About the IntelligenceBank Data Manager Add-in for Microsoft Excel Online

The IntelligenceBank Data Manager Add-in for Microsoft Excel brings bulk Resource management into Excel. Pull your IntelligenceBank Resource metadata into a worksheet, edit it with the full power of Excel, validate your changes locally, and push the updates back to IntelligenceBank in bulk.

The Add-in is best suited for teams that:

• Need to update metadata, filters, or custom fields across many Resources at once, rather than one Resource at a time in the platform.
• Are comfortable working in Excel and want to use formulas, copy and paste, and fill-down to prepare changes in bulk.
• Want to catch errors locally before they reach IntelligenceBank, so a large update runs cleanly.

What the Add-in Does

• Bulk retrieval into Excel - pull Resource metadata, including filters and custom fields, into a worksheet as editable rows.
• Targeted search - retrieve everything, or narrow the result set with a search query (for example, only Resources in specific folders or of certain file types).
• Guided editing - single-select fields and filters become drop-downs in the cell, and a value picker helps you set multi-select fields without typos.
• Local validation - check mandatory fields, allowed values, date formats, and character limits before you submit, so most errors are caught up front.
• Bulk updates - push your edits back to IntelligenceBank, with per-row results so a single bad row never stops the rest.
• Change tracking - only the rows you actually changed are sent, so re-running an Update never re-processes the whole sheet.
• Auto-tagging - trigger IntelligenceBank's automatic image tagging and face tagging on the Resources you update.

Requirements

• Microsoft Excel - Excel for Microsoft 365 (Windows or Mac) or Excel for the web. For large result sets, the Excel desktop app performs best.
• An active IntelligenceBank account - you sign in with your own platform credentials, including SSO if your organization has it configured.
• The Data Manager add-on enabled for your Site - this is an optional add-on. Contact your Customer Success Manager to have it turned on.
• Resource Main Admin permission - the Add-in requires Admin permission on the Resources module. Without it, sign-in is refused even after the add-on is enabled.
• An internet connection - sign-in, retrieval, validation, and updates are all online operations.

Installing the Add-in (End Users)

Choose the method that matches how add-ins are managed in your organization. Installing the Add-in is separate from being granted access - make sure the add-on is enabled for your Site and you have Resource Main Admin permission before you sign in.

From Microsoft AppSource (recommended)

1. Open Microsoft Excel.
2. Click the Insert tab in the ribbon, then Get Add-ins (in some versions: Add-ins or Office Add-ins).
3. In the Office Add-ins dialog, open the Store tab and search for "IntelligenceBank Data Manager".
4. Click Add, review the permissions, then click Continue.
5. The IntelligenceBank Data Manager button appears under the IntelligenceBank group on the Home tab.

Admin-deployed install

If your administrator has already deployed the Add-in to your organization:

1. Open Excel and click Insert > Get Add-ins.
2. Open the Admin Managed tab.
3. Find IntelligenceBank Data Manager and click Add.

Deploying the Add-in (Administrators)

To make the Add-in available to a group of users tenant-wide:

1. Sign in to the Microsoft 365 Admin Center as an administrator.
2. Go to Settings > Integrated apps > Get apps.
3. Search for IntelligenceBank Data Manager and select the listing.
4. Click Get it now and choose the user groups to deploy to. The Add-in then appears for those users under the Admin Managed tab of Insert > Get Add-ins.

How To Use

Working in the Worksheet

How the columns are laid out

After a retrieval, each row is one Resource. Column A holds the Resource ID, followed by the folder path, the standard IntelligenceBank Resource info fields, and then your Site's filters and custom upload fields. Three response columns sit at the far right - Validator Response, Update Response, and Update Error - where the Add-in writes its results.

Setting select fields and filters

Single-select fields and filters appear as a drop-down in the cell, so you can pick a value directly. For multi-select fields, select the cell and use the Field Details tab in the task pane to tick the values you want. You can also type multiple values manually, separated by a comma. Typed values need to match the option exactly as it appears in the list, though spaces around the commas are fine.

If you need a value that does not exist yet, add it in the IntelligenceBank platform first, then retrieve the Resources again so the new option is available in the Add-in.

Narrowing what you retrieve

Leave the search box as it is to retrieve everything, or enter a query to pull back only the Resources you need. The query follows the IntelligenceBank API search format - see the API search documentation for the full set of parameters. For example, to retrieve only the Resources inside one or more folders, set the folder query to the parent folder ID and set isSearching to true so sub-folder content is included. Separate multiple folders with a comma:

Click Test to confirm a query is valid before you run it, and Reset to return to the default query. When you are ready, click Go.

Auto-Tagging and Face-Tagging

Two columns let you trigger IntelligenceBank's automatic tagging services as part of an update:

• Auto Tag - set the cell to Yes to run automatic image tagging on that Resource when it is updated. This generates tags such as objects, brands, topics, keywords, and an image description.
• Face Tag - set the cell to Yes to run face tagging, or No to leave it off.

