Import/Export

Import/Export is a section of the PIM module designed for bulk actions with products.

Note: Full functionality of the section is available to users with the access role: PIM Admin.

To navigate to the Import/Export workspace, go to the portal's system menu and select Store and Catalog ➔ Import/Export.

General Process of Working with the Section

Note: The process of editing data is an integral part of the workflow in this section but is performed in external applications.

Recommended applications for data editing:

• Microsoft Excel

• LibreOffice Calc
• Google Sheets

How to Export Data

1. Go to the Import/Export section.
2. In the workspace of the section, select the desired data type in the Data Type dropdown.

Available data types to choose from: Products — the main entity in PIM. Hierarchy: Base Product → Product Variant. Attributes — an entity designed to describe product properties. Hierarchy: Attributes → Product Families → Base Product → Product Variant. Spare Parts — a type of product without attributes. Hierarchy: Base Product (spare parts) → Product Variant (spare parts) → Component → Product Variant → Base Product.

3. Click on the Export "data type" tab.

4. The Search field allows you to search by product name: enter the product name (if necessary).

5. To open the Filters panel, click the Filters button. Set up filters according to your needs:

   • Input field Product SKU: enter the SKU of the desired product. As a result, the export file will contain products with the specified SKU. This filter can be useful, for example, when searching for duplicates in the system.
   • Input field Variant SKU: enter the SKU of the desired product variant. As a result, the export file will contain product variants with the specified SKU. This filter can be useful, for example, when searching for duplicates in the system.
   • Multi-select field Spare Parts for Model: Enter the name of the product variant model for which you want to obtain the export file.

Note: Spare parts can be exported either as spare parts or as products, depending on the selected data type.

• Dropdown field Categories: allows you to obtain an export file with entities for the selected category. For example, selecting the category ATV in combination with the data type Attributes will generate an export file listing the attributes included in products of the ATV category. Records in such a file will be grouped by products, with each record representing an attribute and its value within its product.
• Multi-select field Production Sites: allows you to obtain an export file with entities for the specified production sites.
• Dropdown field Brands: allows you to obtain an export file with entities for the selected brand.
• Toggle Show Archived (off by default): to obtain information on previously deleted entities, enable this toggle.

To reset all filters on the filtering panel, click Clear Filter (n), where n is the number of filters set. After configuring the necessary filters, close the filters panel.

Your set filters will automatically reset if you navigate to another section of the corporate portal. For example, if you navigate from the export section to the product directory and then return to the export section.

6. In the workspace of the section, select the desired region in the Region dropdown: allows you to obtain an export file of products with specified regional prices and currencies.
7. After all settings, click the Export Products button. Upon successful export initiation, a system message Data export successfully started will appear in the portal workspace, and the text on the Export Products button will change (for the duration of the data export) to Exporting... In the Export History section, a record with information about the current export will be displayed. During the process, the value of the Status field will be In Progress, and after successful completion, it will change to Completed.
8. In the Export History section, select the desired export record and click Download File.

Upon successful data export, the export file will be saved locally on your device in .csv format.

How to View Exports

1. Go to the Import/Export section.

(A new section will be available here soon)

How to Import Data

1. Go to the Import/Export section.
2. In the workspace of the section, select the desired data type in the Data Type dropdown.

Attention: Always follow the general process to ensure you have the correct file structure before importing data: Export Data → Edit Data → Import Data.

3. In the workspace of the section, select the desired data type in the Data Type dropdown.

Available data types to choose from: Products — the main entity in PIM. Hierarchy: Base Product → Product Variant. Attributes — an entity designed to describe product properties. Hierarchy: Attributes → Product Families → Base Product → Product Variant. Spare Parts — a type of product without attributes. Hierarchy: Base Product (spare parts) → Product Variant (spare parts) → Component → Product Variant → Base Product.

4. Click on the Import "data type" tab.
5. Drag the file with updated data into the file upload area or click on the upload area, then select the desired file.

Attention: If the file takes a long time to process, try uploading the file again.

