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Importing Data

Step 1: Upload Data

The best way to add data to CleverCat is to upload a spreadsheet. To begin, click the Import Data button on the Main Menu.

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.

Once you have your CSV file, it can be uploaded to CleverCat by either dragging and dropping it onto the upload area on the Import Data page, or by clicking the Upload button there and selecting your file.

After you have uploaded your CSV file, select its name on the list. The name of the file will then be displayed in the Selected File box under Step 2.

 

Step 2: Import File

Most users will not need to change the Field Option selections under Step 2.

Click the Import button to copy the contents of the CSV file to a Temporary Database. This will cause a preview of your data to appear in the Temporary Database Window at the bottom of the page.

If the preview is not formatted correctly, you can change the Field Option settings and repeat the Import step.

NOTE: The Temporary Database 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 reloaded with the data from the last time Step 2 was performed, allowing you to continue with Step 3.

 

Step 3: Column Mapping

Under Step 3, you select the columns from the spreadsheet that you want imported to the database. The Drop-down Selectors let you pick which column of the spreadsheet is assigned to that field.

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

The leftmost column contains pre-defined Field Selections, such as Category and Photo, which are used in the organization of data. In this column, most users will only these two fields. Just 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 Subcategory above.

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 other 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.

The other two columns consist of 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 column in the Spreadsheet 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, a preview of your spreadsheet in the Temporary Database Window will help you identify what columns need to be transferred.

If your data has a similar format to previous data, you can use the Copy Map Data From function to use the settings from a previous data import.

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 Database 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 in your Save Product Database, we strongly recommend that you make a copy of the Database or a Backup before using the Append or Update functions.

Step 4: Update

If you have updated your spreadsheet, and re-imported it under Step 2, you can use the Update function to make those same changes in your Product Database.

Select the Unique Records Only option and then select Comparison Fields using a column in the Temporary Database which corresponds to a column in the Product Database.

At this point, you have the option of using either the Append or Update function.

Append will compare every record in the Temporary Database against every record in the Product Database. If it finds a record in the Temporary Database that does not match any record in the Product Database, that record will be added.

NOTE: If the Duplicates in different categories option is allowed, then a record from the Temporary Database will be added to the Product Database as long as it is not in the same category. So, if you previously imported a spreadsheet, then changed the name of the category, this option could create a new category and add duplicate records.

Upate will compare every record in the Temporary Database against every record in the Product Database. If it finds a record in the Temporary Database that does match a record in the Product Database, the data in the Temporary Database will overwrite the matching record in the Product Database.

NOTE: The Update will overwrite only the Mapped fields. Using the example above, if you removed all the Data Field selections except for Price, then Update will only overwrite the Price field, even if data had been changed in other columns.

 

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