How do I import and export shared documents?
Purpose and scope
Do you have products that share the same documents? If so, the Shared Product Downloads feature is for you! This feature allows you to specify the relationship between products and the documents that you share on the detailed product screen in WebShop.
By default, there is a 1:1 relationship between product and document, which may lead you to import the same document multiple times. When enabled, the Shared Document feature allows you to change the relationship to a Many:1 relationship between product and document, so that you can import the document once, and link it to multiple products using the product code as the product identifier.
This article provides a step-by-step guide on how to use our spreadsheet import/export functionality to
specify the relationship between products and the documents you wish them to share in WebShop,
import your shared product documents.
Key points
We recommend that you read 'Managing files in Management Interface' to understand how documents are stored on our platform, 'Understanding product administration in WebShop' to know how the import/export spreadsheet feature operates, and 'Shared Documents in WebShop' for more information on this feature before following the steps outlined in this guide.
Step by step
Step 1: Log in to the Management Interface
Enter your username and password, and select Log in. This opens the Management Interface on your Dashboard.
Step 2: Set up your directory structure
Open Files.
If it hasn’t already been created, create the ExtraDocs folder under Public files.
Add new folders for each set of associated documents.
Upload documents into the relevant folder.
The directory structure is used when creating the spreadsheet.
Example
Suppose you have a document you wish to make available for download that includes all the headphone products listed in WebShop.
In Files, under Public files | ExtraDocs, create a folder called Headphones, and upload the file (SharedFile-A.txt) to it, as shown.
Step 3: Import shared product documents
Use our product import / export spreadsheet feature to import shared product documents quickly.
Either manually create a spreadsheet with the information you wish to import. The spreadsheet contains three columns as follows:
Product code (SKU) - the product identifiers with whom you want to share the related documents
DocFolder - the name of the folder where the shared document is found in the File Library
DocGroupTitle - the heading displayed on the Downloads tab in the detailed product screen in WebShop
Alternatively, export a spreadsheet of existing data using the “Export Product Documents” feature on the Product Listing screen and update it as needed.
More information To export a spreadsheet of existing shared document data,
 Example continued You want to make the file (“SharedFile-A.txt”) available to two Headphones products with product codes (SKU): BEYP100WS and BEYPNY50WS. As previously shown, the file is stored in a folder called Headphones. The spreadsheet (saved as “Aphix-All-Shared-Documents-2024-01-15.xls”) contains the following data:  |
Select Import Product Documents from the drop-down menu to the right of the Product Catalogue screen. This slides a menu out from the right of the screen from where you can select your images.zip file.
Click “Select Document Spreadsheet“ and select the spreadsheet from your file directory.
Toggle the available options to specify the relationship between products and product documents.
Option | Click ‘Yes’ to | Click ‘No’ to |
|---|---|---|
Remove Matching | Remove existing relationships between products and product documents for all product codes (SKUs) listed in the updated spreadsheet. | Append new relationships for all product codes (SKUs) in the updated spreadsheet to existing product:document relationships. |
Delete All Download Links | Remove existing relationships between products and product documents. | Append new relationships to the existing list of product:document relationships. |
Click Submit. This creates the relationships between the product code and the documents as specified in the spreadsheet, adds the Downloads tab in the detailed product screen and lists all documents contained in the specified folder under the tile you’ve provided.
Remember that changes are immediately visible in WebShop.
Example continued
To upload the spreadsheet created in the previous step, click Choose file and select “Aphix-All-Shared-Documents-2024-01-15.xls” from your file directory. Click Upload Shared Documents. This imports your new product:document relationships.
Verify import
Your customers can see available documents to download once you have imported your changes.
To verify that the relationships created between product and document are correct, view the detailed product screen of the product(s) in WebShop and check that the same document is listed under both products.
Example continued
The two products - with product codes BEYP100WS and BEYPNY50WS - have been updated with the new documents. One document is stored on our platform, but it has been successfully linked to two products, as shown:
