12. Export XML

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

This document details the features of the Exports section of the main menu and is used to generate an export file in a format acceptable to SwanFRS which can then be used to create or update information relating to products within it.

The EXPORT TO SWANFRS button cannot be selected if there is an issue with the data held within the spreadsheet.

The menu displays a large Check Alerts message and highlights the data set where the problem exists, as in the example above there is an issue with the Items data which must be rectified before the export process can occur.

Exporting Data

Clicking the EXPORT TO SWANFRS button produces the following page

The screen is split into two sections

The top section allows the operator to choose which of the seven output formats are required, which once selected, will display the PROCESS DATA button.

When operating with a mode other than Admin the list of export formats will be restricted to that appropriate to the mode set.

The lower section details the last export file generated with four options.

SAVE (FOR IMPORT INTO SWANFRS button generates the actual output file used to import into SwanFRS.
COPY TO CLIPBOARD copied the exported data to the operators' clipboard where it can be pasted into a document as required.
VIEW DATA FILE generates a window showing the contents of the last generated export file

Only visible when the routine identifies a data inconsistency, clicking the VIEW ERRORSbutton presents a screen listing the data elements where a data issue has been found.

Clicking the PROCESS DATA button begins the process of generating export data, the screen changes to provide a progress update.

Once completed a screen similar to the image below is displayed,

There are seven output formats

Ranges, Products, Options and Pricing	It is essential to load SwanFRS with changes to the range, product, or options before loading any of the other choices. Attempting to load data without first importing the reference data will result in the load file being rejected. It is possible to send price changes only via this export, dependent on the ‘Mode’ setting within the spreadsheet. If creating new SKUs, you MUST specify a cost and selling price – the import process will reject the import if these fields are missing from the load file.
Alternative Retailer Codes	When the ‘’legacy System Code’ is used, this XML should be used. SKUs contained within the export file MUST be already known to SwanFRS. If not the file will be rejected when processed in SwanFRS. Legacy data is not included in the products and pricing XML output.
Blocked Option Choices	Use this option to inform SwanFRS there are blocked options in-use. SKUs contained within the export file MUST be already known to SwanFRS. If not the file will be rejected when processed in SwanFRS.
Default Option Choices	Use this option to inform SwanFRS there are default options in-use. SKUs contained within the export file MUST be already known to SwanFRS. If not the file will be rejected when processed in SwanFRS.
Product Sets	Use this option to inform SwanFRS there are product sets available. SKUs contained within the export file MUST be already known to SwanFRS. If not the file will be rejected when processed in SwanFRS.
Sales Departments	This produces a csv output file which can be used to import into the Sales Departments within SwanFRS. See Set Up Sales Departments (1206 onwards) for details.
Web Features	This produces a csv output file which can be used to import into the Sales Departments within SwanFRS. See Set Up Product Web Features (1206 onwards) for details.

Saving the Export File

Clicking theSAVE (FOR IMPORT INTO SWANFRS button, opens a ‘save as’ window whereby you can navigate to the folder designated to save the export file.

This is generally the XML folder on a file share which will then allow SwanFRS to view the load file and import it.

For Swan hosted companies, it is suggested that the operator uses the Dropbox folder (<company name>\XML) to save the data file – this enables it to be loaded into SwanFRS without having to move the saved XML data file across the network.

When naming your file, avoid using the full stop in the narrative. E.g., Supplier.Range.xml will cause a load issue.

Once a filename has been selected the system will automatically append this with the type of export file it contains and as for confirmation of the filename

Once confirmed the system will update the ‘sent' data flags which prevent changing of key reference data thereafter within the spreadsheet.

It is not possible to export the XML if it contains an error.

File Locations

This is an alternative to the save to file, Save To File button.

Once the data in the Preview tab has been refreshed (via the Generate XML button) and has been checked f or errors, the next step is to create the import file.

Ensue, the Correct load path has been defined within Set Up Application Parameters. The CATALOGUE_PATH should be set the folder on your server where XML load files are the processed. Typical paths are listed below.

Hosted systems: \\fs-01\importexport\<Retailername>\<Retailername><Live>\XML\

Please ask your implementation consultant for your <Retailername>

On Prem system: c:\inetpub\wwwroot\FRS<LIVE>\XML

If using your test system, replace <Live> with TEST

The < > should be omitted and are used to indicate names (words) which will vary on your system.

Open the folder using File Explorer.

Right click in an area of white space, selected New, then Text Document.

This will create a file called New Text Document.txt – select (highlight) this file, right click, and select Rename.

Change the name to <Name>.xml where <Name> is your filename – it is suggested this is the supplier / vendor’s name.

If you do not see the .txt suffix, tick the File Name Extension box in the View Tab. If this does not resolve the problem, please consult your system administrator to have your PC’s settings changed

Changing the filename and suffix will produce a warning like that shown below – click YES when prompted.

Having changed the filename, right click again, and select Open With, then click Notepad.

Having opened the file with Notepad, return to the Excel^® document.

Within the Excel – click on any cell in the Preview Tab, then press and hold the Control Key followed by the A key (all cells should be highlighted). This is the control for selecting All cells.

Then press and hold the Control key and then the C buttons – this is the instruction to copy all cells the clipboard - nothing changes on screen.

Now return to your Notepad window, clicking anywhere in the white space within the window.

Now hold the Control key and press the V button.

This will paste the contents of the Preview tab into the notepad. The contents will be like that shown below.

Finally, Close (and save) the window.

The product load file in now ready for processing within SwanFRS.

Apple / IOS directions

How to get the XML data from the Preview sheet in the product creator spreadsheet in to SwanFRS on a Mac -

Open the Mac app called

“TextEdit” (it is a standard OS app, like notepad on Windows) - this app can be found in the “Applications” folder or hit CMD + SPACE on the keyboard and type “TextEdit"

Create a

"New Document", then from the top menu go “Format > Make Plain Text”

Next copy the XML data from the preview sheet and paste it into the text document.
From the Text Edit menu again, click

"File > Save” then name the file and change the file extension from .TXT to .XML and save it.

This file can then be copied in to the shared SwanFRS Syncthing folder ready for import.

Importing XML Data into SwanFRS

To Import the file within SwanFRS, use the Import Catalogue routine.

For more details of this routine, please refer to the XML Product Import Guide

Check the bracketed element of the load file name to ensure you’ve chosen the correct ‘upload type’ from the pick list. Mismatched data sets will cause the import to reject the data.

When importing products choose the Collections, Products, Options and Prices option.
When importing Alternative SKUs, select the Alternative Retailer Codes option
When importing sets, choose the Product Sets.
When import Blocked items selected Blocked Option Choices.
When importing Default options, select Default Option Choices.