Importing Data from a Spreadsheet

The fastest way for most users to bring their data into CleverCat is by importing it directly from a spreadsheet.

Preparing Your Data

The spreadsheet must be saved as a CSV file. This can be done in Excel by choosing File --> Save As, and then selecting CSV from the Save as type: drop down menu.

Next, click the Import Data button on the Main Menu.

Step 1: Upload a File

The procedure for importing data from a spreadsheet is broken into four steps. The first is to upload your CSV file to CleverCat's server for processing.

Drag and Drop your CSV file into the area indicated next to the list of filenames, or just click the Blue and White Arrow icon to browse your local drive and select a file.

Step 2: Select and Import a File

Click any file uploaded under Step 1, to place the name into the Selected File box under Step 2, and click the Import button.

Most users will not have to change the Fields options under step 2. This is only necessary when your file contains unusual characters or non-standard formatting. Contact Us if you need free assistance with this step.

Click the Import button to process the uploaded file. This process will take approximately 10 seconds for every 1,000 rows in your spreadsheet. When completed, your products should appear in the Temporary Datasheet section at the bottom of the page.

If your data does not appear in the Temporary Datasheet, or is improperly formatted, you can experiment with the Fields options and click the Import button again, or email us for no-charge support.

NOTE: The Temporary Datasheet is not connected to your saved product data. You can safely repeat Step 2 with different CSV files or Field Options without affecting anything. Also, if you leave the Import Data form after completing Step 2, you can re-open the form and the Temporary Database will be automatically reloaded with the data from the last time Step 2 was performed, allowing you to continue with Step 3 on the Mapping tab.

Step 3: Column Mapping

Under Step 3, select the columns from the spreadsheet (Temporary Datasheet) that you want imported into the Product Database, using the Drop-down Selectors.

As you select columns, the Label box to the left of the Selector is automatically filled in with the column name.

NOTE: You do not need every selection. Category is the only required selection.

Predefined Fields

The leftmost stack of columns contains pre-defined Field Selections, such as Category and Photo 1, which are used in the organization of data. In this stack, most users will only these two fields. Leave the unnecessary Field Selections blank.

Category is a required selection, and every row in the spreadsheet must have an entry in the category column. If a row does not have a category, it will not be imported.

Subcategory can be used in a Dynamic-style template to create a visual break in the column. If you need the Subcategory text to print in a different template style, such as a Grid template, import the text as a different Data Field selection.

Unlike Category, Subcategory text does not have to be present in every row. Rows without a Subcategory are assumed to belong to the previous Subcategory.

Photo 1, Photo 2 Product Layouts can use up to two product photos. If your spreadsheet contains the names of the image files, they can be imported along with the product data. If not, images files can be selected manually later.

Inventory Group is used for creating Data Tables - where multiple products are represented by a single photo, such as an item that comes in multiple sizes. Select the column which contains text that is common to the group.

Making a selection for Inventory Groups will disable the Print Order and Sort Order fields.

Print Order and Sort Order numbers are used to create the Data Tables. If an Inventory Group selection is made, these numbers will be created automatically. If your data is already sorted and grouped in your spreadsheet, these numbers can be imported instead.
These numbers can also be created later using the Sorting and Grouping functions on the Data Editor form.

Notes is actually a Data Field, just like the 20 Custom Data Field selections on this form.
However, if you have only one column that contains a lot of text or requires special formatting, select it for the Notes column. This is because there are additional formatting options available for the Notes field.

Custom Data Fields

The other two stacks of columns consist of Custom Data Fields. Each Data Field also has a Label--which does not have to match the name of the column. In this example, the name of the last column selected is Sale but the Label is Price.

When the data is imported, if the Category does not already exist, the Labels on this form will be used as the Column Headers. These Column Headers show up later on the Data Editor and also the Template Design forms to identify the columns. You do not have to rename them here--you can change them later on the Category Editor form.

Also, as shown here, you do not have to make a selection for every Field and the selections do not have to be in the order they are in the spreadsheet.

At the bottom of the page, the Temporary Datasheet window will help you identify what columns need to be transferred.

If your data has a similar format to previously imported data file, you can use the Copy Map Data From function to use the same settings.

Step 4: Append

if this is the first time you are importing data, select the All Records option and then click Append to upload from the Temporary Datasheet to your saved Product Datase. Categories will be created automatically. It may take a minute or two to copy all the records and then, if successful, a pop-up box will show how many records have been copied.

IMPORTANT: Do not click the Append button a second time. This will result in duplicate records. If you already have data saved in your Product Database, we strongly recommend that you make a copy of the Database or a Backup before using the Append or Update functions.