We developed our own dedicated spreadsheet import system inside of Reprtoir.
Usually services such as distributors have an upload option to upload xls or csv spreadsheets but in Reprtoir users fill in a spreadsheet that they access online. It is already structured and it performs various verifications in order to see if your metadata is properly formatted before being imported into your account.
You can access all of your spreadsheets (whether they are still drafts or they are finalised and already imported) in the IMPORT/EXPORT pane that you open by clicking on the IMPORT/EXPORT link.
Creating the spreadsheet
Creating a spreadsheet within Reprtoir is easy. Just follow these steps:
- Click on "New", select "Album" and in the sub-menu select "From a spreadsheet"
- The "NEW SPREADSHEET" pane opens up. In there you type in the name of your spreadsheet and click on “CREATE"
- Upon clicking on "CREATE", you are immediately brought to the spreadsheet you just created in a new tab of your browser.
Here's a little video demonstrating how to create a spreadsheet:
Filling up the spreadsheet
Once you're in your spreadsheet you can start filling in all the mandatory fields that contain a little star in their header.
The mandatory fields to import spreadsheets are:
- Track Catalog
- Track Position
- Track Title
- Track Main Artists
- Album Catalog
- Album Title
- Album Main Artists
Here a little video showing you how this works:
Adding columns to import your own tags
Our spreadsheet systems also allows you to import any type of tag into your account. For example, let's say it is very important for you to import the following data:
- Tempo information in beats per minute
- The year of release of your albums
This is something that is very easy to do in Reprtoir and here is how it's done:
- First, you must create your tag categories inside of your account. We explain how to create tag categories in our article Tagging and filtering in Reprtoir. In our example above, we mentioned the importance of importing tempo and year of release information, so those are the categories we would create.
- Then you can go ahead and either create your spreadsheet or load it up if it is in draft mode from inside your IMPORT/EXPORT pane.
- Once inside your spreadsheet, click on "Add a tag category column"
- First, choose one of the 2 tag categories from our example: “Tempo (bpm)" or "Year of release"
- A new field on the right will appear with two options "Tracks" or "Albums". Choose "Tracks" if the tags you intend on importing only concern the tracks themselves. For instance, tempo information is usually only assignable on the track level because songs within an album will have different tempos. On the other hand, choose "Albums" if the tags you intend to import are only relevant on the album level. For example "Year of release" usually applies to albums rather than the tracks inside those albums. But you can choose to assign tags to the elements you want. We just give you the possibility of organising your tags on the track or album levels.
Here's a video to show you how it's done:
Spreadsheet verification, correction and validation
Before importing a spreadsheet, our system must validate its metadata and verify that all fields and their data are properly formatted:
- Once you are done with filling in your spreadsheet you click on the "IMPORT" button.
- The system will start analysing the metadata you entered and look for errors. If an error is found, the system will prompt you to correct it by highlighting the line where the error is present as well as indicating the concerned cell with a red mark.
- Once your spreadsheet is properly formatted you can import it by clicking once more on “IMPORT"
- When you head back to your album list and refresh, your freshly imported album will be present
To demonstrate this, I am going to use the same spreadsheet we used for the previous video and import another Michael Jackson album. This time I will include several errors just to show you how the system reacts to them and how to quickly solve them. After that, we will proceed to import the spreadsheet.
Here's the video showing how this all works: