Managing Bulk Imports in Goflow

Goflow offers many bulk imports across the platform. These imports allow users to efficiently create or update multiple transactions or list pages at once. Each import is designed with a specific purpose and comes with its own unique set of headers and requirements. The details for each import are explained in their respective sections within the platform.

All bulk imports share some common characteristics and guidelines. To help you navigate and manage bulk imports effectively, follow this workflow:

1. Understanding File Headers - Familiarize yourself with the required and optional headers and with their valid values.
2. Downloading the Template - Download the preformatted CSV template.
3. Preparing the File - Populate the template with your data.
4. Saving the File - Save the completed file in CSV format.
5. Uploading the File - Upload your CSV file.
6. Reviewing Feedback - Confirm a successful upload or address any errors.

Understanding File Headers

Imports are typically found on the relevant transaction page. To access an import, click the Import icon at the top of the page to open the menu, and then select the specific import you need. This action opens the Import Modal, where you interact with Goflow to prepare and upload your CSV file.

The Import Modal includes the Columns Tab, which offers detailed guidance for structuring your CSV file. This tab lists all available headers, explains their purpose, and indicates whether a header is required or optional.

The following points explain the key terms and concepts related to file headers and values:

• Header - The title of each column in the CSV file, found in the first row. Also referred to as a field or column name. For example, Order Number.
• Required Header - A header that must be included in the CSV file because it provides critical information. Missing a required header will result in a failed upload.
• Optional Header - A header that can be omitted from the CSV file because it provides non-critical information. If an optional header is missing, Goflow handles it in one of two ways:
  • Default - The field is automatically assigned a default value. For example, if no Type is provided, it may default to Standard.
  • Empty - The field remains blank. For example, if the Comment field is omitted, no comment is saved.
• Required Sometimes - A header that is conditionally required based on the situation. For example, Quantity might be required if Item Number is provided.
• Valid Header - A header recognized by the system and listed in the Columns Tab. Invalid headers are typically ignored during the upload process.
• Value - The data entered under a header in the CSV file. Also referred to as the cell value or field data. For example, for the Carrier header, the value might be UPS.
• Empty Value - A cell where no data is provided, also called a null value. How empty values are treated depends on the context:
  • Default - The field is automatically assigned a default value. For example, if no Type is provided, it may default to Standard.
  • Empty or Cleared - The field remains blank. For example, if the Comment field is omitted, no comment is saved. If there is already a comment, it's deleted.
  • 0 Value - The field is set to 0. For example, if the Price field is left empty, it may be updated to 0.00.
  • Error - Required fields cannot be left empty. If no value is provided, the entire line will fail to upload.
• 0 Value - A cell containing the number 0. How zero values are treated depends on the context:
  • Valid Value - Some zero values have specific meaning. For example, a lead time of 0 indicates same-day shipping, which differs from leaving the field empty.
  • Empty - Some zero values are treated as if they were empty. For example, a Weight of 0 is interpreted as no weight being provided.
• Valid Value - A value that meets the requirements for that specific field. All provided values must be valid, even for optional headers.

Downloading the Template

On the Upload tab of the Import Modal, you’ll find the Download Sample CSV Template button. This button provides a preformatted CSV template containing all headers required for the import. The downloaded template includes all valid headers, including optional ones that may not apply to your specific needs. To prevent unintended consequences, such as overwriting existing data, remove any unnecessary headers before filling out the file.

Some larger imports offer a separate Template tab. This tab allows you to customize the template by selecting only the headers you need, creating a more streamlined and focused file.

Preparing the File

Most users work with a spreadsheet application like Excel to prepare the upload file. Excel can sometimes introduce challenges by automatically formatting your data in unintended ways. To ensure your data remains correctly formatted, it’s important to preformat columns as text. This prevents issues such as numbers being converted to scientific notation or values being incorrectly interpreted as dates.

Below are step-by-step instructions for formatting columns as text in Microsoft Excel:

1. Open the Excel file.
2. Click the column letter at the top to select the entire column. To select multiple columns:
   • Windows: Hold down the Ctrl key and click additional column letters.
   • Mac: Hold down the Cmd key and click additional column letters.
3. Right-click anywhere in the selected columns, and choose Format Cells from the menu.
4. In the Format Cells dialog box, go to the Number tab.
5. Select Text from the list of categories.
6. Click OK to apply the formatting to the selected columns.
7. Begin entering your data. All entries in the formatted columns will now be treated as plain text, preserving the formatting exactly as entered.

Below are step-by-step instructions for formatting columns as text in Google Sheets:

1. Open the Google Sheet.
2. Click the column letter at the top to select the entire column. To select multiple columns:
   • Windows: Hold down the Ctrl key and click additional column letters.
   • Mac: Hold down the Cmd key and click additional column letters.
3. From the menu bar, click on Format › Number › Plain Text.
4. Begin entering your data. All entries in the formatted column will now be treated as plain text, preserving formatting exactly as entered.

When copy-pasting values from a web browser or from an external source into Excel, it’s important to paste only the values. This prevents the transfer of unwanted formatting or non-printable whitespace characters, ensuring clean and accurate data.

Below are step-by-step instructions for pasting values only in Microsoft Excel:

1. Copy the data from the external source.
2. Open the Excel file, and select the cell or range of cells where you want to paste the data.
3. Right-click on the selected cell or range, and choose Paste Special.
4. In the Paste Special options, select Values.

Below are step-by-step instructions for pasting values only in Google Sheets:

1. Copy the data from the external source.
2. Open the Google Sheet, and select the cell or range of cells where you want to paste the data.
3. Right-click on the selected cell or range.
4. Select Paste Special › Values Only

Saving the File

Most users work with a spreadsheet application like Excel to prepare the upload file. Goflow only accepts files in CSV format. Before uploading, save your file as a CSV.

Below are step-by-step instructions for saving a Microsoft Excel file as CSV:

1. Open to Excel file.
2. Ensure your data is clean and all formulas are calculated.
3. Consolidate all relevant data into a single sheet, as only the active sheet will be saved.
4. Click on File › Save As.
5. Select the directory where you want to save the file.
6. Save as type:
   • Windows: In the Save as type dropdown menu, choose CSV (Comma delimited) (*.csv).
   • Mac: In the Format dropdown menu, choose CSV (Comma delimited) (*.csv).
7. Name the file.
8. Click the Save button to save the file.
9. You may see a message indicating that some features will not be preserved in a CSV file. This is normal for the CSV format. Click OK or Continue to proceed.

Below are step-by-step instructions for saving a Google Sheet as CSV:

1. Open the Google Sheet in a browser.
2. Ensure your data is clean and all formulas are calculated.
3. Consolidate all relevant data into a single sheet, as only the active sheet will be saved.
4. Click on File › Download › Comma-separated values (.csv).
5. The file will automatically download to your computer, usually to the default download folder.

Uploading the File

Once your CSV file is ready, go to the Upload tab in the Import Modal. Some imports offer options to control import behavior, such as overwriting existing data or handling empty values. Make your selections before uploading the file.

When ready, click the Choose File button to select your CSV file. Once selected, the file will be uploaded for processing.

Reviewing the Feedback File

After the import is complete, Goflow generates feedback files for download. These files provide details on how the updates were processed. There are two types of feedback files:

• Success - Lists updates that were successfully applied.
• Failure - Lists updates that could not be applied, along with the error reason. Review the error log, correct the issues, and upload the file again.