Upon successful file addition: — The full name of the newly added file will be displayed under the file upload area. — An informational message Preview and Field Mapping with information about the field types in the files.

Note: Map the columns from your file to the fields in the system. Select "Do Not Import" to skip the column. 🔑Key Field — used to search for records (priority left to right). ✏️Updatable — will be written/updated upon import. ℹ️ Informational — does not affect mapping and updating.

— A section mapping the field names of the file to the acceptable names in the system. For example, if for some reason the system cannot map the column names in the file to acceptable ones, you will need to do this manually. This situation may occur if your file contains additional columns that were not present during export, or if the structure of your file has become outdated. You will need to select a name for the empty column from the suggested list. Ideally, the mapped names should match. For columns whose values do not need to be imported into the system, set Do Not Import. 6. When mapping, double-check the correctness of the filled file fields:

1. When importing a file into the PIM system, the system searches for existing entities (records in the database) based on key fields. Such fields are marked with 🔑: For example, product.id → product_variant.id → components.<n>.id → spare_part.id.

Attention: If the cells in the table are missing values for the corresponding fields, a new entity will be automatically created in the PIM system. Fields with empty values in the mapping window are highlighted in yellow.

On the other hand, this property can be used to create new entities in the database. 2. Do not edit the values of key fields for existing records.

Error: Changing the values of key fields for existing records will overwrite existing entities in the PIM database.

3. Always check the correctness of the filled values of updatable fields. These fields are overwritten upon import. Such fields are marked with ✏️.
4. Informational fields are for informational purposes only. They cannot be used to edit entities in the PIM system. Such fields are marked with ℹ️.
5. Click Upload Import File:
   1. This will initiate the line-by-line verification process of the records in the import file. A record of the current import will appear in the import history with the status In Progress. To refresh the data about the record, wait until the Refresh button, located on the right side above the import list, becomes active (the active button has the color of your tenant), and click it, or wait for the record to refresh automatically.

Note: For detailed information on the structure of import records, see the section How to View Imports.

2. After verification and in the absence of critical errors, the status of the record will change to Verified.

At this stage, non-critical errors may appear; analyze them: For example, if there are duplicates in the file, a message with a similar meaning may appear: Product with Name <Name> and SKU <SKU> already exists.

8. Click Start Import, and after activating the Refresh button, update the import history.

Upon successful import of data, a new record with the status Completed will appear in the import history. Your data has been imported into PIM.

How to View Imports

1. Go to the Import/Export section.
2. In the workspace of the section, select the data type for which you want to view imports.
3. Click on the Import "data type" tab.
4. In the Import History "data type" section, set the time interval and status:
   1. Date From: select the start and end date (if necessary). To reset the date filter, click the cross at the end of the selected interval field. For example, if you want to view the import history for one day, set the same start and end dates.
   2. Status: select the desired status (if necessary).

Import records are displayed in the Import History "data type" section as a list with the following structure:

Name	Description
ID	Identifier of the import record in the database
Date	Date of import execution
Type	Type of action: value Import
Status	Status of the operation: When any action is being performed — In Progress. After verifying the import file — Verified. The file may be verified but not imported. This status allows you to continue the import; you will need to click on Start Import in the Actions column. After completing the import without errors — Completed. For example, data has been imported into the system. After completing the import with errors — Error. This status will require replacing the current import file; you will need to click on Replace Import File in the Actions column.
Statistics	Line-by-line import statistics in the form of: Total: <n>, where n — the number of verified lines. Valid: <n>, where n — the number of lines without errors. Errors: <n>, where n — the number of errors.
Errors	If there are no errors, the value will be No Errors. If there are errors, the field will display a list of errors. Attention: Before importing, carefully analyze the entire list of errors.
Actions	A list of available actions with the import record: Download File: click to download the current import file. Start Import: click to start the import. Replace Import File: click to replace the file.

Data Editing: General Process

1. Open the exported file (file format when exporting from the PIM system: .csv) in a tabular format (file format for data editing: .excel) in an application that supports format conversion: .csv ➔ .excel.

