File import
Upload the sort/category Excel, media package, and stock offset file to the company, monitor the processing result.
File import screen is where the catalog team uploads prepared files that bulk transfer data to PIM. From here, you send three types of files: product sort and category binding Excel, media order file or .zip package containing images, and stock offset file. When the file is uploaded, it is not processed immediately but queued; you monitor the processing result from the File states list at the bottom of the same screen.
For step-by-step instructions and video on bulk uploading multiple product photos via zip, see Bulk photo upload with Zip.
To create product cards or update product fields via Excel, use the Excel import or Bulk product upload screens instead of this screen.
Accessing the screen
- Follow the path PIM & Catalog › Operations › File import in the left menu.
If you do not see it in the menu, your account does not have permission for this screen. If you get a permission warning when opening the screen via a link, contact your administrator.
Screen sections
- Title: File import and the Upload button at the top right.
- Settings card: Company, Process type, Media list visible only for photo type, and the Delete category and sort rows missing from the Excel checkbox.
- File area: Area where you drag and drop or click to select the file. During upload, a progress bar appears below this area.
- Warning strip: Visible when the delete checkbox is checked.
- File states: Processing results of previously uploaded files.
Upload settings
| Field | Purpose | Tip |
|---|---|---|
| Company | Determines which company's setup the file will be uploaded to. | If there is only one company in the list, it is used automatically. If multiple companies exist, the screen does not select one automatically; you select to avoid sending the file to the wrong company. |
| Process type | Sort / category, Photo, or Stock offset. Default is Sort / category. | The file content mainly determines what it will do. When Photo is selected, the media list is also sent with the file. |
| Media list | Determines which list the uploaded photos will be linked to. | Visible only for Photo type. If not selected, the first media list in the list is used. If you change the company, reselect the media list; the previous company’s selection is not cleared automatically. |
| Delete category and sort rows missing from the Excel | Deletes all manual category bindings not present in the file. | Effective only for files containing category/sort. The checkbox appears and is sent for every process type. |
When you select a company, the import setup available for that company is displayed on the settings card as "Setup: …". If no import setup exists for the company, the No import setup found error and Retry button appear; in this case, you cannot upload for that company.
Operations
File upload
Use this to send your prepared sort/category Excel, media package, or stock offset file to PIM.
- Select the company from the Company field.
- Select the appropriate type for your file from the Process type field.
- If you selected Photo, verify the correct list is selected in the Media list field.
- Drag and drop the file into the Drop the file here or pick one area or click the area to select the file. The selection window shows .xlsx, .xls, .csv, and .zip files. The hint below the area changes according to the selected type: for Photo type, it says "Image order Excel (.xlsx, .xls, .csv) or .zip containing images.", for other types it says "Excel (.xlsx, .xls), CSV or .zip (e.g. media package)." The selected file name appears as a blue tag in the area. Selecting another file replaces the previous one.
- Click the Upload button at the top right.
- In the Upload the file? box, check the file name, company, and process type. For photo uploads, the box also shows which media list the photos will be linked to. If the delete checkbox is checked, the same warning appears here and the confirm button is red.
- Confirm with Upload or close the box with Cancel.
When confirmed, the box closes, the Upload button changes to Uploading…, and the file area becomes inactive until upload finishes. A progress bar appears below the file area:
- While sending the file, percentage (e.g. %45) and progress bar are shown. You can cancel the upload with the Cancel button; the row disappears, but the file remains selected.
- When the entire file is sent, the row shows Server is processing. This stage can take long for large .zip packages.
- If sending fails, the row shows Upload failed and error text, and a Something went wrong notification appears. Retry resends the same file; you do not need to reselect the file.
During upload, company, setup, and (for photo type) media list are rechecked. If the setup does not match the selected company or the media list does not belong to that company, the file is not queued and the row shows Upload failed.
When upload succeeds, a File queued. notification appears. The notification reminds that files with errors will not be processed until fixed. The selected file is cleared and the File states list refreshes.
The Upload button is disabled if no file is selected, no company is selected, no setup exists for the company, no media list exists for photo type, or an upload is in progress.
Uploaded files cannot be retrieved from this screen. Especially when the delete checkbox is checked, ensure the file is complete.
Upload with deleting missing category bindings
Use this to synchronize category bindings exactly with the list in the file.
- Check the Delete category and sort rows missing from the Excel box.
- The screen shows the warning: "With this option, ALL manual category bindings not in Excel will be deleted. Ensure the file is complete."
- Select the file and continue with Upload. The warning repeats in the confirmation box.
This option affects only manual category bindings and only works with files containing category/sort. Checking this box with a partial file removes all bindings not present in the file.
Reviewing file result
- In the File states list, click the three dots (Row actions) button on the file’s row.
- Select Result details.
- The opened box shows the file name in the title, and type and date below. The box displays the status badge, result message, and if available, detailed content of the operation. If details are structured data, they are formatted for readability. If no details exist, it says There is no detail body for this file.
File states list
The list is independent of company selection; it is visible without selecting a company. If a file is being processed, the list refreshes automatically every 5 seconds. To refresh manually, click the Refresh button in the header.
| Column | Meaning |
|---|---|
| File | Name of the uploaded file. |
| Type | Process type of the file. |
| Date | Upload time of the file. |
| Status | Processing status of the file (see table below). |
| Reason | Result message from the operation. For faulty files, error explanation is here. |
| Row actions | Opens the Result details box. |
If no files have been uploaded yet, the list shows No records found and "No processed files yet."
Statuses
| Status (on screen) | Meaning | Next step |
|---|---|---|
| Processing | File is queued or being processed; no result yet. | Wait. The list refreshes automatically. |
| Sent | File processed successfully. | Check the result on the relevant product or category screen. |
| Failed | File could not be processed. | Read the Reason column and Result details, fix the file and reupload. |
Common situations
- Upload button is not clickable. Company, file, and (for photo type) media list must be selected; the company must have an import setup. If "Setup: …" line does not appear on the settings card, check the company selection.
- No import setup found. The selected company has no setup capable of file import. Select another company or contact your administrator for setup.
- Media list is empty. If no media list is defined for the company, photo upload is not possible. Contact your administrator to define the list.
- Photo upload ended with "Upload failed." If you did not reselect the media list after changing the company, the previous company’s list may have been sent. Select the new company’s list in the Media list field and click Retry.
- Upload stays at "Server is processing" at 100%. The entire file has been sent; the server is receiving and queuing it. This stage can take long for large media packages; wait for the File queued. notification.
- File shows "Failed." Files with errors are not processed until fixed. Fix the file according to the message in Reason and reupload.
- Screen shows "PIM service not configured." Your setup does not have a PIM connection defined. Inform your system administrator.