01. Menu Operation

Created by Migration Bot, Modified on Fri, 23 Oct at 2:30 PM by Migration Bot

Originally written by John Hardwick, last updated Jul 28, 2026, on the Swan Retail knowledge base (FRS).

Part of: Product Creator - v1214

This document explains the menu structure of the SwanFRS product Creator

This document relates to spreadsheet version 1214.1.00 onwards

SwanFRS Product Creator 1214.x.x is designed to work with SwanFRS release version 1210 or later.

The spreadsheet is designed around a menu, however dependent upon configuration it may display the home page rather than a menu when opened.

To display the menu, either click the ‘home’ icon, press CONTROL and M on the keyboard or press the OPEN MENU tab at the bottom left of the page. This tells the spreadsheet to show the ‘main menu’.

The menu is structured to provide optimum information.

Dependant upon the mode assigned to the operator, functions and features will be restricted. When operating in restricted mode, the menu displays a heading immediately above the catalogue title displays the restriction.

The restriction mode is adjusted via the button.

If the operator is not recognised, they are assigned the ‘Enquirer’ mode which prohibits data change but provides data visibility.

In addition to the operational buttons (described later in this document), there are several areas of significance, identified with a number below

Bullet	Details
:1_one_square_red:	All menus show the type of data content, purpose of the menu in the top right (in the blue header or in the title bar). The main menu, will show the last saved date and time (in the title bar). This page, and others, offer a video button, which when selected allows the operator to view a short video relating to a subject of their selection. This is the only place in the spreadsheet where ‘guidance videos’ are available. Access to the internet via a browser is required to view these videos. To view videos, the operator must have access to the SwanFRS Knowledge share. The video icon is repeated on several pages throughout the spreadsheet. This section also holds the ADMIN button which, subject to entering the correct password, allows the operator to specify how the spreadsheet is to operate.
:2_two_square_red:	The check alerts notice appears on the menu when subject data would cause a problem if sent to SwanFRS. Whenever the Alert is displayed, the EXPORT TO SWANFRS button is disabled. Buttons on the main menu will show with a bright yellow background highlighting that there is an issue with that particular dataset which needs to be corrected before data can be exported via the EXPORT TO SWANFRS button. The menu displays alongside each ‘button’ the number of data rows held and if one or more rows has a data inconsistency the number of rows is highlighted yellow.
:3_three_square_red:	The question mark icon provides a listing of tips and shortcuts, particularly useful when using a data tab as opposed to a data menu. The CLOSE MENU button hides the menu and returns control to the ‘home’ tab or another ‘tab’, where selected. The DOCUMENTATION opens a web browser with the documentation site preloaded. This requires the operator to have access permissions to the Swan Support forum. The menu can be re-displayed by clicking the ‘home’ icon or pressing CONTROL & M on the keyboard. The question mark icon is repeated on several pages throughout the spreadsheet.
:4_four_square_red:	This section displays the catalogue ID, supplier and user defined version, thus enabling the operator to quickly see the dataset being worked on. When operating in restricted mode, a yellow notice appears showing the operator’s access permission.
:5_five_square_red:	There are several ‘button’s’ grouped in to like subjects on the main menu. These can be marked as active or disabled, via the green/pink click link to the left of the button itself. These settings can be locked in place within the ADMIN section of this document. Several buttons show a bracketed number to the right of the button name, this number indicates the number of data rows of that particular type. For Example RANGE (95) indicates there are 95 ranges in the spreadsheet. Where the button shows a second number, RANGE (95/44), for example there are 44 archived ranges linked to this supplier. If button displays with a bright yellow background, this indicates there is a data inconsistency which must be resolved before the spreadsheet will allow exporting of XML data. Where configured the PRODUCTS and CHOICES buttons offer access to the ‘raw’ data, this is achieved by clicking the button displayed to the right of the main button with a table image. This opens the raw data tab whereby the operator may change information stored.
:6_six_square_red:	The blue text displays in the lower right corner of the main menu shows the last revision date and version number of the spreadsheet. As part of the opening process, the spreadsheet checks for the latest version available for the version of SwanFRS being used. If a newer version is available, the display shows a pop-up message when the menu is first displayed, and displays a reminder message in the bottom right corner of the main menu stating the newer version number and its release date. Clicking CLOSE removes the pop-up notification, leaving the reminder message on the main menu. Clicking the DETAILS, subject to permission opens the product creation knowledge page whereby the latest version can be downloaded. It is recommended that the newest version of the spreadsheet is used at all time, as this will have been issued to resolve a bug or add a new feature.

The main menu is broken down into sections, each dealing with a separate aspect of data, each area is presented with a grey boarder and is detailed separately.

There is a separate document for each of these areas - linked to each are listed below.

Subject Area	Description
02. Admin Button	Main Menu bar Access to control settings and catalogue data.
03. Ranges & Products	Range and product maintenance.
04. Options & Choices	Option (questions) and associated choices (answers).
05. Extras	Ancillary controls linked to products.
06. Pricing	Pricing features.
07. Reference Data	Reference data required to map with SwanFRS.
08. Miscellaneous	User notes and update history.
09. Import-Exports	Import data from older versions of the spreadsheet or for an extraction in SwanFRS.
10. Data Fields (within Import-Export)	Export data for use in other systems, with the option to import data into the spreadsheet.
11. Data Mapping	Mapping controls allowing predefined spreadsheets to be converted and imported into this spreadsheet.
12. Export XML	Send data to SwanFRS.