Import/Export Shop Data
The Import / Export function is used to export and import large amounts of product data from your ekmPowershop. You will be able to change all your product information using a normal Text Editor or programs such as Excel and then import your amended data straight back in, this saves you modifying each individual product. You can also import your products directly into many other packages and programs. Using the import function you can add new products and create their category structure and also delete existing products. The system will allow imports of various formats however we would recommend Microsoft Excel files, the format of these files can be formatted as you wish with the exception of particular fields meeting certain requirements, this are explained further below.
This is an advanced feature and because of its flexibility and ability to manipulate your shops data great care must be taking when using it, we would recommend reading all the following information regarding its use.
Top Tip | | These files can be as large as you like, however we would recommend limiting the file to 1000 products, this makes it easier to find faults if they occur. |
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Getting Started
The system will allow you to browse to a file on your local machine, once this is done the file is uploaded by the system to the server whilst the process is completed. You can leave the file on the server for later use if you wish and then perform an import from the file on the server if you wish. You can only upload certain file types and these are explained at the time of the import. You need to know where your file is that you wish to import and that it contains the correct information. Any product or category that already exists will be skipped, for example if your file contained products belonging to category A and category A exists the products will be placed in that category, if the category doesn't exist then the category is created. The system cannot understand typos or spelling mistakes and will assume any typo is purposeful and will build a new category.
Top Tip | | Schemas are a widely used term within the computer and IT industry, they mean a template for representing a class of data. Typically a schema provides a framework for naming and storing different elements of information about something. You may use a particular schema for your data that is different to the ekmPowershop schema, the import system allows for these differences by allowing a translation service allowing you to map your fields to the ekmPowershop fields. |
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What is a Schema?
A schema is a pattern that represents the data's model defining the elements (or objects), their attributes (or properties), and the relationships between the different elements. In short a schema as a preset mapping that tells the translation engine or import wizard which of your fields corresponds to the ekmPowershop fields.
Managing Stored Schemas
You can view any pre-saved schemas by clicking the 'Manage Schemas' option within the Import Menu. You will then be presented with any saved schemas that you have. Upon selecting a schema you will then be shown a map or comparison of the Powershop fields to the left and the fields that you selected from your file on the right. Whenever you perform an import the first record is read in and you are asked if the mapping is correct, you can always go back and change the mapping to the correct one. Once you have configured a schema then you can move your fields around as much as you like in your document as long as they remain called the same.
You can delete any saved Mapping Schemas or add more, there is no limit to how many Mapping Schemas you can set but a good idea is to name the schema something that is easy to remember so that you know which Mapping belongs to which file type. There is a default schema added that will allow the import of ekmPowershop exports without additional configuration.
Alert | | Once a Mapping Schema is deleted it cannot be retrieved, you will need to build the schema again. |
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Building a new mapping schema
Building a schema is easy using the 'Build New Schema' wizard, the feature allows you to import a file and select each field according to the ekmPowershop field you wish to integrate with. You can use any filetype that is accepted for an import to build a schema from. To use this function simply upload a file from the same 'Manage Schemas' page and use the Build Schema wizard. If you are using an Excel document your sheetname must be the same as the filename!
Your file will be uploaded to the server and you will be presented with a table showing all the ekmPowershop fields (described above) and all your fields available from the document. Simply select your field that you wish to map to the ekmPowershop field, give it a name to remember it by and click 'Save'.
You will then be shown the mapping of your fields to the ekmPowershop fields, if this is correct click 'Yes' at the bottom or click 'Back' to go back to change and try again. Once you are completely happy with the mapping click 'Yes' and your mapping is saved!
You can now use this mapping whenever you like.
