Help: Manage Data (manufacturer accounts)
The Manage Data page is where you upload all your product information. Data and Assets are uploaded independently and will automatically marry with each other if the file names in your CSV spreadsheet match with assets. Please read below before your first data upload.
Who can upload and manage my company's data?
By default any user can access, upload and manage your data. You can restrict user permissions by subscribing to the User Permissions Plugin in the Plugin Store.
What are Custom fields?
Content is king, and retailers consistently ask their partners to provide more detailed product information. You can create and share unlimited product categories and related product attributes simply by uploading a product spreadsheet. Custom Fields can be used to create, manage, and share product attributes such as Country of Origin, Marketing Descriptions, Feature/Benefits, and Instructions. Any number of product categories and fields can be created.
Can I upload my company's product hierarchy?
If you are creating custom fields then you must have at least one main category as the custom fields map to the lowest level of your product categorization (aka product hierarchy). If you don't map and upload to the Main Product Category field then we default to "General" as your main category. You can add virtually unlimited number of subcategories. Just label your columns product subcategory (01), product subcategory (02), etc.
How do I upload a CSV spreadsheet?
Easy-Peasy. You drag-and-drop the CSV file onto your Manage Data table, or click to select files located on your computer.
Are there any CSV upload requirements?
Any comma separated value (CSV) spreadsheet file can be uploaded. Best practice is to put your Field Names in row 1, Field Descriptions in Row 2, and have your Data start in row3. A few things to consider: 1) Make sure the spreadsheet row with your unique Field Names is within the first 12 rows. 2) Make sure Field Descriptions (which are optional) are in a row above the row where your data starts. 3) Make sure your "Data Start" row is within the first 12 rows and is below the Field Name and Description rows.
How does Shotfarm know where field names and data are on my data CSV?
There is a Row Assignment section on the Manage Core Fields page where you tell us which rows contain Field Names, Field Descriptions (optional), and Data Start. If you put Field Names in row 1, Field Description in row 2, and start your data on row 3 you don't have to use the row selection wizard as that is the default.
How long does it take to process data on my data CSV?
Large CSV files will take longer to upload and process depending on the number of rows. Many rows and many columns equal a larger file which takes more time to upload and process along with all the existing data in your account. High system activity can also affect processing times. After you activate your data sheet we'll display the Virtual Data Master progress (data processing) up to 100% so you'll know when it is complete.
What are Core Fields?
Shotfarm Core Fields are standard industry fields used to identify products. By making them common across Shotfarm all your users and partners can consistently search for products across the platform and also use advanced functionality such as renaming files based on Core Field information. If we didn't have a common set of fields, there would be no consistent way to search for and identify products.
Shotfarm Core Field validation rules:
- Model Number and Part Number: no validation.
- Unique ID (UID): no validation
- GTIN-12 (UPC-A): 12 numeric digits
- GTIN-8,13,14 (EAN): 8, 13, or 14 numeric digits. Checksum validated.
- ASIN: 10 alphanumeric characters.
- ISBN: 10 or 13 numeric digits, dash accepted. Checksum validated
- UDI: no validation.
- GLN: 13 numeric digits.
- GPC: 8 numeric digits.
- UNSPSC: 8 or 10 numeric digits.
How do I start loading product information?
Step 1: Prepare and upload your "Master" CSV content spreadsheet. You must always start with a Master CSV. In fact, you can continue to manage all your product information with a single Master CSV file. When you want to add, edit, or delete product information download your active Master CSV and edit it. Then re-upload to replace your existing Master CSV with the new one. We will rebuild your product information based on the newly active Master CSV. Download Content Spreadsheet Instructions.
What is a Master CSV?
Think of it as the first upload of product information that sets the foundation of your fields and data set. Every column in your Master CSV that contains data will create that field in the matching part of the product hierarchy. Any field with data that is not mapped to a Shotfarm Core Field will create a Custom Field, otherwise they will be ignored. You can't turn on and off fields in your Master CSV so don't include fields with data that you don't want uploaded to your Shotfarm account. Download Content Spreadsheet Instructions.
I've uploaded my Master CSV, what do I do next?
Step 2: Use the Actions menu to Map Core Fields. This will take you to the Manage Core Fields page where you must map your relevant fields to the Shotfarm Core Fields. All fields must be mapped. Use "Not Applicable" for any fields you don't have in your CSV. Read the help file on this page to help you through the process. Any fields in your data CSV not mapped will show up as Custom Fields.
I've mapped 100 percent to the Shotfarm Core Fields, now what?
Step 3: Actions: Activate as Master. Your product information will be processed and show up on your Assets page, where your assets can be uploaded at any time. Depending on how many rows you have in your Master CSV it might take anywhere from a few seconds to many minutes before your product information shows up. You will see a notification at the top of the page when we are processing your data.
Why do I already have an active Master CSV in my account?
When we transitioned your account to the new Shotfarm data model any existing product information was retained as your Master. So you can replace your Master, or start Appending CSVs (see: What is an Append CSV?).
How do I replace my Master CSV?
1) Use the Actions menu to download your current Master CSV, make any edits or additions to the spreadsheet (or start with a new Master CSV)
2) Upload your new CSV and use Actions: Map Core Fields (or click on the Core Field Mapping %) which takes you to the Core Mapping page.
3) Verify your Core Field mappings are correct and click the “Confirm All” checkmark at the top to select/confirm all mappings (make sure you are at 100% mapped). While our system remembers your last mappings, you should always double check that they are correct.
4) Go back to the “Manage CSVs” tab and deactivate your current Master and (optionally) use Actions: Delete to delete the old CSV.
