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Export and Import Products to Mass Update Product Details

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When you are at the point of needing to fill out Meta Descriptions, other SEO options or even short descriptions, it can be daunting to think about having to navigate from page to page to do this. To try and make this as easy as possible, Art Storefronts allows you to export the image data from any store on your site as an Excel file and in that file, you can edit information quickly and easily. After that, you can import the data back into your Site and anything you changed in the spreadsheet will update for you.

 

  1. Make sure you are logged in to your Art Storefronts Control Panel. This is sometimes called the back-end of the website or the Site Manager. These all three mean the same thing.

    Scroll down the page until you find the store you want to work in. This process will work in an Art Print Store or a Standard Store. You are welcome to choose either option.


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  2. After click on your preferred Store, find a tab labeled INFO and click on it. If you don’t click on the INFO tab you will not be able to complete this process properly and you won’t find the Export and Import option.


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  3. On the INFO tab, you need to scroll down the page, toward the bottom until you find the section titled Export/Import Products and click on the EXPORT PRODUCTS
    Please Note: If you’re doing this in a Standard Store it will require you to pick the type of product (Originals, Limited Editions, Calendars, Standard Products and Panel Art). You cannot export them all at once because they will have different fields for you to work with.

    Please Note: Before you try to import anything, you may want to export the file. This will give you a better idea of what the necessary fields are and what you can or cannot edit.



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  4. The system will prompt you to check the type of your export format.mceclip0.png
  5. Click on the button titled START THE EXPORT so the site can begin the export.
    Please Note: UPON RECEIVING THE FILE, IMMEDIATELY SAVE A COPY OF THIS FILE AS A PERMANENT BACKUP. DO NOT EVER MODIFY THE BACKUP IN CASE YOU NEED IT LATER TO RECOVER DATA. Every time you plan to import data, you should REPEAT this step.



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  6. The site will then give you a message saying that the Export file is being created. Click the Ok button.


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  7. Navigate to your email and look for an email titled Product Export Request and click on it.


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  8. Within the email, there’s a link labeled Click here to download your file and you’ll need to click on this to download the excel spreadsheet.


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  9. The spreadsheet will download and when it finishes, you can click on it to open it.


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  10. Once the spreadsheet is open, you’re going to see quite a bit of information, but the first box is ASF ID. This box is the ID number that was assigned to your product when it was uploaded.
    Warning: DO NOT CHANGE THIS. It won’t create a new product and it will not update the current product on your site.

    Please Note: These id numbers are REQUIRED for the site. If there’s no Product ID, the updates you made will not import and no changes will take place.



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  11. Item Code is the next section. This isn’t a required field on the website, but some users like to use this field for things like SKU or inventory numbers. Don’t feel like you have to use this. It’s there for convenience purposes.


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  12. Then, there’s the field called Name. This is where you can update the name of each product that has been exported. It’s self-explanatory. If you need to change the name of a product on your site, this is where you can do it.


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  13. Following that is the section labelled Artist Name. This is where you can enter in the name of the artist who created the piece. Again, this field is not required and you don’t have to fill it out if you don’t want to.


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  14. SEO Title is up next. In this section, you can quickly update the SEO Title for each product listed in the spreadsheet. Before you do this, you may want to do a little research on what an SEO Title should be.
    Art Storefronts Tip: For more information about SEO, hop on over to the Facebook Small Wins group and start a thread. Our marketing team will be able to offer you some guidance, whereas our Technical Support team won’t be able to give you the best advice.



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  15. After SEO Title, there’s SEO Meta Description. In this section, you can quickly update the SEO Meta Description for each product listed in the spreadsheet. Before you do this, you may want to do a little research on what an SEO Meta Description should be.
    Art Storefronts Tip: For more information about SEO, hop on over to the Facebook Small Wins group and start a thread. Our marketing team will be able to offer you some guidance, whereas our Technical Support team won’t be able to give you the best advice.



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  16. The last SEO item is SEO Meta Keywords. In this section, you can quickly update the SEO Meta Keywords for each product listed in the spreadsheet. Before you do this, you may want to do a little research on what an SEO Meta Keywords should be.
    Art Storefronts Tip: For more information about SEO, hop on over to the Facebook Small Wins group and start a thread. Our marketing team will be able to offer you some guidance, whereas our Technical Support team won’t be able to give you the best advice.



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  17. Smart URL is the next column. Here you can set the Smart URL for the image itself on your live site. As an example, if you have a tiger image, you may want the link to say asfartist.com/tiger-family. So, in the Smart URL box, you would enter the tiger-family part.
    Please Note: You CANNOT use capital letters or special symbols in this box. It will break the page on your live site. In addition, if the Smart URL is more than one word long, it MUST be hyphenated.



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  18. When you’re ready to move on, the next section is Search Keywords and here you can enter in keywords you want to use for your site search or for keywords as categories if you’re using the advanced options.
    Warning: THIS IS NOT THE SAME AS SEO META KEYWORDS. These will have NO EFFECT on your ranking in Google. Please don’t fill these out thinking it will help with that.

    Please Note: These Search Keywords should be separated by a comma and if the keyword is more than one word long, like bestsellers, it should have a hyphen in it. So, best sellers would be best-sellers.



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  19. Example Image is next. This is simply an informational field for you. If you need to know which image you are filling the information out for, you can follow this link to see it.
    Please Note: These DO NOT You CANNOT change these and expect them to upload to the site because they WILL NOT. THEY ARE ONLY INFORMATIONAL.



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  20. After that, there’s a section titled Available Sizes. This will list out all the sizes that are activated for each product on your site in the specified store. If you type in the sizes you want, if they exist for a product, they will be activated on the product and it will turn off any other sizes that aren't listed.


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  21. Catalog - Short Description This is where you can enter in the short description you’d like displayed on your catalog.


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  22. Short Description is where you can enter one or two sentences about and image.


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  23. Long Description is where you can provide a longer description and explanation of an image, in which, you should be making an emotional connection with your customer.


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  24. Now that you’ve updated all the information you want to on this spreadsheet, you need to save it so you can Import it onto your ASF site.


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  25. Return to your Art Storefronts site and click on the IMPORT PRODUCTS button.


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  26. A new window will pop up and you’ll need to click the Choose File button and select the spreadsheet you just updated.


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  27. After that, click the IMPORT button.


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  28. A warning box is going to pop up and you MUST READ IT CAREFULLY. Before importing, triple check to make sure you have a backup of the original file you exported. Or, export one right now and save it as a separate file with a separate name so you NEVER OVERWRITE IT. You need to do this just in case something goes wrong and you need to import your original data to get things back to where they were before. Imports are permanent and cannot be undone.


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  29. When you’re sure you’ve read and understood the warning and created a back-up, type I SAVED A BACKUP in the box.


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  30. Click CONFIRM.


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  31. You’ll receive a confirmation message letting you know the file is being imported. Give it a bit, especially if you have quite a bit of information to import, but otherwise, you’re done!


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Please Note: The added team member will be able to export products, contacts and orders. They will also be able to receive system emails if they export the information. Click here to learn more about How To: Invite Team Members To Work On Your Art Storefronts Site
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