Top Tip | | We would recommend setting up a mapping first before uploading a file, however if you have already uploaded the file you can create a mapping with the file and then use the feature 'Use an existing uploaded file ' to import the already uploaded file. This will save you time uploading the file again. |
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Importing a File
Lets get started! To import a file you must have a valid mapping setup, a mapping is a defined translation to translate your file to the ekmPowershop fields. For example, if you were say French and I am English I would not understand you, we would use a translator that listens to what you say and then rearranges your phrase in English and tells me, performing the translation. The system works the same way, you tell it what field of yours corresponds to what field in the Powershop system. Below are a list of the fields that Powershop uses and what the field actually does, also this will tell you if the field is required. Not all fields are required but we would recommend you to use as many as possible. This will save you time later manually adding additional information.
Which Powershop Field does what?
 | | You can call your fields whatever you like, the list below is to explain what the fields do that you are mapping your fields to. You cannot rename the Powershop fields but understanding what each field does will help you to understand why you would map say a field of yours called 'Product Name' to the Powershop 'Name' field |
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Action (Reserved)
This field tells the import system what to do with the particular product, this is either O (Original), D (Delete) or M (Modify). If you wish to leave the product as it is simply leave the value as O or NULL (Nothing).
ID
These product values are assigned by ekmPowershop, if you are adding a new product this should be left blank.
Category_path
This is which category you would like to place the product in. It is entered by typing in category > sub-category etc. Do not worry if the category you have entered does not exist as they will be created when you import your file. If you wish to enter the product in an existing category then ensure it is spelt correctly, an incorrect spelling will lead to the creation of a new category. You can use HTML in this option if you need to. If you leave this field blank the product will be assigned to the main top level category.
Name
This is the name of the product. You can use HTML in this option if you need to. You must not leave this field blank and you must not use more than 100 characters in this field.
Description
This is the description of the product. You can use HTML in this option if you need to.
ShortDescription
This is the short description of the product, this is only applicable if you have enabled it in ekmPowershop. You can use HTML in this option if you need to.
Images
This is the image for the product, you would supply a URL to the image, when the system sees that this is a URL then the server will download and cache the image upon its first use/viewing. These images must be online at a valid web address.
Price
This is the base price for the item. This will differ if you are using the overall add VAT options in Powershop or in the next column (tax applicable). This field should use numeric values only.You must not leave this field blank.
Tax_applicable
This is to set according to whether the product is tax applicable or not. You should enter 'true' or 'false' according to the product status. You must not leave this field blank.
Delivery_charge
This will set whether to apply the delivery charge status to your product. You can enter 'true' or 'false'.
Special_offer
This is to assign your product to the special offer section of your Powershop. You can enter 'true' or 'false'.
Orderlocation
This is to assign what order the products appear on your page e.g. 1 would be the highest product on the page and 99999 would be the lowest product on the page. This value cannot be blank; if you are not bothered which products are above others just enter 99999, this will then make them sort alphabetically.
Numberinstock
This is set to show current stock numbers. This is only relevant if the stock control options are enabled in your Powershop. If you are not using this function just enter a zero '0'. You must not leave this field blank.
ProductWeight
This is set to show how much the product weighs, this is only applicable if the weight charges are enabled in Powershop. If you are not using this function just enter a zero '0'. You must not leave this field blank.
ProductCode
This specifies your product code. This function will need to be enabled in your Powershop settings before you will be able to view them. We would recommend using a productcode for your products as it allows an easy reference at a later date to that product.
Options
This is to tell the system that the product actually has options associated with it. You can enter 'true' or 'false'. You must not leave this field blank.
Alert | | These next values can be complicated as they are deliminated so that you can enter more than one of them at a time within each field - if you are unsure of their use please leave them blank. |
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Name_of_options
These are the names of the option boxes you want to add. To enter more than one name use the option deliminators (an ampersand a star and another ampersand (&*&) by default). E.g. if you had 'Option 1' and 'Option 2' you would enter 'Option 1&*&Option 2'.