Tagging only applies to image Resources; the platform safely ignores it for other file types. You can also maintain manual Keyword Tags in their own column, entering several keywords separated by commas.

Validating Your Data

Running Local Data Validation before an Update is the fastest way to keep a large update clean. It runs entirely on your machine and checks the rows you have changed for the most common problems - missing mandatory values, values that are not in a field's allowed list, dates in the wrong format, and text that exceeds a character limit. Problems are written to the Validator Response column, with a summary of the total number of errors so you can fix them before submitting. The Update itself runs this same check on every changed row and skips any that fail, so invalid values are caught even if you do not run this step first - running it beforehand simply lets you find and fix everything in one pass.

Local validation is a head start, not a full substitute for the platform's own checks. IntelligenceBank validates again when it receives the update, so a small number of issues can only surface server-side and will appear in the Update Error column.

The Update Resources section also offers a Bypass mandatory validation option. When ticked, it relaxes the mandatory-field rules for that update - useful when you are deliberately leaving required fields untouched. It never relaxes correctness checks: a value that is not allowed for a field is still skipped rather than written.

Updating Resources

When you click Go in the Update Resources section and confirm, the Add-in pushes your changes back to IntelligenceBank. It sends only the rows you actually changed since the retrieval, so you never re-process rows you did not touch. You can watch progress in the task pane while the update runs.

Before sending each changed row, the Add-in checks the cells you edited. If a row contains a value that is not valid - for example a select-field or filter value that does not match one of the allowed options - that row is skipped instead of sent, so a mistake can never quietly overwrite or clear the field in IntelligenceBank. A skipped row shows Skipped in the Update Response column, with the reason in the Validator Response column and a short note in the Update Error column. Your cell keeps its value so you can see and correct it; fix it and run the Update again and the row will go through.

A successful row shows OK in the Update Response column; a failed row keeps its details in the Update Error column. If you run the Update again, any row already marked OK is left alone, so only blank, errored, or skipped rows are retried - clear the OK value from a row if you deliberately want to send it again.

Data and Security

• Encrypted in transit - all communication with IntelligenceBank uses TLS.
• Your authentication - sign-in is delegated to your IntelligenceBank platform, including SSO if your organization has it configured. The Add-in does not store your credentials.
• Same platform controls - changes you push inherit the permissions, workflow, and access controls already configured on your platform. You can only see and update Resources your account is allowed to.
• Session handling - if your session expires, the Add-in returns you to the sign-in screen and asks you to authenticate again, so a lapsed session never silently affects an update in progress.

Frequently Asked Questions

I installed the Add-in but cannot sign in. Why?

Access is gated. If you see "Your Platform Site does not have access to this tool", the Data Manager add-on has not been enabled for your Site - contact your Customer Success Manager. If you see "Admin permission on the Resources module is required to use that tool", the add-on is enabled but your account does not have Resource Main Admin permission - ask your IntelligenceBank administrator to grant it.

Which versions of Excel are supported?

Excel for Microsoft 365 on Windows and Mac, and Excel for the web. For very large result sets, the Excel desktop app handles the data best.

Can I delete Resources by deleting rows?

No. Deleting a row in Excel only removes it from your working set, so it is left out of the next Validation and Update. It does not delete the Resource in IntelligenceBank. This is a handy way to exclude rows you do not want to update.

I edited some cells but the Update did nothing. What happened?

The Add-in compares your sheet against the data it retrieved to decide what changed. If you have not run a Retrieve in the current sheet, there is nothing to compare against and the Add-in asks you to Retrieve first. Pasting identical values back over existing cells also counts as a change, so re-pasting a whole exported sheet can mark every row as modified.

Some rows show Skipped in the Update Response column. Why?

Those rows contained a value that did not pass the Add-in's checks, most often a select-field or filter value that does not match one of the allowed options. To protect your data, the Add-in skips a row like this rather than sending it, so an invalid value can never overwrite or clear the field in IntelligenceBank. The reason is shown in the Validator Response column; fix the cell and run the Update again.

Is there a limit on how many Resources I can retrieve?

Very large result sets are capped, and the Add-in tells you when a retrieval was capped. If you hit the limit, narrow your search query so you work with a focused set of Resources at a time.

Do I need to be online?

Yes. Signing in, retrieving, and updating all require an internet connection. Editing cells and running Local Data Validation work on data already in the sheet, but you need to be online to retrieve it and to push changes back.

The Add-in isn't loading. What should I check?

1. Confirm you have an internet connection.
2. Close and re-open the task pane.
3. Make sure your copy of Excel is up to date.
4. If the issue persists, submit a ticket.

Get Started

To have the Data Manager add-on enabled for your Site, or to request Resource Main Admin permission, contact your Customer Success Manager. For anything else, you can submit a ticket and our team will help.

Install from Microsoft AppSource