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Managing Catalog Items via SFTP File Drop

This article covers how to:

  1. Prepare your file
  2. Upload your file
  3. Review success and error reports

NOTE: The Catalogs folder must be configured prior to your first upload. Configured folders include a PDF document that outlines the configuration settings. Don't see the document? Talk to your Customer Success Manager to configure your folder. 

1. Prepare your upload file

Catalog Upload files can include catalog items that you wish to add, update or remove from current Catalogs. You can also create brand new catalogs in your file as well (details below). Refer to the PDF in your catalogs folder in your SFTP client for details on required headers you must include in your file.  Your file should include one record (row) for each catalog item you wish to add to, update or delete in GoSpotCheck. Additionally, it should include headers for any fields you intend to update.

Note: All catalog fields must be prefixed with "c_"

Creating New Catalogs

In addition to updating existing catalog items, it is possible to create catalog items in a new catalog. If records in the file are not matched to an existing catalog in GoSpotCheck based on c_name a new catalog will be created.

There are few requirements that must be met in order to create new catalogs successfully.

  1. The update action above must be configured to "Create" when a record in the file does not exist in GoSpotCheck. If this is configured as "No Action" then the catalog will not be created.
  2. The name of the new catalog must be provided. All catalog fields must be prefixed with c_, so this field should be named: c_name.
  3. If you have custom properties for your catalogs you may include these as well. Again, these must be prefixed with c_.
    1. For example, c_ catalog_property.
Currently, it is only possible to create the new catalog. Updates or status changes are only applied to catalog items. GoSpotCheck requires that all catalog names be unique. If the catalog name has already been taken this will be indicated in the error.

2. Upload your file

When you're satisfied with your file, save it and drag it into the Uploads folder in your SFTP client (📁 PATH: catalogs/upload). Files are picked up and processed approximately every 10 minutes. 

Files uploaded to the Uploads folder are first matched to existing places in GoSpotCheck. This is an important step as it prevents the creation of duplicate records. 

An exact match on the matching primary key is required (field(s) in the file match identically to the Place in GoSpotCheck) . Exact matches are case sensitive. Be mindful of leading zeros as spreadsheet programs often remove these by default.

3. Review the success and error reports

Once your uploaded file has been picked up and processed, it will be moved to a timestamped Results folder (📁 PATH: catalogs/results/{timestamp}).

  • If successful, results will be written to a file of the same name with the suffix _success.csv.
  • If there are errors, an error file will be written with the suffix _error.csv.

It can take several minutes for the log files to be written. Review the error files to determine what corrections need to be made before re-uploading the upload file.

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