
| "YouTube Data info not found" / "Vimeo Data info not found" | The YouTube or Vimeo link provided is invalid, private, or the video has been deleted. | Check the link in a browser incognito window to ensure it is publicly accessible. |
| "Invalid \[FieldType\] field" | Data in a custom field column does not match the required format (e.g., text in a Number field). | Review the specific column mentioned in the error and correct the formatting to match the field type (e.g., change "Yes" to "true" for Boolean fields). |
| "User has utilized all your available text notes..." | Your account has reached its limit for text note processing. | You may need to upgrade your plan or add credit to continue processing. |

### Next Steps

If you continue to experience issues after checking these requirements, please contact our support team with a copy of your CSV file (or a sample of it) for further assistance.

Ready to get started? Here's what to do next:

- **Prepare your CSV file** following the guidelines above.
- **Upload your file** and review the import results.

## Do you support multiple file imports

Yes, we do support multiple file imports using the CSV format.

If you are interested in uploading multiple files at once, please use the below format and email us.

1. Please ensure the field **names** are identical to the sample media or text file.
1. Any field containing" " (double quotation) will fail during the upload. Kindly remove the " " from your file using the *find-replace*functionality.

## Automatic store to the specific folder:

If you want to pre-assign your media files to a specific folder, you can pass**"*folderId*"** as a new column.

**Steps:**

1. Go to your folder or Create a new folder
1. Check your browser URL: [https://app.speakai.co/folder/](https://app.speakai.co/folder/)**cf7cbf144443**
1. **cf7cbf144443 -->**Pass under the "folderId" column
1. Please copy all the records in the CSV file to ensure all individual files go to that specific folder.

***

### Here's the CSV sample file for audio and video:

[Download media CSV](https://speakai.co/wp-content/uploads/2022/09/media-files.csv)

### Here's the CSV sample file for text:

[Download text CSV](https://speakai.co/wp-content/uploads/2023/11/text-notes.csv)

Need help? Contact our support team or check out our other guides.

## Overview

Save time and effort by uploading multiple media files at once. Instead of adding each audio or video file individually, you can use a simple CSV file to manage your uploads efficiently.

This feature is perfect for organizing large libraries of content, such as interviews, webinars, or training materials, making them readily available within your workspace.

## How It Works

You can bulk upload media by providing a List of URLs in a CSV file.

## Getting Started

To access this feature, go to [Upload Media](https://app.speakai.co/integrations/csv) in your dashboard.

## Required CSV Format

Your CSV file should have a header row and the following columns:

- **URL** (Required): The direct link to the audio/video file.
- **Name** (Optional): Title for the media file.
- **Folder** (Optional): Name of the folder to organize uploads.

## Content Example

| URL | Name | Folder |
| --- | --- | --- |
| [https://example.com/interview1.mp3](https://example.com/interview1.mp3) | John Doe Interview | Interviews |
| [https://example.com/webinar.mp4](https://example.com/webinar.mp4) | Oct Webinar | Webinars |

## Steps to Upload

1. Go to **Upload Media**.
1. Select **Import via CSV**.
1. Upload your formatted file.
1. Speak AI will validate the links and begin processing.

## Next Steps

Ready to get started? Here's what to do next:

- **Login to your account** and navigate to Upload Media.
- **Prepare your CSV file** with the required format.
- **Upload your file** to begin the bulk processing.

Need help? Contact our support team or check out our other guides.

Yes, we do support multiple file imports using the CSV format.

If you are interested in uploading multiple files at once, please use the below format and email us.

1. Please ensure the field **names** are identical to the sample media or text file.
1. Any field containing" " (double quotation) will fail during the upload. Kindly remove the " " from your file using the *find-replace*functionality.

## Automatic store to the specific folder:

If you want to pre-assign your media files to a specific folder, you can pass**"*folderId*"** as a new column.

**Steps:**

1. Go to your folder or Create a new folder
1. Check your browser URL: [https://app.speakai.co/folder/](https://app.speakai.co/folder/)**cf7cbf144443**
1. **cf7cbf144443 -->**Pass under the "folderId" column
1. Please copy all the records in the CSV file to ensure all individual files go to that specific folder.

***

### Here's the CSV sample file for audio and video:

[Download media CSV](https://speakai.co/wp-content/uploads/2022/09/media-files.csv?utm_source=docs&utm_medium=referral&utm_campaign=help)

### Here's the CSV sample file for text:

[Download text CSV](https://speakai.co/wp-content/uploads/2023/11/text-notes.csv?utm_source=docs&utm_medium=referral&utm_campaign=help)

### Overview

Speak AI allows you to upload CSV files to manage your data efficiently. This feature helps you import information in bulk, saving you time and effort. If you encounter issues during the upload process, this guide will help you troubleshoot common problems and ensure your CSV files are formatted correctly for a smooth experience.

Understanding the correct format for your CSV files is key to successful uploads. By following these guidelines, you can avoid errors and get the most out of this powerful feature.

### Getting Started

To upload a CSV file in Speak AI:

1. Navigate to the **Quick Actions** section in your header.
1. Locate and click the **Upload CSV** button.

### Use It

Once you've clicked the **Upload CSV** button:

- A window will appear asking you to select your CSV file.
- Click **Choose File** and select the CSV file from your computer.
- Click **Upload** to begin the process.
- You will see a confirmation message once the upload is complete or if there were any errors.

### Use Cases

Here are some common scenarios where uploading a CSV file is beneficial:

- **Batch Processing:** Prepare a list of items or tasks to be processed by Speak AI.
- **Organizing Information:** Import structured data from other tools or spreadsheets into Speak AI.

### Troubleshooting

If your CSV upload fails, here are some common issues and how to resolve them:

### Common Errors and Solutions

| Error Message/Symptom | Possible Cause | Solution |
| --- | --- | --- |
| Upload Failed | Incorrect file format. | Ensure your file is saved as a **.csv** (Comma Separated Values) file. |
| Upload Failed | Missing or incorrect header row. | Your CSV file must have a header row with clear labels for each column. Make sure the headers match what Speak AI expects. |
| Upload Failed | Data in the wrong column. | Verify that the data in each column corresponds to the correct header. For example, email addresses should be in the email column, not the name column. |
| Upload Failed | Special characters or formatting issues within the data. | Check for unusual characters, extra spaces, or inconsistent formatting within your data cells. Try to keep the data clean and simple. |
| Upload Failed | File is too large or contains too many rows. | If your file is very large, try splitting it into smaller files and uploading them separately. |
| Some rows not uploaded | Individual row errors. | Review the specific rows that did not upload. They might have formatting issues similar to the general upload failures. Correct these rows and try uploading them again. |

If you continue to experience issues after trying these solutions, please reach out to our support team for further assistance.

Want a hand setting this up? [Book a free consult](https://calendly.com/speak-ai/consult?utm_source=docs&utm_campaign=consult) and we'll do it together on your account.

---
Related: [Uploads](/help/uploads/) · [Duration limits](/help/uploads/duration/)

Source: https://docs.speakai.co/help/uploads/csv-import/index.mdx