Virtual Assistant task import and export
Transfer virtual assistant definitions between websites or copy a task while reviewing shared steps and missing dependencies.
What it is
Export downloads virtual assistant definitions for reuse on another website. Import checks those definitions against the destination before creating missing items. Copy Task can also create a separate task on the current website, reusing its steps or making selected step copies.
Who uses it and why
- Administrators with Bot Trainer access reuse approved task configuration and review it before publication.
- Developers check integration references, field mappings and destination-specific actions.
Where to find it
The Bot Trainer role grants access to the Data Fields, Steps and Tasks screens under Settings › Bots › Virtual Assistant, including their Import and Export controls. The task list also provides Copy Task.
Inside an expanded task, the version rows have their own Copy Task controls. Those create a draft version of that task rather than a separately named task.
How it works
Export creates a JSON configuration file for the selected section. It includes source and export information and the definitions needed for mapping. Task export uses the selected live version when available, otherwise the newest saved draft. It does not export every historical version.
Import compares the file with the current website. It maps fields by their identifying names and steps and tasks by name, then lists Missing, Existing and Blocked items with Warnings and errors. Eligible missing rows are initially selected. Existing rows are not offered as an overwrite operation.
Tasks are created disabled before their complete saved definitions are filled in. Import works through task dependencies and shows progress and per-item results. Cyclic task links can be broken during import with a warning, so a completed import still needs a branch review.
For a separate local copy, Copy Task asks for New task name. It reuses the source steps unless you choose Create a new Step for individual rows and supply a New step name. Reused steps remain shared with the original task.
Configure it
- On the source website, export Data Fields, Steps and Tasks as needed.
- Select the intended destination website.
- Import fields first, then steps, then tasks, so references can resolve.
- Choose Open JSON in the appropriate import window. Review every warning and error before using Select Missing or selecting individual rows.
- Choose Import and wait for the result. Review Import result for each item.
- Inspect the imported task's branches, accounts, teams, channels, subsites, handover destinations, scripts and media.
- Preview the task, check external actions separately, then explicitly publish and enable the intended version.
For a local copy, use the task-list Copy Task control, name the copy and decide which steps should be shared. The new task starts disabled and needs the same review before publication.
Fields
| Field | Where | Required | What it is for |
|---|---|---|---|
| New task name | Settings › Bots › Virtual Assistant › Tasks | Yes | Gives the separate copied task a unique name on the website. |
| New step name | Settings › Bots › Virtual Assistant › Tasks | Yes | Names a separate step. Required when you choose Create a new Step instead of reusing the original. |
Permissions
| Permission | Lets you |
|---|---|
| Bot Trainer | Access virtual assistant Data Fields, Steps and Tasks, including their transfer and copy controls. |
Limits and good to know
- Files and images are referenced, not bundled into the transfer. Check that the destination can access them.
- Some destination-specific references are retained with warnings. A matching number or name does not establish that it identifies the intended account or team.
- Import can remove handover task and step references. Reconfigure them before publication.
- An import can partly succeed. It does not promise to roll back earlier items after a later failure.
- Partially imported means a task may exist without its complete version. Review or remove that partial task before trying again.
- Import outcome unknown means the save was not confirmed. Check the destination before retrying to avoid duplicates.
- Editing a reused step in a copied task can affect the original. Choose Create a new Step when the copy needs independent wording or field presentation.
Depends on and works with
View all connections as a list
This feature uses
- Virtual Assistant task setupRequires
Transfer operates on the reusable field, step and task definitions.
- Virtual Assistant task drafts and publishingConfigured by
Task export chooses a saved version and imported tasks require review and publication.
- Virtual Assistant task data fieldsConfigured by
Existing field definitions determine how imported field references are matched.
- Virtual Assistant task pauses and handoverRelated
Import can remove handover destinations, so those paths need review before publication.
- Virtual Assistant task actionsRelated
Imported outbound actions need destination account, recipient and routing review.
- Virtual Assistant task previewEnhances
Preview imported or copied tasks before publication.
- Custom scripts managed by PowerfrontEnhances
Powerfront installs the transfer integration used by configuration imports.
Used by
- Virtual Assistant task setupEnhances
Copy, export and import support task reuse.
- Virtual Assistant task drafts and publishingEnhances
Copying a version provides a starting draft.
FAQ and troubleshooting
Why is an item Existing and unavailable for selection?
The importer found a matching destination definition. This import flow creates missing items rather than overwriting existing ones.
Why is a task Blocked?
Read Warnings and errors. Import its missing fields, steps or prerequisite tasks, or repair the source references before trying again.
Why does a task link no longer work after import?
Review missing dependencies, cycle warnings and removed handover destinations. Repair and preview those branches before publication.
Why did changing a copied task also change the original?
The tasks may share a reusable step. Use Create a new Step during task copying when you need a separate step definition.
Should I repeat an incomplete import?
Check each result first. For a partial task, review or remove the incomplete task. For an unknown outcome, confirm whether the destination saved it before retrying.