In the context of working with the Import/Export section, the terms: import file, export file, exported file, imported file, or simply file are synonymous. The term data editing implies any actions with the exported file: format conversion: .csv ➔ .excel format conversion: .excel ➔ .csv creating, editing, and deleting records in export files. Recommended applications for data editing: Microsoft Excel LibreOffice Calc Google Sheets

2. Edit the data in the required file according to:
   1. Product export file
   2. Attribute export file
   3. Spare parts export file
3. Save the edited file in .csv format.
4. Import the file into the PIM system.

How to Obtain a File with the Correct Structure

1. Export a file with the desired data type according to the description in the How to Export Data section.

Note: Setting up filters will help you obtain the necessary data in the export file.

2. Open the file (convert if necessary: .csv ➔ .excel) locally in a format suitable for editing:
   1. If you need an empty file with the correct structure, simply delete all existing records except for the column names.
   2. You can use existing records as templates for creating new records. For example, during the process, if you want to add a new product variant, you can create a copy of an existing record and then fill it with the correct data.

A file with the correct structure is a flat version of the system's database, corresponding to the current (actual) state of the database.

How to Create a Product

1. Export a file with the data type Products, then open the file in a format suitable for editing. Before exporting data, refer to the How to Export Data section.

Note: Setting up filters will help you obtain the necessary data in the export file.

2. Fill the file according to the description of the product export file structure in the Product Export File section.

Note: The minimally recommended number of columns for quick product creation: product.name ✏️, product_variant.name ✏️, product_variant.default ✏️. When importing the file into PIM, the system searches for existing entities (records in the database) based on key fields: product.id ➔ product_variant.id ➔ categories.<n>.id. If information for these fields is missing, but data for accompanying fields (e.g., product.name ✏️, product_variant.name ✏️) is provided, a new entity will be automatically created in the system. If information for accompanying fields is also missing, a new entity will not be created.

3. Import the data file into the system according to the How to Import Data section.

Upon successful creation of the product, the newly created product will appear in the system's product directory. How to verify via export: export the newly created product according to the How to Export Data section. The newly created product will be displayed in the export file as a new record. For example, with filled product.id ➔ product_variant.id (when quickly creating a product without specifying categories and other key fields).

How to Update a Product

1. Export a file with the data type Products, then open the file in a format suitable for editing. Before exporting data, refer to the How to Export Data section.

Note: Setting up filters will help you obtain the necessary data in the export file.

2. Fill the file according to the description of the product export file structure in the Product Export File section.

Note: When updating data, do not change the numerical values of key fields 🔑. When importing the file into PIM, the system searches for existing entities (records in the database) based on key fields: product.id ➔ product_variant.id ➔ categories.<n>.id. If information for key fields is missing, but data for accompanying fields (e.g., product.name ✏️, product_variant.name ✏️) is provided, a new entity will be automatically created in the system. If information for both accompanying fields and key fields is missing, a new entity will not be created. Edit the values of updatable fields ✏️.

3. Import the data file into the system according to the How to Import Data section.

Upon successful update of the product, the updated product will appear in the system's product directory with updated data. How to verify via export: export the desired product according to the How to Export Data section. The updated product will be displayed in the export file as a new record with updated data.

How to Delete a Product

1. Export a file with the data type Products, then open the file in a format suitable for editing. Before exporting data, refer to the How to Export Data section.

Note: Setting up filters will help you obtain the necessary data in the export file.

2. You can delete products and product variants through the product export file by entering specific values in the column cells:
   1. product.is_deleted 🔑: fill the field according to the description of the Product Export File structure.

Attention: When deleting a base product, the associated product variants will also be deleted.

2. product_variant.is_deleted 🔑: fill the field according to the description of the Product Export File structure.
3. Import the data file into the system according to the How to Import Data section.

Upon successful deletion of the product, the deleted product will disappear from the system's product directory when searched with the Show Archived filter turned off. How to verify via export: export the desired product according to the How to Export Data section. When exporting data, enable the Show Archived filter. The deleted product will be displayed in the export file as a record with values: product.is_deleted 🔑, product_variant.is_deleted 🔑 — true. When only a product variant is deleted, the corresponding cell value will be set for the product_variant.is_deleted 🔑 column, while the cell value for the product.is_deleted 🔑 column will be false.

