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Data Entry Guidelines

By Kristijan Berta 8.6.2018.

1. Cleaning up Data and Preparing Simple Products ……………. 2

2. Converting XML to CSV ………………………………... 2-3
3. Create Configurable Products ………………………………. .3-10
4. Examples of Wrong Images ……………………………….10-13
5. Making Dealer Account ……………………………….13-14
6. Assigning products to dealer account ……………………….14-15
7. Parsing Guidelines ………………………………….15-19
8. Preparing Images for uploading ……………………………...19-20
9. Updating Images …………………………………...20
10. Removing out of stock products ……………………………...20-24
11. Getting only New Products from the feed …………………….....24
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Cleaning up Data and Preparing Simple Products

● Add 1 column in a scraped file in which you will put SKU-s

● Prepare categories accordingly to categories in Product Data file in format like this: The
List/Fashion,The List/Fashion/Clothing,The List/Fashion/Clothing/Tops,The List/New In 2

● All NEW products should be assigned to “New In” category

● If Product name is in Upper case change it to Capitalize every word

● URL column in import file should be Brand(artist/creator/designer) + Product Title + “-

item-“+ number, all special characters should be removed and blank space should be changed
with “ – “

● When moving data from PDS or dealer product file or scraped file to import file use
“vlookup” function

● If there is multiple values for “material” you need to clean it up, and select only material
that is in highest percent. For example if its “72% silk, 28% cotton”, you put “Silk”

● In base_image , small_image, thumbnail_image and swatch_image columns you put

First image name and in “additional_images” column you put the rest of the image names

● You can find which attributes go to which attribute sets in THE LIST PDS xls file

● Check if there are any links to dealers website in product descriptions

● Remove any special characters from product descriptions and product title eg “#amp;”

● If there are any attribute error, check if values match with values in the backend

Converting XML to CSV

● Go to http://www.convertcsv.com/xml-to-csv.htm
● Upload the file and convert it to CSV

Create Configurable Products

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Step 1

Create new sku at the beginning of the file (1st column)

Step 2

Create new column at the end (last column) with format and call it “column1” and add the
formula:
=”sku=”&a2&”,size=”&size column
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Step 3

Go to Data Tab, select entire table and click on “From Table” and select “My Table Has
Headers”
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Step 4

Group By any Group ID you have (if you don’t have it, you need to make it )
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Step 5

Change this
= Table.Group(#"Changed Type", {"item_group_id/__cdata"}, {{"Count", each
Table.RowCount(_), type number}})
To
= Table.Group(#"Changed Type", {"item_group_id/__cdata"}, {{"Count", each
Text.Combine([column1], “|”), type text}})

Step 6

Click on “Close and Load”

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Step 7

In New Sheet type in “|” for filter, and then mark as “Not visible individually” and the rest mark as
“Catalog, search”
NOTE: THIS IS THE VISIBILITY ATTRIBUTE that you just made
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Step 8
Copy the skus that you originally created in the file (step 1) , clean the file to THE LIST needs
(Examples: remove special character codes from description and title, remove links to dealer
websites, clean up material and color etc... ), and with “=vlookup” function move all the data you
need to import file

Step 9

When you are done with moving data, you have made SIMPLE products ( products with one
size, or product variations). You need to save the import file as a CSV to lose all formulas and
keep only the Values in the file.
Now you delete all “Catalog, Search” products from “Sheet1” , and you are left with base
(configurable) products

Step 10
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Make SKUs for configurable products, copy them to the import file, copy the group ID in
seller_sku column, and save it as a csv. When you open it again, you are able to move all the
data information that you have with “=vlookup” function.
And under “visibility” column in the import file, you put “Catalog, Search” for all configurable
products.

Step 11

When you are done with moving attributes (examples: price, name, color, gender etc...) data,
you move the data from “Sheet1” column “Count” to the column “configurable_variations” in the
import file.