5) Then click on the “Master Status” toggle to turn on your new CSV. We'll process all the new data and it will show on your Assets page. Best practice is to wait to deactivate your original Master until your new Master is ready to Activate. This limits the time there is no product data viewable in your account.
How do I add new fields, or new products to my existing data?
While you can manage all your fields and data through a single Master CSV by replacing it with every update, you may find it more efficient to append. Appending CSVs allows you to add new fields, or add new products to your existing Master CSV set of data. All of these Append CSVs form a virtual data master which can be viewed and exported by your team or partners. Make sure you select the Data Priority for each field and then activate each field by selecting the "Include" checkmark. If there is a conflict between fields and rows of data with matching unique IDs (UIDs), the Data Priority will control which CSV spreadsheet wins.
How do I set product or LightBox Visibility in bulk through my Master and Append CSVs?
By default all products (assets + data) are set to Visibility level "My Company" which means that all products can be viewed and downloaded by anyone within your company. You can change the Visibility through your data CSVs to the below options by including a field named Asset Visibility:
- My Company: use the digit "2" or the word "company"
- My Partners: use the digit "3" or the word "partners"
- Public: use the digit "4" or the word "everyone"
Note: Any field with a blank Visibility column or cell in your spreadsheet will be set to default Visibility level of My Company.
What is an Append CSV?
An Append CSV is set up the same as a Master CSV spreadsheet with your field names in Row 1, while Row 2 is left blank or optionally used for field descriptions. The main difference is that you use Append CSVs to add new product information to existing product data in your account (from your Master CSV and other Appends).
What is the difference between a Master and Append CSV?
- You must activate a Master CSV before you can activate any Append CSVs.
- You can only have one Master, but many Append CSVs.
- Every column with data in your Master CSV will show up in your Gallery View.
- For Append CSVs you need to "Include" each field you want to be part of your master data set.
How do I edit existing information?
Two options. The simplest option is to replace your existing Master CSV with the new, edited, or updated information. The other option is to use an Append CSV, but your data records must have Unique IDs (UID) if you want to edit existing data in your account. If your Append CSV has a matching UID, then you can add new fields to an existing product record, or replace the existing information by prioritizing the Append CSV higher than the Master CSV for that field (Field Names must match exactly in this case). It is best to think through your data upload strategy in advance, but if all else fails, just replace your Master CSV with an updated one. We make it easy to start over.
What is a Unique ID (UID) and why should I use one?
If you are going to add new columns to, or edit existing product information in your account through Append CSVs you must have a UID identified when you Map Core Fields for your Master CSV. What field does your company use to uniquely identify your products? Many companies use UPC, but we allow you to map to the Unique ID field or mark an existing field such as UPC or EAN as your UID. Make sure the Master/Append spreadsheet you upload always has the same column identified as the UID if you want to add to or edit existing data. The Unique ID is the 'key' that matches the updated content to the existing product data in your account. If you mix up the Unique ID the content will get mixed up.
- UIDs are optional. If you don't use UIDs, then every row of data from your Master and Append CSVs are uploaded and displayed.
- If you use unique IDs (UID) they must be unique for each row of data.
- If you load more than one row of data with duplicate UIDs then we display the first one. The rest are ignored.
- The UID field can only be set by your Master CSV.
- If your Master CSV set your UID as the UPC field (for example) then your Append CSVs need to use the same UID field if you are editing or adding data to existing products.
What is the Shotfarm ID?
Shotfarm ID: Don’t use a Unique ID (UID) in your dataset? We now always export a Shotfarm ID in your Virtual Data Master. Remapping this field happens automatically and allows all assets to flow properly into existing LightBoxes without you having to remap the LightBox fields on upload. We will not recreate LightBoxes that have been deleted through the interface. Please keep the column named "Shotfarm ID" in your Virtual Data Master file if re-uploading it.
What are the LightBox columns for?
You can create any number or combination of LightBoxes and add assets to them, or to existing LightBoxes in your account with the same name. This gives you the ability to group assets in a way you can't do with folders. For instance, you can have Sample Product 123 appear in five different LightBoxes such as 'Spring 2016', 'Workout Gear' and so on. Multiple LightBoxes are a great way to organize, find, export and share assets. All that's needed to add more are additional uniquely named LightBox columns in your worksheet. We recommend LightBox (01), LightBox (02), etc. Then for each row put in the name of the LightBox.
Who owns and can edit LightBoxes?
LightBoxes created through your Master and Append CSVs default to Visibility "My Company" which means than any user within your company can manage that LightBox. If a LightBox is created manually from within your Shotfarm user account then it will default to Visibility "Private" which is private to that user. If you want to restrict management of company LightBoxes then subscribe to the User Permissions plugin in the Plugin Store.
Can I create Brands through my CSVs?
If your worksheet has a brand name that doesn't already exist in your account, it will be automatically created during upload. All assets can then be searched by brand.
Can I edit the description of my uploaded CSV?
Yes, the Description column is editable, so if you have a meaningless file name you can add a description to help describe it. Just click on the pencil icon in the description column.
Can I my data start on Row 2 in my CSV?
Yes, but you will need to be sure that the Data Start in Manage Core Fields > Row Assignment is mapped to Row 2.
1. Have your CSV in the off position.
2. Go into your Core Field Mapping and turn the check marks for "Field Descriptions" and "Data Start" off.
3. Change "Field Descriptions" to "Not Applicable" and "Data Start" to "Row 2". Check both checkmarks back on.
4. Confirm mappings below, and proceed to Manage Append (if this CSV is an append) and turn sheet back on.