09. Import-Exports

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

Originally written by John Hardwick, last updated Jul 27, 2026, on the Swan Retail knowledge base (FRS).

Part of: Product Creator - v1214

This document relates to spreadsheet version 1214.1.00 onwards

The Product Creator spreadsheet is constantly evolving, new features and issue resolutions.

This document details how to upgrade from a 1207 or later version of the spreadsheet to the latest version.

In addition to upgrading, it may be necessary to export product data from SwanFRS and to load this into the spreadsheet.

The Imports section of the main menu allows these two processes to occur.

Clicking generates a sub menu

Previous Version

When the spreadsheet is opened (and subject to the PC having access to the internet), the menu will display a warning if there is a newer version of the spreadsheet available.

This is displayed on the main menu but also as a ‘splash’ screen when the spreadsheet is first opened.

Subject to having a login code, it is possible to click the DETAILS button on the main menu which will open the PCs default browser on the Product Creator download page, thus allowing the ‘newer’ version of the spreadsheet to be downloaded.

It is recommended that the latest version of the spreadsheet is used wherever possible.

Upgrading Process

When opening this page, the routine will list all xslm spreadsheets (with macros) already open, providing a pick list.

If the file is not open when the option is selected, the operator may use the FIND FILE button to locate the ‘original / old version' to be imported.

This spreadsheet will only upgrade versions 1207 or later,

If you wish to upgrade from an older version either port to 1207 first then move to 1211 or contact support.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The Title will offer a pick list of all suitable spreadsheets, once selected the version of the spreadsheet will display below the title.
Choose whether the import will bring in reference data or to use the reference data already present in the new spreadsheet.
At this point, the IMPORT DATA button will become active.

Selecting begins the process of porting data from the old version to the new.

The screen will provide progress information in the green message area of the display.

Once completed, the screen will re-display as shown below

This source spreadsheet will be automatically closed by the process.

It is recommended that the new version be saved (with a different name) and then re-opened prior to processing.

Importing From SwanFRS

It is possible to import data from SwanFRS for importing into the spreadsheet.

The process begins with a Crystal Report in SwanFRS – Product Export requires the selection of a supplier and a promotion and generates an export file.

To enable data to be extracted from SwanFRS the New Product Extract 1214 1 report will be required to be plugged into the Report Links program.

This new product extract routine pulls ALL information (products and options) linked to the supplier irrespective of whether they are current or discontinued as a full picture of all data is required in the spreadsheet to reduce the possibility of reuse or put another way changing history.

Running this report presents the following selection criteria

Once the output has been displayed on screen, click the export button and then choose ‘export to excel workbook.

This will offer a series of export formats

Tip - choose the option containing the work ‘workbook'

The export file needs to be exported to XLSX.

Ensure you select the Microsoft Excel Workbook Data-Only option

With the export data file open, click the FROM SWANFRS button

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

The IMPORT DATA button only shows when a suitable source file has been identified.

If the xlsx file is open when the selection is made the name will appear in the pick list allowing the operator to choose it, if not use the FIND FILE button to locate the import file, which when selected will be automatically opened, the name will be added to the list and the import can proceed.

When processing, progress is displayed via a green message bar.

Once completed, the display will change, showing the elapsed time for import.

It is recommended that the new version be saved (with a different name) and then re-opened prior to processing.

File Importer

The file import process will present a list of all open xlsx files at time of clicking the button.

If the desired file is not already open, the operator may search for the file (via the FIND FILE button), thus adding it to the list prior to processing Clicking without a suitable import file produces the following message and the action is blocked.

The list of Data Types is restricted by the Access Mode of the operator.

When importing only mode related data elements will be processed. For Example if the operator is restricted to pricing, data element relating to sizes, descriptions, for example, will be ignored.

When operating as a Web operator only Web related data will be imported.

Source files must be Excel files saved in the .xlsx format.

They must have a header row (row 1) of the dataset and the header row must be linked to the Data Type selected

Un-recognised columns will be ignored.

This process will create new rows if the ‘index’ field is not recognised.

Please note however, It will not use the indexed field to create the new data row

To proceed select the Data Type from the pick list and the source file name (again from a pick list)

Clicking the IMPORT DATA button copies the content of the importer file into the product creator spreadsheet and closes the source file.

The process then checks for an index or column to use as a cross-reference, if such a column does not exist in the load data, the follow warning will be generated and the process terminated.

The import process will only import ‘known’ columns and verifies the content of the field to ensure data consistency, for example it will not process a alpha data into a numerical field.

The screen will show progress of the import data.

Once completed

Upon completion, it will be possible to view the load data sheet in the spreadsheet, where necessary close the main menu and view ‘sheet1’.

The sheet is a replication of the source data with field colour coded to indicate how the cell has been used.

A white background indicated the column has been ignored - either the column header has not be mapped to a suitable data field or the column is a protected field and cannot be loaded into the dataset.
Yellow indicates no changes to the data set, and therefore no action was taken.
Green indicates the field has been used to replace the original data within the spreadsheet.
Red indicates a failure to update due to data type mismatch.

The Sheets1 tab will be automatically deleted once the menu is re-displayed.

File Exporter

Clicking this button opens the file export window

The list of Data Types is restricted by the Access Mode of the operator.

To proceed select a data type from the pick list, then select the columns to export from the list available.

To select multiple data elements hold the SHIFT key on the keyboard when clicking.

To select range click on the first item, hold the CONTROL key and click on the last item in the range

To select all fields, click the SELECT ALL button

To generate the output file select the EXPORT DATA button (which only appears once a data type has been selected).

Once completed, the menu closes and the ‘new’ spreadsheet is presented to screen which will have a single ‘tab’ or sheet and will contain the selected data as specified.

The data is now available for on-wards processing.

The ‘new’ spreadsheet will have a ‘working’ title of Book X where X is a number. At this point it is not saved and as such the product creator will not ‘recognise' it if the File Importer button is selected.

It is recommended that the ‘new’ spreadsheet is saved, given a name before proceeding.

The Product Creator spreadsheet is still open, and is ready for further processing.

To do so click the appropriate menu bar icon to bring the spreadsheet back to screen, the display will be that of the ‘home’ page, to return to the main menu click CONTROL & M or press the house icon.

Consolidated Items (Full Export)

There is a pre-set export which will export all the ‘active’ item fields and where selected all image paths, option questions and attributes set per SKU.

This export allows a full set of item related data to be exported in a single export file, which can then be imported at a later date where appropriate.

See 11. Data Mapping for details of Data Mapping

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