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Records Format Data Entry

Records has a significant advantage over using PROS when you are submitting a large order that requires a lot of data. In PROS you must use “Options” for each product, select the data fields and enter the data one line at a time. In Records all data is entered into a spreadsheet prior to starting the job.

Records products are different than PROS products. PROS products are drag and drop an image and add data via options. Records products have each image node and each data node “mapped” to pull the images and data from a field in a database. All the image nodes and data fields have default mapping that can be changed. This document deals only with using the default mapping.

Spreadsheet Data Entry

We provide information here specifically for using Excel to create your database but the information will work for most spreadsheet software. A typical spreadsheet consists of columns named A,B,C and rows named 1,2,3. The intersection of each column and row is called a cell. Row 1 is the Header and contains the Field Names for the data in each column. To create your database one piece of data is entered into each cell. Each column must have a “name” (called the Header) and the name must exactly match the default mapping name in the Records products. These Headers are entered in Row 1. You don’t have to guess or go look for them – we’ll give them to you!

The easiest way to begin the process is to open a new spreadsheet and add all the Field Names/Headers. Then save the spreadsheet as a template. Now each time you start a new job you can open the template, create your database, and “save as” the job name. You never have to enter the field names again.






Individual Images are always in a cell named Images. Team or Group images are always in a cell named Images2. Enter your first individual image into the cell in Row 2 under the Header Images. Enter it exactly as the image is named – example DSC_1234.jpg. If there is a team or group associated with the individual enter that image name into the cell under the Header Images2. Then enter each piece of data associated with that individual under the appropriate headers.

Save as .csv

Once you have entered all the data, the database spreadsheet needs to be saved. You should “save as” the job name for easy reference.

In order to use the database in Records, the file must be a comma delimited text file. This file format is commonly called a CSV and will look like: jobname.csv.

When saving your database file, always save it in Excel (or your database program) as a: CSV (comma delimited) (*.csv) file.

When the data is entered and the file is saved, it can then be imported into a Records order. Records will automatically find the image(s) and data and add them to each product ordered during the match images process.

Package Definitions and Summary Prints

There are important rules to follow related to how packages should be named and entered into the database and how to insure that a Summary Print is included for each order.

Creating and naming packages will be addressed later – for now you need to know that a package should be given a letter as the name of the package (A - B - C) and should be entered into the database under the Packages Header in the format Package-Quantity. (A-1 or A-2). When more than one different package is ordered, then separate the packages with a semi-colon (A-1;B-1). Make sure there are no spaces in the package string(A-1 ;B-1).

In PROS the Package Summary print gets added to every PAP order automatically. In Records you have to add the Package Summary print as a product. The product is a no charge item. Two data items are included on the Summary and come from your data fields Player Name and Team Name. That can be changed with custom mapping but remember we’re only dealing with default data mapping right now.

To insure that the order for each person comes packaged with a Package Summary for that person, you must create a package consisting of ONLY a Package Summary. This is detailed in creating packages. For now you need to know, as you are creating your database, you must add that package under the Packages Header to every Row in the database.

Additional Data Entry Notes

Our sample showing default field names includes First Name – Last Name - Player Name. We use this in lab data entry when a customer wants something on a product other than the full name. Doing this requires custom mapping that isn’t addressed in this document.

Most of our Trader Cards have field names as part of the design. Leaving those fields blank in your data will result in a blank field on the card (Coach:            ).

Studio Name and Studio Phone are printed in the white margin on Trader Cards. Those fields should be included in your data.

DO NOT use commas ( , ) or Quotation marks ( “ ) in any data fields.

Our sample data shows default fields for Standard Sports products. School products and some non “ball” sports will have different fields. Contact us if you need a sample of those fields.

We can point you to a handy little program that allows you to create a text file of the image names in a folder that can be used to prevent having to enter all the file names. Contact customer service.


After the data file is created, you can proceed to the Image & Data Import process.