Updating Digital Assets with the Digital Asset data Template import V2.2

1. Digital Asset data template

SyncForce has provided a Digital Asset Data Template that can be used to update existing Digital assets.

This template main sheet DigitalAssetData shows the key information, the segmentation, if connected, the linked Campaign and the digital collection locations and, depending on the configured report, shows the thumbnails and number of Digital assets in this report.

This template can be configured to show the archived, the draft + published Digital assets or the Digital assets that need to be completed (To be completed Digital assets is a list of Digital assets with no selected brand, market, Subtype or Digital asset name). The template also has the option to pre-filter on Digital asset team, Digital asset types or Digital asset collection (please consult your implementation partner if such a pre-filtered report is preferred).

If Thumbnails are not needed (because the file can grow too big to handle), the parameter NoThumbnails can be set to 1. Otherwise Thumbnails will be added when the total number of selected Digital assets is less than 10.000.

Please note that only the sheet DigitalAssetData is actually used for updating existing Digital assets. The remaining sheets are meant to help you to choose the right values for editing a Digital asset.

When updating a Digital asset, do not change the coloured ▉ cells or the columns with orange values

The shown thumbnails, depending on the amount of Digital assets (less than 10.000) or a setting it is visible, are for your information only, it will not be imported or updated.

The Instructions and Parameters sheet is also important: you can see the version of this export, the default language, the ImportKey and PersistenceKey that are configured and are used for importing, please do not alter these values.

There are 4 parameters that can be set:

• Release Products:  If this parameter is set to ‘True’, products that had the status 'Released' before the import update will automatically be released again after the import is done.
• Change Digital asset team: Change (True) or ignore (False) the Digital Asset team column         (this does not trigger relate products to go in Revision)
• Append to digital Asset collections: Add the Digital Asset to Digital Asset collection locations (True) or remove the Digital asset from the current Digital Asset collection locations and set the new Digital Asset locations as provided in the DigitalAssetData Digital Asset collections column (False) (this does not trigger relate products to go in Revision)
• Ignore Segmentation: Replace segmentation (Brands, TargetGroups and Markets) with values from this template (False) or skip setting the segmentation (True)

2. Import

You can update the following information for a Digital asset:

• Digital Asset name
• Keywords
• Subtype: Refer to sheet SubType to select the subtype that can be set for this type
• Status: The status can be set to Draft, Published, Archived or Deleted (beware that when the status Deleted is chosen, this Digital asset will be removed from SyncForce)
• Digital Asset team: Refer to sheet DigitalAssetTeams to select one of the available Digital asset teams (also depending on parameter Change Digital asset team found on sheet Instructions and Parameters)
• Photography: The values can be set for the given subtype. This can be found on the sheet SubType where per Angle, Facing or Presentation can be confirmed that you can set a value

• Angle: Refer to the sheet Photography to select the value that can be set.
• Facing: Refer to the sheet Photography to select the value that can be set.
• Presentation: Refer to the sheet Photography to select the value that can be set.

• Attributes: per Digital asset type a number of attributes can be set (ie the cell is coloured blue or blank) this can also be found on the sheet Attributes. There are different attribute types:

• Date: use the format yyyy-MM-dd (2021-11-17) (before changing this value set the cell value type to Text, otherwise the value might change to a value that cannot be imported)
• Text
• Single Select: Refer to the sheet Attribute values, for setting the correct value for the corresponding attribute
• Number no decimals: do not set this with a value that has decimals
• Number with decimals

• Target groups: For setting the Target Groups there are 2 options:

• Campaign: Refer to the sheet Campaigns for setting the correct Campaign
  No Target group information needs to be set, this is managed by the Campaign
• Per Target Group you can set the availability:

• Always available
• Never available
• From 2021-05-05 until forever, use format yyyy-MM-dd
• From 2021-02-03 until 2022-02-02, use format yyyy-MM-dd

• Brands: because an Digital asset can be set to one or multiple brands you can mark or unmark a brand with an X for a Digital Asset
• Markets: because an Digital asset can be set to one or multiple markets you can mark or unmark a market with an X for a Digital Asset
• Digital Asset collections: Refer sheet DigitalAssetCollections for setting the correct Digital Asset Collections location, also when more than one location must be set, use the | as separator (also depending on parameter Append to digital Asset collections it will override or add to the current Digital Asset collections

It is also possible to Remove value(s):

It is possible to remove the value for Digital Asset name, Keywords, Photography part or Attributes. Simply update the cell value with the value NULL, and the value will be deleted for this Digital Asset in SyncForce.

Important!

DO NOT rename or remove any columns or sheets; the template will not be processed

STRONGLY RECOMMENDED: import the template on the cloud environment first before importing on the live environment.

3. To be checked

• Check if a Ref Nr. is not found on more than 1 line/row.
• Check that all sheets are in the template
• Be aware that the template is not too old, (see execution date on the DigitalAssetData first row and if,  between generating the sheet and executing the import, the configuration is still valid)
• Check that the parameters are set with the correct values (either True or False)