Type_of_options
This value determines the type of option. Powershop has two different sorts DROPDOWN' and TEXT'. This must follow on from the previous box. E.g. if you wanted 'Option 1' to be a 'TEXT' box and 'Option 2' to be a 'DROPDOWN', you would enter' TEXT&*&DROPDOWN'; or if you wanted them both as 'DROPDOWN', then it would be 'DROPDOWN&*&DROPDOWN'. If you only had one option you would just enter DROPDOWN' or 'TEXT'.
Option_items
This is for adding items to the 'DROPDOWN' option above. This is not applicable for 'TEXT', but you still have to include the deliminators. If we take the example above 'TEXT&*&DROPDOWN'; we need the 'DROPDOWN' to have three options 'Red', 'Blue' and 'Black'. This means we initially need a blank value for the 'TEXT' value, then we split the options with the option deliminator, which by default is ##'. Hence the entry would look like this: '&*&Red##Blue##Black'. If you were using the second example above, and wanted three options for each, you would use 'Red##Blue##Black&*&Red##Blue##Black.'
Price_difference_of_option_items
This is the value that enters the amount of money that is added on to the price for the different product options e.g. a small jumper would incur no extra costs, but a large jumper would lead to a two pound addition to the stated price. The prices are entered in the same way as above, e.g. 0##1.99##2.99&*&0##1##2'. Using this example, this means a red item would cost the base price, but a blue item would cost the base price plus one pound and ninety nine pence, and a black item would cost two pounds and ninety nine pence.
*EOL*
This is an end value and needs to be included as certain versions of Excel do not include blank columns. All columns must be included even if there is no value in them. For instance, you may not want to add options to your items, but you still have to include the right amount of columns or the importer will reject it.
Top Tip | | If you are using a text based import such as a CSV or a TXT file then we would strongly recommend using a Comma deliminator (,) as this is the most widely used format. For faster, easier to understand & a more user friendly system we would recommend the use of Microsoft Excel. |
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Deleting Products
To delete a product you perform the same as a normal import but you would specify a D in the Action column (Field)
Alert | | The deletion proceedure is an advanced function and should only be attempted by advanced users, deletions cannot be reversed. |
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Tell me more about the Image field!
ekmPowershop has now been given a feature whereas you can specify an image URL during an import, this should be a full URL or web address. For example 'http://www.mydomain.com/images/myimage.gif', this would tell the Powershop system to download the image from this location and apply the image to this product, the image will become available in your product images and you can then apply the image to more than one product. The image should be smaller than 350k and should be at a valid URL. If the system cannot access the image, the image is too big or the image is not a supported filetype then no image will be retrieved. The image will only be downloaded when the image is viewed until the image has been viewed the image will be called [URL] in your product images, as they are downloaded they are renamed.
So what filetypes are supported?
Current supported formats are CSV (Comma Separated Values) . & Excel Spreadsheets (XLS)
What about the previous CSV import system?
The format is very similar but there has been an introduction of a new couple of fields (images and action) We would recommend not using the old export file and downloading a new export to edit.
Frequently Asked Questions..
Top Tip | | Below are a just a few common errors when using this system, these are errors we have come across and the resolution to the error. |
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When I upload my file I get no mapping screen?
This is normally caused by your sheetname in excel being different to your file name, please ensure that they are both called the same, also check that the names are the same case. (Upper or Lowercase).
My uploaded categories do not have images ?
When performing an import if the product being imported is in a category that does not exist the system will create a category to put it in, however because the only information that the system has about the category is the categories name then it is created without any extended attributes. i.e. description, image etc.
How many products can I upload in one import?
You can in theory import as many products as you like to your ekmPowershop, however we would recommend approximately 200 - 300 a time. The reason for this is if you have an error in your file it is easier for you to find the faulty data. Also the speed of the upload depends on your connection speed.
All my images show with the name [URL] in my images selection?
When you add an image to your shop using the import system the image is called [URL] so that the shop knows to download the image on its first viewing, whether this be viewing the image via the product or via the select images page. Simply refresh the page and you will see that the image has been renamed and will appear.
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