How to Restore a Product

1. Export a file with the data type Products, then open the file in a format suitable for editing. Before exporting data, refer to the How to Export Data section.

Attention: Enable the Show Archived filter.

2. You can restore products and product variants through the product export file by entering specific values in the column cells:
   1. product.is_deleted 🔑: fill the field according to the description of the Product Export File structure.

Attention: When deleting a base product, the associated product variants will also be deleted.

2. product_variant.is_deleted 🔑: fill the field according to the description of the Product Export File structure.
3. Import the data file into the system according to the How to Import Data section.

Upon successful restoration of the product, the restored product will appear in the system's product directory when searched with the Show Archived filter turned off. How to verify via export: export the desired product according to the How to Export Data section. When exporting data, disable the Show Archived filter. The restored product will be displayed in the export file as a record with values: product.is_deleted 🔑, product_variant.is_deleted 🔑 — false.

How to Create a Component

1. Export a file with the data type Spare Parts, then open the file in a format suitable for editing. Before exporting data, refer to the How to Export Data section.

Note: Setting up filters will help you obtain the necessary data in the export file.

2. Fill the file according to the description of the spare parts export file structure in the Spare Parts Export File section.

Note: When creating new components, do not fill in the values for the columns component.<n>.id 🔑. Values for the base product and its variants must be filled in. Values for the spare parts product variants must also be filled in.

3. Import the data file into the system according to the How to Import Data section.

How to verify via export: export spare parts for the product variant to which you have attached the spare parts through components. The spare parts export file should contain a record with the newly created component.

How to Update a Component

1. Export a file with the data type Spare Parts, then open the file in a format suitable for editing. Before exporting data, refer to the How to Export Data section.

Note: Setting up filters will help you obtain the necessary data in the export file.

2. Fill the file according to the description of the spare parts export file structure in the Spare Parts Export File section.

Note: When updating data, do not change the numerical values of key fields 🔑. When importing the file into PIM, the system searches for existing entities (records in the database) based on key fields: components.<n>.id 🔑. If information for key fields is missing, but data for accompanying fields (e.g., components.<n>.name ✏️, components.<n>.media ✏️) is provided, a new entity will be automatically created in the system. If information for both accompanying fields and key fields is missing, a new entity will not be created. Edit the values of updatable fields ✏️ for the selected component for all records.

3. Import the data file into the system according to the How to Import Data section.

How to verify via export: export spare parts for the product variant to which the spare parts are attached through the updated component. The spare parts export file should contain a record with updated components.

How to Delete a Component

1. Export a file with the data type Spare Parts, then open the file in a format suitable for editing. Before exporting data, refer to the How to Export Data section.

Note: Setting up filters will help you obtain the necessary data in the export file.

2. Set the cell value to true for the component (components.<n>.is_deleted, where n is the level of nesting of the component in the system) that needs to be deleted. Do this for each record that contains this component.
3. Import the data file into the system according to the How to Import Data section.

How to verify via export: export spare parts for the product variant for which you deleted the component, with the Show Archived filter enabled. The spare parts export file should contain records with cell values — true for the deleted component (components.<n>.is_deleted, where n is the level of nesting of the component in the system).

How to Restore a Component

1. Export a file with the data type Spare Parts, then open the file in a format suitable for editing. Before exporting data, refer to the How to Export Data section.

Attention: Enable the Show Archived filter.

2. Set the cell value to false for the deleted component (components.<n>.is_deleted, where n is the level of nesting of the component in the system) that needs to be restored. Do this for each record that contains this component.
3. Import the data file into the system according to the How to Import Data section.

How to verify via export: export spare parts for the product variant for which you restored the component, with the Show Archived filter turned off. The spare parts export file should contain records with cell values — false for the restored component (components.<n>.is_deleted, where n is the level of nesting of the component in the system).