Examples of Wrong Images

● Wrong Images are:

● Images on models that show face of the model
● Images that aren’t on pure white background
● Images aren’t to THE LIST image guidelines
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● Those images should be sent to Vladimir [[email protected]] for

rendering

Making Dealer Account

● Go to Customers > All Customers

● Click on Add New Customer

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● Fill all the information you have and go to “Do You Want To Make This Customer As
Seller ?”
● Put the dealer business name in “Shop URL” field and mark Approve Seller

● And save the dealer

Assigning products to dealer account

● After approx 1 hour you made the account, you will be able to find it under Marketplace
Management > Manage Seller
● Open the account
● Go to Product Assignment
● Select “NO” from a dropdown, and put the sku of the products from that dealer
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● When you filter the products you want, mark them all press ENTER and save.

● Repeat the process until all the products are assigned to the account

Parse Hub Guidelines

Download Parse Hub.

Login to it using:
Username: [email protected]
Password: DataEntryteam17

1. Parsing from 1stdibs

When you open the app, if you want to scrap from 1stdibs you go to “ My projects”
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After that click on “Edit” for “ Sve”

Go to settings
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And change the link of shop page here

After that just click on “Get data” > “Run” > “Save and Run” . Everything is preselected and you
will get all the information that they are showing there.

When its finished click on “CSV” and you will download the file.
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Delete products that are “On Hold” or “Sold” in “selection1_selection4”.

After that copy paste the “selection1_url” column in a separate file.
Save that file as “import.csv” and put it into the python folder.
Make a folder for images.

Now you have to open the Python folder in Command Prompt.

After you open it you run the image script by writing:

New_scraper_python3.1.py Import.csv ( File with links you copied) folder name ( folder you
premade for images) file name ( what ever name you want to give for file In which images
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names will be) 1000

In a file you should use formulas to separate first image name from the rest. Formula is
“=left(b2,10)” , then in next column use this formula to separate the rest of the images from the
first “=right(b2,len(b2)-11) and finally use this formula to remove the coma at the end of the
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image names “=left(d2,len(d2)-1).

You will have first image name in column in which you used first formula, and the rest of the
images in column in which you used third formula.
Now using “vlookup” formula you can assign images to products in a file you got by scraping.

Images should be transferred on a server, for which you need to ask Kamil for access to it.

2. Parsing from other websites

You can find instructions in their website.

And here https://www.youtube.com/watch?v=ECdAir7Mxy4

Preparing Images for uploading

● You need to put front image name in “base_image , small_image, thumbnail_image and
swatch_image” in import file
● Rest of the images goes to “additional_images” in format like this:
image2.jpg,image3.jpg,image4.jpg (NOTE: there should be no blank spaces in this
column)
● NOTE: names need to be called exactly how you put it in the import file. Try always to
remove blank spaces from image names, otherwise you won’t be able to import
products.
● When you import products via csv you need to import images to server first. You are
importing images to this path: /var/www/html/pub/media/import
● You upload entire folder to the server, with images.
● You can change image names with https://www.bulkrenameutility.co.uk/Download.php
● When you check the csv and you are able to import it, you need to put the path to the
image folder but you write only “pub/media/import/image-folder” in “Images File
Directory”

Updating Images
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● In case you need to upload large amount of rendered ( modified) images, you upload
images to the exact folder on the server, and overwrite existing ones.
● When you are done with uploading and overwriting images, you need to run the import
again

Removing out of stock products

● Go to System > Export

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● Export the products you need

● Get the latest version of product feed, and remove older season which aren’t uploaded
to the website.
● Compare dealer IDs or Product titles from product feed with export file with “vlookup”
function. Compare both unique ID and Group ID with “seller_sku” from export file in the
export file.
● Remove the products for which you got a result, and keep products that have “N/A” in
both columns (those products aren’t in stock anymore)

Getting only New Products from the feed

● Compare Unique ID and Group ID with seller sku in feed file. Delete all products from
the feed file for which you get an result, and keep only N/A. Those are the products that
arent uploaded
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● Then go to System > Import

● From Import Behaviour dropdown select “Delete”
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● Import the file in which you are left with only out of stock products
● And run the import